PD AAS23 Lodging 20221129.docx

PURCHASE DESCRIPTION

for African Alumni Symposium 2023 (AAS23) Lodging

AAS23 Lodging Purchase Description Description and Specifications. This contract requirement is for lodging accommodations and conference meal package to support the successful execution of the events that make up the Southern European Task Force, Africa’s (SETAF-AF) African Alumni Symposium (AAS) 2023 in Carlisle, Pennsylvania. AAS will be attended by a group of individuals between 75 to 150 people.

Period of Performance (PoP). 21 February to 6 March 2023

Lodging. The contractor shall provide sufficient single, double occupancy rooms to accommodate the total number of personnel for each day listed in the below chart.

Lodging Manager. The hotel shall provide a services manager who shall be responsible for all Lodging and Meal requirements in this Purchase Description (PD). The name of this person and an alternate(s), who shall act for hotel when the manager is absent, shall be designated in writing to the Government Point of Contact (GPOC). The hotel shall provide telephone numbers of the services manager and alternate(s) for other than normal business hours. The services manager or alternate(s) shall have full authority to act for the hotel on contract matters relating to daily operation of this contract.

Property and Room Qualifications. All rooms shall include the following:

NOTE: All rooms and dining venues (breakfast and dinner) shall be located in the same hotel.

a. Group Quantities. Quantities for the total number of individuals are estimates only. The U.S. government reserves the right to increase or decrease the quantity of rooms by up to 30 percent at any time. The government will only pay for rooms actually used.

b. Location. The hotel shall be located within a 10-mile radius of the Army War College (AWC).

c. Rating. Hotel shall have a current 3-Star or better designation according to the Mobil Travel Guide process of rating.

d. A single room is defined as a one room, double occupancy (Queen bed or larger size) for two people.

e. Room Occupancy. A single room shall be provided to each guest.

f. Television. Each room shall possess a working television that can display a minimum of the local area networks, CNN, and at least 5 other entertainment channels.

g. Each room shall have room-controlled temperature and will be capable of maintaining a consistent room temperature between 68 degrees and 75 degrees Fahrenheit or otherwise provide the ventilation necessary to maintain comfort for room occupants.

h. Finishing, Cleanliness and Decor. All finishes (walls, ceilings, and floors) shall be free from any major damage, scars, marks, dirt, and dust. Rooms shall be suitable for nationally distinguished civilian and military guests. The hotel property and rooms shall meet or exceed industry standards for cleanliness and décor. Furniture, fixtures, and linens shall not be at the end of its life cycle, showing worn or shabby appearance.

i. Room Lighting. Rooms shall provide good lighting and sound control. All electrical cords, bulbs, lights, and switches shall be operational and free from defects for the duration of the contract performance.

j. Drapes, Shades, Blinds. All windows shall have drapes with blackout lining, shades, or blinds. If only drapes are provided, they shall be thick enough to screen out most sunlight.

k. Room Security. All entrance doors to rooms shall have functional interior security locks, either deadbolt, double locking, or security chain / security hasp. All doors shall be functional and free from defects. All windows shall be free from any major damage, cracks, marks, dirt, or dust and should be able to be locked by the room occupant.

l. Bathrooms. Bathrooms shall be private, convenient, and sanitary. The accommodations shall have a private full bathroom (toilet, sink, shower, or shower/bath combo) in the room. The shower or shower/ tub combination shall have shower doors or curtains. Sharing bath or toilet facilities with other rooms is not acceptable. Wash basin and shower/tub areas shall have a vanity table, lighted mirror, stopper devices, soap dishes, towel bars and hooks. Loose, missing, or badly worn / damaged wall tiles, floor tiles, fixtures or accessories are unacceptable. The fixtures controlling the flow of water shall not be cracked or leaking and shall operate properly to maintain a constant, adequate flow and temperature without sudden surges or temperature changes.

m. Fire Protection. Working smoke and fire protection systems shall be installed to meet local fire and safety codes.

n. Wi-Fi. Internet shall be available in all rooms and common spaces. All rooms and common areas in the property shall provide internet at a minimum speed of 12 Megabits per second (Mbps) regardless of how many users are connected to the Wi-Fi network at one time.

o. Continental Breakfast. The property shall provide at minimum a continental breakfast with vegetarian, halal, and gluten free options available for the group size detailed in this document, in the location of the Whiskey Rebellion breakfast area. The breakfast shall also include halal options before and after conference dates 22 Feb- 25 Feb and 3 Mar- 6 Mar.

