PWS PANAMAX 24 EXECUTION (draft).pdf

PERFORMANCE WORK STATEMENT (PWS)

PANAMAX 24- Exercise and Execution

United States Southern Command (USSOUTHCOM) Hotel (Lodging, Meals, and Parking)

1. GENERAL: The United States Southern Command (USSOUTHCOM) has a requirement for lodging, meals, transportation, and parking in support of PANAMAX Exercise and Execution in Suffolk, VA. This Performance Work Statement (PWS) details the lodging, transportation, parking, and meal requirements in support of this planning conference.

2. TIMELINE: 04 AUGUST – 16 AUGUST 2024

04 AUGUST 2024: Delegations start to arrive.

16 AUGUST 2024: Departure of delegations.

3. DESCRIPTON OF SERVICE

3.1. HOTEL LOCATION: The contractor shall be in a safe secure location, which shall pass a DOD security assessment. Due to high traffic in the area, and the conference being held at the Joint Warfighting Center, the hotel shall be located within Suffolk, VA in order to transport participants securely to and from the Joint Warfighting Center, Suffolk VA.

3.2. HOTEL SECURITY AND FORCE PROTECTION INSPECTION. The hotel shall provide the Government’s Representative (GR) an orientation and meeting with the hotel security manager, and a direct contact on the hotel staff for resolving security issues. If external security augmentation is used, the hotel security manager shall ensure complete and unlimited access and seamless coordination between the hotel’s organic security systems and the external augmentation units.

3.3. HOTEL REPRESENTATIVE. The contractor shall provide a representative to act as a liaison with the GR. The contractor representative shall be of sufficient authority to resolve issues as they arise and shall be available during the period of contract performance. The contractor shall provide the GR with a list of on-call hotel points-of-contact who have the authority to resolve issues affecting their areas of support.

3.4. HOTEL SERVICE BREAKDOWNS. The contractor shall ensure that any maintenance or repairs of hotel equipment, to include guest rooms, elevators, kitchen equipment, etc., shall be corrected immediately at the contractor’s expense, without further cost to the Government. In the event of power failure(s), the hotel shall provide back-up power sources within one (1) hour.

All equipment shall be repaired within one (1) hour or replaced within two (2) hours of the reported malfunction.

3.5. HOTEL ITEMS/AMENITIES EXCLUDED FROM THE CONTRACT. The

Government will not pay for movies, mini-bars, laundry, room service, telephone calls from or charged to guest rooms, or any other hotel charges other than those specifically provided in this contract.

3.5.1 Movies, mini-bars, service charges, etc. shall be itemized separately on service bills. Hotel guests shall be responsible for all legitimate charges appearing on their lodging statements, except for the contracted lodging and meals.

3.5.2 The contractor’s staff shall inform guests during check-in, which services shall not be covered by the Government. The contractor’s staff shall request a credit card from all guests upon check-in. Charges not covered by the contract are to be resolved between the guests and the hotel.

3.6 HOTEL ITEMS/AMENITIES INCLUDED IN CONTRACT. The contractor shall provide a fitness center with a variety of fitness equipment. All regular hotel guest facilities and amenities, to include the hotel business center and the spa facilities, shall be made available for all participants who are registered at the hotel.

3.7 BAGGAGE SERVICE. The contractor shall have baggage handling equipment available for hotel guests during check-in and check-out.

4. LODGING. The contractor shall allow guests an early check-in time as early as 8:00 AM on 04 AUGUST 2024 (if available) on arrival day and late check-out on departure date 16 AUGUST 2024 (if available). Conference participants wishing to extend their stay in the hotel must checkout within the designated checkout time on the specified end date. These guests are fully responsible for any incurred expenses during their extended stay.

4.1. ROOMS REQUIRED. The contractor shall provide single occupancy rooms, as noted in

Table 1. LODGING

August 2024 SUN

MON

TUES

WED

THURS

FRI

SAT

10 TOTA

L

Regular Rooms (Contract) Week 1

August 2024 SUN

MON

TUES

WED

THURS

FRI

SAT

Regular Rooms (Contract) Week 2

10 0 110

Total Nights 250

4.2. QUALITY STANDARDS FOR ROOMS. All rooms shall include high standards of hygiene, private bath with full toilet and shower facilities, hot and cold running water, and clean linens daily, electricity, and color television with cable, internet service, and appropriate furniture.

All regular hotel guest facilities and amenities, to include the hotel business center and the exercise facilities, shall be made available for conference attendees free of charge, if they are registered in the hotel. If customary and available, the contractor shall provide internet/Wi-Fi service in each contracted room at no extra cost to the Government.

