PWS PMX 26 IPC 50 Lodging Meals Conf Rooms.pdf

PERFORMANCE WORK STATEMENT (PWS)

PANAMAX 26 Initial Planning Conference

Version 1 October 2023

410th Ver 1 2023-10

United States Southern Command (USSOUTHCOM) Panamax 26 Initial Planning Conference Lodging, Meals, and Conference Rooms

Part 1

General Information

1. GENERAL: This is a non-personal services contract under which the personnel rendering the services are not subject, either by the contract’s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the Government and its employees. The United States (U.S.) Government shall not exercise any supervision or control over the Contractor’s employees performing the tasks herein. Such contract employees shall be accountable solely to the Contractor who, in turn shall be responsible to the U.S. Government.

1.1 Description of Services/Introduction: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to provide Lodging, Meals, and Conference room in this PWS except for those items specified as government furnished property (GFP) and government furnished services (GFS). The contractor shall perform to the standards in this contract.

1.1.1 The hotel must be a hotel that has been assessed and approved by USSOUTHCOM, Operational Protection Division (OPD), and must have a valid USSOUTHCOM FWRA

1.1.2 The hotel shall have gym and pool facilities within hotel property.

1.1.3 The Contracting Officer Representative (COR) will identify those individuals on the guest list whose rooms will be paid by the US Government, under the contract. The US Government will not pay for telephone calls, mini-bar, room service, cell phones, and hotel charges other than those specifically provided for under this contract.

1.2 Background: Lodging, catered meals, Conference room, Breakrooms, and audio-visual equipment services for United States SOUTHCOM (also referred to herein as “the Government”).

1.3 Objectives: The Contractor provides the Government with Lodging, catered meals, Conference room, Breakrooms, and audio-visual equipment services for United States SOUTHCOM. For ISO Panamax 26 Initial Planning Conference for Partner Nations

1.4 Scope: Contractor shall provide non-personal services and deliver to the Government for ISO of Panamax 26 Initial Planning Conference in the form of Lodging, catered meals, Conference room, Breakrooms, and audio-visual equipment. The contractor shall accomplish tasks as outlined in Part 5 of this PWS, and Technical Exhibit in coordination with the Contracting Officer (KO) and COR. The COR will be on site for coordinating activities and monitoring all technical aspects of the contract and assists in contract administration.

1.5 Period of Performance: 07-13 September 2025

1.6 General Information:

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1.6.1 Quality Control Plan (QCP): Reserved

1.6.2 Operations Security (OPSEC) SOP/Plan Requirements: The Contractor shall implement and maintain an OPSEC program for preventing the disclosure of critical information or sensitive information which could jeopardize the Government’s ability to execute its mission or to adequately protect its personnel and/or equipment. The Contractor shall develop an OPSEC Standing Operating Procedure (SOP)/plan within 90 calendar days of contract award to the Contracting Officer Representative (COR) or Contracting Officer (KO) to be reviewed and approved by the Government OPSEC Officer on the supporting installation. The SOP must contain a training plan that includes an initial OPSEC brief, continuous awareness, and annual OPSEC training. Awareness/training includes, but not limited to information disclosure via letters, conversations, photographs, resumes, electronic mail (e-mail), Social media/networking sites, dissemination of information and documents disposal. OPSEC Program shall fully comply with the provisions of AR 530-1, Operations Security.

1.6.2 Quality Assurance (QA): The government shall evaluate the contractor’s performance under this contract in accordance with (IAW) the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed IAW the performance standards and contract quality requirements are met. Contract quality requirements” means the technical requirements in the contract relating to the quality of the product or service and those contract clauses prescribing inspection, and other quality controls incumbent on the contractor, to ensure the product or service conforms to the contractual requirements. It defines how the performance standards will be applied, the frequency of surveillance, the performance threshold, and deductions, if applicable.

1.6.3 Recognized Holidays: Contractor is not required to perform services on the below mentioned holidays.

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Independence Day Christmas Day Juneteenth Day

1.6.4 Hours of Operation: The contractor is responsible for conducting business between the hours of 6:00 A.M – 9:00 P.M Sundar through Saturday, except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. For other than firm fixed price contracts, the contractor will not be reimbursed when the government facility is closed for the above reasons.

