Attachment_1_Performance_Work_Statement.pdf

PERFORMANCE WORK STATEMENT (PWS)

HEADQUARTERS, U.S. PACIFIC COMMAND (HQ USPACOM)

2018 CHIEFS OF DEFENSE CONFERENCE SERVICES

1.0 BACKGROUND

1.1 Headquarters, U.S. Pacific Command (USPACOM) is located at Camp H.M. Smith, Oahu, Hawaii and is the headquarters of the Joint U.S. Pacific Command. USPACOM is responsible for promoting peace, deterring aggression, responding to crisis and, if necessary, fighting and winning, to advance security and stability throughout the Asia-Pacific region.

1.2 USPACOM is hosting the 2018 Chief of Defense (CHOD) Conference in Honolulu, Hawaii.

This unclassified conference provides a forum for senior military leaders to build and strengthen military-to-military relationships, discuss issues of common interest and promote multilateral cooperation on common challenges. Also, occurring is a concurrent Senior Enlisted Leader (SEL) program which is a subset of the overall event.

2.0 OBJECTIVE AND SCOPE

2.1 USPACOM seeks a Contractor to provide Facility services for a CHOD Conference being held

10-12 September, 2018 in Honolulu, Hawaii. The services required are billeting, meeting rooms, catering services, and event support services.

SCOPE:

The conference is for approximately 35 Chiefs of Defense (CHOD) encompassing up to 35 Indo Asia Pacific nations in the U.S. Pacific Command’s Area of Responsibility. The primary meeting and catering services for the conference will support 35 participants and 5 selected senior staff.

Approximately 175 additional support staff will also attend the CHOD. The following reflects the estimated support staff attending the CHOD Conference: 1) 80 Accompanying Officers for the Chiefs of Defense; 2)20 Senior Enlisted Leaders; 3)10 staff of the USPACOM Commander; 4) 20 Conference Secretariat or Coordination Staff;

5) 30 simultaneous translators (ST) with technical staff; and 6) 15 Defense Attaches from the U.S. embassies in the region who accompany their host nation’s delegation.

2.2 The Contractor shall provide the following:

a. Conference venues, including rooms for general sessions, and special purpose meeting rooms.

b. Billeting accommodations (Conference participants are housed in the same hotel building; and the same wing is preferred).

c. Requirements relating to the Conference include security, catering, audio-visual equipment, and power supply support for translation services, telecommunications services, administrative supplies, linen services and internet connectivity.

d. Event Coordinator services to facilitate all requirements described in this PWS. These services shall be available throughout the period of performance and a point of contact (POC) shall be reachable via cell phone.

2.3 The Contractor shall provide facility access to Computer and Business Machine support vendors, Translators and Interpreters, and Audio Visual Equipment support personnel providing supplies and services to the CHOD Conference throughout the duration of the period of performance. The

Technical Point of Contract (TPOC) will provide the Contractor with a list of personnel requiring access prior to the period of performance.

2.4 Period of Performance: 7 to 15 September 2018

Conference Dates: 10 - 12 September 2018

3.0 PERFORMANCE & SERVICE REQUIREMENTS

3.1 General: The Contractor shall provide management, security, meeting and billeting accommodations, and related supplies and services. Contractor services shall include scheduling and providing venue rooms, set-ups, and coordination of scheduled events in the proper setting.

3.2 Meeting Room Requirements: The individual meeting rooms identified below may be separated by wall panels except for the Simultaneous Interpretation Room (SIR) which requires permanent walls. Meeting rooms provided shall be located no lower than the 2nd floor of the Contractor’s facility to provide for limited and controlled security access. The Contractor shall provide access to the rooms for the Government’s exclusive use for the period of performance as defined below and in the Meeting Room Requirements Summary Table A.

3.2.1 Main Conference Room (MCR):

This room will be used for General Sessions of the Conference from 9 September at 0900 hours to 12 September 2018 at 1800 hours.

