A23 Attachment 1- PWS_WJPC-CDMA Workshop Lodging and Shuttle Services.pdf

Statement of Work (SOW) Requirements Document

William J. Perry Center for Hemispheric Defense Studies (WJPC) Lodging and shuttle Support Services

6 February 2024

Background The William J. Perry Center for Hemispheric Defense Studies supports the efforts of the Department of Defense (DoD) and other United States Federal agencies to assist Western Hemisphere 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, WJPC endeavors to foster open and informed dialogue within a community of Western Hemisphere decision- makers, influential individuals, and institutional partnerships that share a long-term commitment to addressing the fundamental defense and security challenges facing the Western Hemisphere and to developing a common understanding of the importance of those challenges to their respective national and regional interests.

Scope WJPC is seeking Contractor support to provide lodging, and shuttle services to approximately 65 funded guests. The hotel accommodations will support 300 funded room nights and 36 unfunded hotel room nights.

Specific Requirements

Dates of the Event – 20 April 2024 to 25 April 2024.

Number of Guests - Lodging services for approximately 65 individuals, with provisions for 65 funded and 6 unfunded hotel rooms.

Lodging Features - The lodging and shuttles services for the Woman Peace and Security Workshop in preparation of the Ministers of Defense of the Americas (CDMA) in April 2024 are tailored to ensure the comfort and convenience of the participants, considering various aspects such as room amenities, dining, shuttle services and additional facilities.

The Contractor shall provide lodging and shuttle 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.

Dining Facilities: In-hotel full-service restaurant which shall offer at minimum of breakfast, 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.

Location Criteria: The hotel location shall be no further than seven (7) miles from Fort Lesley J. McNair.

The hotel location shall be no further than .50 miles to a Metro station or have shuttle service to surrounding areas available on evenings and weekends.

Accessibility: Facilities compliant with the Americans with Disabilities Act

(ADA).

Additional Services: The hotel shall provide shuttle service to/from the Ronald

Reagan National Airport on the lodgers’ arrival and departure days. If the hotel does not have permanent shuttle services a third-party shuttle service is allowed.

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 Seld-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: WJPC will provide detailed room lists 2 days prior to the first planned arrival, identifying rooms as "USG-paid" (65 rooms) and "Self-pay" (6 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 WJPC 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.

Nights of: 20 Apr 21 Apr 22 Apr 23 Apr 24 Apr 25 April USG Funded 20 65 65 65 65 20 Unfunded 6 6 6 6 6 6

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 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.

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