The Contractor must, at all times, maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons.

1.6.5 Place of Performance: The hotel must be a hotel that has been assessed and approved by US SOUTHCOM, Operational Protection Division (OPD) as a hotel in a safe, low crime area, as determined in the Criminal Threat Assessment (CTA) Reports.

1.6.6 Type of Contract: The government anticipates the award of a firm-fixed price contract.

1.6.7 Access and General Protection Policy and Procedures:

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1.6.7.1 FPCON: In addition to the changes otherwise authorized by the changes of clause of contract, should the US Government Force Protection Condition (FPCON) at any individual installation change, the Government may require changes in contractor security matters or process in accordance with DoDI 2000.16. During FPCONs Charlie and Delta, only contract services that have been deemed “mission essential” by the Government will continue. Contract services will resume when the FPCON is reduced to Bravo or lower.

1.6.7.2 Physical Security: Reserved

1.6.7.3 Escorts: Reserved

1.6.7.4 Personnel Security Clearance Requirements: Reserved

1.6.7.4.1 Reserved

1.6.7.5 Background Checks: Reserved

1.6.7.5.3 Subcontracts: Reserved

1.6.7.6 Uncleared Contractor Common Access Card (CAC) Credentialing and Access Procedures: Reserved

1.6.7.6.1 Contractor Common Access Card (CAC) Eligible Requirements: Reserved

1.6.7.6.1.1 Federal Installation/Facility Access Reserved

1.6.7.6.2. Contractor Non-CAC Eligible Requirements for DOD Facility and Installation Access: Reserved

1.6.7.7 Employment Eligibility: Reserved

1.6.7.8 Access to Government Information Systems: Reserved

1.6.7.9 Key Control: Reserved

1.6.7.10 Lock Combinations: Reserved

1.6.8 Post Award Conference/Contract Periodic Progress Meetings: The Contractor shall attend the post award conference convened by the contracting activity or contract administration office IAW Federal Acquisition Regulation (FAR) Subpart 42.5. The KO, COR, with other Government personnel, as appropriate, may meet periodically with the Contractor to review the Contractor's performance. At these meetings the KO will apprise the contractor of how the government views the Contractor's performance and the Contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

1.6.9 Contracting Officer Representative (COR): The COR will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: ensure the Contractor performs the technical requirements of the contract; perform inspections necessary

Version 1 October 2023 in connection with contract performance; maintain written and oral communications with the Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements, including Government drawings, designs, specifications; monitor Contractor's performance and notifies both the KO and Contractor of any deficiencies; coordinate availability of government furnished property; and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates, or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.6.10 Key Personnel: The following personnel are considered key personnel by the government: The Contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the Contractor when the manager is absent shall be designated in writing to the Contracting Officer, at the post award meeting. The Contract Manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The Contract Manager or alternate shall be available between the hours of 6:00AM-9:00 PM.

1.6.11 Special Qualifications or Certifications: Reserved

1.6.11.1 IA/IT Training Certification: Reserved

1.6.12 Identification of Contractor Employees: Contractor employees shall identify themselves as Contractor personnel and shall avoid representing themselves as Government employees. This identification includes meeting attendance, answering Government telephones, email communications, and working in other situations where Contractor status is not obvious. Contractor personnel identification shall be easily identifiable through the display of badges, name tags, lanyards, etc.

1.6.12.1 Badging of Contractor Employees: If required by the Government, contract personnel and all associated subcontractor employees accessing U.S. facilities or activities, shall present a valid picture ID provided by the Government while accessing Government owned or contracted facilities and shall adhere to facility security policies and restrictions. If applicable, Government issued access badges will not be worn outside designated facility where visible to the general public. Contractor personnel shall return all U.S. Government issued identification to appropriate U.S. Government authorities within 5 day of the end of their contractual duties.