The MCR shall meet the following requirements:

a. Minimum room size of 2,000 square feet to accommodate 40 participants.

b. The room location shall be within the vicinity (close enough for wires and cables associated with electronic equipment being used) of the Support Center Registration (SCR) room and the Simultaneous Interpretation Room (SIR).

c. The Government shall have 24 hour access.

d. Fully adjustable light intensity and climate controls for the room.

e. Conference table arranged to accommodate 35 delegates at a skirted hollow-square table with two classroom tables placed in the rear of the room, and seating for 5 senior staff.

f. Conference table seating shall be 35 Executive Style chairs (not standard banquet chairs) which shall have cushioned seating, high back, arm rests, and the ability to swivel.

g. Four - 6’ tables with side skirts.

h. Chairs and tables shall be set-up by 0900 hours on 9 September 2018.

i. The ability to physically secure the rooms 24 hours a day.

j. Provide extension cords and power strips for up to six computers.

3.2.2 Simultaneous Interpretation Room (SIR):

This room will be used for interpretation equipment, translation booths, and interpreters from 9

September at 0900 hours to12 September 2018 at 1800 hours.

The SIR shall meet the following requirements:

a. Minimum room size of 1,000 square feet to accommodate twelve 6’ x 6’ interpretation booths and electronic equipment (provided by other Government vendors) and to accommodate 30 participants.

c. The room shall have permanent walls and a single securable door or point of entry with no windows.

d. Provide 30 banquet chairs and four - 6’ draped tables

e. The Government shall have 24 hour access.

f. Room equipment, including tables, chairs, two power strips, and two extension cords shall be be set up by 0900 hours on 09 September 2018

g. The ability to physically secure the room 24 hours a day.

3.2.3 Presentation Lunch Room (PLR):

This room will be used for a morning guest speaker and an afternoon working lunch from 9

September at 0900 hours to 12 September 2018 at 1800 hours.

The PLR shall meet the following requirements:

a. Minimum size 2,000 square feet to accommodate 40 participants.

b. The room location shall be within the vicinity of the Main Conference Room (MCR) and the

Simultaneous Interpretation Room (SIR).

c. Seven - 10 seat round tables set for 6 participants per table (on half of the round, facing projection screen).

d. 70 chairs with linen chair covers.

e. One podium on a low platform riser.

f. Provide projection screen no smaller than 8’ and LCD projection package (e.g., Projector and

Remote suitable for provided screen) for 3 days from10 September to 12 September 2018.

3.2.4 Support Center and Registration Area (SCR):

This room will be used by government personnel to process participants as well as perform other administrative functions, including command and control, key personnel, and security and equipment support from 7 September at 0800 hours to 13 September 2018 at 0900 hours. The Registration Area will be located outside of the SCR.

The SCR shall meet the following requirements:

a. Minimum room size 1,000 square feet to accommodate 30 participants at 8 separate work stations.

b. The room location shall be within the vicinity of the Main Conference Room (MCR) and the

Simultaneous Interpretation Room (SIR).

c. The Government shall have 24 hour access.

d. Room equipment, including tables, chairs, and extension cords shall be set up by 0800 hours on 7 September 2018.

e. The room shall have a separate storage area of approximately 10’ x 10’ for administrative supplies.

f. Contain eight - 6’ tables with 20 chairs plus 1 round table with 10 chairs.

g. 1 mini refrigerator placed on a table.

h. Provide 2 landline house phones with local and in-hotel calling capability.

i. 1 high speed CAT 5 line for wireless internet connection for up to 12 computers.

j. Sufficient power cords and power strips for a minimum of 20 outlets.

k. The Government shall be able to physically secure the room.

l. The room shall only be accessible by conference personnel only.

m. Ensure adequate power for all the above electric equipment.

3.2.5 Bi-Lateral Meeting Rooms (BMR):

These rooms will be used for small group discussions from 9 September 0900 hours to 12 September 2018 at 1800 hours.

The BMR shall meet the following requirements:

a. 6 rooms shall be provided with a minimum room size of 400 square feet to accommodate 10 participants.

b. The room location shall be within the vicinity of the Main Conference Room (MCR) and the

Presentation Lunch Room (PLR).

c. The Government shall be able to physically secure the room during period of non-operation, accessible only to conference and housekeeping personnel.

d. The Government shall have 24 hour access.

e. Rooms shall be set-up by 0900 hours on 9 September 2018.

f. Each room shall include one conference table capable to accommodate 10 participants, and 1 side table.

g. Each room shall contain an area (e.g. large foyer) that shall be available at the entry point to the bilateral rooms for the Bi-lateral Meeting Coordinator’s station. The area and room, together, shall be large enough to accommodate two 6’ tables with 4 chairs per table and a 48” video monitor.

h. Provide a minimum 48” TV or monitor for use with A US Government laptop to display bilateral meeting grid and schedule.

