Revised_Final_Performance_Work_Statement.pdf

NEAR EAST SOUTH ASIA CENTER FOR STRATEGIC STUDIES (NESA)

Performance Work Statement (PWS) for

Lodging and Conference Services for Norfolk, VA

Lebanese Armed Forces Seminar 2018

1. PURPOSE. This Performance Work Statement (PWS) delineates the tasks required for lodging and conference services for the Near East South Asia Center for Strategic Studies. The period of performance will be from 11-12 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.

Lebanese Armed Forces Seminar 2018: To assist NESA in fulfilling its responsibilities, a Contractor will provide services to support approximately 20 Participants (All Funded) including participants, facilitators, and guest speakers to be hosted in Norfolk, Virginia.

3. SCOPE. The contract requires lodging as well as support and services, as outlined in Exhibit.

4. APPROACH.

a. The selected venue, must be within the Norfolk, VA metropolitan area and located no further than six (6) miles from Naval Base Norfolk. A location within walking distance to 5 full service restaurants/shops is preferable.

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

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 Exhibit.

5. 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, 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 sufficient 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 shall be fully compliant with Americans with Disability Act (ADA)

9. Rooms are available on required dates.

6. 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.

7. Points of Contact:

Contracting Officer Representative: Brooke Zitney at Brooke.Zitney@ndu.edu

Contract Specialist: Nicole Wright at Nicole.C.Wright2.civ@mail.mil mailto:Brooke.Zitney@ndu.edu mailto:Nicole.C.Wright2.civ@mail.mil

Exhibits

Lodging Requirements

CLIN0001 Single Rooms 4 Room Nights Unit Price__________ Total Price _________

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. Note that proposed room rates should be the lowest possible rate and any rate which exceeds the U.S. Government lodging per diem rates will not be considered.

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 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 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.

April 11 April 12 Total Nights of:

2 2 4 USG totals/Single

Funded Rooms

**Check out:

13 April 2018

**Late

Departure

CLIN0002 Late Check out before 6 pm 10 Each Unit Price__________Total Price __________

CLIN0003 Double Rooms 36 Room Nights Unit Price__________Total Price _________

Lodging Requirements: Double 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. Note that proposed room rates should be the lowest possible rate and any rate which exceeds the U.S. Government lodging per diem rates will not be considered.

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 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 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: April 11 April 12 Total

USG totals/Single

Funded Rooms

18 18 36

**Check out:

13 April 2018

**Late

Departure

CLIN0004 Late check out before 6 pm 10 Each Unit Price__________ Total Price __________

Catering Requirements

CLIN0005 Catering 40 Participants (Each) Unit Price_________ Total Price___________

Catering: Farewell Dinner Thursday 12 April 2018. Space and catering services for Farewell dinner to take place on Thursday 12 April 2018. Space must be able to seat 40 total participants, staff, faculty and contractors. Space must also accommodate A/V setup including Speakers (2), Microphone (1), and Podium

(1).

Catering services must include 40 plated meals. Meal options are to accommodate dietary restrictions including halal preparations (no pork/no alcohol/no alcohol in food preparation), vegetarian/vegan preference, and any allergy restrictions. Meal must include 3 courses to include a salad, entrée, and desert.

Drink choices will be water/iced tea with tea and coffee served after desert. NESA Staff will notify hotel restaurant of meal choices of all attendees seven (7) days prior to the event. NESA staff will notify the hotel restaurant of allergy restrictions of any attendees seven (7) days prior to the event.

Rate must include room/space fee, price per head for meals, and A/V Setup (Including Speakers (2), Microphone (1), and Podium (1)).

IGCE information from two of three hotels identified. We can estimate that others will be in the same price range and conference space is the cost driver:

Sheraton Norfolk Waterside Hotel

- Martha Frasier 757-640-2756

Ms. Kelly Bridgeman provided a quote of $2,623.63 including taxes and conference space. (Meals were

$53.23 per person)

Norfolk Waterside Marriott

- Susan Laguerta 757-628-6409

Ms. Tiffany Auxier provided a quote of $2,140.80 including taxes and conference space. (Meals were

$53.52 per person)

Courtyard by Marriott Norfolk Downtown - 757-963-6000