PWS_Tunisia_01-16_Lodging-_30_December_2015.pdf

NEAR EAST SOUTH ASIA CENTER FOR STRATEGIC STUDIES

(NESA)

Performance Work Statement (PWS) for Lodging and Conference Services for

TUNISIA NDI SEMINAR

1. PURPOSE. This Performance Work Statement (PWS) delineates the tasks required for lodging and conference services for the Africa Center for Strategic Studies. The period of performance will be from 24 January to 6 February 2016.

2. BACKGROUND. The Near East South Asia Center for Strategic Studies (NESA) supports the efforts of the Department of Defense and other United States Federal agencies to counter ideological support of terrorism, foster regional cooperation on security issues, promote democracy, and Near East South Asia nations in improving their security and strengthening their defense establishments. This mission is accomplished by promoting good governance, security sector professionalism, and democratic civil-military relations. The foundation of the Center’s effort is its high quality, relevant academic programs. Building on that foundation, the NESA Center endeavors to foster open, frank and informed dialogue within a community of decision-makers, influential individuals, and institutional partnerships that share a long-term commitment to addressing the fundamental defense and security challenges facing Near East South Asia and to developing a common understanding of the importance of those challenges to their respective national interests.

Tunisia NDI Seminar: To assist NESA in fulfilling its responsibilities, a Contractor will provide services to support approximately 55 individuals (55 FUNDED); including participants, facilitators, and guest speakers to be hosted in Washington, DC.

3. SCOPE. The contract requires lodging as well as support and services, as outlined in Exhibits A. Optional items, including conference facilities, are included in Exhibit A , B and C.

4. APPROACH.

a. The selected venue, described in Contract Line Item Number (CLIN) 0001, must be within the DC metropolitan area and located no further than six (6) miles from Fort McNair. The venue must be no further than .50 miles to a Metro station or have available shuttle service to surrounding areas. A location within walking .5 miles distance to 5 full service restaurants/shops is preferable.

b. Contractor shall provide lodging service in accordance with the terms listed in CLIN 0001 and its

SUBCLINS.

c. Optional items are listed in Exhibit B and C.

Quality logistical support is key to creating an atmosphere for exchange of ideas. Logistical support and program content equally contribute to the success of the conference.

SPECIFIC REQUIREMENTS: See Exhibits A.

1. GENERAL REQUIREMENTS:

Amenities.

Lunch and dinner options on hotel premises

Sleeping rooms must have kitchenettes or refrigerators and microwaves

Breakfast to be included in sleeping room rate

Hotel within 3 walking blocks or .50 mile walking distance of Metro and at least 5 local full-service restaurants

Hotel needs to be fully ADA compliant

2. PERFORMANCE BASED MATRIX.

The Government will monitor the Contractor's performance under this contract using on-site inspections and customer feedback. The contractor will be given the opportunity to correct or address any adverse findings resulting from observations and feedback. Failure to correct any adverse findings or failure to deliver all services described in this contract may result in non-acceptance of the services by the Government. Failure to meet the standards of this performance work statement may result in a deduction of price equal to the value of the unperformed or poorly performed services. Failure to provide services in accordance with this contract could also result in termination of the contract for cause and/or adversely impact the Contractor’s ability to be selected for future contracts.

Outcome Performance Metric

Performance Standard

Contractor shall provide sufficient logistical support to create the most conducive environment to maximize the goals of this conference.

Contractor POC Responsiveness, knowledge, and availability.

Rooms Each event attendee provided his / her own room with a private bath, cleaned daily and individually climate-controlled.

Conference Facilities

Plenary Room set-up to facilitate maximum participation and visibility of images and text projected on large screens in multiple languages (i.e. free from obstruction); Lectern and dais set-up to complement seating arrangement encouraging maximum interaction between speakers, moderators, panelists and participants; set-up prior to required availability;

climate controlled, adequately lit and availability of pitchers water.

Breakout Group Room seating set-up to promote maximum participation and interaction between facilitators and participants; seating set-up prior to required availability in accordance with diagrams to be provided by NESA; climate controlled, adequately lit.

Other offices set-up in accordance with diagrams to be provided by NESA prior to required availability, climate controlled, adequately lit, ability to be secured; availability of internet capability as defined in this PWS.

Catering Lunch and Coffee Breaks

Shuttle Service Timeliness, availability, accommodates to guests departure and arrival time schedule.

Exhibit A

0001 Lodging Requirements

0001AA Single Rooms 715 room nights Unit Price__________ Total Price _________

Lodging Requirements: Single Rooms. This contract shall not pay for local or international phone calls from participant’s rooms, pay per view programs, mini-bar consumption, room service, nor any alcoholic beverages.

Request that all rooms have outgoing phones and pay-per-view TV turned off and mini-bars locked. Allowance for availability of said items will be given by presenting a suitable deposit as agreed upon by the hotel.

NESA will provide detailed room lists identifying rooms reserved and paid for by this contract 4 days prior to the first planned arrival. The Government will only pay for rooms defined as “USG-paid”. The Government has no financial liability for rooms booked as “Self-pay”. Hotel is nevertheless required to confirm availability of rooms on dates identified below, and requested to hold rooms for “Self-pay” guests at group rate until 1 week prior to planned arrival of individual self-pay guests. Self-paying participants will reconfirm with the hotel directly to reserve their room. If confirmation of travel dates and booking is not confirmed with self-pay seminar attendees five days prior to planned arrival, hotel is under no obligation to hold the room unless NESA accepts financial responsibility in writing for those self-pay reservations that have not reconfirmed.

