BI_Conference_PWS_Hotel_v2.pdf

Defense Security Cooperation Agency Performance Work Statement (PWS) for Lodging and Conference Services for

Building Integrity Conference 5-7 March 2019

1. PURPOSE. This Performance Work Statement (PWS) delineates the tasks required for lodging and conference services for the Defense Security Cooperation Agency in partnership with the North Atlantic Treaty Organization (NATO). The period of performance will be from 3-9 March 2019.

2. BACKGROUND. The Defense Security Cooperation Agency (DSCA), in partnership with the North Atlantic Treaty Organization (NATO), will host its bi-annual Building Integrity Conference on 5-7 March 2019 in the Washington, DC metropolitan area.

3. SCOPE. The contract requires lodging and conference space as well as support and services, as outlined in Exhibits A and B.

4. APPROACH.

a. Contractor shall provide lodging service in accordance with the terms listed in A001.

b. Contractor shall provide conference facilities and related support services in accordance with the terms in A002.

c. Contractor shall provide catering in accordance with the terms listed in A003.

Quality logistical support is key to creating an atmosphere for exchange of ideas and meeting conference objectives. Logistical support and program content equally contribute to the success of the conference.

SPECIFIC REQUIREMENTS: See Exhibits A and B.

1. GENERAL REQUIREMENTS:

Security. The security classification of work to be performed under the contract is unclassified. The contractor employees will comply with any applicable conference security directives and regulations during the performance of work.

Amenities. Within five days of award of this contract, the hotel shall provide detailed information on amenities and discounts available to guests attending the conference.

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, flexibility and availability.

Rooms Each registered event attendee provided his / her own room with a private bath, cleaned daily, individually climate-controlled, and free Wi-Fi.

Conference Facilities

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

climate controlled, adequately lit and availability of water pitchers and glasses. Free Wi-Fi access for the event attendees.

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

A smaller room multi-purpose for organizers/ bilateral meetings.

Catering Lunches, (optional) Reception and Coffee Breaks Availability of service staff to support timely and efficient delivery and consumption of provided meals or refreshments, accommodating any announced food restrictions.

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

Exhibit A

A001 Lodging Requirements

A001A Single Rooms 380 room nights Unit Price__________ Total Price _________

Lodging Requirements: Single Rooms. This contract shall not pay for local or international phone calls from guest rooms, pay per view programs, mini-bar consumption, room service, nor any alcoholic beverages and other items registered for the respective room. 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 or credit card as agreed upon by the hotel with the guest. Note that proposed room rates should be the lowest possible rate, to include complimentary breakfast, and any rate which exceeds the U.S. Government lodging per diem rates will not be considered. The location should be within a 6 mile radius of the Department of State 2201, C Street Washington, DC 20520.

DSCA will provide detailed room lists identifying rooms reserved and paid for by this contract 7 days prior to the first planned arrival. See room requirements in Exhibit B for room nights paid for by NATO. The Government will only pay for rooms defined as “USG”. 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 5 days 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 5 days prior to planned arrival, hotel is under no obligation to hold the room unless DSCA accepts financial responsibility in writing for those self-pay reservations that have not reconfirmed.

Terms and conditions for early check-in and late check-out and no-show policy to be provided in technical quote

Nights of: 3 Mar 4 Mar 5 Mar 6 Mar 7 Mar 8 Mar 9 Mar USG totals 40 80 80 80 70 20 10 Self-pay totals 10 30 30 30 15 10 5

ROOM NIGHTS:

USG FUNDEDTotal:

Self-pay UNFUNDEDTotal: 125

A002 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 by 0800 on the start date specified and shall be available for use until 2000 on the end date specified.

A002A Plenary Room 4 Days Unit Price __________ Total Price _________

• 1 Plenary Room (160 classroom-style seating with space for 3 interpretation booths. The interpretation booths will be contracted separately and shall not be priced under this contract.). Plenary room should be available for setup on 4 March 2019 at 8am until 7 March 2019 at 8pm.

A002B Breakout Room 1 3 Days Unit Price __________ Total Price __________

• Breakout Rooms (30 square shape seating with space for 1 interpretation booth in each. The interpretation booth will be contracted separately and shall not be priced under this contract.) Breakout room should be available for setup on 4 March 2019 at 8am until 6 March 2019 at 8pm.

A002C Breakout Room 2 3 Days Unit Price __________ Total Price __________

• Breakout Rooms (30 square shape seating with space for 1 interpretation booth in each. The interpretation booth will be contracted separately and shall not be priced under this contract.) Breakout room should be available for setup on 4 March 2019 at 8am until 6 March 2019 at 8pm.

A002D Breakout Room 3 3 Days Unit Price __________ Total Price __________

• Breakout Rooms (30 square shape seating with space for 1 interpretation booth in each. The interpretation booth will be contracted separately and shall not be priced under this contract.) Breakout room should be available for setup on 4 March 2019 at 8am until 6 March 2019 at 8pm.

