PWS-Tunisia_NDI_01-19_Lodging-Revised.docx

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

TUNISIA NDI SEMINAR

1. PURPOSE. This Performance Work Statement (PWS) delineates the tasks required for lodging and conference services for Near East South Asia Center for Strategic Studies. The period of performance will be from 25 March to 3 April 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.

Tunisia NDI Seminar: To assist NESA in fulfilling its responsibilities, a Contractor will provide services to support approximately 46 individuals (46 FUNDED) and (3 UNFUNDED); including participants, facilitators, Embassy guests and guest speakers to be hosted in Washington, DC.

3. SCOPE. The contract requires lodging as well as support and services, as outlined in Exhibits A. Optional items, including conference facilities, are included in Exhibit A, B and C.

4. APPROACH.

a. The selected venue, described in Contract Line Item Number (CLIN) 0001, must be within the DC metropolitan area and located no further than .5 miles from the Pentagon. The venue must be no further than .50 miles to a Metro station and have available on-demand shuttle service to surrounding areas. A location within walking .5 mile distance to 5 full service restaurants/shops within per diem is required.

b. Contractor shall provide lodging service in accordance with the terms listed in 0001.

c. Contractor shall provide facilities in accordance with the terms in 0002.

Quality logistical support is key to creating an atmosphere for exchange of ideas. Logistical support and program content equally contribute to the success of the conference and provide a positive US impression.

SPECIFIC REQUIREMENTS: See Exhibits A-C, plus Attachment 1 (Plenary Room layout.).

1. GENERAL REQUIREMENTS:

Minimum Acceptability Standards:

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

2. Rooms shall have free high speed internet hook-up

3. Rooms to include 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 and clearly mark/label all meat products.

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 with sufficient wait staff/servers; and five (5) full service restaurants within a .5 mile walking distance to the hotel and within per diem. Distance must easily accommodate female guests in regards to cultural sensitivities to being unescorted to meals.

7. Hotel location shall be within .5 mile walking distance of a metro station and have available on-demand shuttle service to surrounding areas.

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

9. Rooms are available on required dates and keys provided prior to NESA staff on the afternoon of 25 March 2019.

2. PERFORMANCE BASED MATRIX.

The Government will monitor the Contractor's performance prior to the start of the program under this contract using on-site inspections and customer feedback. A copy of the contract shall be provided to the government Faculty Course Director NLT 25 March 2019. The contractor will be given the opportunity to immediately correct or address any adverse findings resulting from observations and feedback prior to include non-compliance with Conference layout requirements (see Attachment 1). Failure to correct any adverse findings or failure to deliver all conference layout requirements as described in attachment 1 in this contract will result in non-acceptance of the services by the Government. Failure to meet the other standards of this performance work statement will 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 will also result in termination of the contract for cause and adversely impact the Contractor’s ability to be selected for future contracts.

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 as laid out in Attachment 1. 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 Attachment 1 for diagram for required set up, required spacing and required placing of tables, etc.) Clean-up and reset-up is performed during each coffee break.

Exhibit A

CLIN 0001 Lodging Requirements 0001AA Single Rooms 460 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 emptied. Allowance for availability of said items will be given by presenting a suitable deposit as agreed upon by the hotel. However, room to room calls will be available to guests.

NESA will provide detailed room lists identifying rooms reserved and paid for by this contract 1 days prior to the first planned arrival. 46 rooms are defined as “USG-paid”. There will be 3 rooms booked as “Self-pay”. 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 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 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.

Terms and conditions for early check-in and late check-out to be provided in technical quote of proposal.

Nights of:

USG totals

Self Payer

Nights of:

**Check-out on:

April 4, 2019

CLIN 0002 Late Check - out before 6 pm 46 rooms Each Unit Price__________ Total Price Exhibit B

CLIN 0003 Conference Facilities Conference Facility Requirements: Bottles 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. Bottles of water 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.

Plenary Room 5 Days Unit Price __________ Total Price _________

· 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 as specifically laid out in Attachment 1. There will be 18 seated on each side and 14 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 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 1 interpretation booth at a minimum distance of 90” or 7.5 ft from the nearest table as outlined in the room layout (see attachment 1). 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 25 March at 1:00pm (for set up inspection) – 1 April til 6:00pm.

· The connection in the Plenary should have it’s 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 a lapel microphone. Lap top will accommodate thumb drives.

· Hotel to provide pre-completed Hotel Registration Forms and ALL pre-assigned hotel room keys on 25 March NLT 1300 prior to the group arriving so that the NESA faculty and staff will be able to hand them out upon arrival. Telephones will be limited to in-hotel calls and the mini-bars will be emptied.

Exhibit C

CLIN 0004 -Banquet

Five days (5) Coffee Breaks (1-2 per day as indicated below) for 50 pax Each Unit Price___Total Price____ Light Coffee breaks shall include coffee, tea, juice, water and small danishes, 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 25 March 2019.) Location for coffee breaks in rear of Plenary Room (See Attachment 1 layout) must be able to handle 50 people standing with at least two stations for beverage service. Coffee breaks will be set up NLT 15 mins before scheduled times as listed below:

Tuesday March 26: 1100-1030 (light coffee break); 1300-1330 (heavy coffee break) Wednesday March 27: 1000-1030 (light coffee break) Thursday March 28: 1) 1030-1100 (light coffee break) and 2) 1230-1300 (heavy coffee break) Friday March 29: 1) 0800-1000 (light coffee break) 2) 1130-1200 (heavy coffee break) Monday April 1: 1) 1030-1100 (light coffee break) 2) 1230-1300 (heavy coffee break) 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 bottles 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 0005 – Manpower Manpower - 1 each – Not Seperately Priced (NSP) NOTE: All prices MUST include all applicable fees, gratuities, and service charges. THE FEDERAL GOVERNMENT IS TAX EXEMPT PLENARY Set up for Seminar. See Attachment 1.

Attachment 1 Fixed Screen

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

Min Room Size Required:

6,000 Sq Ft Or 90 x 90 Ft 90” Podium w/ Mike Between Stage and tables

Seating 50 persons: 18 each side w/14 at the head table

90” Between table andCoat Rack Staff: 2 tables with 4 chairs Coffee and break items station Coat Rack

Interpretation Booth