2017-03_BI_Conference_PWS_Hotel.pdf

Defense Security Cooperation Agency Performance Work Statement (PWS) for Lodging and Conference Services for

Building Integrity Conference 27-30 March 2017

1. PURPOSE. This Performance Work Statement (PWS) delineates the tasks required for lodging and conference services for the Defense Security Cooperation Agency. The period of performance will be from 26- 30 March 2017.

2. BACKGROUND. The Defense Security Cooperation Agency (DSCA) in partnership with both the Office of the Deputy Assistant Secretary of Defense for Security Cooperation (ODASD/SC) and the North Atlantic Treaty Organization (NATO), will host its annual Building Integrity Conference on 27-29 March 2017 in Washington DC.

3. SCOPE. The contract requires lodging and conference space as well as support and services, as outlined in Exhibits A and B.

4. APPROACH.

a. The selected venue, described in Exhibit A, must be within the DC metropolitan area and located no further than two (2) miles from the Pentagon. The venue must be no further than .50 miles to a Metro station. 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 catering in accordance with the terms listed in A003.

Quality logistical support is key to creating an atmosphere for exchange of ideas and meeting conference objectives. Logistical support and program content equally contribute to the success of the conference.

SPECIFIC REQUIREMENTS: See Exhibits A and B.

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

Plenary Room set-up to facilitate maximum participation and visibility of images and text projected (i.e. free from obstruction); Lectern and dais set-up to complement seating arrangement encouraging maximum interaction between panelists and participants; set-up prior to required availability;

climate controlled, adequately lit and availability of water pitchers and glasses.

Breakout Group Room seating set-up to promote maximum participation and interaction between breakout discussants and participants; seating set-up prior to required availability in accordance with diagrams to be provided by DSCA; climate controlled, adequately lit.

Catering Lunch, Reception and Coffee Breaks Availability of service staff to support timely and efficient delivery and consumption of provided meals or refreshments.

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

Exhibit A

A001 Lodging Requirements

A001AA Single Rooms 380 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 or credit card as agreed upon by the hotel with the guest.

DSCA will provide detailed room lists identifying rooms reserved and paid for by this contract 10 days prior to the first planned arrival. The Government will only pay for rooms defined as “USG”. 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 DSCA accepts financial responsibility in writing for those self-pay reservations that have not reconfirmed.

Terms and conditions for early check-in and late check-out and no-show policy to be provided in technical quote

Nights of: 25 Mar 26 Mar 27 Mar 28 Mar 29 Mar 30 Mar USG totals 20 50 50 50 40 15 Self-pay totals 10 30 30 30 15 5

ROOM NIGHTS:

USG Total: 225 Self-pay Total: 120

A002 Conference Facilities

Conference Facility Requirements: Pitchers of water shall be available for all participants in the Plenary and breakout rooms at a minimum. Pitchers of 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 and available for use by 0800 on the start date specified and shall be available for use until 2000 on the end date specified.

A002AA Plenary Room 4 Days Unit Price __________ Total Price _________

• 1 Plenary Room (90 classroom-style seating with space for 2 interpretation booths. The interpretation booths will be contracted separately and shall not be priced under this contract.). Plenary room should be available for setup on 26 March 2017 at 8am until 29 March 2017 at 8pm.

A002AB Breakout Room 1 3 Days Unit Price __________ Total Price __________

• Breakout Rooms (30 square shape seating with space for 1 interpretation booth in each. The interpretation booth will be contracted separately and shall not be priced under this contract.) Breakout room should be available for setup on or before 27 March 2017 at 8am until 29 March 2017 at 8pm.

A002AC Breakout Room 2 3 Days Unit Price __________ Total Price __________

• Breakout Rooms (30 square shape seating with space for 1 interpretation booth in each. The interpretation booth will be contracted separately and shall not be priced under this contract.) Breakout room should be available for setup on or before 27 March 2017 at 8am until 29 March 2017 at 8pm.

A002AD Breakout Room 3 3 Days Unit Price __________ Total Price __________

• Breakout Rooms (30 square shape seating with space for 1 interpretation booth in each. The interpretation booth will be contracted separately and shall not be priced under this contract.) Breakout room should be available for setup on or before 27 March 2017 at 8am until 29 March 2017 at 8pm.

A002AE Multi-purpose Room 3 Days Unit Price __________ Total Price __________

• 1 multipurpose room for DSCA staff and conference leadership to meet on conference agenda issues.

Lounge area to fit 8 PAX + one desk and an office chair. Room must include external phone line that is capable of calling internally, locally and internationally. Multi-purpose room should be available on or before 27 March 2017 at 8am until 29 March 2017 at 8pm.

Exhibit B

The following requirements will be paid through NATO. As part of the meeting Exhibit A requirements, contractor is required to demonstrate availability and pricing for the following requirements. Contractor will plan on providing requested banqueting support as outlined below. The Government has no financial liability for items listed under Exhibit B. Failure of NATO to provide a letter of guarantee or other form of document required to secure services by 20 March, hotel is under no obligation to provide the service unless DSCA accepts financial responsibility in writing.

B001 Banqueting Requirements The following requirements will be paid through NATO. As part of the meeting Exhibit A requirements, contractor is required to demonstrate availability and pricing for the following requirements. Contractor will plan on providing requested banqueting support as outlined below. The Government has no financial liability for items listed under Exhibit B. Failure of NATO to provide a letter of guarantee or other form of document required to secure services by 20 March, hotel is under no obligation to provide the service unless DSCA accepts financial responsibility in writing.

B001AA 3 Lunches for 90 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 Monday 27 March through Wednesday 29 March 2017. Lunch will be served in a separate dining area.

B001AB 6 Coffee Breaks for 90 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 90 people standing, preferably located between the plenary room and breakout rooms, with at least two stations for beverage service. Coffee breaks will start on Monday 27 March through Wednesday 29 March 2017. There will be 2 coffee breaks daily served Monday – Wednesday in the morning and afternoon.

B002 Optional Reception

The following option may be paid through NATO. Contractor is required to provide availability and pricing for the following option. NATO will provide guidance on exercising this option at least two weeks prior to the date of the reception should it decide to fund this option.

B002AA 1 Reception for 90 pax Each Unit Price Total Price

Reception on Monday 27 March 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 should be provided.