RFQ PWS-TUNISIA-NDI 01-22-LODGING.pdf

NATIONAL DEFENSE UNIVERSITY

NEAR EAST SOUTH ASIA CENTER FOR STRATEGIC STUDIES

WASHINGTON, D.C. 20319-5066

“CONCORDIA PER COMMENTATIONEM”

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 21 March to 30 March 2022.

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, f rank 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. To that end it is critical to provide the very best impression of the

United States, Washington, DC and its people as possible. Key to that is professional execution of programs, safe and easily accessibility to services, shopping and restaurants in order to provide an appropriate level of “Americana” experience while still respecting cultural sensitivities, especially with the female members of the group. Since this a partner program, The Tunisian NDI have insisted that they reserve the right to approve/disapprove the selected hotel.

Tunisia NDI Seminar: To assist NESA in fulfilling its responsibilities, a Contractor will provide services to support approximately 48 individuals (48 FUNDED) and (4 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 and 0003.

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 workspace 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 f ive (5) full-service restaurants within a .5 mile walking distance to the hotel and within per diem. Distance must easily accommodate female guests in regard 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) Hotel will provide 5 daily parking passes for 10 days to be picked-up by staff on Monday, 21 March.

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

10.Hotel should be able to provide a table and 6 chairs in the reception area for the afternoon/evening of the 21st of March for Hotel Registration.

11. Hotel should have laundry facilities on premise with a minimum of 3 working washers and 3 working dryers

12. Room Service (24hrs) (to accommodate any Covid quarantine issues that may arise)

2. PERFORMANCE BASED MATRIX

Outcome Performance

Metric

Performance Standard

Contractor shall provide sufficient logistical support to create the most conducive environment to maximize the goals of this

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.

Rooms will include a refrigerator and microwave, and safe for valuables.

Conference 22 March - (1) Room for Registration and Photos conference. Facilities Main ballroom is needed for daily sessions 22-30 March.

Conference room large enough to be set up in classroom style in chevron pattern with an aisle down the middle to ensure easy access to seats, social distancing, and easy visibility of the various placed TV screens/monitors from any seat.

Room set up should include daily set up with pens and pads, and bottled water refreshed during each break. (Due to Covid restrictions, pitchers of water are not acceptable.)

Panel table set on short risers with microphones, (enough tables and chairs to accommodate 4 speakers at one time) along with a separate podium and microphone. (See attached diagram on last page).

2 Large screens on either side of panel table, as well as a TV monitor in front of panel table and TV monitors positioned throughout the room; and projectors for presentations to include laptop 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).

Catering Morning and mid-day coffee break setup in private area inside main conference room. Please provide menu options for breaks. ‒ Masks provided daily, hand sanitizer at multiple locations in the conference area, tables and surfaces wiped during the breaks and end of day.

Shuttle Service Timeliness, availability, accommodates to guests departure and arrival time schedule and on-demand available to Metro and 6 local Restaurants.

Exhibit A

0001 Lodging Requirements (Late Check-out: Before 6PM)

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. 48 rooms are defined as “USG-paid”. There will be 4 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 : Mar. 21 Mar. 22 Mar. 23 Mar. 24 Mar. 25 Mar. 26

USG totals (Funded)

48 48 48 48 48 48

Self Payer Non- Funded

4 4 4 4 4 4

Nights of :

Mar. 27

Mar. 28

Mar. 29

Mar. 30

USG totals (Funded)

48 48 48 48 USG Total 480

Self Payer Non- Funded

4 4 4 4 Self Pay

Total

**Late Check-out on: March 31, 2022

0001AB Non-Funded Rooms 48 Unit Price Total Price

0001AA Single Room 480, Room Nights 10 Unit Price Total Price

Exhibit B

0002 Conference Facilities

Conference Facility Requirements: Bottles of water shall be available for all participants in the Plenary.

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 on 21

March 2022 and available for use by 0800 on the start date specified and shall be available for use until 1600 on the end date specified.

0002AA Plenary Room 7 Days Unit Price Total Price

Main ballroom is needed for daily sessions 22-30 March.

Conference room large enough to be set up in classroom style in chevron pattern with an aisle down the middle to ensure easy access to seats, social distancing, and easy visibility of the various placed TV screens/monitors from any seat.

Room set up should include daily set up with pens and pads, and bottled water refreshed during each break. (Due to Covid restrictions, pitchers of water are not acceptable.)

Panel table set on short risers with microphones, (enough tables and chairs to accommodate 4 speakers at one time) along with a separate podium and microphone. (See attached diagram on last page).

2 Large screens on either side of panel table, as well as a TV monitor in front of panel table and TV monitors positioned throughout the room; and projectors for presentations to include laptop 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).

Masks provided daily, hand sanitizer at multiple locations in the conference area, tables and surfaces wiped during the breaks and end of day.

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 f ree Wi-Fi connections.

WASHINGTON, D.C. 20319-5066

A

Exhibit C

0003 Refreshments

0003AA Seven days (10) Coffee Breaks or (1-2 per day as indicated/listed) for 55 pax Each

DATES/TIMES TBD- 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, f ruit 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 (Prior to Event). 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

PLENARY ROOM SET UP (SEE DIAGRAM BELOW)

WASHINGTON, D.C. 20319-5066

A

Coat Rack

Staff: 2 tables with 4 chairs Coffee and break items station

Interpretation

Booth