IA02 - Draft PWS - CST COI Lodging - Compressed.pdf

PERFORMANCE WORK STATEMENT (PWS)

IN SUPPORT OF

UNITED STATES CADET COMMAND

LODGING FOR CADET SUMMER TRAINING (CST)

CENTERS OF INFLUENCE (COI) VISIT

PART 1

GENERAL INFORMATION

1. GENERAL: This is a non-personal services contract to provide food, lodging, airport transportation, conference room space, lockable storage room and parking passes for the Center of Influence (COI) personnel visiting Cadet Summer Training 2026 from 13 July 2026 through the morning of 18 July 2026.

This is a base contract with four option years. The Government will 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 specified lodging accommodations in accordance 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. Centers of Influence (COIs) are annually brought to Cadet Summer Training (CST) in an effort to show them the benefits of students who decide to participate in their respective school’s military science program. During the visit, the COIs, visit numerous training sites, view training events and participate in discussions related to the Army ROTC program and military leadership from on officer’s perspective. The goal of the COI visit is to favorably influence their view and disposition toward Army officers as a career and gain a better understanding of Army ROTC.

1.3 Objectives:

1.3.1 The contractor shall provide lodging and breakfast for to up to 62 COI personnel from 13 July 2026 through the morning of 18 July 2026; lodging and breakfast needs are identified in Paragraph 5.2.4 of this Performance Work Statement. The contractor shall provide a conference room or banquette hall and buffet or dinner which can accommodate 75 personnel on 14 July 2026. The conference room will be equipped with audio and visual equipment, including microphone and speakers. The contractor shall provide parking spaces for 15 vehicles. The contractor shall be able to provide transportation of guests to and from Louisville International Airport on each day of service.

1.4 Scope: Provide single occupancy hotel rooms (4 star or greater based upon Expedia’s rating to ensure the lodging is commiserate with the executive character of the event) in the downtown Louisville, KY area with boarders of Main Street to the north, 1st Street to the east, West Broadway Street to the south, and 8th Street to the west. The contractor shall furnish lodging in his/her establishment or at a location specified in the contract. All rooms shall be located in the same hotel establishment.

1.5 Period of Performance: The base period of performance for this contract is from 13 July 2026 through the morning of 18 July 2026. This is a base contract with four option years. Option periods will be six (6) days each and performed between 1 June and 31 July of each option year. Specific dates will be finalized when exercising each option.

1.6 General Information

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

DRAFT

control program is the means by which the contractor assures services and products complies with the requirement of the contract.

1.6.2 Place of Performance: The place of performance for this contract will be the contractor’s normal place of business.

1.6.3 Type of Contract: The government will award a firm fixed price contract.

1.6.4 Security Requirements: Contractor personnel performing work under this contract are not required to have a security clearance.

1.6.5 Special Qualifications: Contractor shall ensure all employees meet board of health standards and food handling requirements as well as having knowledge of safety regulations, such as Occupational Safety and Health Association, (OSHA), proper clothing and footwear. Contractor shall maintain a professional demeanor when serving the food and be aware of all food safety requirements for preparing and serving food.

PART 2

DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1. DEFINITIONS

2.1.1. CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

2.1.2. CONTRACTING OFFICER. A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

2.1.3. Reserved.

2.1.4. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.5. DELIVERABLE. Anything that can be physically delivered but may include non-manufactured things such as meeting minutes or reports.

2.1.6. Reserved

2.1.7. PHYSICALSECURITY. Actions that prevent the loss or damage of Government property.

2.1.8. QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.9. Reserved.

2.1.10. QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.11. SUBCONTRACTOR. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.1.12. WORK DAY. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.13. WORK WEEK. Monday through Friday, unless specified otherwise.

2.2. ACRONYMS

AFARS Army Federal Acquisition Regulation Supplement AR Army Regulation CCE Contracting Center of Excellence CFR Code of Federal Regulations COI Centers of Influence CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative CST Cadet Summer Training DA Department of the Army DD250 Department of Defense Form 250 (Receiving Report) DFARS Defense Federal Acquisition Regulation Supplement DOD Department of Defense FAR Federal Acquisition Regulation JCLC JROTC Cadet Leadership Challenge JROTC Junior Reserve Officers’ Training Corp KO Contracting Officer OCI Organizational Conflict of Interest POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program TE Technical Exhibit

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. Services: Government shall provide a by-name guest list by NLT seven (7) days before first arrival.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1 General: The Contractor shall furnish all facilities, food, equipment, meal serving services, supplies, management, supervision and labor to perform work under this contract that are not listed under Section 3 of this PWS.

4.2 Equipment. The contractor shall provide air conditioning, cable or satellite television, hair dryer, ironing board and iron to all guests in their rooms. On 14 July 2026 and second day of subsequent option periods, the contractor shall provide and set-up a projector, audio visual equipment, and projection screen for the welcome reception and dinner.

4.3 The contractor’s personnel shall wear clean clothing and present themselves with clothing that does not contain statements that may be offensive to the military or others using a portion of the uniform.

4.4 Taxes. The government will be exempted from paying any sales taxes related to this contract. Tax exemption forms will be provided to the contractor upon request.