3.2.6 Host and Co-Host Meeting Rooms (HCMR):

These rooms will be used for small group discussions from 9 September at 0900 hours to 12 September 2018 at 1800 hours.

The HCMR shall meet the following requirements:

a. Two suites to accommodate ten participants per suite.

b. Each room should consist of two distinct areas;

1) A dining area for seating to accommodate 8 participants on a round or rectangular dining table.

2) A living room area for VIPs with lounge setting seating to accommodate 4 primary participants and 6 secondary participants utilizing sofas, lounge chairs, coffee tables, and end tables.

The Contractor shall coordinate and receive final approval of the room arrangement from the

TPOC.

c. The Government shall have 24 hour access.

d. The suites shall be set up by 0900 hours on 9 September 2018.

3.2.7 Senior Enlisted Leader Meeting Room (SELMR):

This room will be used for larger group discussions from 9 September at 0900 hours to 12

September 2018 at 1800 hours.

The SELMR shall meet the following requirements:

a. 1 room with a minimum room size of 1500 square feet to accommodate 20 participants.

b. The ability for the Government to secure room 24 hours per day.

c. The Government shall have 24 hour access.

d. The Room shall be set up by 0900 hours on 9 September 2018.

e. The room shall have 1 VIP conference table with seating for 20, and perimeter seating for 10 participants.

3.2.8 Escort, Drivers, and Staff Room:

This room will be used in support of the Escorts, Drivers, and Staff associated with the

Conference from 9 September at 0900 hours to 13 September 2018 at 1200 hours.

This room shall meet the following requirements:

a. One room with a minimum room size of 1,000 square feet.

b. The Government shall have 24 hour access.

c. 5 round tables with 8 chairs per table and 1 conference table with 10 chairs. The Contractor shall also provide an additional 10 stacked chairs at the side of the room.

d. Contractor shall provide 1 Mini refrigerator and 1 microwave on a rectangle table in room.

e. Contractor shall provide 1 in-house phone with the ability to only make in-house calls.

f. Contractor shall provide wireless internet access from 9 September at 0900 hours to 13

September 2018 at 1200 hours.

MEETING ROOM REQUIREMENTS SUMMARY TABLE A

Meeting Rooms Qty. Room Size

# of persons

PWS

paragraph

Inclusive Dates/Times

1.

Main Conference Room (MCR)

1 2,000 40 3.2.1 0900 Sun 9 Sep to 1800

Wed 12 Sep

2.

Simultaneous Interpretation Room

(SIR)

1 1,000 30 3.2.2 0900 Sun 9 Sep to 1800

Wed 12 Sep

3.

Presentation and Lunch Room (PLR)

1 2,000 40 3.2.3 0900 Sun 9 Sep to 1800

Wed 12 Sep

4.

Support Center/Registration Area (SCR)

1 1,000 30 3.2.4 0800 Fri 7 Sep to 0900

Thur 13 Sep

5.

Bi-Lateral Meeting Room (BMR)

6 400 10 3.2.5 0900 Sun 9 Sep to 1800

Wed 12 Sep

Host and Co-Host Meeting Rooms

(HCMR)

2 See 3.2.6b 20 3.2.6 0900 Sun 9 Sep to 1800

Wed 12 Sep

7.

Senior Enlisted Leader Meeting Room (SELMR)

1 1,500 20 3.2.7 0900 Sun 9 Sep to 1800

Wed 12 Sep

8.

Escort, Driver, and Staff Room

1 1,000 50 3.2.8 0900 Sun 9 Sep to 1200

Thurs 13 Sep

3.3 Other Service Requirements: The Contractor shall provide parking, a location for a Conference photo, working meal service, and porterage as defined below and in the Other Service

Requirements Summary Table B.