4.4 ROOM INFORMATION. The Government will only pay for rooms used (“Contracted”).

The Government intends to utilize all rooms requested. However, the possibility exists that due to unforeseen circumstances a few participants may have to cancel their attendance; therefore, the Government reserves the right to cancel the reservation up to 24 hours in advance. If there isa no-show, the Government will only pay for the first night for that reservation as a cancellation fee.

4.5 ROOM LIST. The GR will furnish the contractor a rooming list with all the participant’s names by 5:00pm, 31 JULY 2024.

5. TRANSPORTATION/ PARKING REQUIREMENTS/ TAXI ACCESS

5.1. AIRPORT SHUTTLE SERVICE. The contractor shall provide a courtesy shuttle service to and from Norfolk International Airport as part of their standard business practices offered to any guest staying at their hotel. This transportation shall remain consistent with the hotel’s existing airport shuttle schedule. The Government will accommodate to contractor’s pre-existing shuttle schedule.

5.2 PARKING. The contractor shall provide five (5) parking spaces FROM 4 AUGUST 2024 TO 16 AUGUST 2024. Parking shall be in a secure area with adequate lighting and security. The contractor’s staff shall be aware that there are five (5) reserved parking spaces. The GR will validate parking for any hotel guest requiring parking space with the hotel’s contract manager by identifying the individual and providing the license plate information no later than 24 hours prior to the use of parking facilities.

5.3 TAXI ACCESS (Self-Paid). The Government requires readily responsive, 24-hour taxi or ride-sharing service access at the hotel, to be used and paid by the event participants and staff. The Government will not pay for these taxi services.

6. FOOD AND BEVERAGE

6.1. MEALS. The contractor shall provide meals to specific participants as directed by the GR and Table 2 below. The GR will indicate by 31 JULY 2024 which guest’s meals are covered by the contract. The hotel shall have a full-service restaurant on property and have the ability to cater meals. Hotel will provide meal tickets upon check in for the meals. The contractor shall provide meals within their main facilities at the hotel restaurant.

6.2 BREAKFAST. The contractor shall provide buffet style or a la carte. Breakfast should consist of juices, fresh fruits, pastries, bread as well as hot dishes (eggs, bacon, sausage, ham, etc.), coffee and tea. If the restaurant cannot accommodate all participants eating at the same time a separate room shall be required for breakfast.

6.2.1 If breakfast is not included in the lodging rate, the Government will only pay for meals consumed by the participants identified under the contract, as shown in Table 2. The participants will identify themselves by their meal voucher prior to the meal. The GR will supervise this process.

6.2.2 BREAKFAST SCHEDULE. The contractor shall provide breakfast from 04 AUGUST – 17 AUGUST 2024, as laid out by Table 2, between the hours of 6:30 am – 9:00 am.

6.3 LUNCHES. The contractor shall provide lunch boxes for those participants identified under the contract in a rooming list provided to the contractor by the GR by 30 JULY 2024 (See Table 2).

The contractor shall furnish the menu items to the GR for acceptance no later than 1700, 31 JULY 2024. On 04 AUGUST 2024 the lunches will be served at the hotel restaurant. Any unauthorized charges outside of the agreed upon meal offerings shall be billed directly to the ordering individual.

Direct specification of these meals will be discussed with the hotel and the GR. The Government will only pay for meals consumed by the invited participants who will identify themselves by providing their meal voucher prior to the meal. All meal receipts associated with this conference shall be submitted daily to the GR for verification and accountability.

6.3.1 LUNCH SCHEDULE. On 04 AUGUST 2024 the lunches will be served at the hotel restaurant between 11:00 AM and 2:30 PM. From 05 AUGUST – 16 AUGUST 2024, as laid out by Table 2, Lunch boxes shall be available for pick up by GR no later than 11:00 AM.

6.4 DINNERS. The contractor shall provide dinner at the hotel restaurant for those participants identified under the contract by 31 JULY 2024 (See Table 2). No special arrangements or specific rooms are necessary for these meals. The contractor shall furnish the menu items to the GR for acceptance no later than 1700, 31 JULY 2024. The Government will only pay for meals consumed by the invited participants, who will identify themselves by providing their meal vouchers prior to the meal. All meal receipts associated with this conference shall be submitted daily to the GR for verification and accountability.