p. Dining/Buffet Room. Hotel shall have a dining room capable of hosting and catering the group size detailed in this document. All tables in the dining facility shall be covered with tablecloths of the same size and color. SETAF-AF will provide room layouts and seating assignments a minimum of 12 hours in advance.

q. Board/Conference Room. Hotel shall provide SETAF-AF staff the conference room on the first floor starting on arrival date of Feb 21 through March 4, 2023. Trash will be cleaned out daily and as needed.

r. Facilities Access. Contractor shall provide guests courtesy access to all regular facilities and amenities, available to other guests, to include the health and wellness facility during their stay at the hotel.

s. Reception (Lobby). One table and two chairs shall be placed in the lobby that will accommodate a reception desk for attendee check in. A SETAF-AF banner will be placed next to the table. All attendees for this event will check into this reception desk vice the hotel reception desk.

t. Check-in & check out. Contractor shall allow early check-in and late checkout, for select guests at no additional charge under the resulting contract or to the individual offered early check-in or late check out. If participants must wait to get rooms assigned, or late checkout is unavailable, a secure holding area for luggage shall be provided. The Government Point of Contact will provide information for guests requiring early check-in at least 72 hours prior to 26 February 2023. Notification will be provided to the hotel for all guests requiring late check-out 72 hours prior to the 03 March 2023. If staff is unable to accommodate a certain number of late checkouts, this should be made transparent by immediately.

u. Room Keys. All keys will be made available to contracting rep upon check in on the day of guest arrival per occupant arrival.

v. Room Number Listing. Contractor shall provide the Government Point of Contact (GPOC) a list of all rooms reserved for this contract, detailed by room type, which will be used to assign rooms for all attendees 10 business days before the 27th of February 2023. GPOC will in turn provide the Contractor a by name list of room assignments.

w. Room Assessments. Contractor shall allow room assessments to be made by the GPOC at least one day prior to the arrival of the main party. Should the US Government representative determine any room unsuitable or unable to meet the requirements above, the Contractor shall repair any deficiencies found immediately but no later than prior to arrival of the main party.

x. Storage Space/ Baggage Area. The property shall provide a baggage area (square footage shall be a minimum of 1900 square feet) shall be one single location, capable of holding 100 pieces of luggage.

y. Hotel shall have an unloading and loading entrance for three buses arriving and departing within the same 20-minute period. Hotel will have space partitioned off in front of main entrance for easy loading and unloading.

z. Additional Amenities and Residual Charges. No mini bar access, room service, parking, chargeable phone calls, individual laundry service, etc. shall be funded under this contract. Any costs generated that are not specified within the scope of this Purchase Description shall be borne solely by the occupant. Any items normally charged to a room must be either blocked or paid immediately upon delivery; no charges shall be made to a government-contracted room. The only allowable exception is if the occupant provides a valid credit card to pay for their own expenses.

aa. Room Service. Rooms will be serviced, and free amenities (e.g., soap, shampoo, coffee) will be replenished daily.

ab. Security Considerations. Operations security shall be performed by hotel staff so as to ensure that no one from the property discusses or advertises the USARAF event, occupancy by foreign dignitaries, or any US senior leaders staying in the property. Additionally, operations associated with this stay shall not be discussed outside of the hotel unless the person or business have a valid need to know in order to provide support or service for the stay.

ac. Safety Requirements. The contractor shall comply with all applicable federal, state, and local safety regulations and ensure all customers are provided with a secured and safe environment. The contractor shall be responsible for ensuring that their employees are familiar with and follow normal safety precautions typical in the work environment.

Hotel Provided Meals. The Contractor shall provide meal services for the group size detailed in this document for the days, locations and according to the unique requirements listed in the below table and sub paragraphs.

Totals:

ad. Daily Breakfast Specifications. The Contractor shall provide a minimum of four set meal options that individuals may choose from, displayed buffet style. Of these four set meal options, one must be vegetarian, one must be halal and one must be gluten free. To fulfill this requirement, one meal can fulfill all three requirements. The set menu options must contain a starch, a meat (No pork) or main vegetable source (that contains protein) and side vegetable. Exact mealtimes and all menu options proposed by the Contractor shall be presented for approval to the GPOC by staff arrival on February 22, 2023. Standard white linens will be placed on all breakfast tables. Buffet breakfast will be provided beginning 26 February and end on 2 March. Beginning 3 March any remaining guests will utilize the continental breakfast area.

ae. Coffee Provision Specifications. The Contractor shall provide coffee, tea, water, and little single wrapped snacks such as cookies for delegate meetings being held in the conference room from 0830-1200 on 26 Feb, delegates will be rotate in this space every 15 mins. Replenishment is expected between every rotation (15 mins), for approximately 4 personnel at each time. In order to expedite rotations, it is best that the replenishments are staged close to the conference room for swift refills during this period.