A002E Breakout Room 4 3 Days Unit Price __________ Total Price __________

• Breakout Rooms (30 square shape seating with space for 1 interpretation booth in each. The interpretation booth will be contracted separately and shall not be priced under this contract.) Breakout room should be available for setup on 4 March 2019 at 8am until 6 March 2019 at 8pm.

A002F Multi-purpose Room 4 Days Unit Price __________ Total Price __________

• 1 multipurpose room for DSCA staff and conference leadership to meet on conference agenda issues.

Lounge area to fit 8 PAX + one desk and an office chair. Room must include a printing capability and external phone line that is capable of calling internally, locally and internationally. Multi-purpose room should be available for setup on 4 March 2019 at 8am until 7 March 2019 at 8pm.

A003 Audio Visual Requirements

A003A Projectors and Screens 4 Days Unit Price __________ Total Price _________

• Two (2) appropriately staged screens for maximum visibility of participants with two (2) projectors in identified Plenary Room. Projectors and screens should be setup on 5 March 2019 no later than 8am until 7 March 2019 no earlier than 6pm.

Exhibit B

The following requirements will be paid through NATO in accordance with NATO business rules on separate invoicing for payment. As part of the meeting Exhibit A requirements, contractor is required to demonstrate availability and pricing for the following requirements. Contractor will plan on providing requested banqueting support as outlined below. The Government has no financial liability for items listed under Exhibit B. Failure of NATO to provide a letter of guarantee or other form of document required by 25 February, following timely submission by the contractor of required pro-forma invoice to secure services, hotel is under no obligation to provide the service unless DSCA accepts financial responsibility in writing.

B001 Lodging Requirements SELF PAY

B001A Single Rooms 125 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 and other items registered for the respective room. 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 or credit card as agreed upon by the hotel with the guest. Note that proposed room rates should be the lowest possible rate, to complimentary breakfast, and any rate which exceeds the U.S.

Government lodging per diem rates will not be considered.

DSCA will provide a separate detailed room list for NATO-paid room nights identifying rooms reserved and paid for by NATO 7 days prior to the first planned arrival. NATO will only pay for rooms defined as “NATO”.

Terms and conditions for early check-in and late check-out and no-show policy to be provided in technical quote

Nights of: 3 Mar 4 Mar 5 Mar 6 Mar 7 Mar 8 Mar 9 Mar NATO totals 10 30 30 30 20 5

ROOM NIGHTS:

NATO Total: 125

B002 Banqueting Requirements The following requirements will be paid through NATO. As part of the meeting Exhibit A requirements, contractor is required to demonstrate availability and pricing for the following requirements. Contractor will plan on providing requested banqueting support as outlined below.

B002A 3 Lunches for 150 pax Each Unit Price _________ Total Price _________

Lunch shall be buffet style and shall consist of a vegetable, or fruit salad, an entree consisting of fish and meat a serving of a vegetable, or starch, a dessert, coffee and tea, and one non-alcoholic drink per person. No pork shall be served. Lunch will start on Tuesday, 5 March through Thursday, 7 March 2019. Lunch will be served in a separate dining area. Announced food restrictions and intolerances to be taken into account. The final number of lunches to be confirmed by 25 February 2019.

B002B 6 Coffee Breaks for 150 pax Each Unit Price _________ Total Price _________

Coffee Breaks shall include coffee, tea, juice, and water and shall have a server present at all times. Location for coffee breaks must be able to handle 90 people standing, preferably located between the plenary room and breakout rooms, with at least two stations for beverage service. Coffee breaks will start on Tuesday, 5 March through Thursday, 7 March 2019. There will be 2 coffee breaks daily served Tuesday – Thursday in the morning and afternoon. Announced food restrictions and intolerances to be taken into account. The final number of persons to be confirmed by 25 February 2019.

B003 Reception

The following option may be paid through NATO. Contractor is required to provide availability and pricing for the following option. NATO will provide guidance on exercising this option at least two weeks prior to the date of the reception should it decide to fund this option.

B003 1 reception for 150 pax Unit Price _________ Total Price _________

Reception may be scheduled for 5 March and requires 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 should be provided. Announced food restrictions and intolerances to be taken into account. The final number of persons to be confirmed by 25 February 2019.

Security:

The security classification of work to be performed under the task order is unclassified.

Point of contact: COR representative: Donald Borowski Regional Center Analyst, telephone: (703) 697-9448 email: donald.h.borowski.civ@mail.mil.

All communication will occur from the contractor must be addressed to the Contract Specialist, Sid Routh @siddhartha.s.routh.civ@mail.mil.Phone: 703-697-9941.

Invoicing Procedures: Invoices are to be submitted electronically via the Internet through Wide Area Work Flow

– Receipt and Acceptance (WAWF-RA) system a https://wawf.eb.mil. Contractors must create two documents (Invoice and Receiving Report; i.e. Combo Documents) with a single data entry session.