PD for NSS REP Lodging.pdf

Purchase Description

U.S. ARMY WAR COLLEGE

SCHOOL OF STRATEGIC LANDPOWER

LODGING REQUIREMENTS

NATIONAL SECURITY SEMINAR (NSS-REP)

Lodging accommodations in the Carlisle area to support the needs of the U.S. Army War College (USAWC) Commandant’s National Security Seminar (NSS), for a Base Year and possible Option Years Exact dates and number of rooms are listed below.

Hotel Accommodation Dates specified by Academic Year (AY):

Event Dates:

Base Year: June 8 – 11, 2025 Option Year 1: June 7 – 10, 2026 Option Year 2: June 6 – 9, 2027

Room Type and Quantities.

ROOM(S) Day 1 Day 2 Day 3 Day 4 Single 120 120 120 120

A single room is described as:

Two double beds, or one queen, or one king bed with at least 130 square feet of floor space.

Selection Preferences:

a) First Selection Preference will be given to hotels willing to quote all rooms for all three (3) years.

b) Second Selection Preference may be given to hotels who quote lesser room counts but all three years, depending on the needs of the USAWC.

c) Third Selection Preference may be given to hotels who quote lesser room counts and lesser years, depending on the needs of the USAWC.

d) Solicitations and proposals accepted and reviewed directly from the hotel only. No third-party vendors.

e) Hotel must be three star or higher.

f) Pricing shall be quoted at or below the current published GSA per diem rate for the specified area.

Prices shall be adjusted every year to match the updated rate unilaterally, regardless of direction, at time of option exercise. If Contractor chooses to quote for an amount less than the Per Diem Rate, the difference shall be maintained when adjustments are done.

Qualifications.

Note 1: Quantities are estimates only. All quotes shall contain unit prices for each Contract Line-Item Number (CLIN). The U.S. government reserves the right to increase or decrease the quantity of rooms by no more than 20 percent at any time. The government will only pay for rooms actually used.

Note 2:

1. Pricing shall be at or below the published GSA per diem rate for the specified time period.

2. Meet all statutory Government requirements, e.g., handicap accessibility, per USC 42, Chapter 126, Subchapter III, Sections 12181-12183.

a. Appropriate rails for wheelchair access as required.

b. Door opening technology for wheelchair access.

c. Elevator for building with three stories or more.

d. Design that enables usability and accessibility of individuals with disabilities to areas of the facility containing a primary function such as bathrooms, telephones, and drinking fountains.

3. Located in a safe area with appropriate security to include door bolt lock, peephole, lighting at external entries and along hallways, and 24-hour attendant(s) at the front desk.

4. Private bath and shower.

5. Two double beds, or one queen size, or one king size bed with at least 130 square feet of floor space.

6. Central air conditioning or individually controlled room heater/air conditioners (fans or window air conditioner units will not satisfy this requirement.)

7. Color television with basic tier cable or satellite service at no additional charge.

8. Telephone with access to local and toll-free numbers at no additional charge. Service will be continually available.

9. Broadband internet service available in each guest room through either wireless (WiFi) or wired Ethernet Outlet. (Dial-up internet service will not fulfill this requirement.)

10. Refrigerator and microwave available in each guest room.

11. Late checkout (1 PM) on the last day at no additional cost.

12. Rooms must 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 their life cycle, showing worn or shabby appearance.

13. Hotel security procedures and methods shall be discussed with the government security representative as necessary.

a. The hotel's designated Security Manager shall cooperate with USAWC personnel in the conduct of a Risk Assessment two weeks prior to the stay if deemed necessary by USAWC. The Risk Assessment involves the analysis of the hotel's preparation and readiness to prevent and respond to emergencies. These emergencies include crime, fire, medical, shelter-in-place and evacuation procedures.

b. Contracted Hotel and its employees shall not disseminate any Privacy Act data pertaining to Government personnel that is obtained or generated in the performance of this contract. This includes dissemination of protocols and papers not generally available through the public literature.

c. Operations security will be performed by hotel staff. This means that the hotel staff will not discuss or advertise to the public that the US Army War College students, staff, and personnel are staying at the hotel. In addition, operations associated with this stay will 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.

d. 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.

Note 3: Hotel Inspection/Additional Specifics

14. A multi-functional team from the USAWC will inspect the facility to the above standards prior to award.

Non-conformance in any specification will be grounds for rejection of the offer.

The hotel must:

15. Be located within a 15-mile radius of Carlisle Barracks.

16. Provide service area in lobby (or immediately adjacent room marked with facility-provided signs) to permit USAWC Reception Desk personnel to have ease of contact with arriving guests. Facility will provide two six-foot- long tables and two chairs.

17. Offer free continental breakfast to include at a minimum:

a. Freshly brewed coffee (regular/decaf) and hot tea

b. Chilled fruit juices and milk

c. Fresh fruit

d. Cold cereals, yogurt

e. Assorted Danish

f. Bagels, toast

g. Hot item(s) which may include eggs and a bread product (French toast, waffle, pancake, etc), and a meat (bacon, sausage, ham, chipped beef gravy, etc.).

h. IN THE EVENT OF NO-SHOWS OR EARLY DEPARTURES, THE

CONTRACTOR SHALL PERMIT THE GOVERNMENMT TO RELEASE ROOMS

TO THE CONTRACTOR BY 1:00 P.M. EACH DAY DURING THE CONTRACT

PERIOD, THEREBY RELIEVING THE GOVERNMENT OF ANY OBLIGATION TO

PAY FOR THE ROOM(S). GOVERNMENT WILL ONLY HAVE TO PAY FOR THE

DAY OR DAYS THAT THE HOTEL ROOM(S) WAS OCCUPIED.

i. The Contractor shall provide assigned room numbers to the U.S. Army War College representative not later than three days prior to arrival of guests.

18. The Government will do the following:

a. Provide to the Contractor a list of attendees two weeks prior to the arrival of guests for the event. The list of attendees will be updated as needed and provided to the Contractor.

b. Compensate the Contractor for rooms occupied during the event as indicated in the individual contract line items (CLIN’s). The Government will NOT pay for rooms reserved prior to the event for those arriving early or reserved after the event for those departing late. The Contractor shall bill the individual guests for rooms occupied on those days.

19. Billing and Invoicing:

a. This contract does not include personal items or services ordered by conference attendees. Any additional costs charged to the room (e.g. phone service, room service, etc.) shall be charged directly to the person occupying the room not to the contract.

b. The Government reserves the right to increase or decrease the quantities by no more than 15 percent at any time. The Government will compensate the Contractor only for rooms occupied.

c. The Contractor shall provide an itemized invoice that includes at a minimum the name of the guest and the billable room nights for that guest.

d. The Contractor shall bill associated hotel parking fees, if any, directly to the guest.

Qualifications.