PWS-ES_01-16_Lodging_4_Feb_2016.pdf

NEAR EAST SOUTH ASIA CENTER FOR STRATEGIC STUDIES

(NESA)

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

EXECUTIVE SEMINAR 01-16

5 MARCH-20 MARCH 2016

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 5 March to 20 March 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.

Executive Seminar: To assist NESA in fulfilling its responsibilities, a Contractor will provide services to support approximately 50 individuals (45 FUNDED) (5 NON-FUNDED SELF-PAYERS), 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. Lodging

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 1 mile to a Metro station or have available shuttle service to surrounding areas. A location within .5 miles to 5 full service restaurants/shops is preferable.

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

c. Contractor shall provide facilities in accordance with the terms in 0002.

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. Within five days of award of this contract, the hotel shall provide detailed information on amenities and discounts available to participants, faculty and staff attending the workshop.

Minimum Acceptability Standards:

1. Sleeping rooms of similar size and type with separate work space with desk, drawers, lighting and climate controlled.

2. Rooms shall have high speed internet hook-up.

3. Rooms shall have kitchenette or refrigerator and microwave.

4. Breakfast shall be included with room rate.

5. Hotel location shall be within .5 mile walking distance of a metro station or have available shuttle service to surrounding areas.

6. Within .5 mile of at least 5 full service restaurants.

7. Hotel shall be fully compliant with Americans with Disability Act (ADA)

8. Rooms are available on required dates.

9. Lodging must be within 6 miles of Fort McNair.

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.

Shuttle Service Timeliness, availability, accommodates to guests.

Exhibit A

0001 Lodging Requirements

0001AA Single Rooms 755 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: Mar. 5 Mar. 6 Mar. 7 Mar. 8 Mar. 9 Mar. 10 Mar. 11

USG totals 50 50 50 50 50 50 50

Nights of: Mar. 12 Mar. 13 Mar. 14 Mar. 15 Mar. 16 Mar. 17 Mar. 18

USG totals 50 50 50 50 50 50 50

Nights of: Mar. 19 Mar. 20

USG totals 40 15

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 __________

0002 Facilities Requirements

0002AA 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 one table and chairs on Sunday, 6 March 2016. Table needed in lobby across/near hotel registration on Sunday, 6 March 2016 for NESA Registration. One table with 8 chairs is needed.

Bottled water and pens are to be provided for participants