PWS_Lodging_Revised_for_FBO.doc

NEAR EAST SOUTH ASIA CENTER FOR STRATEGIC STUDIES

PERFORMANCE WORK STATEMENT

for Lodging Services Yemen National Security Management Workshop 14 – 22 June 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 one-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 thirty (30) NESA 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. Minimum Factors: The contractor shall provide each lodger (NESA participant) with identical, single 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.

Shuttle service after normal working hours during weekend hours.

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

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

Within ½ mile walking distance of a Metro station.

Accommodate late checkout after 3:00pm.

Within 4 mile distance to the Pentagon.

Include a full, hot American breakfast buffet.

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.

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.

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 30 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 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 30 Rooms blocked for a one-week Yemen National Security Workshop for 30 funded 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.)

15 June – NESA will require Conference meeting room with classroom style set-up with panel table set for (4) on riser.

4.3 Task 3: 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.)

15 June – NESA will require AV Equipment - microphone/podium, screen, LCD projector, and 2 tabletop microphones.

4.4 Task 4: 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. Location of Performance: Lodging provided under this task should be located in Virginia near the Crystal City area and within a 4 mile distance to the Pentagon. Hotel should be within 1/2 mile walking distance to a metro station and restaurants for the participants.

6. Period of Performance: The period of performance is 14 June - 22 June 2014.

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

8. 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.

9. 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.