Sep_15_2017-10_EmergingLeadersHotelPWS.pdf

AFRICA CENTER FOR STRATEGIC STUDIES (ACSS)

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

Emerging Security Sector Leaders Program

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 October 20 – 12 November, 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.

Emerging Security Sector Leaders Program. 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 20 October – 12 November, 2017.

3. SCOPE. The contract requires lodging as well as support and services as outlined in the PWS.

4. APPROACH.

a. The selected venue, described in the Contract Line Item Number 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 PWS.

c. Contractor shall provide conference facilities in accordance with the PWS.

d. 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.

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.

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.

10. Hotel must have parking availability.

11. Hotel must have space for an optional reception that would accommodate up to 120 people.

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.

0001 Lodging Requirements

0001 Single Rooms 1240 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:

20 Oct 21 Oct 22 Oct

USG totals X X X X 10 25 60

Self-pay totals X X X X X X 10

Nights of: 23 Oct 24 Oct 25 Oct 26 Oct 27 Oct 28 Oct 29 Oct

USG totals 60 60 60 60 60 60 60

Self-pay totals 10 10 10 10 10 10 10

Nights of: 30 Oct 31 Oct 1 Nov 2 Nov 3 Nov 4 Nov 5 Nov

USG totals 60 60 60 60 60 60 60

Self-pay totals 10 10 10 10 10 10 10

Nights of: 6 Nov 7 Nov 8 Nov 9 Nov 10 Nov 11 Nov 12 Nov

USG totals 60 60 60 60 30 30 5

Self-pay totals 10 10 10 10 10

USG Total: 1240

Self-pay Total: 200

0002 Facilities Requirements

0002 Registration Room 1 Day Unit Price __________ Total Price __________

1 registration room. Space should be able to accommodate a minimum of 15 PAX at a time with 3 areas sectioned out with table and chairs. Registration room should be available on 22 October, 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.

0003 Parking Requirements

0003 5 Parking Passes Unit Price __________ Total Price __________

Parking passes for 1 day - 22 October, 2017.

0004 Optional Requirement

0004 1 Reception for 100 pax Each Unit Price Total Price

Reception will require 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 would be provided. Reception to be held from 1800-1930 on 23 October 2017.

TECHNICAL SUBMISSION

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

1 – Distance from Ft. McNair 2 – Distance from Metro Station or Shuttle Service 3 - Cancellation Policies: 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.

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 Lowest Price Technically Acceptable (LPTA) select decision. The Government will review price quotes and technical factors to determine acceptability of technical factors. Failure of a contractor to provide a full technical submission addressing all three technical factors may permit the Government to eliminate the quote from being evaluated. A fully completed price schedule will be used to determine which contractor offers the lowest total price of the submission and meets all technical factor minimum standards.

Minimum Acceptability Standards

a. No more than 7 miles from Ft. McNair

b. No more than .5 miles from Metro Station or have available shuttle

c. Past Performance; rating of acceptable

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

e. Rooms are available on required dates