PART 5

SPECIFIC TASKS

5. Specific Tasks:

5.1 Basic Services. The contractor shall provide services for lodging, meals, Louisville International Airport transportation, and conference space in the downtown Louisville, KY, area with boarders of Main Street to the north, 1st Street to the east, Chestnut Street to the south, and 8th Street to the west. Conference space shall be provided at the same location as lodging. The contractor shall provide smoke free rooms.

When necessary to place a non-smoker in a smoking room, the contractor shall clean the room in order to minimize smoke odor. Cleaning may include, but is not limited to, changing bed linens and draperies, chemical removal of odors, and ozone/air cleaning process.

5.1.1. The Contractor shall furnish all necessary servicing equipment and provide utensils, plates, cups, condiments, and napkins to all authorized personnel as needed.

5.1.2. The Contractor shall provide the necessary management, supervision and labor required to set up, serve and clean up for food preparations, serving, and displays for all items indicated in this performance work statement, in addition to supporting all lodging requirements of this PWS throughout the entirety of the period of performance.

5.1.3. The Contractor shall provide a minimum of two serving lines to expedite the food service.

5.1.4. The Contractor shall provide the necessary management, supplies, equipment, supervision and labor required to set up, clean up and remove trash from the dining area.

5.1.5. The government will not be responsible for any miscellaneous charges incurred by COI members.

The contractor shall explain to each COI member that miscellaneous charges (such as telephone charges, pay-per-view movies, room service, meals, etc.) are not covered by the contract and will be charged to and paid by the individual. The contractor shall provide information to the COI members on services available under the contract.

5.1.6. Accompanying Personnel. The government is under no obligation to provide services for accompanying personnel. Charge for accompanying personnel shall be handled by agreement between the contractor and the individual(s). If accompanying personnel is billeted with a cadre member, the government shall be charged only for the Cadre member’s portion of a double room.

5.1.7. Alcohol. Personnel will be responsible for paying for any alcohol and other associated fees on an individual basis. The contractor shall not receive reimbursement for any alcohol.

5.1.8. Babysitting services. The contractor shall not arrange for or receive reimbursement for babysitting services.

5.1.9. Fire and Safety

5.1.9.1. The contractor shall comply with all applicable federal, state and local fire and safety codes and regulations.

5.1.9.2. All tubs and showers shall have a non-slip surface or be provided with a non-slip mat.

5.1.9.3. All hotel room outer doors shall have a fully functional dead bolt lock.

5.2. Lodging Accommodations

5.2.1. Provide single occupancy hotel rooms (4 star or greater based upon Expedia’s rating to ensure the lodging is commensurate with the executive character of the event) in the downtown Louisville, KY area with boarders of Main Street to the north, 1st Street to the east, Chestnut Street to the south, and 8th Street to the west. The sleeping facilities furnished shall be solely on the basis of one individual to a bedroom, with the exception of the suite, which may be used for two individuals. The contractor shall make up to two handicap accessible rooms available upon request.

5.2.2. The contractor shall provide smoke-free rooms with central air conditioning and heat. The room will have dead bolt lock on the door and queen/king size beds. The tub or shower will have a non-slip mat.

5.2.4. The contractor shall provide the following number of single occupancy rooms as follows:

13 July 2026 (night 1 of options) 12 single occupancy rooms 14 July 2026 (night 2 of options) 62 single occupancy rooms 15 July 2026 (night 3 of options) 62 single occupancy rooms 16 July 2026 (night 4 of options) 62 single occupancy rooms 17 July 2026 (night 5 of options) 20 single occupancy rooms

5.2.6. The contractor shall provide a secure storage room beginning the morning of 13 July 2026 (Day 1 of options) through 17 July 2026 (Day 6 of options). The storage room shall be approximately 4-foot by 8-foot in size and located near the lobby or conference room. The storage room will be used to store Cadre’s branding materials that will be used at the airport to properly receive the COI guests, the hotel lobby as they check in and out, and at the reception.

5.2.7. Accommodations, services and privileges normally extended to any guest of the establishment shall also be given to COI members staying at the establishment. The contractor shall provide a wake-up service, if requested.

5.3. Welcome Reception

5.3.1. Registration Space. The contractor shall provide an area to facilitate check-in and registration on 14 July 2026 (Day 2 of options). The registration space shall contain tables and chairs to accommodate check-in registration. Tables and chairs provided shall be provided at a minimum as follows: 2 card tables or 1 table approximately 8’ long, 2 chairs, and space for conference packets/bags to be stored and distributed.

5.3.2. Welcome Reception/Conference Room. The contractor shall provide light refreshments/meal beginning at 7:00 PM to 9:00 PM on 14 July 2026 for the welcome reception. Menu shall include a light meal option at agreed upon price. The dinner shall accommodate light dinner for 75 people via buffet in designated room. Contractor will also provide hotel employees to successfully run the reception. The conference/reception room must contain electrical outlets for government-furnished laptop computer. The contractor shall provide and set-up a projector, audio visual equipment, and projection screen.

