Revised_PWS-Lodging.doc

NEAR EAST SOUTH ASIA CENTER FOR STRATEGIC STUDIES

PERFORMANCE WORK STATEMENT

for Lodging Services

WMD Combating Transnational Threats Seminar

29 April- 15 May 2014

1. Purpose: This PWS details the tasks required for lodging services to support the Near East South Asia Center for Strategic Studies. The contractor will provide lodging services to support a two-week professional seminar to be hosted in the Washington, D.C. and Virginia areas.

2. Scope: The contract requires expert lodging support and services for up to forty five (45) NESA funded and non-funded participants. The NESA non-funded participants will be individual billed by the hotel. The contractor shall provide an experienced director of sales who has dealt with diverse lodgers.

3. Approach: The contractor shall provide each lodger (NESA participant) with identical sleeping rooms of similar size and type (e.g. all studio rooms or all one bedrooms) with separate work space with desk, drawers and lighting; high speed internet hook-up.

Participants shall have access to on premises laundry and recreation facilities.

Several choices of local restaurants within ½ mile radius walking distance from hotel.

Within ½ mile radius walking distance of a Washington D.C. Metro rail station.

Accommodate late checkout after 3:00pm.

For early arrivals and where space is not immediately available, a holding room/welcome area shall be reserved to help make check-in, check-out process smooth for all participants who might have to wait for clean rooms or check-out to make rooms available for other hotel guests.

It is essential that the hotel have a restaurant and should be capable of providing a full hot American breakfast buffet for each lodger. 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 hotel will make every effort to keep pork products in a separate area.

4. Tasks:

4.1 Task 1: Lodging (Deliverables)

4.1.1 The Contracting Officer is the only authorized Government Official that can make changes to or order additional services under any task order issued by DSCA. The contractor shall assign rooms based on actual rooms occupied versus estimated rooms. The contractor shall block up to 40 rooms for the seminar as requested and the Government shall provide a final list of attendees 1 week (7 calendar days) prior to the start of each seminar. The contractor shall bill the Government for actual rooms utilized versus reserved. If the contractor holds a room and a participant or participants do not occupy that room prior to 6:00 P.M. on the date of scheduled occupancy, the Government will be charged a "no show charge fee" for that day and the remaining days will be cancelled and the Government will not be charged by the contractor for the remaining days of that reservation.

4.1.2 NESA participants will be funded by either their country (unfunded) or funded by the US Government. The unfunded participants will pay their own lodging and incidentals. The US Government will pay for those participants funded by the Government. The US Government will provide the hotel a list of funded and non-funded individuals to facilitate invoicing.

4.1.3 The NESA Center will require a total of 45-Studio Rooms blocked for the two-week Seminar for 30-funded and 15-unfunded participants. The unfunded participants are the responsible party for their individual billing under this block and will contact the hotel directly to confirm their reservations.

4.2 Task 2: Conference rooms: NESA will inform the Contracting Officer if conference room space will be required to support a particular program or event by NESA staff members, and will notify the contractor seven (7) working days prior to the date for which on-site conference rooms are required. (In the case of National emergency classes may need to be conducted on site, in this case short notification can be expected and additional funds will be authorized.)

4.3 Task 3: Manpower Reporting Requirement: The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for DSCA via secure data collection site. The Contractor is required to completely fill in all required data fields using the following web address: http://www.ecmra.mil/. Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported anytime during FY, all data shall be reported no later than October 31 of each calendar year, beginning with 2013. Contractor may direct question to the help desk at http://www.ecmra.mil/

5. Audio Visual Equipment: NESA will inform the Contracting Officer if audio visual equipment will be required to support a particular program or event by NESA staff members, and will notify the contractor seven (7) working days prior to the date for which on-site equipment is required. (In the case of National emergency classes may need to be conducted on site, in this case short notification can be expected and additional funds will be authorized.)

6. Location of Performance: Lodging provided under this task should be located in Virginia and within a 5 mile radius to the Pentagon. Hotel should be within 1/2 mile walking distance to a metro station and full service restaurants for the participants.

7. Period of Performance: The period of performance is 29 April – 15 May 2014.

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

9. COR Representative: TBD All communication will occur between the contractor and the contracting officer. Any requirements from NESA must be addressed to the Contract Specialist, Petra McPherson, (703) 604-1524, Email: Petra.McPherson@dsca.mil.

10. Invoicing Procedures: Invoices are to be submitted electronically via the Internet through Wide Area Work Flow – Receipt and Acceptance (WAWF-RA) system at https://wawf.eb.mil. Contractors must create two documents (Invoice and Receiving Report; i.e. Combo Documents) with a single data entry session.