PWS-CTSES 01-23-Lodging_CS_v3.pdf

Performance Work Statement (PWS) for Lodging Support Services for

Counter Terrorism Senior Executive Seminar 01-23

January 26, 2023

1. PURPOSE. This Performance Work Statement (PWS) delineates the tasks required for lodging and conference services for Near East South Asia Center (NESA) for Strategic Studies.

2. BACKGROUND. NESA supports the efforts of the Department of Defense (DoD) and other United States Federal agencies to counter ideological support of terrorism, foster regional cooperation on security issues, promote democracy, and Near East South Asia nations in improving their security and strengthening their defense establishments. This mission is accomplished by promoting good governance, security sector professionalism, and democratic civil-military relations. The foundation of the Center’s effort is its high quality, relevant academic programs. Building on that foundation, the NESA Center endeavors to foster open, candid, and informed dialogue within a community of decision-makers, influential individuals, and institutional partnerships that share a long-term commitment to addressing the fundamental defense and security challenges facing Near East South Asia and to developing a common understanding of the importance of those challenges to their respective national interests.

3. PERIOD OF PERFORMANCE. February 25, 2023 – March 3, 2023

4. SCOPE. NESA is seeking Contractor support to providing lodging support services for the Counter Terrorism Senior Executive Seminar (CTSES) Seminar 01-23. The lodging support services shall support approximately 29 individuals (29 FUNDED) and (10 UNFUNDED) hotel rooms hosted in Washington, D.C. Metropolitan area.

5. PERFORMANCE BASED MATRIX. The Government will monitor the Contractor's performance prior to the start of the program under this contract using on-site inspections and customer feedback. The Contractor will be given the opportunity to immediately correct or address any adverse findings resulting from observations and feedback

Outcome Performance

Metric Performance Standard

The Contractor shall provide sufficient logistical support to create the most conducive environment to maximize the goals of this conference.

Contractor POC Responsiveness, knowledge, and availability.

Rooms Each event attendee provided his / her own room with a private bath, cleaned daily and individually climate controlled. Rooms will include a refrigerator, safe, and microwave.

Hotel Shuttle Service - Preferred

Timeliness, availability, accommodates to guests’ departure and arrival time schedule to Metro and three

(3) local Restaurants

6. APPROACH.

a. The selected venue, described in Contract Line Item Number (CLIN) 0001, must be within the DC metropolitan area and located no further than .5 miles from the Pentagon. The venue must be within walking distance to a Metro station or have available on-demand shuttle (preferred) service to surrounding areas. A location within walking distance to three (3) full service restaurants/shops.

b. The Contractor shall provide lodging service in accordance with the terms listed in the PWS.

c. The Contractor shall provide conference facilities in accordance with the terms listed in the PWS.

Quality logistical support is key to creating an atmosphere for exchange of ideas. Logistical support and program content equally contribute to the success of the conference and provide a positive US impression.

SPECIFIC REQUIREMENTS: See Exhibit A.

7. GENERAL REQUIREMENTS:

Minimum Acceptability Standards:

1. Sleeping rooms shall be of similar size and type with separate workspace with desk, and drawers

2. All rooms shall have free high-speed internet hook-up

3. All rooms shall include refrigerator and microwave.

4. All rooms shall have a secured safe for valuables

5. A hot breakfast buffet shall be included with the room rate. The hotel manager should be aware of dietary requirements of participants. The participants cannot have any pork products or alcohol prepared/cooked in foods or located on their buffet. The Contractor shall provide turkey and or chicken-based meats as a meat substitute for pork. The Contractor will make every effort to keep pork products in a separate area and clearly mark/label all meat products.

6. The hotel location must have one (1) full-service restaurant located inside the hotel which shall offer breakfast, lunch, and dinner menus (no exceptions) with sufficient wait staff/servers; and three (3) full-service restaurants within a .5mile walking distance to the hotel. Distance must easily accommodate guest in regard to cultural sensitivities to being unescorted to meals.

7. The hotel location shall be within.5 miles walking distance of a metro station and have available on demand shuttle service (preferred) to surrounding areas.

8. The hotel shall be fully compliant with Americans with Disability Act (ADA

9. The hotel shall have sufficient space in a public area for groups of up to 10 participants to meet and work on group assignments.

10. The hotel shall have laundry facilities on premise.

11. The hotel shall provide (24 hrs) room service to accommodate any Covid quarantine issues that may arise.

12. The hotel shall provide onsite laundry facilities with working washers and dryers.

13. The hotel shall provide space for the government to conduct Covid testing on 26 Feb if required TBD.

Exhibit A

Lodging Requirements

CLIN 0001 Single Rooms – 203 Funded (70 Self-Pay) room nights

Lodging Requirements: Single Rooms. This contract shall not pay for local or international phone calls from participant’s rooms, pay per view programs, mini-bar consumption, room service, nor any alcoholic beverages. The Government requests that all rooms have outgoing phones and pay-per-view TV turned off and mini-bars emptied. Allowance for availability of said items will be given by presenting a suitable deposit as agreed upon by the hotel.

However, room to room calls will be available to guests.

NESA will provide detailed room lists identifying rooms reserved and paid for by this contract 1 days prior to the first planned arrival 29 rooms are defined as “USG-paid”. There will be 10 rooms booked as “Self-pay”. The Government has no financial liability for rooms booked as “Self-pay”. The hotel is nevertheless required to confirm availability of rooms on dates identified below, and requested to hold rooms for “Self-pay” guests at group rate until 1 week prior to planned arrival of individual self-pay guests. Self-paying participants will reconfirm with the hotel directly to reserve their room. If confirmation of travel dates and booking is not confirmed with self-pay seminar attendees five days prior to planned arrival, hotel is under no obligation to hold the room unless NESA accepts financial responsibility in writing for those self-pay reservations that have not reconfirmed.

Unoccupied rooms: If the Contractor holds a room and a participant does not occupy that room prior to 6:00 P.M. on the date of scheduled occupancy, the Government will be charged a for that day and remaining days will be cancelled, and the Government will not be charged by the contractor for the remaining days of that reservation.

Dates 25 Feb

Feb

Feb

Feb

March

March

March

Nights of

Funded Rooms

29 29 29 29 29 29 29 UGS Total 203 Funded Rooms

Non-Funded Self-Pay

10 10 10 10 10 10 10 UGS Total 70 Self-Pay

Terms and conditions for early check-in and late check-out to be provided in technical quote of proposal.

8. Security: The security classification of work to be performed under contract is unclassified.

All communication will occur between the Contractor and the Contracting Officer. Any requirements from NESA must be addressed to the Contract Specialist.