Unoccupied rooms: If the contractor holds a room and a participant does not occupy that room prior to 6:00 P.M. on the date of scheduled occupancy, the Government will be charged a for that day and remaining days will be cancelled, and the Government will not be charged by the contractor for the remaining days of that reservation.

Terms and conditions for early check-in and late check-out to be provided in technical quote of proposal.

Nights of: Jan. 24 Jan. 25 Jan. 26 Jan. 27 Jan. 28 Jan. 29 Jan. 30

USG totals 55 55 55 55 55 55 55

Nights of: Jan. 31 Feb. 1 Feb. 2 Feb. 3 Feb. 4 Feb. 5

USG totals 55 55 55 55 55 55

**Check-out on:

February 6, 2016

0001AB Late Check out before 6 pm 10 Each Unit Price__________ Total Price __________

0001AC Late Check out after 6 pm 10 Each Unit Price__________ Total Price __________

Exhibit B (Optional items)

1001 Conference Facilities (Optional items) Opitional items can be ordered at any time after the award until the end of Period of Performance.

Conference Facility Requirements: Pitchers of water shall be available for all participants in the Plenary and breakout rooms at a minimum. Pitchers of water and glasses shall be strategically placed throughout the rooms to minimize the level of disruption in obtaining water. All conference facilities shall be set up and available for use by 0800 on the start date specified and shall be available for use until 1800 on the end date specified.

1001AA Plenary Room 10 Days Unit Price __________ Total Price _________

1 Plenary Room (50 classroom-style seating and 20 theatre-style seating with space for 1 interpretation booth. The interpretation booth will be contracted separately and shall not be priced under this contract.)

Room size should be a minimum of 2100 square feet. Plenary room should be available 25 January at 8am (for set up) – 5 February, 2016 til 6pm.

The connections must be physical (CAT5) of at least 6MB download and 2MB upload, must allow multiple MAC addresses to transverse the connection and must be a direct connection (no proxy redirect). NESA will place a wireless router at the end of the connection and will serve multiple workstations and printers sharing the single connection. NESA will provide the MAC addresses of the routers on the initial setup date.

1001AB 3 Breakout Rooms 10 Days Unit Price __________ Total Price __________

3 Breakout Rooms (UP TO 20 PAX U-shaped with space for 1 interpretation booth in each. The interpretation booth will be contracted separately and shall not be priced under this contract.) Room size should be a minimum of 520 square feet. Breakout rooms should be available 25 January at 8am (for set

up) – 5 February, 2016 till 6pm.

1001AC Operations Center 8 Days Unit Price __________ Total Price __________

1 Operations Center (space for: estimated 20 PAX workstations, 2 Government-furnished printers, 1 Government-furnished fax, 1 photocopier,). Room must include 1 external phone line that is capable of calling internally, locally and internationally, and 1 phone/fax line capable of connecting locally and internationally. Room size should be a minimum of 550 square feet. Operations center should be available 25 January at 8am (for set up) – 5 February, 2016 till 6pm.

The connections must be physical (CAT5) of at least 6MB download and 2MB upload, must allow multiple MAC addresses to transverse the connection and must be a direct connection (no proxy redirect). NESA will place a wireless router at the end of the connection and will serve multiple

1001AD Faculty Office 8 Days Unit Price __________ Total Price __________

1 faculty office. Space for estimated 6 PAX workstations and a conference table with chairs. Faculty office should be available 25 January at 8am (for set up) – 2 February 2016 till 6pm.

The connections must be physical (CAT5) of at least 6MB download and 2MB upload, must allow multiple MAC addresses to transverse the connection and must be a direct connection (no proxy redirect). NESA will place a wireless router at the end of the connection and will serve multiple

1001AE Registration Room 1 Days Unit Price ___________ Total Price ___________

1 registration room. Space should be able to accommodate a minimum of 15 PAX at time with 3 areas sectioned out with table and chairs.

The connections must be physical (CAT5) of at least 6MB download and 2MB upload, must allow multiple MAC addresses to transverse the connection and must be a direct connection (no proxy redirect). NESA will place a wireless router at the end of the connection and will serve multiple workstations and printers sharing the single connection. NESA will provide the MAC addresses of the routers on the initial setup date.

Exhibit C (Optional items)

1002 Banqueting Optional Requirements

1002AA Nine (9) Lunches for 58 pax 522 Each Unit Price Total Price ___

Lunch shall be buffet style and shall consist of a vegetable, or fruit salad, an entree consisting of fish and meat a serving of a vegetable, or starch, a dessert, coffee and tea, and one non-alcoholic drink per person. No pork shall be served. Lunch will start on Tuesday January 26 – Friday February 5, 2016. Lunch will be served Tuesday 26 January- Friday 29 January at 1200-1315, and Monday 1 February- Friday 5 February at 1200 – 1315 in separate dining area.

1002AB Nine days (18) Coffee Breaks for 65 pax 18 Each Unit Price_____Total Price____

Coffee Breaks shall include coffee, tea, juice, and water and shall have a server present at all times. Location for coffee breaks must be able to handle 50 people standing, preferably located between plenary room and breakout rooms, with at least two stations for beverage service. Coffee breaks will start on Tuesday January 26

– Friday, February 5, 2016. There will be 2 coffee breaks daily served. Week-1: Tuesday 26 January; morning at 1015-1045 and in the afternoon at 1430-1445 and also Wednesday/Thursday/Friday morning at 1100-1115 and in the afternoon at 1445-1500. Week 2: Monday 1 February; Tuesday morning at 1015-1045 and in the afternoon at 1430-1445 and also Wednesday/Thursday/Friday morning at 1100-1115 and in the afternoon at 1445-1500.