A03PWS-ES_01-20-Lodging.pdf

NEAR EAST SOUTH ASIA CENTER FOR STRATEGIC STUDIES

PERFORMANCE WORK STATEMENT

FOR

LODGING SERVICES

EXECUTIVE SEMINAR

18 OCTOBER-2 NOVEMBER 2019

Part 1

General Information

1. GENERAL: This is a non-personnel services contract to provide lodging services. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1 Description of Services/Introduction: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform lodging services as defined in this Performance Work Statement except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract.

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: The Performance Work Statement (PWS) details the tasks required for lodging services for the Near East South Asia Center for Strategic Studies. The period of performance will be from 18 October to 2 November 2019 for 42 funded guests and 5 unfunded guests.

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

Lodging

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 1 mile to a Metro station or have available shuttle service to surrounding areas. A location within walking distance to 5 full service restaurants/shops.

1.6.1 Quality Control The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality control program is the means by which he assures himself that his work complies with the requirement of the contract. 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.

1.6.2 Quality Assurance: The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.6.3 Recognized Holidays: The contractor is required to perform services on holidays.

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Independence Day Christmas Day

1.6.4 Hours of Operation: The vendor is responsible for conducting business throughout the duration of the contract. The contractor will not be reimbursed when the government facility is closed for the above reasons. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.6.5 Place of Performance: The work to be performed under this contract will be performed at TBD

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

1.6.7 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the vendor’s performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

1.6.8 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.

1.6.9 Organizational Conflict of Interest: Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may affect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

1.6.17 PHASE IN /PHASE OUT PERIOD: To minimize any decreases in productivity and to prevent possible negative impacts on additional services, the Contractor shall have personnel on board, during the 6 days phase in/ phase out periods. During the phase in period, the Contractor shall become familiar with performance requirements in order to commence full performance of services on the contract start date.

PART 2

SPECIFIC TASKS

2. Specific Tasks:

2.1. Basic Services. The contractor shall provide services for lodging services from 18 October-2 November, 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

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.

Exhibit A

0001 Lodging Requirements

CLIN 0001 Single Rooms 598 room nights

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 will only pay for rooms defined as “USG paid.” 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 plan 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.

Nights of:

18 Oct. 19 Oct. 20 Oct. 21 Oct. 22 Oct.

USG totals X X 5 42 42 42 42

Self-pay totals X X X 5 5 5 5

Nights of: 23 Oct. 24 Oct. 25 Oct. 26 Oct. 27 Oct. 28 Oct. 29 Oct.

USG totals 42 42 42 42 42 42 42

Self-pay totals 5 5 5 5 5 5 5

Nights of: 30 Oct. 31 Oct. 1 Nov. 2 Nov.

USG totals 42 42 42 5 x x x

Self-pay totals 5 5 5 x x x x

USG Total: 598

Self-pay Total: 70

CLIN 0002 Late Check out before 6 pm 20 rooms Each Unit Price__________ Friday 1 November and Saturday 2 November 2019

Exhibit B

CLIN 0003 AV Conference package

Conference Facilities

Conference Facility Requirements: 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 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.

0003 Plenary Room 10 Days Unit Price __________ Total Price _________

•For 20 October-1 November, 1 Plenary Room will be a room sized at a minimum of 4,000 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 20 October-1 November; Space needed for 3 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 4,000 sq. ft. or 90 x 90 ft.

10 additional chairs will be along the wall. Plenary room should be available 20 October at 1:00pm (for set up)

•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.

•For 20 October-1 November. 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.

•Plenary Room should have divider for break out room sessions. Dates 30 October 1000-1530 and 31 October 0800-1230

Exhibit C

CLIN 0004 Banqueting Requirements

0004 Ten days (10) Coffee Breaks (1-2 per day as indicated below) for 50 pax Each Unit Price___Total Price____

Heavy Coffee Breaks shall include coffee and water 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:

Week 1

Monday October 21: 1) Coffee/Tea set up by 0830

Tuesday October 22: 1) 1030- 1045 and 2) 1215-1245

Wednesday October 23: 1) 1030- 1045 and 2) 1215-1245

Thursday October 24: 1) 1030- 1045 and 2) 1215-1245

Week 2

Monday October 28: 1) 1030- 1045 and 2) 1215-1245

Tuesday October 29 1) 1030- 1045 and 2) 1215-1245

Wednesday October 30: 1) 1030- 1045 and 2) 1215-1245

Thursday October 31: 1) 1030- 1045 and 2) 1215-1245

Friday November 1: 1) 1030- 1045 and 2) 1215-1245- Farewell reception- cake and coffee

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.

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 20 October-1 November, 2019.

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. 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 20 October 2019 setup plenary o 21-24 October, 28 October-1 November Open ‘U” for Program

‒ For 20 October-1 November: 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

‒ 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.

‒ For Friday 1 November, farewell reception meal to be served at 11:00a in back of the plenary room with; request sheet cake with refresher coffee for 60 pax.

Fixed Screen

Attachment 1

Min Room Size Required:

4,000 Sq. Ft Or 90 x 90 Ft 90” Podium w/ Mike

Between Stage and tables

Seating 48 persons: 16 each side w/16 at the head table

90” Between table and Booth

•Telephones will be limited to in-hotel calls and the mini-bars will be emptied.

Panel: 2 tables for 4

Staff: 2 tables with 4 chairs

Coffee and break items station Interpretation Booth

Coat Rack

Interpretation Booth Interpretation

Booth

Interpretation Booth

Registration Room

•1 registration and 1 per diem payout room (to be divided by partition) Space should be able to accommodate a minimum of 30 PAX at time with 3 areas sectioned out with one table and chairs on Monday 21 October 2019. Table needed in lobby across/near hotel registration on Monday 21 October 2019 from 0900-1100 for NESA Registration. Two tables with 8 chairs is needed. Bottled water and pens are to be provided for participants. Water and coffee station should be provided.

Per Diem Payout Room

• Small meeting space should have 2 tables and 6 chairs.

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 specialist.

Sid Routh Contract Specialist Washington Headquarters Services Acquisition Directorate Phone: (703) 697-9941 Cell: (703)965-6137

2.6 Invoicing Procedures: Invoices are to be submitted electronically via the Internet through Wide Area Work Flow – Receipt and Acceptance (WAWF-RA) system an 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/

TECHNICAL EXHIBIT 1