PWS_Hotel_Specialized_Courses_Jun.docx

WILLIAM J. PERRY CENTER FOR HEMISPHERIC DEFENSE STUDIES (WJPC)

Performance Work Statement (PWS) for Lodging Services for Specialized Courses

1. PURPOSE. This Performance Work Statement (PWS) delineates the tasks required for lodging services for the William J. Perry Center for Hemispheric Defense Studies (WJPC). The period of performance will be from 11 June 2016 to 26 June 2016.

2. BACKGROUND. The William J. Perry Center for Hemispheric Defense Studies supports the efforts of the Department of Defense and other United States Federal agencies to assist Western Hemisphere 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 Perry Center endeavors to foster open, frank and informed dialogue within a community of Western Hemisphere decision-makers, influential individuals, and institutional partnerships that share a long-term commitment to addressing the fundamental defense and security challenges facing the Western Hemisphere and to developing a common understanding of the importance of those challenges to their respective national and regional interests.

Specialized Courses To assist WJPC in fulfilling its responsibilities, a Contractor will provide services to support approximately 60 individuals, including participants and guest speakers for the Specialized Courses to be hosted in Washington, DC.

3. SCOPE. The contract requires lodging services, as outlined in Exhibits A. Optional items, including conference facilities, are included in Exhibit 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 seven (7) 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 distance to restaurants/shops is preferable.

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

c. Contractor shall provide facilities and banquet services in accordance with the terms in 0002 and 0003.

d. 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. 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.

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.

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 WJPC; climate controlled, adequately lit.

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

Exhibit A

0001 Lodging Requirements 0001AA Single Rooms 837 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. Note that proposed room rates should be the lowest possible rate and any rate which exceeds the U.S. Government lodging per diem rates will not be considered.

WJPC 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 WJPC 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.

0001AB Late Check out before 6 pm 0 Each Unit Price__________ Total Price __________

0001AC Late Check out after 6 pm 0 Each Unit Price__________ Total Price __________ 0002 Facilities Requirements Not applicable 0003 Banqueting Requirements Not applicable Exhibit B (Optional items) Not Applicable

Exhibit C (Optional items) Not Applicable