1.6.12.2 Uniform: The Contractor shall provide a standard uniform for all Contractor and subcontractor employees performing services under this contract, and ensure they wear the uniform during appointed duty hours. The uniform may consist of the same type and color shirt and slacks for all workers. Company logo is optional.

1.6.13 Contractor Travel: Reserved

1.6.14 Other Direct Costs (ODC): Reserved

1.6.15 Data Rights: Reserved

1.6.16. Non-Disclosure Requirements: Performance under this contract may require the

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Contractor to access data and information proprietary to a government agency, another Government Contractor, or of such nature that its dissemination or use other than as specified in this work statement would be adverse to the interests of the Government or others. Neither the Contractor, nor Contractor personnel, shall divulge, nor release data or information developed, or obtained under performance of this work statement, except to authorize Government personnel or upon written approval of the KO. The Contractor shall not use, disclose, or reproduce proprietary data, which bears a restrictive legend, other than as specified in this PWS. All documentation showing individual names or other personal information shall apply, and shall be controlled and protected under the provisions of the Privacy Act of 1974, Public Law 93-579, 5 United States Code (U.S.C.) Section 552a.

1.6.16.1 Non-Disclosure Statements: Reserved

1.6.16.2 Advertisement and Social Media: The Contractor shall NOT post information to public website or social media locations, personal or professional, that in any way disclose names, locations, hotel data, participants, discussions, pictures, etc. before, during or after the contract period of performance without the express consent of the Government. The use of propaganda violates DOD Commercial Use of Imagery Guidelines stated at (www.dimoc.mil/resourcess/limitations/). The Contractor shall not cite any information (e.g., contract information, pictures, locations, etc.) obtained through this contract on any marketing tools to include its company website.

1.6.16.3 Information Assurance: At no time will the Contractor or associated sub-contractor employees transmit government documents or information over using methods that do not meet the security requirements specified in the National Institute of Standards and Technology (NIST) Special Publication (SP) 800-171, "Protecting Controlled Unclassified Information in Nonfederal Information Systems and Organizations" such as personal electronic mail accounts, public digital data storage sites (cloud storage), social media platforms or instant messaging. Approved government sites such as U.S. Army Aviation and Missile Research Development and Engineering Center (ARMDEC) Safe Exchange at https://safe.amrdec.army.mil/SAFE/About.aspx, or All Partners Access Network (APAN) at https://community.apan.org/, or other transmission means determined by the government must be used.

1.6.17 Organizational Conflict of Interest (OCI): Contractor and subcontractor personnel performing work under this contract may receive, have access to, or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the KO immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the KO to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the KO and in the event the KO unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the KO may affect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

1.6.18 Phase-in/Phase-Out (PIPO) Period: Reserved

http://www.dimoc.mil/resourcess/limitations/

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1.6.19 General Training Requirements:

1.6.19.1 Anti-Terrorism (AT) Level I Training: Reserved

1.6.19.2 OPSEC Awareness: If the Contractor, or a subcontractor, or employees of either disclose any information that disrupts or harms the Government's operations or activities, then the Government retains the right to exclude any employee from performance of duties under this contract. The exclusion of an employee for security reasons will not relieve the Contractor from performance of services required under this contract. By way of example, personnel shall not sketch or take photos of government facilities or activities, unless related to service to be provided. All government paper products and removable digital storage material that is received, generated, or stored during the contract will be destroyed completely when no longer needed to preclude recognition of information.

1.6.19.3 Information Assurance (IA) Training: Reserved

1.6.19.4 Information Assurance (IA)/Information Technology (IT) Training: Reserved

1.6.19.5 Threat Awareness Reporting Program (TARP Training): Reserved

1.6.19.6 iWATCH Trainin: Reserved

1.6.19.7 OPSEC Training: Reserved

1.6.20 Overseas Training Requirements:

1.6.20.1 Antiterrorism (AT) Awareness Training for Contractor Personnel Travelin:

Reserved

1.6.20.2 SERE Training: Reserved

1.6.21 Foreign (OCONUS) Requirements: Reserved

1.6.21.1 Theater and Country Clearance Requirements: Reserved

1.6.21.2 Vetting: The Contractor company and all associated sub-contractor companies, must have been vetted by the US Embassy in the country which the contract will be performed. For the purposes of this contract, the company is considered vetted if the company is located in the country which the contract will be performed unless the company has been previously barred from performing services for the Government. If during a previous vetting process the company was barred from performing service for the Government, then that is grounds for termination of the contract. If the company is located outside of the country which the contract will be performed, the company must be vetted by the US Embassy in the country of performance.