af. Cocktail Hour Specifications. The Contractor shall provide a cocktail hour to be held in the foyer outside of the banquet hall from 1200-1245 on 26 Feb. There shall be alcohol and a variety of clean finger foods such as peanuts and pretzels.

ag. Welcome Luncheon Specifications. There must be a variety of options, to include vegetarian, halal, and gluten free options. During this meal, the Contractor shall provide sufficient potable water so that all attending participants can consume unlimited water for the two hours of the event between 1245 and 1400 on 26 February 2023. Lunch meal will be served in the banquet hall within the hotel premises that can comfortably support the group of individuals detailed in this requirement. This meal shall be plated and include complete presentation of an elegant decoration package that accounts for the necessary table clothes, table skirts, chair covers with sashes, center pieces (small white flowers in medium glass vases) with the carpet being free of stains. All menu options proposed by the Contractor shall be presented for approval to the GPOC by staff arrival on February 22, 2023.

ah. Daily Dinner Specifications. The Contractor shall provide a minimum of four set meal options that individuals may choose from. Of these four set meal options, there must be a minimum of one each of vegetarian, halal, and gluten free options. To fulfill this requirement, one meal can fulfill all three requirements. The set menu options must contain a starch, a protein (meat or vegetarian alternative) and side vegetable. The meal must also contain at minimum three glasses of water, three other nonalcoholic beverage options (juices, soft drinks) and two glasses of either beer or wine. Dinner meals are to be served buffet style within the hotel premises at the banquet hall. This meal shall be set-up banquet style with a sufficient number of large round tables (with center pieces and table numbers) seating ten at each table. The location of this dinner whereby meals will be served shall be presented with a complete, elegant decoration package that accounts for the necessary table clothes, table skirts, chair covers with sashes, center pieces with the carpet being free of stains. All menu options proposed by the Contractor shall be presented for approval to the GPOC by staff arrival on February 22, 2023.

ai. Alcohol Specifications. All alcoholic items for all evening events are to be billed against the Official Representation Funds (ORF) contract line-item number. Alcohol served will be medium shelf quality selection of beer and wine. Alcohol will be served at the cocktail hour, luncheon, and dinner requirement.

Post Award Conference. The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The Contracting Officer (KO), GPOC, and other applicable Government personnel will be present at these meetings. The KO 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.

Information Security: The Contractor shall protect all guest names, addresses, credit, contact and any other Personally Identifiable Information (PII) from disclosure to an unauthorized party. The contractor shall not distribute or publish printed or electronic information related to AAS23 without prior approval from the Government Representative. The Contractor and all associated employees will not disclose sensitive information obtained as a result of working this contract, to include the personal identity of personnel working in support of this mission. This includes names, addresses and other contact information.

Force Protection: The contractor and all associated subcontractor employees shall comply with applicable local area policies and guidance for access security procedures provided by the U.S. Government. The contractor workforce must comply with all personal identity verification requirements as directed by the U.S. Government. In addition to the changes otherwise authorized by the changes clause of this contract, should the force protection condition (FPCON) at any individual facility, installation or location change, the U.S. Government may require changes in contractor security matters or processes.

Changes to the Contract: The GPOC will act as the representative of the Contracting Officer for technical matters, providing technical direction and discussion as necessary with respect to the specification and monitoring the progress and quality of contractor performance. The GPOC does not have authority to take any action, either directly or indirectly, that would change the pricing, quantity, quality, place of performance, delivery schedule, or any other terms and conditions of the contract, or to direct the accomplishment of effort which goes beyond the scope of the Purchase Description in the contract.

It is emphasized that only a Contracting Officer (KO) 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 USG. When/if, in the opinion of the contractor, an effort outside the existing scope of the contract is requested, the contractor shall promptly notify the KO. No action shall be taken by the contractor under such direction unless the KO has issued a contractual change or otherwise resolved the issue.

Combat Trafficking in Persons (CTIP): The United States Government and the United States Department of Defense (DOD) has adopted a zero-tolerance policy regarding trafficking in persons. Contractors, subcontractors, and their employees shall not: Engage in "NO" forms of trafficking during the period of performance of the contract. Procure commercial sex acts during the period of performance of the contract. Use forced labor in the performance of the contract. The Federal Acquisition Regulation (FAR) Clause at 52.222-50 can be accessed at the following link: https://www.acquisition.gov/content/part-52-solicitation-provisions-and-contract-clauses#i1056535