3.3.1 Parking: The Contractor shall provide 30 parking passes to the TPOC to allow 24-hour entry and exit for parking of Government staff vehicles for the duration of the period of performance.

3.3.2 Conference Photo: The Contractor shall provide a location for a Conference Photograph, consisting of up to 85 conference VIP’s with a scenic location as a backdrop. In the event of inclement weather, the Contractor shall provide a backup indoor location suitable for a VIP Conference Photo. The Contractor shall provide one row of VIP seating for 15 persons and a 12” platform to enable two additional rows of participants to be comfortably accommodated within the photograph. The Contractor shall also provide two 6’ tables draped and skirted and one ladder suitable for use by a photographer taking large group photos.

3.3.3 Working Meal Service: Meal service will consist of working lunches on 11 and 12 September

2018 from 1230-1330 hours for CHOD and SEL participants. While specific menu selections and actual quantities will be specified after contract award by the TPOC, the meal service generally will consist of the following:

1) CHOD Lunches for 40: Menu to consist of the following: Buffet of assorted salads, 2 entrees (1 seafood and 1 poultry), hot vegetable, starch, rolls and butter, dessert, iced tea, hot tea and coffee.

2) SEL Lunches for 20: Menu to consist of the following: Buffet of assorted salads, 2 entrees (1 seafood and 1 poultry), hot vegetable, starch, rolls and butter, dessert, iced tea, hot tea and coffee.

3.3.4 Porterage: Contractor shall provide porterage for up to 100 conference participants.

OTHER SERVICE REQUIREMENTS SUMMARY TABLE B

OTHER Qty. # of persons

PWS

paragraph

DATE and TIME

1.

Parking Passes

30 N/A 3.3.1 0800 Fri 8 Sep to 0900 Fri 14 Sep

2.

Conference Photo locale

1 Est. 85 3.3.2 0700-0900 Tues 11 Sep

3.

Working Meal Service – CHOD and

SEL

40 – CHOD

20 - SEL

3.3.3

1230-1330 on Tues 11 Sep and Wed 12 Sep

4. Porterage N/A 100 3.3.4 7 Sep to 15 Sep

3.4 BILLETING REQUIREMENTS

3.4.1 General Requirements:

a. The Contractor shall provide 100 Guest rooms for conference participants.

b. The category of rooms will be a mix of standard and deluxe types.

c. The Event Coordinator shall provide Chiefs of Defense with a bypass process from the normal check-in process. A guarantee for incidentals will be provided to the front desk within 24 hours after their arrival through coordination with the TPOC.

d. The Contractor shall provide “blocked” rooms for self-paying participants.

3.4.1.1 Guest Rooms:

The Contractor shall provide 100 rooms of single or double occupancy rooms with a minimum of which shall be 30 deluxe rooms. The room shall be no smaller than 250 square feet, and include a TV, phone, and in-room safe.

3.4.1.2 The TPOC will provide a final rooming list by 17 August 2018. Any room reduction in excess of

10% percent between 17 August 2018 and 10 September 2018 shall only be charged 1 night’s room and tax as a cancellation fee. Non-arrival (no-shows) for a particular date may be released in the morning of the day in question and charged 1 night’s room and tax. Early departures shall not be assessed a penalty charge.

a. The Contractor shall separately track any additional or incidental costs (i.e., personal charges to the room) incurred by the individual participants. Individual participants are responsible for any additional room nights not covered by the final rooming list provided on 17 August 2018. The Government will not incur any financial liability for this.

b. Conference participants requesting additional services or additional days are subject to the Contractor’s established policies concerning separate guest charges and requests.

Table C is an estimate of projected dates for the nights of stay and room flow for planning purposes.

GUEST ROOMS FLOW SUMMARY TABLE C

Night of Stay

9/7 9/8 9/9 9/10 9/11 9/12 9/13 9/14 9/15 TOTAL

Room Flow 10 10 25 100 100 100 90 10 5 450

3.4.2 Blocked Guest Rooms.

The Contractor shall block 80 rooms of single or double occupancy, with a minimum of which shall be 10 deluxe rooms for participants traveling at their own individual expense. Minimum room size shall be 250 square feet, with TV, phone, and in-room safe. The Government will not incur any financial liability for these rooms; participants will pay the hotel directly for all costs including room/tax. These participants will contact the hotel directly to place their reservations and guarantees by referencing the CHOD conference.

a. Blocked rooms not reserved may be released on 31 August 2018.

