A03 SOW - TNDI Lodging.pdf

Statement of Work (SOW)

Requirements Document

Near East South Asia Center (NESA) for Strategic Studies

Lodging Support Services

14 February 2024

Background

The Near East South Asia Center (NESA) for Strategic Studies, supporting the

Department of Defense (DoD) and other United States Federal agencies, focuses on countering ideological support for terrorism, fostering regional cooperation on security issues, promoting democracy, and aiding Near East South Asia nations in enhancing their security and defense establishments. NESA's mission is achieved through high-quality academic programs, promoting open and informed dialogue among decision-makers and influential individuals and sustaining institutional partnerships.

Scope

NESA requires contractor support for conference room with audio visual equipment for 8 days, food service for five days, and booking of hotel rooms for approximately 52 individuals for 8 nights, accounting for 50 USG Paid and 2 Self-Pay, for Tunisia National

Democratic Institute (NDI) Seminar 01-24 (see below).

Specific Requirements

Desired Location:

Hotel within Crystal City, Arlington, Virginia within .05 of the Pentagon, 0.5-mile walking distance of an in-service Metro station to facilitate official visitors and speakers, and preferably offering shuttle service for guest.

Dates of the event: 16 April – 23 April 2024

Time of the event: 16 April – 23 April 2024 0800 - 1530

Number of Guests - Lodging services for approximately 52 individuals, with provisions for 50 USG funded and 2 Self-Pay hotel rooms.

Lodging Features - The lodging services for the TNDI Seminar 01-24 are tailored to ensure the comfort and convenience of the participants, considering various aspects such as room amenities, dining, and additional facilities. The Contractor shall provide lodging service in accordance with the terms listed in the SOW. All specifications shall be incorporated. Below is the detailed breakdown:

Room Type & Amenities: Rooms of comparable size and type with workspace, desk, and drawers. Equipped with free high-speed internet, refrigerator, microwave, and secure safe.

Meal Arrangements: Hot breakfast buffet included in the room rate. The hotel manager will be informed of the dietary requirements of participants, ensuring no pork or alcohol in foods; turkey or chicken as meat substitutes for pork. Special effort will be made to separate and label pork products.

Dining Facilities: In-hotel full-service restaurant which shall offer breakfast, lunch, and dinner meals (no exceptions) with sufficient wait staff/servers; and three (3) additional full-service restaurants within walking distance not to exceed 0.5 miles, considering cultural sensitivities for unescorted guests.

Accessibility: Facilities compliant with the Americans with Disabilities Act

(ADA).

Additional Facilities: Public area available for group meetings of up to 10 participants. 24-hour room service for potential Covid quarantine situations. The hotel shall provide on-site laundry facilities with working washers and dryers.

Financial Liability: The Government has no financial liability for rooms booked as Self-pay.” The hotel must confirm availability and hold these rooms at a group rate until one week prior to the scheduled arrival of self-pay guests.

Room Reservations: NESA will provide detailed room lists 1 day prior to the first planned arrival, identifying rooms as "USG-paid" (50 rooms) and "Self-pay"

(2 rooms). Self-paying participants must reconfirm their reservations directly with the hotel. If confirmation is not received five days prior to planned arrival, the hotel is not obligated to hold the room unless NESA accepts financial responsibility in writing.

Restrictions: The contract does not cover costs for local or international phone calls, pay-per-view programs, mini-bar consumption, room service, or alcoholic beverages. Room-to-room calls are available to guests. The Government requests that all rooms have outgoing phones and pay-per-view TV turned off, and mini-bars emptied. A deposit may be requested for these amenities' availability.

Occupancy Terms: If a participant does not occupy a reserved room before

6:00 P.M. on the date of scheduled occupancy, the Government will be charged

Date 16 April

April

April

April

April

April

April

April

Total Room Nights

USG 50 50 50 50 50 50 50 50 400

Self-pay

2 2 2 0 0 0 0 0 6 for that day. The remaining days of the reservation will be canceled without additional charges to the Government.

Additional Terms: Specific terms and conditions for early check-in and late check-out will be included in the technical quote of the proposal.

Room Setup: Plenary Room Set-Up on 16 April (Monday), no later than 1300.

Program dates Tuesday April 17 – Tuesday, April 23, 2024. See attached Diagram; projector and screen at the front of the room;

podium and microphone at the front of the room; one TV monitor at forward of room facing speaker table, one TV monitor at head of

U set up; one each TV monitor on right and left wing of U set up for a total of 4 TV monitors (see attached diagram).

Room Rental: April 17-22:

• One (1) plenary room set up in a “U” shaped pattern (See Attachment.)

• One (1) elevated stage with two (2) tables and four (4) chairs

• Two (2) tables with six (6) chairs

• Two (2) tables with four (4) chairs

• Two (2) tables with eight (8) chairs

April 23: Additional items to augment items on 17-22 April:

• Three (3) sets of three (3) tables with 17 chairs each

• Three (3) large easel boards

A/V Equipment: April 17-23 :

Podium with microphone; overhead projector with camera, laptop for Zoom use and PowerPoint presentations capability with remote for presentation forward and backward control from stage; 2 large screens; 4 TV monitors; and hardware/wireless internet connection throughout the event.

Room Décor: Notepads and pens, water, and sanitize room daily are to be included in conference room rental cost.

Refreshments & Breaks:

Coffee and pastries to leave in place.

o Wednesday, April 17, 1045-1115 and 1240-1300 o Thursday, April 18, 1030-1100 and 1230-1300 o Friday, April 19, 1030-1100 o Monday, April 22, 1030-1100 and 1230-1300 o Tuesday, April 23, 1030-1100

Contract Type: This contract will be awarded as a Firm-Fixed Priced contract.

Contact Information:

Contracting Officer: Washington Headquarters Services (WHS) Acquisition Directorate

Phone: (703) 545-3578

Email: whs.ncr.ad.mbx.dsca-group@mail.mil

Website: https://www.whs.mil/Directorates/Acquisition-Directorate-AD

COR:

Organization: Acquisition Support Division

Address: Defense Security Cooperation Agency

201 12th Street South, Suite 203

Arlington, VA 22202

Email: Org Box - dsca.ncr.obo.mbx.cor-acq-support@mail.mil

Invoices

Invoices shall be submitted electronically via Wide Area Workflow (WAWF) to:

Organization: Acquisition Support Division

Address: Defense Security Cooperation Agency

201 12th Street South, Suite 203

Arlington, VA 22202

Email: Org Box - dsca.ncr.obo.mbx.cor-acq-support@mail.mil

E-mail:

mailto:whs.ncr.ad.mbx.dsca-group@mail.mil https://www.whs.mil/Directorates/Acquisition-Directorate-AD mailto:dsca.ncr.obo.mbx.cor-acq-support@mail.mil mailto:dsca.ncr.obo.mbx.cor-acq-support@mail.mil