PWS A3C Hotel Panama August 2026.pdf

HOTEL SERVICE PERFORMANCE WORK STATEMENT

U.S. Southern Command Conference

Panama City, Panama August 2026

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1. GENERAL: The United States Southern Command (USSOUTHCOM) is hosting a conference in

Panama City, Panama. The event participants include Ministers from the U.S., Panama and several Partner Nation countries as well as national and international diplomats from various organizations. This Performance Work Statement (PWS) details the lodging, meals, conference rooms and audiovisual requirements in support of the conference with a period of performance of 10-13 August 2026.

2. TIMELINE: 8-12 August 2026

• 3 August Arrival of security

• 6 August Arrival of support personnel

• 9 August Arrival of briefing personnel

• 10 August Arrival of delegations

• 11 August Conference

• 12 August Departure of delegations

• 12-14 August Departure of support personnel

3. DESCRIPTON OF SERVICE

3.1. HOTEL LOCATION: The contractor shall be in a safe and secure location. The contractor shall be in a metropolitan area and no more than three miles from USSSOUTHCOM.

3.2. HOTEL REPRESENTATIVE. The contractor shall provide a representative to act as a liaison with the Government Representative. 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 Government’s Representative with a list of on-call hotel points-of-contact who have the authority to resolve issues affecting their areas of support.

3.3. 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.

3.4. 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. Lodging, 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 will request a credit card

2 | P a g e from all guests upon check-in. Charges not covered by the contract are to be resolved between the guests and the hotel.

3.5. 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. No cover and/or conference fees are to be charged to conference attendees who are not registered in the hotel.

4. LODGING

4.1.The contractor shall allow guests an early check-in time (if available) on arrival day and late check-out on departure date at no extra cost. Conference participants wishing to extend their stay in the hotel must check out within the designated checkout time on the specified end date. These guests are fully responsible for any expenses incurred during their extended stay.

4.2. ROOMS REQUIRED. Requirements are in Table 1.

August

Mon

Tue

Wed

Thu

Fri

Sat

Sun

Mon

Tue

Wed

Thu

Total nights

Contracted

Single Occupancy Rooms nights

0 0 0 0 0 0 5 85 85 5 0 180

Self -Pay

Single Occupancy Rooms nights

3 3 3 10 18 26 55 65 65 30 20 298

Total Rooms per night

3 3 3 10 18 26 50 150 150 35 20 478

4.3. CONTRACTED ROOMS: The Government’s Representative will only pay for rooms used

Contracted. The Government intends to utilize all the 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 is no show, the Government will only pay for the first night for that reservation as a cancellation fee.

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4.4. SELF-PAY ROOMS: Contractor shall provide a website link, phone number or code that Self- Pay participants may utilize to make their reservations. The Government will not be responsible for Self-Pay participants who did not pay for their reservations before arriving at hotel. The contractor shall provide the Government with a deadline/cut-of date for self-pay guests to make their reservations and provide their credit card information. The quantities provided are based on estimates and are subject to change at any time. Any changes or cancellations to “self-pay” reservation must be made at least 72 hours prior to arrival to avoid forfeiture of one night's room.

4.5. ROOM LIST: The Government’s Representative will furnish the contractor a rooming list with all the participant’s names for the contracted room by July 31, 2026, but may change the names of the guests up to the day of occupation.

4.6. 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, the contractor shall provide two (2) bottles of water per day (8 to 10 ounces) and internet/Wi-Fi service in all rooms at no extra cost to the Government. If these items aren’t customarily included with the rate the contractor shall provide the Government with the cost breakdown for these items.

5. CONFERENCE ROOMS

5.1. CONFERENCE/MEETING FACILITIES. The contractor shall provide conference requirements within their main facilities with all conference rooms/spaces in proximity of each other and if possible, on the same floor level.

5.2. CONFERENCE ROOMS REQUIRED. Requirements are in Table 2.

August 2026 Fri

Sat

Sun

Mon

Tue

Wed

Administration Room 20-30 people 1 1 1 1 1 1

Main Conference Room 150 people setup

Board Rooms 20-30 people each room 2 4

Lunchroom 150 people 1

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5.3 ADMINISTRATION ROOM: The contractor shall provide a meeting space to be used as an Administration/Operations Room. This room will be used by the conference staff personnel as an event command/administrative center and shall be furnished with tables and chairs (exact number of tables and chairs and room configuration will be determined by Government’s Representative).

The room shall be large enough to accommodate office space for staff of thirty (30) personnel. The room will be set up with a U-shaped table with seats all around. This room shall also include dedicated internet, electrical hook-ups, and adequate lighting. The contractor shall provide a “house phone” for inside hotel calls only. The contractor shall provide the Government access to this room 24 hours a day. The Government Point of Contact (POC) will provide the hotel security staff with a list of authorized personnel allowed to have the room open. This action will help to prevent unauthorized access by non-Government personnel during the contract period of performance. Set up for the admin room shall be accomplished 6:00am August 7, 2026.

5.4 MAIN CONFERENCE ROOM. The contractor shall provide a conference space area for 120- 150 participants, stage, screens and interpretation booth. This room must allow sessions to be conducted in comfort and with minimum distractions. Conference room shall be ready for usage for set up and rehearsal 10 August 2026 and shall be made available for use all day 11 August 2026. The conference room shall have dimmer switches and black out curtains (or similar) to allow for slide/audio visual presentations. All seats shall be cushioned, and tables shall be covered with tablecloths. The conference room configuration and usage time can be changed at any time prior to the conference to accommodate last minute changes. If additional chairs or tables are required, the Government’s Representative will coordinate with the hotel representative. This conference room must be completely cleaned. The contractor personnel shall be available for changes in room configuration as needed. The Government’s Representative will provide instructions to the contractor regarding the final and exact configuration of the room.