Table D is an estimate of projected dates for the nights of stay and room flow for planning purposes.

GUEST ROOMS FLOW SUMMARY TABLE D– BLOCKED ROOMS (SELF PAY)

Night of Stay 9/8 9/9 9/10 9/11 9/12 9/13 9/14 15

Sep

TOTAL

Room Flow 2 10 80 80 80 70 5 0 327

3.4.3 Blocked Suites.

The Contractor shall provide ten 1 bedroom blocked suites, suitable for VIP participant traveling at their own individual expense. The Government will not incur any financial liability for these suites; conference participants reserving the suites will pay the hotel directly for all costs including room/tax. These participants will contact the hotel directly to place their reservations and guarantees by referencing the CHOD conference.

a. Blocked rooms not reserved may be released on 31 August 2018.

Table E is an estimate of projected dates for the nights of stay and room flow for planning purposes.

GUEST SUITES FLOW SUMMARY TABLE E- BLOCKED SUITES (SELF PAY)

Night of Stay 9/8 9/9 9/10 9/11 9/12 9/13 9/14 9/15 TOTAL Room Flow 0 1 10 10 10 10 1 0 42

3.5 TELECOMMUNICATION SERVICES:

Additional telecommunications requirements may be required in a Communication Suite

(utilizing existing meeting room(s)) for the Commander, U.S. Pacific Command due to real world situations. In addition, phone usage may be incurred in the Support Center (SCR). At the conclusion of the Conference, the Contractor shall submit an itemized list detailing actual communication charges incurred for telephone line(s) in the Communications Suite and SCR. The TPOC will review and provide written concurrence on the itemized documentation. The government estimates a total NTE amount of $1,000.00. The contractor will invoice for actual costs only.

3.6 ADMINISTRATIVE SUPPLIES AND LINEN SERVICES:

The Contractor shall provide any unanticipated administrative supplies (i.e., paper/pens/name tags) and linen services (i.e., table linens, chair covers, curtain) in support of the services estimated at a total NTE amount of $5,000.00. The Contractor shall submit an itemized list with cost to the TPOC who shall give written prior approval for any unanticipated administrative supplies or linen services. At the conclusion of the Conference, the Contractor is to submit a summary of the itemized documentation detailing actual expenses incurred. The contractor will invoice for actual costs only.

3.7 SERVICE DELIVERY SUMMARY TABLE F :

Performance Objectives

PWS Paragraph Performance Threshold

1. Performance & Service Requirements

Paragraph 3.0 – 3.4 100% delivery and compliance.

4.0 QUALITY ASSURANCE:

4.1 The Contractor is responsible for implementing and maintaining a Quality Control Program

(QCP) to ensure that the work performed meets or exceeds contract requirements and results in the correction of potential and actual problems. The QCP shall be implemented on the first day of contract performance.

4.2 Periodic Planning and Progress Meetings: The Contracting Officer, TPOC, and/or other

Government personnel, as appropriate, may meet with the Contractor before and during the conference to review the Contractor's performance. At these meetings the Government representative will apprise the Contractor of how the Government views the Contractor's performance and the Contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the Government.

5.0 CONTRACTOR QUALIFICATIONS/REQUIREMENTS:

5.1 The Contractor shall be an authorized and licensed facility provider in Hawaii. The Contractor’s facility shall have a minimum 4-star industry standard hotel rating. The Contractor shall represent that the following facility conditions exists:

a. That no major or minor construction or remodeling work is being scheduled or accomplished during the period of performance which would, in any way, affect, interfere, or detract from the conference.

b. That the Contractor’s facility has personnel that can assist participants with non-conference related requests such as transportation, tours, recreational activities, and dining reservations.

c. The facility is capable of staging up to 30 vehicles at one time.

d. The facility has the ability to handle porterage for approximately 100 persons.

e. The facility meets the U.S. Force protection requirements (requirements listed herein). This includes, but is not limited to being capable of being secured to protect a large group of high-ranking military officers, and the ability for security personnel to isolate and guard the facility.

