Performance_Work_Statement.pdf

NEAR EAST SOUTH ASIA CENT,ER FOR STRATEGIC

STUDIES (NESA)

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

SENIOR EXECUTIVE SEMINAR 01-19

1. PURPOSE. This Performance Work Statement (PWS) details the tasks required for lodging and conference services for the NESA Center for Strategic Studies. The period of performance will be from 1 February- 9 February 2019.

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.

Senior Executive Seminar: To assist NESA in fulfilling its responsibilities, a Contractor will provide services to support approximately 45 participants (42 Funded and 5 Unfunded) individuals including participants, facilitators, and guest speakers to be hosted in Washington, DC.

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

4. APPROACH.

a. The selected venue, described in the Exhibit, 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 .5 mile to a Metro station or have available shuttle service to surrounding areas. A location within .5 mile walking distance to 5 full service restaurants/shops is needed.

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

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

SPECIFIC REQUIREMENTS: See Exhibit.

5. GENERAL REQUIREMENTS:

Minimum Acceptability Standards:

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

2. Rooms shall have high speed internet hook-up

3. Rooms shall have kitchenette or 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 least 6 restaurants with one (1) full service restaurant located inside the hotel which shall offer breakfast, lunch, and dinner menus; 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.

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 quality logistical support to create the most

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.

conducive environment to maximize the goals of this conference.

Conference Facilities

Plenary Room will be a room sized at 6,000 sq ft (or about 90 x 90 ft) to accommodate set-up in a large open ‘U” shape with a large fixed centered screen. This will facilitate maximum participation and visibility of images and text projected on a fixed large screen (i.e. free from obstruction); Lectern and dais set-up to complement seating arrangement encouraging maximum interaction between speakers, moderators, panelists and participants; room size to also accommodate 90” or 7.5 ft between the nearest table and the Interpretation Booth to minimize noise carry-over; set-up prior to required availability; climate controlled, adequately lit and availability of bottled water. (See Attached diagram for required set up, required spacing and required placing of tables, etc.) Clean-up and reset-up is performed during each coffee break.

Shuttle Service Timeliness, availability, accommodates to guests.

7. Exhibit

Lodging Requirements

CLIN 0001 Single Rooms 302 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.

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 has no financial liability for rooms booked as “Unfunded”.

Hotel is nevertheless required to confirm availability of rooms on dates identified below, and requested to hold rooms for “Unfunded” guests at group rate until 1 week prior to planned arrival of individual unfunded guests. Unfunded participants will reconfirm with the hotel directly to reserve their room. If confirmation of travel dates and booking is not confirmed with unfunded seminar attendees 1 day prior to planned arrival, hotel is under no obligation to hold the room unless NESA accepts financial responsibility in writing for those unfunded 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.

CLIN 0002 Late Checkout 20 Each Unit Price______ Total Price _______

Late checkout: Late checkout for a total of 20 participants for dates 8 Feb and 9 Feb 2019, before 6 p.m.

(EST).

Conference Facilities

CLIN 0003 Conference Room 1 Day Unit Price _____ Total Price _______

Conference Room: Bottles of water shall be available for all participants in the Plenary and refreshed of water and clean-up will take place at each coffee break. Bottles of water and glasses shall be strategically placed throughout the rooms to minimize the level of disruption in obtaining additional water during sessions. Small bowls of candy (1 per two persons) will also be on the tables. All conference space shall be setup and available between the hours of 0800 – 1600 on the below dates, specified.

CLIN 0004 Plenary Room 1 Lot Unit Price __________ Total Price _________

• For 4-7 February, 1 Plenary Room will be a room sized at a minimum of 6,000 sq ft (or about 90 x 90

ft) to accommodate set-up in a large open ‘U” shape with a large fixed centered screen. There will be 16 seated on each side and 16 at the head table. This will facilitate maximum participation and visibility of images and text projected on one large fixed screen (i.e. free from obstruction. Panel table set on risers with 4 microphones, (2 tables with two chairs per table for speakers to accommodate 4 speakers at one time.) A podium with microphone and laser pointer will be on the floor level as indicated in the attached room lay out.

• For 8 February, the Plenary will be reconfigured to an open square. Head table and side across remain at 16, 2 sides will have 10 on each. No power projection, screen or related equipment will be required. No panel table, riser or podium is required. However, there will be 23 microphones set up – 1 per 2 persons.

• For 4-8 February. Space needed for 4 interpretation booths at a minimum distance of 90” or 7.5 ft from the nearest table as outlined in the room layout (see attachment). The interpretation booths will be contracted separately and shall not be priced under this contract.) Room size should be of a square footage to accommodate the attached layout at a minimum of 6,000 sq ft or 90 x 90 ft. 10

2/1 2/2 2/3 2/4 2/5 2/6 2/7 2/8 2/9

FUNDED 3 42 42 42 42 42 42 42 5

UNFUNDED 3 5 5 5 5 5 5 5 5

Total Funded Rooms: 302 Total Unfunded Rooms: 43 additional chairs will be along the wall. Plenary room should be available 3 February at 1:00pm (for set up) – 8 February til 1:00pm.

