Performance_Work_Statement.pdf

NEAR EAST SOUTH ASIA CENTER FOR STRATEGIC STUDIES

PERFORMANCE WORK STATEMENT

FOR

LODGING SERVICES

COUNTER-TERRORISM SENIOR EXECUTIVE SEMINAR

7 JUNE-22 JUNE 2019

Part 1

General Information

1. GENERAL: This Performance Work Statement (PWS) delineates the task required for lodging and conference services for the Near East South Asia Center for Strategic Studies (NESA).

1.1 Description of Services/Introduction: Lodging and conference services for the NESA Center for Strategic Studies to accommodate up to 65 (40 Funded / 25 Unfunded) guests, from 7 June – 22 June 2019.

1.2 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 to their respective national interests.

1.3 Objectives: To provide lodging and conference services for up to 65 (40 Funded / 25 Unfunded) guests the Near East South Asia Center for Strategic Studies.

1.4 Scope: The contract requires lodging as well as support and services, as outlined in the Exhibit section.

1.5 General Information The selected venue, must be within the DC metropolitan area and located no further than six 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 miles walking distance to at least 5 full service restaurants/shops.

1.6 Place of Performance: The work to be performed under this contract will be performed at the awarded hotels facility.

1.7 Type of Contract: The government will award a Firm Fixed Priced Lodging contract

1.8 Contracting Officer Representative (COR): The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance:

maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

PART 2

SPECIFIC TASKS

2. Specific Tasks

2.1. Basic Services: The contractor shall provide lodging services from 7 June- 22 June 2019.

TECHNICAL EXHIBIT 1

Performance Requirements Summary The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Performance Objective (The Service required—usually a shall statement)

Standard Performance Threshold Method of Surveillance

The contractor shall provide sufficient logistical support to create the most conducive environment to maximize the goals of this conference

Contractor POC

Zero deviation from standard

Periodic Surveillance

The contractor shall provide his/her own room with a private bath, cleaned daily and individually climate-controlled

Hotel Rooms standard

Periodic Surveillance

The contractor shall provide timely and available shuttle service to accommodates guests

Shuttle Service standard

Periodic Surveillance

2.2 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 1 full service restaurants located inside the hotel which shall offer breakfast, lunch, and dinner menus.

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 within .5 mile walking distance of at least 5 full service restaurants.

9. Hotel shall be fully compliant with Americans with Disability Act (ADA)

10. Rooms are available on required dates.

11. Hotel should have sufficient space in a public area for groups of up to 10 participants to meet and Work on group assignments.

2.3 Pricing Structure

CLIN 0001 Single Rooms 570 Room Nights Unit Price: Total Price:______

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 will only pay for rooms defined as “Funded”. The Government has no financial liability for rooms booked as “Self-pay” or “Unfunded.” Hotel is nevertheless required to confirm availability of rooms on dates identified below, and requested to hold rooms for “self-pay” and or “unfunded guest” 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.

June June June June June 7 8 9 10 11 Funded Rooms

12 13 14 15 16

17 18 19 20 21

5 40 40 40 40

40 40 40 40 40

June

Single Funded Rooms

CLIN 0002 Late Check out 40 Each Unit Price Total Price_______

Late Checkout before 6:00 p.m. (EST) for up to 40 rooms.

CLIN 0003 Conference Space 10 Days Unit Price_____ Total Price_________

Conference Facility Requirements: Carafes of water as well as small dishes of candy (1 per 2 persons) shall be available for all participants in the Plenary and refreshed of water/candy and clean-up will take place at each coffee break. Water Stations and glasses shall be strategically placed throughout the rooms to minimize the level of disruption in obtaining additional water during sessions. 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 1600 on the end date specified.

One (1) Conference 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 chevron seating with a large fixed centered screen. Panel table set on risers with 3 microphones, (2 tables with two chairs per table for speakers to accommodate 4 speakers at one time.) A podium with fixed microphone and laser pointer will be on the floor level as indicated in the attached room lay out. Space needed for 3 interpretation booths at a minimum distance of 90” or 7.5 ft from the nearest table. The interpretation booth 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 additional chairs will be along the wall. Plenary room should be available NLT 7 June at 2:00pm (for set up inspection)

CLIN 0004 Discussion Rooms 2 Days Unit Price__________ Total Price_________

• Three (3) discussion group rooms will require whisper mics only on Thursday 20 June 2019.

Discussion group rooms will consist of 17 chairs around a square-shaped table. Minimum 8 microphones and 22 receivers per discussion group will be needed to complete this task order.

Discussion group rooms need to be set-up by 1600 on 19 June 2019

• The connection in the Plenary should have its own Wi-Fi 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 Wi-Fi connections.

• 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 3 lapel microphones. Lap top will accommodate thumb drives.

CLIN 0005 Banquet Service 10 Days Unit Price_______Total Price____

Coffee Breaks (1-2 per day as indicated below) for 65 guests

Light Coffee breaks shall include coffee, tea, juice, water. Heavy Coffee Breaks shall include coffee, tea, juice, water and muffins, cookies, fruit and small savory items and shall have a server present at all times.

(Menus will be provided for Specific Coffee break selection of items must be provided to the NESA Course Director for selections NLT 7 June 2019.) Location for coffee breaks in rear of Plenary Room, 40 40 40 40 40

5 570 Rooms Total must be able to handle 66 people standing with at least two stations for beverage service. Coffee breaks will be set up NLT 15 minutes before scheduled times as listed below:

Mon., June 10: 1) light coffee break

Tues., June 11: 1) 1100-1030 (coffee break); 2) 1300-1330 (heavy coffee break) with snacks

Wed., June 12: 1) 1000-1030 (coffee break); 2) 1300-1330 (heavy coffee break) with snacks

Thurs., June 13: 1) 1030-1100 (light coffee break) and 2) 1230-1300 (heavy coffee break) with snacks

Fri., June 14: 1) 0800-1000 (light coffee break) 2) 1130-1200 (heavy coffee break) with snacks

Mon., June 17: 1) 1030-1100 (light coffee break) 2) 1230-1300 (heavy coffee break) with snacks

Tues., June 18: 1) 1100-1030 (light coffee break); 2) 1300-1330 (heavy coffee break) with snacks

Wed., June 19: 1) (light coffee break); 2) 1300-1330 (heavy coffee break) with snacks

Thurs., June 20: 1) 1030-1100 (light coffee break) and 2) 1230-1300 (heavy coffee break) with snacks

Fri., June 21: 1) 0800-1000 (light coffee break) 2) 1130-1200 (heavy coffee break) with snacks

Adequate refuse dispensers (a minimum of 4) and 3-4 trays set up for used glasses will be nearby coffee set up, but will not hamper access to the food or beverages.

Restocking of water and candy, as well as clean-up will take place in the plenary room during all coffee breaks.

Small bowls of candy will be in the plenary room -- one bowl per two people, as well as on the stage for speakers.

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

The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for WHS 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.

Contractor may direct question to the help desk at http://www.ecmra.mil/

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

2.5 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 at (email) Nicole.Wright2.civ@mail.mil,

(ph) 703-697-9697.

2.6 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.

http://www.ecmra.mil/ http://www.ecmra.mil/ mailto:brooke.zitney@ndu.edu mailto:Nicole.Wright2.civ@mail.mil https://wawf.eb.mil/