The inability to isolate the facility for any reason would deem the facility as indefensible and unacceptable as a conference venue.

f. The facility has a Business Center for the use of all participants. The use of these services and any charges incurred by any individual participant is the sole responsibility of the individual obtaining these services.

g. The facility has a Health and Fitness center for the use of all participants. The use of these services and any charges incurred by any individual participant is the sole responsibility of the individual obtaining these services.

5.2 Physical Security requirements: Due to the high profile nature of the Conference, the following physical conditions shall be present for both billeting accommodations and conference venues:

a. The facility has a 24 hour-a-day security staff. Trained security personnel available at all times with specific training in the special security conditions that exist for high level multi-national participants and conference security considerations for participants.

b. Ability to provide direct radio communication with the hotel security staff via radio or other secured method. The Contractor staff shall have the means of contacting Police/Fire/Medical assistance as required.

c. Closed Circuit Television (CCTV) throughout the property with 24/7 security monitoring and observation by dedicated Contractor security staff.

d. Conference participants are housed in the same hotel building; and the same wing is preferred.

The compact location preferred provides better group control in the event of an emergency or the need to secure the perimeter.

e. Alternate entry and exit avenues are not constricted by one way streets.

f. The facility is located off main thoroughfares and free public access to facilities is restricted.

g. The facility has protected access from street – as defined, the Contractor’s facility is set back from any major roadways and access points can be used as chokepoints if required by security personnel. The facility physically has installed barriers that would prevent vehicles from directly entering the lobby.

h. Motorcade staging area does not impede normal traffic, and a lane is available that can be removed from normal traffic flow or a parking lot with contiguous space for participant’s vehicles. The staging point is convenient to the point where those traveling in the motorcade leave the building.

i. The upgraded and suite floor(s) shall be controlled/secured by the Contractor, reconfiguring fire escape doors for “exit only” operation during the period of performance.

5.3 Heightened Vigilance: The Contractor and the facility have an obligation to be alert at all times in order to contribute to the protection of Conference participants. The Facility personnel shall immediately report to the Government representatives any sign of suspicious activity in or around the site of the performance. Suspicious activities include, but are not limited to, unauthorized personnel or vehicles in the vicinity of the site of performance, unusual equipment or movement of persons or supplies, and any other activity that may be perceived as a threat to Conference participants. The Contractor also has an obligation to report any such activity perceived outside the site of performance, if such activity could reasonably have an impact on the site of performance or could be perceived as a threat to conference participants.

5.4 All work performed shall be in accordance with Federal, State, and local laws, regulations and procedures.

5.5 Security Requirements: This contract does not require a security clearance level or clearance granted by the Defense Security Service. Should contractor personnel receive or suspect they have learned of classified information beyond their level of clearance, the Contractor shall identify and immediately report suspicions to the TPOC.

6.0 PERSONNEL:

6.1 The Contractor shall furnish sufficient personnel to perform all work specified within this contract. Personnel provided shall be fluent in spoken English. The Contractor must at all times maintain an adequate work force for the uninterrupted performance of all tasks defined within this

PWS.

6.2 When performing work associated with this PWS, the contractor employees shall clearly identify themselves (i.e. company shirt, pin, visible company identification, etc.) to avoid creating an impression that they are Government personnel when it is not obvious to third parties

6.2.1 Contractor personnel shall not manage, supervise, direct, or task U.S. military, DOD civilians or other personnel not associated with the Contractor while performing the tasks within this PWS.

6.2.2 Contractor personnel shall not make any commitment which commits the expenditure of U.S.

Government resources.

6.2.3 Contractor personnel shall not establish an employee-employer relationship with USPACOM under this PWS.

6.2.4 The Contractor shall not provide personal services to USPACOM. If Contractor employees are directed by any government employee at any time to perform services not covered under this contract, the Contractor shall immediately notify the TPOC.

7.0 TECHNICAL POINT OF CONTACT:

7.1 Mr. Thomas Burton, telephone: 808-477-7721, email: thomas.c.burton1@pacom.mil .