2017-01_NSSD_HotelPWS_.pdf

AFRICA CENTER FOR STRATEGIC STUDIES (ACSS)

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

National Security Strategy Development (NSSD)

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 22 -28 January 2017.

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.

National Security Strategy Development (NSSD). To assist ACSS in fulfilling its responsibilities, the Contractor will provide services to support approximately 81 individuals, including participants, facilitators, and guest speakers to be hosted in Washington, DC from 22 - 28 January 2017.

3. SCOPE. The contract requires lodging as well as support and services for the National Security Strategy Development. The requirements are outlined in Exhibits A, B, and C.

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.

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 B001.

d. Contractor shall provide banqueting in accordance with the terms listed in C001.

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 and B and C.

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.

Lodging Rooms Each event attendee provided his / her own room with a private bath, cleaned daily and individually climate-controlled.

Facilities

Office 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.

Banqueting

Reception

Exhibit A

A001 Lodging Requirements

A001A Single Rooms 414 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 their 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: Su 22 Jan Mo 23 Jan Tu 24 Jan We 25 Jan Th 26

Jan Fr 27 Jan Sa 28 Jan

USG totals 40 81 81 81 81 50 X

Self-pay totals X X X X X X X

USG Total: 414

Self-pay Total: 0

Exhibit B

B001 Facilities Requirements

B001A Registration Room 2 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 from 22-23 January, 2017.

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.

Exhibit C

C001 Banqueting Requirements

C001A 1 Reception for 100 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.