PWS-NESA AFRICOM US-N African Officials Program-Lodging-DC.pdf

NEAR EAST SOUTH ASIA CENTER FOR STRATEGIC STUDIES

PERFORMANCE WORK STATEMENT

FOR

LODGING SERVICES

NESA AFRICOM US-North Africa Officials Program-WASHINGTON, D.C.

6 September-14 September 2022

1.Purpose: 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-Background: Lodging and conference services for the NESA Center for Strategic Studies to accommodate 30 funded guests, from 7 September – 14 September 2022. (Travel to arrive on 6 September 2022.)

1.2-NESA AFRICOM US-North Africa Colonels Program: 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 for 25 Funded guests and 5 non-funded guests for a total of 30 with the Near East South Asia Center for Strategic Studies.

1.4‐Scope: The contract requires lodging. The hotel needs to be situated where the NESA requirement for a positive “American experience” and attitude to the United States and Washington DC area can be had. In addition, it is important that participants have easy and extensive exposure to Americans and everyday American life in a variety of places – restaurant, shopping, touring. The selected venue must be within the DC/N. VA. metropolitan area. 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.

1.5-Place of Performance: Hotel Conference Space TBD

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

1.7-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 September – 14 September 2022.

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 workspace 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.

6. Hotel location shall have at least 1 full-service restaurants located inside the hotel which shall offer breakfast, lunch, and dinner menus within per diem rates

7. Hotel location shall be within 3 blocks walking distance of a metro station, and shopping; and 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 within perdiem rate.

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 Work on group assignments.

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

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

0001AC Late Check out before 6 pm 25 rooms plus 5 self-payers

Each Unit Price__________ Total Price __________

Exhibit A

0001 Lodging Requirements

0001AA Single Rooms 129 room nights Unit Price__________ Total Price _________

0001AB

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. 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. 25 rooms are defined as “USG-paid”. There will be 5 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 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.

Sept 6 Sept. 7 Sept. 8 Sept. 9 Sept. 10 Sept. 11 Sept. 12 Sept. 13 Sept.14 Funded Rooms

10 25 25 25 25 25 25 25 25

Sept. 7 Sept. 8 Sept. 9 Sept. 10 Sept. 11 Sept. 12 Sept. 13 Sept. 14

Non Funded Self-Pay

Single Funded Rooms

Single Non- Funded Rooms:

Self-Pay

5 5 5 5 5 5 5 5

Rooms Total

Rooms Total

Exhibit B

1001 Conference Facilities

Set up is for these days only:

7 September (Wednesday) 2022 Setup Plenary 8-14 September 2022 for Program

Specific Requirements for this program (Conference Package)

-8 September (1) Room for perdiem payments

-Main ballroom is needed for daily sessions 8-14 September.

-Conference Room large enough to be set-up in an open “U” with easy access to seats, social distancing, and easy visibility of the various placed screens 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 both sides of the panel table, as well as a television monitor in front of panel and projectors and presentations to include laptops with up-to-date software to accommodate PowerPoint briefings, High Speed Wi-Fi for zoom and videos.

-Wireless and Hardwire 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 at the end of the day

-Morning and mid-day coffee break setup in private area inside main conference room. Please provide menu options for breaks

All conference facilities shall be set up and available for use by 0730 on the start date specified and shall be available for use until 1600 on the end date specified.

1001AA Plenary Room 6 Days Unit Price __________ Total Price _________