PWS-ES_02-17_Lodging_022717.pdf

NEAR EAST SOUTH ASIA CENTER FOR STRATEGIC

STUDIES (NESA)

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

EXECUTIVE SEMINAR 02-17

1. PURPOSE. This Performance Work Statement (PWS) details the tasks required for lodging and conference services for the NESA Center for Strategic Studies. The period of performance will be from 10 March-25 March 2017

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.

Executive Seminar: To assist NESA in fulfilling its responsibilities, a Contractor will provide services to support approximately 50 participants (45 FUNDED and 5 UNFUNDED) individuals 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 Exhibit 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 six (6) miles from Fort McNair. The venue must be no further than .5 mile to a Metro station or have available shuttle service to surrounding areas. A location with 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 Exhibit A.

1. GENERAL REQUIREMENTS:

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. Hotel manager should be aware of dietary requirements of participants. The participants cannot have any pork products or alcohol prepared/cooked in foods or located on their buffet. The contractor shall provide turkey and or chicken based meats as a meat substitute for pork. The contractor will make every effort to keep pork products in a separate area.

6. Hotel location shall have at least 6 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.

7. Hotel location shall be within .5 mile walking distance of a metro station or have available 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.

Exhibit A

0001 Lodging Requirements

0001AA Single Rooms 602 room nights Unit Price__________ Total Price _________

0001AB Single Rooms (UNFUNDED) 75 room nights

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 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 1 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: Mar. 10 Mar. 11 Mar. 12 Mar. 13 Mar. 14 Mar. 15

USG totals/Single Rooms

3 9 45 45 45 45

Mar. 16 Mar. 17 Mar. 18 Mar. 19 Mar. 20 Mar. 21

45 45 45 45 45 45

Mar. 22 Mar. 23 Mar. 24 Mar. 25

45 45 45 5 Funded

Rooms Total

**Late Check out:

25 March 2017 **Late Departure

0001AC Late Check out before 6 pm 20 Each Unit Price__________ Total Price

0002 Facilities Requirements

0002A Registration Room 1 Day Unit Price __________ Total Price

•1 registration and per diem payout room (to be divided by partition) Space should be able to accommodate a minimum of 15 PAX at time with 3 areas sectioned out with one table and chairs on Monday 10 March 2017. Table needed in lobby across/near hotel registration on Monday 10 March 2017 from 1000-1130 for NESA Registration. Two tables with 8 chairs is needed. Bottled water and pens are to be provided for participants. Water and coffee station should be provided.

• Small meeting space should have 2 tables and 6 chairs.

0002B Room for Administrative Briefing 1 Day Unit Price ___________ Total Price

• Meeting Room should have classroom style seating to accommodate 50 PAX on Monday 10 March 2017 for NESA.

• AV screen with projector equipment with computer hook up and internet from 1130-1230