Purchase Description NYC NSSR 2024-2026.pdf

Purchase Description

USAWC Lodging Requirements for the United States Army War College (USAWC) National Security Staff Ride class trip to be held in Manhattan, New York City in the fall of 2024 - 2026

Exact dates and number of rooms are listed below.

Hotel Accommodation Dates specified by Academic Year (AY):

Event Dates:

Primary Dates Alternate Dates 2ND Alternate Dates

Base Year 22 Oct-25 Oct 2024 29 Oct-1 Nov 2024 5 Nov-8 Nov 2024 Option Year 1 21 Oct-24 Oct 2025 28 Oct-31 Oct 2025 4 Nov-7 Nov 2025 Option Year 2 20 Oct-23 Oct 2026 27 Oct-30 Oct 2026 3 Nov-6 Nov 2026

Room Type and Quantities.

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

Single 100 460 460 0

Suite 1 1 1 0

Operations Center 1 1 1 1

Ballroom for 0 1 0 0 Academic Panel Seating size 700 people

Baggage Handling 0 1 0 1

Baggage Storage 0 1 0 1

Selection Preferences:

a) Preference will be given to hotels willing to quote all rooms for all three (3) years as well as able to accommodate the primary dates the most.

b) Hotel must be three star or higher.

c) 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.

1. Qualifications.

a. 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: Prior to award, the USAWC staff will conduct a site visit as a part of the evaluation process.

Note 3: Day 4 is considered departure day.

b. The hotel shall be located within the following radius: between Second and Eighth Avenues East and West, and between 34th and 54th Streets, North and South, and shall be within a reasonable walking distance of a subway entrance, no more than 1 mile.

c. Hotel shall have a current 3-STAR or better designation according to the Mobil

Travel Guide process of rating.

d. Rooms shall have central or individual climate control units for air conditioning/heating throughout (no window fans).

e. Each room shall have a private bath or shower.

f. Each room shall have a television.

g. 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.

h. Note: Single room double occupancy is defined as a one room (Queen bed or larger size) for two people. No pull-out couches, no cots.

i. The suite keys shall be available for the Commandant by 12:00 p.m., Day 1.

j. Ballroom: shall be used to provide an Academic Panel presentation to USAWC personnel coincident with travel to New York. Ballroom shall be able to accommodate an estimated number of 500-600 attendees. All Students and Faculty will be in attendance. The room setup is Theater style for audience (will need 3 microphones for audience questions) and panel seating up front facing audience at 1 table (will need 4 microphones on table) and 1 podium with 1 microphone. The Speakers will need access to a sound system during the Academic Panel. The event is planned for a two-hour event on Day 2 between hours of 1500-1700.

k. The ballroom package does not include AV costs; however, the needs are still there. Hotel must be able and willing to work with an outside vendor for all audio-visual equipment/service’s needs.

l. Ballroom payment will be based on the firm fixed price written within the contract.

m. Operations Center: The Operations Center facility (square footage shall beat a minimum between 2000 to 3250 square feet). A 3250 square foot area would allow luggage holding area to be co-located in operations center. The Operations Center shall be no more than 2 floors from the hotel lobby and easily accessible to USAWC trip personnel. Operations Center shall be set up and 3 available no later than noon on Day 1 and be utilized through 9:00 p.m. on Day 4. Doors shall have locking capability and five access keys shall be required for Operations Center personnel. It shall be sufficient to accommodate 20-25 persons and include 10 to 15 rectangular tables with table clothes for Operations Center Personnel, faculty, staff, students use. 20 – 25 stackable chairs, a water point to be refreshed regularly, high speed internet capability during Days 1-4 for exclusive use by USAWC Operations Center personnel (up to 5 laptops/devices connected at one time).

Note: If space allows, the Operations Center and Baggage Area can be located in the same area.

n. Baggage Area: The baggage area (square footage shall be a minimum of 1900 square feet) shall be one single location, capable of holding 1,000 pieces of luggage, organized by seminar number and able to be locked for security. Baggage area shall be in close proximity, no more than one (1) floor apart from the Operations Center or located in the Operations Center.

o. The hotel property and all rooms shall have operating security devices and/or locks. Hotel security procedures and methods shall be discussed with the government security representative.

p. Hotel shall have a bus unloading and loading capability for 12 buses arriving and departing in waves of 3 within a two-hour time frame.

q. Hotel shall have a dining facility capable of serving 100 to 150 people simultaneously. Capability to serve 100 to 150 people is not to be construed as a government commitment to utilize the dining facility.

