2017-05_SLS_HotelPWS2.pdf

AFRICA CENTER FOR STRATEGIC STUDIES (ACSS)

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

Senior Leaders Seminar (SLS)

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 5 -21 May 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.

Senior Leaders Seminar. To assist ACSS in fulfilling its responsibilities, the Contractor will provide services to support approximately 70 individuals, including participants, facilitators, and guest speakers to be hosted in Washington, DC from 5 -21 May 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 Exhibit A.

c. Contractor shall provide conference facilities in accordance with the terms in Exhibit B.

d. Contractor shall provide parking passes in accordance with the terms listed in Exhibit C.

e. Contractor shall make every effort to reduce costs for all programmatic requirements in order to be considered competitive for this solicitation.

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, B, and C.

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.

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 will be provided his / her own room with a private bath, cleaned daily and individually climate-controlled.

Facilities Required:

registration room

Room 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.

Exhibit A

A001 Lodging Requirements

A001A Single Rooms 783 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:

Fr 5 May Sa 6 May Su 7 May USG totals X X X X X 35 55 Self-pay totals X X X X X 1 3

Nights of: Mo 8 Ma Tu 9 Ma We 10 Ma Th 11 Ma Fr 12 Ma Sa 13 Ma Su 14 Ma USG totals 55 55 55 55 55 55 55 Self-pay totals 3 3 3 3 3 3 3

Nights of: Mo 15 Ma Tu 16 Ma We 17 Ma Th 18 Ma Fr 19 Ma Sa 20 Ma Su 21 Ma USG totals 55 55 55 55 40 10 X Self-pay totals 3 3 3 3 1 X X

USG Total: 745 Self-pay Total: 38

Exhibit B

A002 Facilities Requirements

A002A Registration Room 4 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 5-8 May, 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

A003 Parking Requirements

A003A 30 Parking Passes Unit Price __________ Total Price __________

• Parking passes 5 – 21 May, 2017.

TECHNICAL SUBMISSION

In its response, the contractor submitting a quote must address all technical and price factors:

Factor 1 - Quality of Services and Amenities Factor 2 - Price Factor 3 - Cancellation Policies Subfactor 3.1. Lodging Cancellation Policy Factor 4 - Past Performance

Factor 1 – Quality of Services and Amenities.

Submission Requirements. Contractors shall provide descriptive literature to include information on the services and amenities of hotel, to include the availability of in-room climate control, a refrigerator, and a lockable safe in guest rooms, an on-site fitness center, access to an on-site international ATM machine, and proposed special early check-in and late check-out terms and conditions for this group. Contractors shall also provide information on shuttle availability for airport arrivals and departures as well as availability to Metro station and surrounding areas.

Factor 2 – Price.

Submission Requirements: Quoters shall fully complete the price schedule for all Contract Line Items and all Exhibit Line Items associated with this request for quote and return.

Quoters shall provide its hotel cancellation policy and associated fees with the price submission. Failure to provide the cancellation policy may permit the Government to cancel the requirement either in whole or in part at no cost to the Government.

Factor 3 – Cancellation Policies.

Subfactor 3.1. Lodging Cancellation Policy.

Submission Requirements. Quoters shall provide a detailed description of the quality features quoted to the Africa Center for Strategic Studies. Specifically, quoters shall provide information on proposed cancellation policies as they relate to the Africa Center’s desired cancellation policies related to lodging.

Factor 4 – Past Performance.

Submission Requirements. Contractors shall provide past performance information (e.g. letters of recommendation, customer evaluations, etc.) indicating the quality of hotel performance and service during the past year. Additionally, quoters shall provide at least one reference for which the hotel provided services for a group similar in size to the ACSS group within the past year. Contact information shall include the name, e-mail address and phone number of each reference. Past performance information greater than one year will not be considered.

3. Evaluation Methodology:

This acquisition will use trade-off analysis to make a best value selection decision. The selection decision will incorporate trade-off techniques and will be made based on an integrated assessment of each contractor’s quote. As such, the Government may extend an offer to a contractor who has not quoted the lowest price or the highest rated technical submission. Quotes will be evaluated based on the stated evaluation factors. An offer will be extended to the responsible vendor quoting the best value to the Government, price and non-price factors considered. The evaluation factors are listed in descending order of importance.

Factor 1 – Quality of Services and Amenities

The Government will evaluate the quote to determine the extent to which the quoted services and amenities add to the comfort and convenience of our guests, to include the availability of air conditioning, a refrigerator, and a lockable safe in guest rooms and an on-site fitness center. The evaluation will also take into account the location of the hotel, shuttle availability and walking distance to full service restaurants. Government is able to use hotel websites and other internet sources to review hotel amenities and pricing if those details are not provided as requested.

Factor 2 – Price

All prices will be evaluated for reasonableness. Price reasonableness will be determined based on the price quoted for all contract line items. Lodging rates should be within the stated Government Per Diem rate or lower for the area.

Factor 3 – Cancellation Policies

The Government will evaluate the extent to which the quoted quality features meet or exceed the Africa Center for Strategic Studies’ desired quality features as identified below:

Subfactor 3.1. - Lodging Cancellation Policy: The minimum cancellation policy allows cancellations at no charge with 48 hours advance notice or if 20% or less of the contracted rooms are being cancelled. The desired cancellation policy allows no charge for up to 20% of cancellations or changes made 48 hours prior to planned arrival of individual guests.

Factor 4 – Past Performance

The Government will evaluate the recency, relevancy, and quality of the hotel’s past performance. Relevant contracts are contracts involving services that are considered to be similar in scope, magnitude and complexity when compared to the requirements described in this solicitation. This evaluation is separate and distinct from the Contracting Officer’s responsibility determination. The assessment of the contractor’s past performance will be used to evaluate how well the hotel has performed similar services in the past. Contractors lacking relevant past performance history will not be evaluated favorably or unfavorably for past performance.