Performance_Work_Statement.pdf

NEAR EAST SOUTH ASIA CENTER FOR STRATEGIC

STUDIES (NESA)

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

TUNISIA NDI SEMINAR

1. PURPOSE. This Performance Work Statement (PWS) delineates the tasks required for lodging and conference services for Near East South Asia Center for Strategic Studies. The period of performance will be from 25 March to 3 April 2018.

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.

3. SCOPE. To assist NESA in fulfilling its responsibilities, a Contractor will provide services to support approximately 48 individuals (48 FUNDED) (2 UNFUNDED); including participants, facilitators, and guest speakers to be hosted in Washington, DC.

The contract requires lodging as well as support and services, as outlined in Exhibits A. Optional items, including conference facilities, are included in Exhibit A , B and C.

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 .50 miles to a Metro station or have available shuttle service to surrounding areas.

A location within walking .5 mile distance to 5 full service restaurants/shops is preferable.

b. Contractor shall provide lodging service in accordance with the terms listed in Exhibit A.

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

Quality logistical support is key 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.

1. GENERAL REQUIREMENTS:

Minimum Acceptability Standards:

1. Sleeping rooms of similar size and type with separate work space with desk, and drawers

2. Rooms shall have high speed internet hook-up

3. Rooms to include 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 one (1) full service restaurant located inside the hotel which shall offer breakfast, lunch, and dinner menus with wait staff/servers; 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 location shall be located, during winter months, on a Snow Evacuation Route

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

10. 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.

Conference Facilities

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

climate controlled, adequately lit and availability of pitchers water.

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

Other offices set-up in accordance with diagrams to be provided by NESA prior to required availability, climate controlled, adequately lit, ability to be secured; availability of internet capability as defined in this PWS.

Catering Lunch and Coffee Breaks

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

Exhibit A

0001 Lodging Requirements

CLIN0001 Single Rooms 457 room nights Unit Price__________ Total Price _________

CLIN0001

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 days 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 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 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.

Sun.

Mar. 25

Mon.

Mar. 26

Tues.

Mar. 27

Weds.

Mar. 28

Thurs.

Mar. 29

Fri.

Mar. 30

45 45 46 48 47 46 Funded Nights of:

USG totals

1 2 2 1

Unfunded (self-payers)

Sat.

Mar. 31

Sun.

Apr. 1

Mon.

Apr. 2

Tues.

Apr. 3

Total

45 45 45 45 457 Funded Nights:

7 Unfunded(self-payers)

USG totals

**Check-out on:

April 3, 2018

CLIN0002 Late Check out before 6 pm 20 Each Unit Price__________ Total Price _________

Exhibit B

CLIN0003 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 until 1600 on end date specified. Replenishment of water and cleanup will take place during each coffee break.

CLIN0003 Plenary Room 10 Days Unit Price __________ Total Price _________

1 Plenary Room (60 classroom-style seating with 2 per table in Chevron pattern as laid out in Attachment.-15 tables on each side of the aisle in Chevron Pattern; Panel table set on risers with 4 microphones, (2 tables with two chairs per table for speakers to accommodate 4 speakers at one time.) Space needed for 1 interpretation booth at a distance from the last row of tables as outlined in the room layout (see attachment.) Space needed for 1 interpretation booth at a distance from the last row of tables as outlined in the room layout (see attachment). The interpretation booth will be contracted separately and shall not be priced under this contract.) Room size should be a minimum of a square footage to accommodate the attached layout. Plenary room should be available 25 March at 8am (for set up) – 30 March, 2018 til 6pm.

The connection in the Plenary should have its own WIFI connection.

Inside the Plenary room in the rear will be two tables and 4 chairs to accommodate the NESA Planner with extension cords to working electrical outlets.

AV equipment will include a pull down wall mounted screen, lap top with updated software for Power Point and videos.

2 tables in hotel lobby are needed on March 25 from 1800-2100. Space should be able to accommodate a minimum of 45 persons at a time.

Would like to ensure that the hotel will be able to provide per-completed Hotel Registration Forms and ALL pre-assigned hotel room keys prior to the group arriving so that the NESA faculty and staff will be able to hand them out along with their informational packets that will be on site.

The connections must be WIFI for our staff to assist with all guest being registered for the event.

Exhibit C

CLIN0004 Banqueting Requirements

CLIN0004AA One day (1) Luncheon for 60 pax Each Unit Price Total Price ___

Lunch shall be plated style and shall consist of a choice of entrees—fish or meat or vegetarian a serving of a vegetable or starch, a desert, coffee and tea, and one non-alcoholic drink per person. No pork or pork products shall be served. All food items shall not be cooked with Alcohol. Lunch will start on 1230 on Tuesday March 28, 2018 and be completed at 1400.

CLIN0004AB Five days (5) Coffee Station (1-2 per day as indicated below) for 60 pax. Each Unit Price___Total Price____

Heavy Coffee Breaks shall include coffee, tea, juice, and water and muffins, and danishes, chips, and/or cookies and shall have a server present at all times. Location for coffee breaks in rear of Plenary Room (See Attached layout) must be able to handle 60 people standing with at least two stations for beverage service. Coffee breaks will consist of the following: Monday March 26 (1 morning heavy coffee break), Tuesday March 27 (1 morning coffee break), Wednesday March 28 (1 morning & 1 mid-day heavy coffee break, Thursday March 29 (1 morning & 1 mid-day heavy coffee break), Friday, March 30, 2018 (1 morning heavy coffee break). The morning breaks will be as follows:

Monday March 26: 1100-1230 (heavy)

Tuesday March 27: 1000-1200

Wednesday March 28: 1) 1000-1130 and 2) 1200-1330 (#2 is heavy)

Thursday March 29: 1) 1000-1130 and 2) 1200-1330 (#2 is heavy)

Friday March 30: 1100-1230 (heavy)

Adequate refuse dispensers and 2-3 trays set up for used glasses will be nearby coffee set up.

Refilling water and candy and clean-up will take place in the plenary room during all coffee breaks.

Bowls of candy will be in the plenary room -- one bowl per two people.