Autumn_2015_PMR_-_PWS_Conference_Center_and_Lodging_-_20150910_v2.doc

DEFENSE SECURITY COOPERATION AGENCY

Performance Work Statement (PWS) for

October 2015 Afghanistan PMR Conference

1. Purpose. This Performance Work Statement (PWS) delineates the tasks required for services in support of the 2015 Afghanistan Program Management Review (PMR). The Afghanistan PMR is a semi-annual event hosted by the Defense Security Cooperation Agency.

2. Scope. The contract requires a large conference space and breakout rooms, audio-visual support, refreshments and lodging for 57 personnel. A single Point of Contact with event hosting experience must be made available both during the planning and execution phases of the event.

Sleeping rooms will not be part of this contract. See Exhibit A

3. HOTEL LOCATION: Hotel shall be located within .75 miles to the Crystal City and Pentagon metro stations to accommodate reasonable walking distance for participants and guest speakers to and from the Defense Security Cooperation Agency (DSCA) located in Crystal Gateway North.

4. PERIOD OF PERFORMANCE: 26 – 30 October 2015

5. Approach.

A. 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.

B. Conference Facilities

Room and Seating Requirements. This conference will require conference and meeting rooms as noted below. In general, the large room shall be set up in classroom/lecture format to facilitate speeches, and all smaller rooms should be set up in U-shape to facilitate office and working group discussions (peripheral, non-table seating will be permitted). Use wider tables when possible for the room setup if space allows. Conference rooms that cannot be set up to accommodate U-shape may use square or conference shape as an alternate.

Date:

C. Refreshments. The selected hotel will provide adequate on-site refreshment for conference participants during specified days, consisting of ice water, coffee, tea, juice, and some type of pastry or muffin for “Morning Break,” and ice water, coffee, tea, and sodas and some type of cookie/fruit snack for “Afternoon Break.” Morning Breaks will be set up by 9:30am; Afternoon Breaks will be set up by 2pm. Water and coffee pots to be kept full 8:00AM-4:00PM with additional coffee requested as needed; all other snacks and refreshments shall be available until depleted. Refreshments are to be provided on the following dates in the following quantities:

D. Conference Registration/Check-In. The hotel shall provide a table/registration area each day for the purpose of conference check in, and shall provide adequate numbers of easels, directional arrows, or other assistance to ensure guests arrive to their on-site events.

E. Proximity. All rooms, restrooms, registration, and refreshment tables shall be located in close proximity to another, preferably in the same area of a hallway or area specifically designated for this conference.

F. Audio-Visual Support This contract requires wireless connectivity and wired audio-visual support for each of the two types of rooms (U-Shape and Classroom), for the days and in the quantities listed in paragraph 2.b, above. A private, dedicated, password-protected Wi-Fi (wireless) connection shall be made available for all conference laptops and participants. The wired audio-visual requirements for each room are identified below.

· U-Shape: Each room shall have a spider telephone to facilitate remote conferencing, at least 2 power strips, and a projector and screen. Projector shall accommodate hookups from laptop computers.

· Classroom: Each room shall have a spider telephone to facilitate remote conferencing. Each room shall be equipped with 2ea LCD projectors with remote control and all associated hardware, 2ea 10’x10’ Screens, 10 power strips for guest laptops, 1 UHF wireless belt pack & lavaliere microphones, 1 UHF wireless microphone receivers, 2 wireless handheld microphones, 2 UHF wireless microphone receivers, 1 wireless podium microphone, podium and microphone tied into the spider telephone, and 1ea 14 channel analog audio mixer. Projectors shall accommodate hookups from a single laptop computer.

G. On Site Parking. This hotel shall provide 10 daily (24-hr) parking tickets at the hotel, with in-out privileges, for any given 24-hour period.

6. Manpower Reporting Requirement: The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for DSCA via secure data collection site. The Contractor is required to completely fill in all required data fields using the following web address: http://www.ecmra.mil/. Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported anytime during FY, all data shall be reported no later than October 31 of each calendar year, beginning with 2013. Contractor may direct question to the help desk at http://www.ecmra.mil/

7. Technical Point of Contact: Max Kannen, phone: 703-604-6626, email address:maxwell.m.kannen.civ@mail.mil

All communication will occur between the contractor and the contracting officer. Any questions regarding this requirement must be addressed to the Contract Specialist, Petra McPherson, Email: Petra.a.mcpherson.civ@mail.mil.

Invoicing Procedures: Invoices are to be submitted electronically via the Internet through Wide Area Work Flow – Receipt and Acceptance (WAWF-RA) system at https://wawf.eb.mil. Contractors must create two documents (Invoice and Receiving Report; i.e. Combo Documents) with a single data entry session.

8. 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 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.

EXHIBIT A – CONTRACT REQUIREMENTS

1. Lodging Requirements

Please note: sleeping rooms are to be blocked, not reserved. The lodging rooms will be paid individually and will not be paid under this contract.

A. Room Quantity. Hotel shall provide up to 57 rooms per night (total 462 room-nights) between October 22-November 1, 2015 in the dates/quantities indicated below for “US” and “Afghan” travelers. Rooms not reserved 1 week prior to the event shall be released.

B. Booking and Cancellation Policy. Hotel shall provide DSCA an online event reservation portal for the purpose of booking blocked rooms. The portal shall open upon award of contract upon direction by DSCA, and shall close 2 weeks before the event. The portal shall permit registrants to identify themselves as “US” or “Afghan” guests. Credit card numbers shall be required to book rooms for US guests. Credit card numbers shall be optional to book rooms for Afghan guests. All guests may modify or cancel reservations free of charge if such changes are made 24 hours prior to arrival. The hotel shall reserve the right to release all unbooked rooms at the time the portal is closed. Vendor will periodically provide summary reservation tracking reports at least weekly, or as subsequently agreed.

C. Required Amenities and Services. Hotel shall have on-site breakfast/dining, Wi-Fi, ATM access, laundry services, and fitness facilities available to all guests. All rooms shall have in-room climate control, telephones, Wi-Fi access, refrigerator, and a lockable safe. Wi-Fi shall be included in the room rate. Rooms designated as “Afghan” shall have outbound (out-of-hotel) phone service turned off, pay-per-view TV turned off, mini-bars locked, and shall not be eligible for room service or any other goods and services that would incur charges above and beyond the lodging rate.

F.

Payment. All guests who have booked rooms with a credit card shall individually pay for accommodation, buffet breakfast and incidentals prior to departure. Afghan guests who booked their room without a credit card shall provide payment for same at time of check-in.

G.

Early Check-In/Out. Due to flight arrangements, the option of early check-in (11am) and late checkout (up to 4pm) are requested, without penalty, due to the international travel of the guests.

� EMBED Excel.Sheet.12 ���

PAGE

Sheet1

Nights /Totals: 22-Oct 23-Oct 24-Oct 25-Oct 26-Oct 27-Oct 28-Oct 29-Oct 30-Oct 31-Oct Total

US 3 3 33 33 33 33 33 33 33 33 270

Afghan 0 0 24 24 24 24 24 24 24 24 192

Total 3 3 57 57 57 57 57 57 57 57 462