5.3.3. Welcome Reception Menu. The contractor shall provide light dinner for an executive-level group event dinner similar to the following: Crab poppers, Pork Belly Steam Buns, Deviled Eggs, Croquet Monsieur, and Angus Beef Sliders, iced tea, coffee, assorted desserts, cheese, fruit and vegetable trays. All menus shall be coordinated with the Government POC at a minimum of three (3) calendar days prior to the event with any changes agreed upon at that time.

5.3.4. The contractor shall provide a cash bar for the reception on 14 July 2026 (Day 2 of options). No government funds will be used to purchase alcohol.

5.4. Breakfast Menu. The contractor shall provide a menu similar to the one stated in 5.4.1. The breakfast meals shall commiserate with a VIP audience. The menu shall be coordinated with the Government POC as soon as possible upon receipt of the award (preferably within 48 hours). Any changes to the menu for alternative replacements shall be agreed upon at that time.

5.4.1. Sample Menus:

Breakfast sample 1: Pancakes, waffles, cold cereal, home fries, sausage, eggs, 3 whole fruit choices, 2 juice choices, milk & coffee (and condiments)

Breakfast sample 2: French toast, waffles, home fries, bacon, eggs, cold cereal, 3 whole fruit choices, 2 juice choices, milk & coffee (and condiments)

5.4.2. The contractor shall provide the following number of breakfast meals as follows:

13 July 2026 (day 2 of options) 12 breakfast meals 14 July 2026 (day 3 of options) 62 breakfast meals 15 July 2026 (day 4 of options) 62 breakfast meals 16 July 2026 (day 5 of options) 62 breakfast meals 17 July 2026 (day 6 of options) 20 breakfast meals

5.5. Guest Parking. The contractor shall provide 15 parking spaces from noon on 13 July 2026 (day 1 of options) to noon on 18 July 2026 (day 6 of options). These parking spots shall be located within one-quarter mile of the lodging. The parking spaces will be located in a secure and well-lit parking area.

5.6. Louisville International Airport Transportation: The contractor shall provide transport of individuals to and from Louisville International Airport and the locations of the contractor’s facility. The contractor shall be able to provide transportation for at least eight (8) individuals per hour to and from the Louisville International Airport during the period of performance. All drivers and vehicles will be properly insured and licensed in according with all governmental laws and regulations.

PART 6

APPLICABLE PUBLICATIONS

6. Reserved

6.1. Reserved

PART 7

ATTACHMENT/TECHNICAL EXHIBIT LISTING

7. Attachment/Technical Exhibit List:

7.1. Attachment 1/Technical Exhibit 1 –Performance Requirements Summary

7.2. Attachment 2/Technical Exhibit 2 – Deliverables Schedule

TECHNICAL EXHIBIT 1

PERFORMANCE REQUIREMENTS SUMMARY

PERFORMANCE OBJECTIVE PERFORMANCE STANDARD PERFORMANCE

THRESHOLD

INCENTIVE/DISINCENTIVE

In accordance with PWS paragraph

5.1 thru 5.2.7, the contractor shall provide rooms.

In accordance with PWS paragraph

5.3 thru 5.3.4, provide welcome reception.

Vendor will deliver and set up all equipment required to prepare cook and serve the food prior to serving time.

Upon completion of the meal, the vendor will ensure the facility is clean and sanitized.

In accordance with PWS paragraph

5.4 thru 5.4.1, provide daily breakfast to room guests.

In accordance with PWS paragraph 5.5., provide 15 parking passes within one-quarter mile of the lodging from 13 July 2026 thru 18 July 2026.

In accordance with PWS paragraph 5.6., Provide transportation during the Period of Performance to and from Louisville International Airport.

Contractor shall provide 4 star or greater based upon Expedia’s rating to ensure the lodging is commiserate with the executive character of the event

The contractor shall provide light refreshments and a light dinner. The light dinner will feed 75 people via buffet in designated room. The contractor shall also provide and set-up a projector, audio visual equipment, and projection screen.

Vendor will deliver and set up all equipment required to prepare cook and be prepared to serve the food.

The contractor will ensure that the food is ready for serving at the prescribed time. Upon completion of the meal, the vendor will ensure the facility is cleaned and sanitized to standards.

Provide breakfast commiserate with the executive character of the event.

Parking spaces are all within 1/4 mile of the hotel in a well-lit and secure parking area.

Provide temperature-controlled transportation for at least eight (8) individuals per hour to and from the Louisville International Airport

100% of performance objective

95% of per

75% of meals cooked prior to serving time.

100% of facility the customer are in contact with is cleaned and sanitized.

100% of meals provided

95% of parking provided on first day; 100% provided by second day

95% of performance objective

Re-perform at no additional expense to the government.

Trends of less than acceptable performance will be used to document overall performance in the contract file

TECHNICAL EXHIBIT 2

DELIVERABLES SCHEDULE

Deliverable Frequency # of Copies Medium/Format Submit To Per para 5.1 thru 5.2.7, provide rooms

Daily Per para 5.2.4. In person COI Guests

Reserved Parking Passes Daily 15 In person Government POC

Itemized invoice for service rendered

Once at completion of base contract and after each option year

1 Electronically WAWF at https://piee.eb.mil/