Vetting will coordinated through the US Embassy's DOD Security Cooperation Office (SCO) in the country of performance. If during any previous vetting process in other countries, the company is found to be barred from performing services for the Government; this finding is grounds for termination of the contract.

1.6.21.3 Installation Access to DOD Facility or Host Nation Installation: Reserved

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1.6.21.4 Host Nation Installation Access with No DOD Facility: Reserved

1.6.21.5 Deoxyribonucleic Acid (DNA) Samples: Reserved

1.6.21.6 Medical Travel Requirement: Reserved

1.6.22 Synchronized Pre-deployment and Operational Tracker (SPOT): Reserved

1.6.23 Safety: The hotel shall be a hotel that has been assessed and approved by US SOUTHCOM, Operational Protection Division (OPD) as a hotel in a safe, low crime area, as determined in the Criminal Threat Assessment (CTA) Reports.

1.6.23.1 (OCONUS - Host Nation) Safety Laws and Regulations: The Contractor shall comply with FAR 52.236-13, Accident Prevention (November 1991), the references contained therein (e.g. U.S. Army Corps of Engineers Safety and Health Requirements Manual (EM 385- 1-1)), and applicable Host Nation Safety Laws and Regulations.

1.6.24.1 Environmental Compliance Plan and Program: Reserved

1.6.24.1.2 Hazardous materials/substances disposal:

“If contract requires the use of hazardous materials/substances, the Contractor shall, prior to mobilization, inform the Contracting Officer (KO)/Contracting Officer Representative (COR) of the types and amount of hazardous materials needed to be brought onto the Garrison in order to fulfill their contractual requirements. Contractor shall also provide the Safety Data Sheets, storage requirements and proposed storage locations for the hazardous material. The KO/COR shall provide a copy of this information to the Garrison Fire Department and the Environmental Division.

“Prior to contract completion, the Contractor shall remove all hazardous materials and dispose of all hazardous waste (HW) generated in accordance with Final Governing Standards of Panama environmental laws/standards. A copy of the HW disposal documents must be forwarded to the HW program manager at the Department of Public Works (DPW) Environmental Division.

“The Contractor shall clean up at its own expense any contamination, including soil and ground water contamination caused by hazardous materials/substances brought onto the garrison, or by his activities. The Contractor must immediately report any hazardous substance spills to the Garrison Fire Department at CIV 000-000-0000.

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PART 2

DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1. Definitions:

2.1.1 Area of Responsibility: The U.S. Southern Command (USSOUTHCOM) area of responsibility (AOR) includes the geographic areas of Antigua and Barbuda, Argentina, Aruba, Barbados, Belize, Bolivia, Brazil, British Virgin Islands, Cayman Islands, Chile, Colombia, Costa Rica, Cuba, Curacao, Dominica, Dominican Republic, Ecuador, El Salvador, Falkland Islands, French Guiana, Grenada, Guadeloupe, Guatemala, Guyana, Haiti, Honduras, Jamaica, Martinique, Mayotte, Montserrat, Nicaragua, Panama, Paraguay, Peru, Saint Barthélemy, Saint Martin, Saint Kitts and Nevis, Saint Lucia, Saint Vincent and the Grenadines, Saint Maarten, Suriname, Trinidad and Tobago, Turks and Caicos Islands, Uruguay, and Venezuela.

2.1.2. Contractor: The total contractor organization or a separate entity of it, such as an affiliate, division, or plant that performs its own purchasing.

