2016-10_NextGenHotelPWS.pdf

AFRICA CENTER FOR STRATEGIC STUDIES (ACSS)

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

Next Generation of African Security Sector Leaders

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 14 October – November 6, 2016.

2. BACKGROUND. The Africa Center for Strategic Studies (ACSS) 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 assist African 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 Africa Center endeavors to foster open, frank and informed dialogue within a community of African decision-makers, influential individuals, and institutional partnerships that share a long-term commitment to addressing the fundamental defense and security challenges facing Africa and to developing a common understanding of the importance of those challenges to their respective national interests.

Next Generation of African Security Sector Leaders Seminar. To assist ACSS in fulfilling its responsibilities, the Contractor will provide services to support approximately 70 individuals, including participants, facilitators, and guest speakers to be hosted in Washington, DC from 14 October - 6 November 2016. The Government will pay for 60 individuals and the remaining 10 will be self-pay.

3. SCOPE. The contract requires lodging as well as support and services for the Next Generation of African Security Sector Leaders Seminar. The requirements are outlined in Exhibits A,B,C and D.

4. APPROACH.

a. The selected venue, described in Contract Line Item Number (CLIN) A001, 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. A breakfast buffet must be included in the room rate. All rooms shall have a refrigerator and microwave.

b. Contractor shall provide lodging service in accordance with the terms listed in A001.

c. Contractor shall provide conference facilities in accordance with the terms in A002.

d. Contractor shall provide Conference facilities and banqueting in accordance with terms in A003.

Quality logistical support is crucial 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, B and C.

1. GENERAL REQUIREMENTS:

Security. The security classification of work to be performed under the contract is unclassified. The contractor employees will comply with any applicable conference security directives and regulations during the performance of work.

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

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

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

Optional Services Banqueting Lunch and dinner

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 Rooms 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 ACSS; climate controlled, adequately lit.

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

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

Exhibit A

0001 Lodging Requirements Next Gen

0001 Single Rooms 1265 room nights Unit Price__________ Total Price _________

Lodging Requirements: Single Rooms. This contract shall not pay for local or international phone calls from participants 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.

ACSS will provide detailed room lists identifying rooms reserved and paid for by this contract 1 week 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 ACSS accepts financial responsibility in writing for those self-pay reservations that have not reconfirmed. The hotel must have the option of early check-in and late checkout (up to 7pm) available.

Nights of: 14 Oct 15 Oct 16 Oct USG totals X X X X 10 50 60 Self-pay totals X X X X X X 10

Nights of: 17 Oct 18 Oct 19 Oct 20 Oct 21 Oct 22 Oct 23 Oct USG totals 60 60 60 60 60 60 60 Self-pay totals 10 10 10 10 10 10 10

Nights of: 24 Oct 25 Oct 26 Oct 27 Oct 28 Oct 29 Oct 30 Oct USG totals 60 60 60 60 60 60 60 Self-pay totals 10 10 10 10 10 10 10

Nights of: 31 Oct 1 Nov 2 Nov 3 Nov 4 Nov 5 Nov 6 Nov USG totals 60 60 60 60 30 30 5 Self-pay totals 10 10 10 10 10

USG Total: 1265 Self-pay Total: 200

Exhibit B

0002 Conference Facility Next Gen

A002AB Registration Room 3 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. Registration room should be available 14 – 17 October 2016.

A002AC Computer Training Lab 22 Days Unit Price__________Total price__________

• 1 Computer training lab (space for: estimated 25 workstations, 1 Government-furnished printer, 1 Government-furnished projector and screen). Room preferably close to registration area, plenary or discussion group rooms. Room size should be a minimum of 550 square feet.

• 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). ACSS will place a wireless router at the end of the connection and will serve multiple workstations and printers sharing the single connection. ACSS will provide the MAC addresses of the routers on the initial setup date.

Computer training lab should be available 14 October – 4 November, 2014.

A002AD Plenary Room 22 Days Unit Price __________ Total Price _________

• 1 Plenary Room (60) classroom-style seating and 20 theatre-style seating with space for 2 interpretation booths. The interpretation booths 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 14 October – 4 November, 2016.

• 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). ACSS will place a wireless router at the end of the connection and will serve multiple workstations and printers sharing the single connection. ACSS will provide the MAC addresses of the routers on the initial setup date.

A002AE 4 Breakout Rooms 22 Days Unit Price __________ Total Price __________

• 4 Breakout Rooms (UP TO 17 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 14 October – 4 November, 2016.

A002AF Operations Center 22 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 14 October – 5 November, 2016.

• 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). ACSS will place a wireless router at the end of the connection and will serve multiple workstations and printers sharing the single connection. ACSS will provide the MAC addresses of the routers on the initial setup date.

A002AG Faculty Office 22 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 14 October – 4 November, 2016.

A002AH Leadership Office 22 Days Unit Price Total Price __________

• 1 office for the leadership. Lounge area to fit 8 PAX + desk and chair. Room must include external phone line that is capable of calling internally, locally and internationally. Leadership office should be available 14 October – 4 November, 2016.

A003 Banqueting Requirements

A003AI 16 Lunches for 75 pax 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 October 17 – November 4, 2016. Lunch will be served Monday – Friday only from 1230 – 1400 in separate dining area.

A003AJ 29 Coffee Breaks for 75 pax 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 60 people standing, preferably located between plenary room and breakout rooms, with at least two stations for beverage service. Coffee breaks will start on October 14 – Friday November 4, 2016. There will be 2 coffee breaks daily served Monday – Friday in the morning and afternoon.

A003AK 1 Reception for 120 pax Each Unit Price Total Price

Reception date is TBD, and requires a podium with microphone. Reception food and beverage shall consist of heavy hors d’oeuvres served by hotel staff on platters, to include 2 vegetables, a fish, a meat, a starch and a dessert at the minimum, with coffee / tea, and 2 non-alcoholic drinks per person. No pork shall be served. A cash-bar would be provided.