6.4.1 DINNER SCHEDULE. From 04 AUGUST – 15 AUGUST 2024, as laid out by Table 2, Dinner shall be served between the hours of 6:30 pm - Restaurant closing.

6.5 ALCOHOL POLICY. The Government will not pay for alcoholic beverages during any meal or any other time during this event. If any participant covered by the contract requests an alcoholic beverage, the restaurant invoice shall separate the charge for alcoholic beverage and food.

All meal receipts associated with this conference shall be submitted daily to the GR for verification and accountability. Direct specification of these meals will be discussed with the hotel and the GR.

If an alcoholic beverage is served, the hotel will give the conference participant a separate receipt for that alcoholic purchase and annotate the participant’s room number. The hotel will only issue “food” receipts to the Government.

6.6 ROOM SERVICES. Movies, mini-bars, service charges, etc. shall be itemized separately on service bills. Hotel guests shall be responsible for all legitimate charges appearing on their lodging statements, except for the contracted lodging and meals. The contractor’s staff shall inform guests during check-in, which services shall not be covered by the Government. The contractor’s staff shall request a credit card from all guests upon check-in. Charges not covered by the contract are to be resolved between the guests and the hotel.

Table 2: MEALS August 2024

Breakfast

SUN

MON

TUES

WED

THURS

FRI

SAT

10 TOTAL

Week 1 10

20 20 20 20 130

SUN

MON

TUES

WED

THURS

FRI

SAT

17 TOTAL

Week 2 20 20 20 20 20 20 10 130 TOTAL Breakfasts 260

Lunches

SUN

MON

TUES

WED

THURS

FRI

SAT

10 TOTAL

Week 1 20 20 20 20 20 20 20 140

SUN

MON

TUES

WED

THURS

FRI

SAT

TOTAL

Week 2 20 20 20 20 20 20 10 130

TOTAL Lunches 270

Dinners

SUN

MON

TUES

WED

THURS

FRI

SAT

TOTAL

Week 1 20 20 20 20 20 20 20 140

SUN

MON

TUES

WED

THURS

FRI

SAT

17 TOTAL

Week 2 20

10 0

TOTAL Dinners 250

7. ADDITIONAL REQUIREMENTS.

7.1 APPLICABILITY. Tax exemption, if any, applies to self-fund as well as contract-funded attendees; therefore, taxes shall be removed from bill once forms have been submitted to hotel by the Government Representative.

7.2 GOVERNMENT REPRESENTATIVE. A Government Representative (GR) will coordinate administrative, logistical and miscellaneous issues with the contractor. This representative shall not make any changes to the terms, conditions, standards, or cost of the contract. This individual has authority to provide technical direction to the contractor if the direction is within the scope of the contract, it does not constitute a change and has no funding implications.

7.3 CHANGES TO CONTRACT. The only person authorized to make changes to the contractis the Contracting Officer (not the Government Representative). Failure to clear changes in contract with the Contracting Officer shall result in contractor not receiving compensation for costs incurred. Accordingly, the Contracting Officer shall be notified prior to any additional services performances and a contract modification should be issue to the contractor (changes in cost to the Government). The contractor shall only take change orders from the Contracting Officer. Purchases or changes from unauthorized persons may result in the contractor not receiving payment for costs incurred.

7.4 It is emphasized that only a Contracting Officer has the authority to modify the terms of the contract, therefore, in no event will any understanding, agreement, modification, change order, or other matter deviating from the terms of the basic contract between the contractor and any other person be effective or binding on the Government. When/if, in the opinion of the contractor, an effort outside the existing scope of the contract is requested, the contractor shall promptly notifythe Contracting Officer in writing. No action shall be taken by the contractor under such direction unless the Contracting Officer has issued a contractual change or otherwise resolved the issue.

7.5 CANCELLATIONS/ ADDITIONS. Any modifications to the PWS requirements (including the numbers and type of rooms and meals) shall be approved by the Contracting Officer.

The contractor shall provide the Government priority on all Rooms/meals under the terms of any resulting contract. The Government will only pay for rooms and meals used.

7.6 INVOICE INFORMATION. The United States Government will only pay for actual contracted items utilized under the terms of this purchase agreement as allowed under US law. All invoices shall be submitted in English and in US Dollars. Prices shall be all inclusive. Any miscellaneous charges incurred by guest(s) are the responsibility of the individual guest. The Government will only pay for actual services rendered and will only pay for actual Rooms and meals used.

7.7 CONFIDENTIALITY. The contractor shall not cite conference names, conference locations, pictures or any other Government information on any website to include their company website.