PWS_DNSS NSSR WDC Lodging_FY26.docx

PERFORMANCE WORK STATEMENT (PWS)

Hotel Accommodations for the US Army War College PR# 12405848

To provide lodging and meeting space for the United States Army War College (USAWC) National Security Staff Ride class trip to be held in the Washington D.C. area in December of 2026 (AY27). Exact dates and number of rooms are listed below.

Hotel Accommodation Dates specified by Academic Year (AY):

AY27 Base Year Primary Date: 15-18 December 2026;

AY27 Alternate Date: 8-11 December 2026

AY28 OY1 Primary Date: 14-17 December 2027;

AY28 Alternate Date: 7-10 December 2027

AY29 OY2 Primary Date: 12-15 December 2028;

AY29 Alternate Date: 5-8 December 2028

Room Type and Quantities.

1. Qualifications

a. Note 1: Quantities are estimates only. All offers must 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 15 percent at any time. The government will only pay for rooms actually used.

Note 2: Prior to award a site visit will be conducted by the organization as a part of the evaluation process.

b. Hotel must be physically located within a 4-mile radius of the White House and within one quarter mile walking distance to a Metro station.

Note 3: Day 4 is considered departure day.

c. Hotel must have a 3-STAR or better designation according to the Mobil Travel Guide of rating.

d. Rooms shall be as contiguous as possible and shall be located within the same hotel. 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 its life cycle, showing worn or shabby appearance.

e. Rooms must have refrigerated air conditioning/heating through a central system or individual air conditioning/heating units. Window or other type fans are not considered to be air conditioning units.

f. The suite must be available for the Commandant by 11:00 am, Day 2. All suites will have refrigerators.

g. Single rooms will have one King or Queen bed.

h. Note: ‘Double room’ means a single room with double occupancy, defined as a one room with (two Queen beds, no pull out couch, no cots).

i. Operations Center: The Operations Center facility must be centrally located and easily accessible to USAWC trip personnel. Operations Center shall be set up and available no later than noon on Day 1 and will be utilized through 6:00 p.m. throughout Day 4. Doors must have locking capability and five access keys will be required for Operations Center personnel. It will be sufficient to accommodate 7-12 persons and include 6 rectangular tables with cloths and skirting, 20 stackable chairs, a television with cable access, a water point to be refreshed each day, a small refrigerator, one telephone line (one telephone used only for Security or threat issue in the city), and high speed internet connection for up to 14 devices during Days 1-4 for exclusive use by USAWC Operations Center personnel; one dedicated hard-wired internet line that can be split with a splitter to have five laptops connected to it. Hard- line capacity must be 1.5 Mbps or larger (this will be for the office staff). (If space allows, the Operations Center and Baggage Area can be located in the same area).

j. Hotel shall have in-ground parking or adjacent facilities.

2. Tasks

a. Baggage Area: The baggage area (square footage should be a minimum of 1,900 square feet) must be one single location, capable of holding at least 450 pieces of luggage on Days 2 and 4, and must have the capability of being locked for security. Baggage area must be in close proximity, no more than one (1) floor apart from the

Operations Center or located in the Operations Center. The baggage area will be required until 6:00 p.m. on Day 2 and until 5:00 p.m. on Day 4.

b. Inspection of rooms and facilities may be made by the contracting officer or representative prior to award of contract.

c. The hotel will provide room keys, no later than 4:00 p.m., Day 2, in appropriate envelopes, in alpha order of issue. A copy of the room roster must be provided by 4:00 p.m., Day 2, to the USAWC Project Officer or representative. A registration area will be made available to USAWC personnel to issue keys.

d. The USAWC will provide the contractor a rooming list 30 days prior to arrival of the main party and such list will be updated as necessary.

e. The contractor will ensure an initial coordination meeting is conducted no later than 90 days prior to scheduled event with the hotel sales and event managers and the USAWC Project Officer or representative. Additional meetings to coordinate the final details of the event will be scheduled as required.

f. Parking and loading/unloading space for vehicles: The hotel must ensure parking and space for loading/unloading of vehicles is available for the following:

(1) Days 1-4: Parking for 4 (four) 15 passenger vans and 1 (one) minivan for the duration of the trip;

(2) Day 1: Loading/unloading space for 1 (one) 54-55 passenger motor coach;

(3) Days 2 and 4: Loading/unloading space for 9 (nine) 54-55 passenger motor coaches.

g. Billing. Hotel staff will provide a final room listing and total number, by day 4, of the rooms used by USAWC personnel during the contract period. A final report of any outstanding bill for USAWC lodging will be provided to the USAWC Project Officer or representative before departure on Day 4.

h. Security Considerations:

(1) The hotel's designated Security Manager shall cooperate with USAWC Security Specialists 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 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.