• The connection in the Plenary should have it’s own WiFi connection.

• Inside the Plenary room in the rear will be two table and 4 chairs to accommodate the NESA

Planner with extension cords to working electrical outlets and free WiFi connections.

• For 4-7 February only. AV equipment will include a large pull down wall mounted screen, lap top with updated software for Power Point and videos, laser pointer and slide changer; and a lapel microphone.

Banqueting Requirements

CLIN 0005 Banquet 1 Lot Unit Price:________ Total Price: ________

Banquet: Five days (5) Coffee Breaks (1-2 per day as indicated below) for 50 participants.

Heavy Coffee Breaks shall include coffee, tea, juice, water and muffins, Danishes, cookies, fruit and shall have a server present at all times. (Menus will be provided for specific Coffee break selection of items.)

Location for coffee breaks in rear of Plenary Room (See Attached layout) must be able to handle 45 people standing with at least two stations for beverage service. Coffee breaks will consist of the following:

Monday, February 4th: 1) 1100 - 1130 and 2) 1300 - 1330 (#2 is heavy)

Tuesday, February 5th: 1.) 1000 - 1030

Wednesday, February 6th: 1) 1015 - 1030; 2) and 2.) 1300 - 1330 (#2 is heavy)

Thursday, February 7th: 1) 1030 - 1100 and 2) 1230 - 1300 (#2 is heavy)

Friday, February 8th: 1.) 1030 - 1100 (heavy)

Adequate refuse dispensers and 2 - 3 trays set up for used glasses will be nearby coffee set up, but will not hamper access to the food or beverages.

Restocking bottles of water and candy, as well as 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.

Specific Requirements for this particular program (Conference Package)

‒ Main ballroom is needed for daily sessions 4-8 February. Conference room large enough to be set up in an open “U” with easy access to seats and easy visibility of screen from any seat. Room set up should include daily set up with pens and pads, and bottled water refreshed during each break. Panel table set on risers with microphones, (2 tables; 4 chairs and 3 microphones) along with a separate podium and fixed microphone and a lapel microphone. (See diagram at Attachment 1 on last page for Conference Room set up requirements.)

Set up is for these days ONLY:

o 3 February 2019 setup plenary o 4-7 February 2019 Open ‘U” for Program o 8 February 2019 Open Square for Program

‒ For 4-7 February: 1 large fixed screen centered and projector for presentations to include lap top with up-to-date software to accommodate power point briefings and videos

‒ For 4-8 February: Wireless and hard wire connection for staff members. (See attached diagram on last page).

‒ Morning and mid-day coffee break setup in private area outside/inside main conference room. Times vary per day.

‒ Please provide menu options for breaks.

Manpower Reporting

CLIN 0006 Manpower Reporting 1 Each Not Seperately Priced (NSP)

Manpower Reporting Requirement: NOT SEPERATELY PRICED. 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 fields using the following web address:

http://www.ecrma.mil/ <http:www.ecmra.mil/>. Reporting inputs will be for the labor executed during the period of performance 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. Contractor may direct question to the help desk at http://www.ecmra.mil/ <http://www.ecmra.mil/>

8. Period of Performance: The period of performance is 1 February – 9 February 2019.

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

10. Point of Contact: COR Representative: Brooke Zitney, NESA, telephone: (202) 685-4994 email: brooke.zitney@ndu.edu.

All communication will occur between the contractor and the contracting officer. Any requirements from NESA must be addressed to the Contract Specialist, Nicole Wright, Contract Specialist – (P) 703-697-9697; Email: Nicole.C.Wright2.civ@mail.mil.

11. 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.

https://wawf.eb.mil/

Fixed Screen

Attachment 1

Min Room Size Required:

6,000 Sq Ft Or 90 x 90 Ft 90” Podium w/ Mike

Between Stage and tables

Seating 45 persons: 16 each side w/16 at the head table

90” Between table and Booth

Panel: 2 tables for 4 sseatschairs on riser w/3 Mikes

Staff: 2 tables with 4 chairs

Coffee and break items station Interpretation Booth

Coat Rack

Interpretation Booth Interpretation

Booth

Interpretation

Attachment 2

Min Room Size Required:

6,000 Sq Ft Or 90 x 90 Ft 90” Podium w/ Mike

Between Stage and tables

Seating 45 persons: 16 each side w/16 at the head table

90” Between table and

Panel: 2 tables for 4 sseatschairs on riser w/3 Mikes

Staff: 2 tables with 4 chairs

Coffee and break items station Interpretation

Coat Rack

Interpretation Booth Interpretation

Booth

Interpretation