2.1.3. Contracting officer (KO): A person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings.

2.1.4. Contracting Officer’s Representative (COR): An individual designated and authorized in writing by the contracting officer to perform specific technical or administrative functions.

2.1.5. Defective Service: A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.6. Deliverable: Anything that can be physically delivered but may include non-manufactured things such as meeting minutes or reports.

2.1.7. Foreign National: A foreign national is not a U.S. citizen. Green card holders are also identified as foreign nationals. A foreign national is further categorized as either a third country national or a local national based on the person’s citizenship and location of performance of duty.

2.1.8. Key Personnel: Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.9. Local National: Local nationals are foreign nationals who are citizens of the country where the performance of duty will occur.

2.1.10. Performance Work Statement (PWS): A statement of work for performance-based acquisitions that describes the required results in clear, specific, and objective terms with measurable outcomes.

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2.1.11. Physical Security: Protection of the perimeter area, government property, and assets that prevent the loss or damage of Government property.

2.1.12. Quality Assurance: The various functions, including inspection, performed by the government to determine whether a Contractor has fulfilled the contract obligations pertaining to quality and quantity.

2.1.13. Quality Assurance Surveillance Plan (QASP): A plan describing how the agency will survey, observe, test, sample, evaluate and document the Contractor’s performance in meeting critical performance standards identified in the contract.

2.1.14. Quality Control (QC): Tasks performed by the Contractor to improve the quality of the organization’s output.

2.1.15. Shall: An imperative command; has a duty to or is required to. Denotes that a regulation must be followed unless the contracting officer has obtained a deviation.

2.1.16. Subcontractor: Any supplier, distributor, vendor, or firm that furnishes supplies or services to or for a prime contractor or another subcontractor.

2.1.17. Third Country National: Third country nationals are foreign nationals who are not citizens of the country where the performance of duty will occur.

2.1.18. Workday: The number of hours per day the Contractor provides services in accordance with the contract.

2.1.19. Work Week: Monday through Friday, unless specified otherwise.

2.2 Acronyms:

AFFSSIR Armed Forces Repository of Specimen Samples ALMS Army Learning Management System ANSI American National Standards Institute AOR Area of Responsibility AR Army Regulation ATCTS Army Training Certification Tracking System AT Anti-Terrorism CAC Common Access Card CFR Code of Federal Regulations CI Counter Intelligence CLIN Contract Line Item Number CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative DD Form 254 Department of Defense Contract Security Requirement List DNA Deoxyribonucleic Acid (DNA) DOD Department of Defense DODD Department of Defense Directive DODI Department of Defense Instruction FAR Federal Acquisition Regulation FHP Force Health Protection

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FCG Foreign Clearance Guide FN Foreign National FY Fiscal Year GFE Government Furnished Equipment GFP Government Furnished Property GFS Government Furnished Services GR Government Representative IA Information Assurance IAW In Accordance With ISO In Support Of IT Information Technology JPAS Joint Personnel Adjudication System JTR Joint Travel Regulation KO Contracting Officer LN Local National LOA Letter of Authorization NCIC-III National Crime Information Center Interstate Identification Index NIST National Institute of Standards and Technology ODC Other Direct Costs OCI Organizational Conflict of Interest OCONUS Outside Continental United States (includes Alaska and Hawaii) ODC Other Direct Costs OSHA Occupational Safety and Health Administration OPSEC Operation Security PIPO Phase In/Phase Out PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QASP Quality Assurance Surveillance Plan QCP Quality Control Program RA Requiring Activity SCR Service Contract Reporting SOP Standard Operating Procedures SPOT Synchronized Predeployment and Operational Tracker TCN Third Country National TE Technical Exhibit TSDB Terrorist Screening Data Base U.S.C. United States Code USSOUTHCOM United States Southern Command

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PART 3

Government Furnished Equipment (GFE), Government Furnished Property (GFP), and

Government Furnished Services (GFS)

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. Services: Reserved

3.2 Facilities: Reserved

3.3 Utilities: Reserved

3.4 Equipment: Reserved

3.5 Materials: Reserved

3.6 Common Access Cards (CAC): Reserved

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PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1 General: The Contractor shall furnish all supplies, equipment, facilities, and services required to perform work under this contract that are not listed under Part 3 of this PWS, in accordance with or as listed in any other sections of this PWS.