Tasks.

r. Baggage Handling: The contractor shall provide baggage handling service in (approximately 1,000 large bags) and out (approximately 1,000 large bags) of the hotel for an approximate total of 1,000 pieces of luggage for those days. Payment will be based on the unit price per written within the contract.

s. Baggage Area: On arrival day (Day 2) of the main party, available from 10:00am till 6:00pm and departure day (Day 4) from 0730 till final departure, for a total of approximately 1,000 pieces of luggage, which shall be tagged by name and seminar number. The baggage area shall be capable of being secured by lock and key, with access restricted from the public. Hotel personnel shall assist in unloading buses on arrival day and shall move the luggage to the baggage area. On departure day, hotel staff shall move large luggage from the baggage area to the bus loading area and assist with the loading of buses. All remaining luggage or carry-on items shall be handled by trip participants.

t. Quantity of Rooms for 1st day arrival for staff and operations personnel is 100 rooms. For each remaining days a total of 460 rooms shall be required, except for departure Day 4.

u. Any rooms before or after the primary dates, will be paid for by the individual participant (if they arrive early or extend their stay).

v. Hotel security procedures and methods shall be discussed with the government security representative as necessary. See para. 2n for additional security/safety requirements.

w. The USAWC representative will provide the contractor a rooming list 1month prior to arrival of the main party and such list will be updated as necessary.

x. The hotel shall provide room keys (two per room) in appropriate envelopes as follows: Day 1: Advance Party Group - no later than 12:00 p.m. Day 2: To the USAWC representative for the main party, starting 3:00 p.m. and no later than 4:00 pm. An alphabetical master roster of the USAWC room numbers shall be provided to the USAWC Contracting Officer’s Representative (COR) by 10:00 a.m. (Day 2) for the Advance Party Group, and by 10:00 a.m. (Days 3 and 4) provide room numbers for the main party.

y. The contractor shall arrange a meeting with the hotel staff and the USAWC representative three (3) months prior and one (1) month prior, if necessary, to the scheduled arrival of the main party. These meetings are to coordinate the details of the contract. A meeting shall also be scheduled for the afternoon of Day 1 between the hotel staff and USAWC representatives for final coordination.

z. Inspection of rooms and facilities may be conducted by the Contracting Officer or representative prior to award of contract.

aa. Hotel shall ensure parking is available for bus unloading and loading capability for 12 to 14 buses arriving and departing in waves of 3 within a two-hour time frame. The hotel shall ensure parking is available as follows: (1) Day 1: 2 buses for unloading luggage and passengers (1st bus arriving o/a 12:00 p.m., 2nd bus arriving o/a 4:00 p.m.); (2) Day 2: 12 buses, arriving in waves of three to unload luggage and passengers; (3) Day 4: 13 buses arriving in waves of two to load luggage and passengers.

k. Hotel shall provide USAWC representative: By 1000 am, Day 4 (departure day), a final by-room incidental charge balance sheet for USAWC personnel; a final cost figure on luggage handling for the trip (incoming and outgoing); and any other miscellaneous USAWC charges.

l. Security Considerations:

(1) The hotel's designated Security Manager shall cooperate with USAWC Security Specialist in the conduct of a Risk Assessment two weeks prior to the stay. 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.

(2) The USAWC ATO will provide the Hotel Security Manager with a modified iWatch briefing. The Hotel Security Manager will ensure all hotel personnel designated to assist the USAWC receive the information.

(3) The contractor shall comply with all applicable Army security regulations and procedures during the performance of this contract. Contractor 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.

(4) 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. The USAWC ATO will provide the hotel Security manager a modified OPSEC briefing consisting of what information to protect during the class visit. The hotel Security The USAWC ATO will provide the Hotel Security Manager a modified OPSEC briefing consisting of what information to protect during the class visit. The Hotel Security Manager will ensure all hotel personnel are familiar with these information protection procedures. 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.

(5) 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.