PWS-NESA_IEMed_Seminar-Lodging-Final.pdf

NEAR EAST SOUTH ASIA CENTER FOR STRATEGIC STUDIES

PERFORMANCE WORK STATEMENT

for Lodging Services

NESA IEMed Seminar 14 November-17 November 2016

1. PURPOSE. This Performance Work Statement (PWS) delineates the tasks required for lodging and conference services for the Near East South Asia Center for Strategic Studies. The period of performance will be from November 14-17, 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.

NESA IEMed Seminar: To assist NESA in fulfilling its responsibilities, a Contractor will provide services to support approximately individuals (8 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.

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 one mile (8) miles from the US State Department Address: 2201 C Street, NW Washington DC 20520. A hotel within 8 miles of the State Department is critical to facilitating the availability of senior State Department officials, ISIS Special Envoy to the President staff, and senior academics assigned to “Think Tanks” along K street area. The location is also necessary to facilitate meeting with Spanish Embassy/EU Ambassador reception and with other local embassies. Any other location will demise the opportunity to engage senior officials with regional policy experience to exchange ideas necessary to develop thoughtful and complete insights for potential policy recommendations. The venue must be no further than 1 mile to a Metro station and have available 24 hour shuttle service to surrounding areas. A location with at least one (1) full service restaurant located within the hotel and five (5) full service restaurants within .5 mile walking distance of the hotel.

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

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 and lighting

2. Rooms shall have high speed internet hook-up

3. Rooms shall have kitchenette or refrigerator and microwave.

4. Rooms shall have a secured safe for valuables

5. A hot American Buffet Breakfast shall be included with room rate.

6. Hotel location shall have at least 5 restaurants with one (1) full service restaurant located inside the hotel which shall offer breakfast, lunch, and dinner menus; and five (5) full service restaurants within a .5 mile walking distance to the hotel. Please list restaurants

7. Hotel location shall be within .5 mile walking distance of a metro station or have available 24 hour shuttle service to surrounding areas.

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

9. Rooms are available on required dates.

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 for 24 hour coverage.

Exhibit A

0001 Lodging Requirements

0001AA Single Rooms 16 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 1 day 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 14-17 November 2016 at their own expense. If confirmation of travel dates and booking is not confirmed with self-pay seminar attendees one day 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 no show fee 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: Nov. 14 Nov. 15 Nov. 16 Nov. 17

USG

totals/Single Rooms

8 8 3 Self payers

Self payers

Total Funded Rooms:

Total Non- Funded Rooms

**Check out:

16 Nov 2016 **Funded Guests Late Departure

0001AB Late Check out before 6 pm 8 Each Unit Price__________ Total Price __________

0002 Facilities Requirements-

1001 Conference Facilities – Request Conference Package if applicable.

Conference Facility Requirements: Pitchers of water or bottled water shall be available for all participants in the Conference Room. Pitchers of water or bottled 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 by 1200 on Monday 14 November and available for use by 0700 on the start date 11/15/2016 and shall be available for use until 1200 on 11/16/2016 as specified.

1001AA Plenary Room 1 ½ Days Unit Price __________ Total Price _________

•1 Plenary Room (40 U shape-style, 20 tables/ 2 persons per table with 1 microphone; 20 microphones total with a minimum of 20 tables. Pens, pads, candy, and bottled water is to be provided by hotel.

Room size should be a minimum of 2100 square feet. Plenary room should be available 14 November at 12pm (for set up) – 16 November, 2016 til 12pm (1200).

• Separate podium and microphone set up off of screen. One (1) large screen, lap top and projector for presentations centered on wall in open part of U arrangement. One (1) table immediately outside conference room with 4 chairs, an electric outlet and wireless and hard wire connection for planner/staff.

•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 B

1002 Banqueting Requirements

1002AA One (1) Lunches for 30 pax Each Unit Price Total Price

Lunch shall be plated seated style and shall consist of a vegetable, or fruit salad, an entree consisting of a selection choice of fish and meat, a serving of a vegetable, or starch, a dessert, coffee and tea, and water and one non-alcoholic drink per person shall be served. No pork or alcohol is to be prepared in food or served to our guests. Lunch will start on Tuesday November 15 at 1300-1500 in separate dining area with podium and microphone.

**Please provide menu options for lunches and breaks.

1002AB Two (2) Coffee Breaks for 40 pax Each Unit Price Total Price

Coffee Breaks shall include coffee, tea, juice, fruit, pastries and water and shall have a server present at all times. Location for coffee breaks must be able to handle 40 people standing, preferably located inside plenary room with at least two stations for beverage service. Coffee breaks will start on Tuesday November

15–Wednesday, November 16, 2016. Tuesday 15 November, there will be 1 coffee break daily; morning at 1100-1130; on Wednesday 11/16 there will be 1 coffee break at 1100-1130. Staff cleanup and reset tables with water at coffee/tea breaks and lunch. Extra bottles of water and pads/pens at small table near the coffee set up in rear of room. Appropriate Hotel lobby signage for event. Directional signs to conference room from Lobby and guest rooms should be visible.

NEAR EAST SOUTH ASIA CENTER FOR STRATEGIC STUDIES