4.2 Facility Security Clearance: Reserved

4.3. Materials: Reserved

4.4. Equipment: Reserved

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PART 5

SPECIFIC TASKS

5. Specific Tasks: The Contractor shall provide non-personal services and deliver to the Government, Lodging, catered meals, conference rooms, Breakrooms, Coffee stations, and audio/visual equipment, as specified in PWS in coordination with the Contracting Officer (KO) and COR. The COR will be on site for coordinating activities and monitoring all technical aspects of the contract and assists in contract administration.

Tasks consist of the following:

5.1. Lodging: The contractor shall provide single rooms under this contract.

a. Contractor shall provide single rooms from 07-13 SEP 25 in accordance with the Lodging table below. AQL 100% Compliant

Lodging Table:

b. Contractor shall provide rooms that are appropriately furnished and set up as extended stay style rooms with fully equipped kitchenettes, or at a minimum, each room shall be equipped with a refrigerator and microwave, private bath with full toilet and shower facilities, hot and cold running water, high-speed internet access, adequate lighting and workspace (desk or table), secure storage for personal belongings, and clean linen on a daily basis, working electricity, color television with cable, clock, and telephone. AQL: 100% Compliant.

c. Contractor shall facilitate at the Government’s request, additional rooms at the same quoted rate, for the duration of the contract period, subject to room availability. AQL: Based on rooms availability.

5.1.1 Check-in and Checkout: Participants may show up earlier than regular check-in time. The contractor shall allow earlier check-in based on the rooms’ availability; the contractor shall provide a secure area for storage of personal luggage when neither early check-in nor late check-out is possible.

a. Contractor shall facilitate check-in on 07 SEP 25 and check-out on 13 SEP 25. AQL:

100% Compliant.

b. Contractor shall allow early arrivals to check-in as early as noon, subject to room availability. AQL: 100% Compliant, subject to room availability.

c. Contractor shall allow guests with late flight departures to check out as late as 3:00 PM, when possible. AQL: 100% Compliant, subject to room availability

September

Sun

Mon

Tues

Wed

Thur

Fri

Sat

Regular Rooms (Contracted) 10 50 50 50 50 20 0

Total/Day 10 50 50 50 50 20 0

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5.2 Security Orientation:

a. Contractor shall provide the Government’s Security Director or Representative with an orientation, during the post award meeting or at another agreed date and time. AQL:

100% Compliant.

b. Contractor shall ensure that the hotel security manager or representative meets with the Government security director or representative to establish a direct point of contact within the hotel staff to solve security issues. AQL: 100% Compliant.

5.3 Hotel Contract Manager: The Contractor shall provide a hotel representative as a liaison.

The hotel representative (HR) shall be vested with the authority to resolve issues and payment as they arise.

a. Contractor shall ensure that HR is available during the contract period and that the HR has daily contact with the COR. AQL: 100% Compliant.

b. The contractor shall provide a list of on-call hotel points-of-contact who have the authority to resolve issues affecting their areas of support, (for example: room maintenance, security, banquets, payment, etc.) AQL: 100% Compliant.

5.4 Service Breakdowns. The contractor shall ensure required maintenance or repairs for hotel equipment, to include guest rooms, conference rooms, audio visual equipment, elevators;

kitchen equipment, etc. are corrected at the expense of the contractor.

a. Contractor shall ensure that all equipment is repaired within a reasonable amount of time, not to exceed one to two hours of reported malfunction. AQL: 100% Compliant

5.5 Baggage Service. The contractor shall have baggage handling equipment available for hotel guests during check-in and check-out. AQL: 100% Compliant.