5.5 BOARD ROOMS: The contractor shall provide four (4) “Board Rooms” (see table 2) big enough to accommodate 20-30 participants each. Participants will conduct sessions in comfort and with minimum distractions. Two boardrooms will be used 10 August for rehearsal and all four boardrooms will be used 11 August 2026 all day. All seats shall be cushioned. Room configuration and usage time may be changed at any time prior to the conference to accommodate last-minute requirements. If additional chairs or tables are required, the Government’s Representative will coordinate with the hotel representative. The Government’s Representative will provide instructions to the contractor regarding the exact configuration of the room.

5.6 LUNCHROOM. The contractor shall provide one (1) lunchroom space large enough to accommodate 120-150 participants buffet style lunch, with round tables. Ideally, this lunchroom shall be near the conference room and preferably on the same level. There are no audiovisual requirements for this room.

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6.0 AUDIOVISUAL The contractor shall provide the following audiovisual equipment as displayed in Table 3:

Administration Room 7-11 August

Dedicated Internet (50MB bandwidth) direct landline connection with a static IP assigned and bypassing or disabling any “splash page” the hotel may have.

Isolate the Administration room Internet access from other hotel guest(s).

Power outlets and surge protection equipment to accommodate a total of (110v), twenty (20) laptops, four (4) printers and two (2) telephones. Equipment will be U.S. Government issued.

The required configuration is provided by allowing the SOUTHCOM IT Tech staff to directly connect to the hotel’s source of internet.

Contractor shall provide an IT specialist on site during the set up.

Dedicated internet shall be set and available to use by 6:00am August 7, 2026.

Boardrooms Screen on each room

Main Conference Room

10 August set up and rehearsal

11 August conference

Two LED Screens not smaller than 12’ to 16’ in width or comparable size, with black curtains and skirting around.

One TV monitor for down stage floor not smaller than 60inches.

One (1) Sound System, two (2) wireless Microphones, and one (1) Podium.

Fifty (50) Tabletop microphones

Ethernet (50MB bandwidth) direct landline connection.

All necessary cabling, hook ups and accessories and technical staff to run all audiovisual equipment

One (1) Platform 8x12 feet.

One (1) Press Stage 20 feet long.

The following can be contracted separately if hotel can provide:

Interpreter booth for two, with console and microphones

Multichannel central control system

Language control systems or infrared bilingual system

Channel mixer

120qty receivers with headsets

Additional equipment necessary and computers with zoom and audio bridge software. USSOUTHCOM will provide interpreters.

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7.1. MEALS. The contractor shall have available restaurants for breakfast, lunch and dinner for participants under contracted rooms as directed by the Government’s Representative. The Government will indicate which Foreign National guests are covered by the contract.

7.2. MEALS REQUIRED. Requirements are in Table 4

Food and Beverage Sun

Mon

Tue

Wed

Thu 13 Total

Breakfast (included with lodging rate) 0 6 96 96 6 204

Lunch Buffet for Conference Location: Lunchroom/Ballroom 0 0 0 120 0 120

Lunch Contracted Rooms Location: Hotel Restaurant 6 6 96 0 6 114

Dinner Contracted Rooms Location: Hotel Restaurant 6 6 96 96 0 204

Coffee Break AM Location: Main Conference room 0 0 0 150 0 150

Beverage Station PM Location: Boardrooms 120 120

7.3. BREAKFAST. If it is not customary to include breakfast in the lodging rate, the Government will only pay for meals consumed by participants under contracted rooms. The participants will identify themselves by their room number prior to the meal. The Government’s Representative will supervise this process. The Government’s Representative will provide participants name.

7.4. MEALS FOR CONTRACTED ROOMS. The contractor shall have available lunch and dinner at the hotel restaurant for those participants under contracted rooms identified under the contract in a rooming list provided by the Government’s Representative. Government will provide the maximum per diem allowed per contracted room per day and charge room per consumption. No special arrangements or specific rooms are necessary for these meals. Participants will choose their meals from the restaurant’s menu. The Government will only pay for meals consumed by participants in the contracted rooms who will identify themselves by providing their room numbers prior to the meal. This process will be controlled with Government’s Representative supervision.

All meal receipts associated with this conference shall be submitted daily to the Government’s Representative for verification and accountability, following the per diem limit per person.

Charges will be based on consumption.

7.5. ALCOHOL POLICY. At no time, the Government will pay for alcoholic beverages during any per diem meal If any participant covered by the contract is having a meal and requests an alcoholic beverage, the restaurant invoice must separate the charge for alcoholic beverage and

7 | P a g e food. 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.

8. TRANSPORTATION

8.1 PARKING. The contractor shall provide ten (10) to twenty (20) reserved parking spaces from

9-12 August 2026. Parking shall be in a secure area with adequate lighting and security.

8.2 TAXI SERVICE (Self-Paid). The Government requires readily responsive, 24-hour, taxi service access at the hotel, to be used and paid by the conference participants and staff. The Government will not pay for these taxi services.

8.3 BUS/SHUTTLE MOTORCADES AREA. The Contractor shall designate an area suitable for motorcoach-sized buses/shuttles and motorcades to pick up conference participants daily. The Government Representative will provide the shuttle schedule.

9. 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.

10. GOVERNMENT REPRESENTATIVE. A Government Representative 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, does not constitute a change, and has no funding implications.

11. CHANGES TO CONTRACT. The only person authorized to make changes to the contract is 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.

12. 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 notify the 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.