5.6 Extended Stays. Contractors shall facilitate extended stays at the government’s request depending on rooms availability for the number of delayed personnel and for the duration of their delayed travel arrangements.

a. Contractor shall allow guest to use the hotel’s facilities while awaiting flights that are delayed due to inclement weather, for the duration of their delay. AQL: 100% Compliant.

b. Contractor shall at the Government’s request check in guests back into the hotel and assign a room to those guest that must stay an extra night/s awaiting transportation, due to cancelled flights, at the U.S. Government expense, for as many days required based on new flight schedules. AQL: 100% Compliant, subject to room availability.

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5.6 Meals: The contractor shall provide daily meals in quantities and according to the schedule as determined in this PWS below is the breakdown table. Food shall be served in a way that adheres to safety protocols and provided in a safe manner.

Meal breakdown table:

a. Contractor shall use voucher system to account for meals consumed, the contractor shall provide vouchers to the COR or agree to use vouchers provided by the COR for issuing to room guests staying under the contract to account for meals served. AQL: 100% Compliant.

b. The vouchers for contracted meals shall be used to provide a consumption list (head count) at the end of each business day to the COR with an invoice showing actual charges for each meal. AQL: 100% Compliant.

c. Contractor shall only accept the approved vouchers from registered guest under this contract who are the only personnel entitled to use the vouchers for meals. AQL: 100%

d. Contractor shall invoice meals that are accounted for with vouchers. The Government will only pay for meals consumed and accounted for by the vouchers. AQL:100%

e. Contractor shall not bill the government for alcoholic beverages. Payment for any alcoholic drinks is the sole responsibility of and must be paid for separately from the contract by the registered guest requesting such beverages. AQL: 100% Compliant.

f. The Contractor shall accommodate those registered guests under this contract that are identified with special diets/needs, (gluten free, vegetarian, vegan), as required and within contracted meal rates. Once guests are registered, the COR will identify those individuals with dietary restrictions and coordinate with hotel staff, as applicable. AQL:

100% Compliant.

5.6.1 Breakfast: The contractor shall provide breakfast at the restaurant.

a. Contractor shall provide the correct number of breakfast meals according to the quantities and schedule listed in this PWS rate. AQL: 100% Compliant.

September 2025 Sun

Mon

Tues

Wed

Thur

Fri

Sat

Breakfast 0 10 50 50 50 50 20 Lunch 10 50 50 50 50 50 0 Dinner 10 50 50 50 50 20 0

Total/Day 10 10/50 50 50 50 50/20 20

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b. Contractor shall serve a breakfast meal that is consistent with a value sufficient to provide a complete breakfast meal. The contractor shall provide buffet style or a la carte.

Breakfast should consist of juices, fresh fruits, pastries, bread as well as hot dishes (eggs, bacon, sausage, ham, etc.), coffee and tea. If the restaurant cannot accommodate all participants eating at the same time a separate room shall be required for breakfast. AQL: 100% Compliant.

c. Contractor shall serve breakfast between the hours of 6:00 AM – 8:00 AM local time from 08 September to 13 September 2025. AQL: 100% Compliant.

d. Contractor shall ensure that unauthorized charges not covered under this contract are billed directly to the user. AQL: 100% Compliant.

5.6.2 Lunch: The contractor shall provide lunch at the restaurant, or an appropriate on-site facility as agreed to by the vendor and the Government.

a. Contractor shall provide the correct number of lunch meals according to the quantities and schedule as stated in PWS. QAL 100% Compliant

b. The contractor shall provide lunch between 12:00 P.M – 1:00 P.M local time for the guests provided on 07 September to 12 September 2025. The contractor shall furnish the menu items to the GR for acceptance no later than 02 September 2025. The Government will only pay for meals consumed by the invited participants who will identify themselves by providing their meal voucher prior to the meal. If the conference attendees decide that they want to have something outside of the furnished lunch meal list, the government will only pay the cost up to what was on the meal list and a separate check shall be provided to the conference attendee to pay the cost over of is being covered by the U.S. Government per contract guidelines. AQL: 100% Compliant

5.6.3 Dinner: The contractor shall provide lunch at the restaurant, or an appropriate on-site facility as agreed to by the vendor and the Government.

a. Contractor shall provide the correct number of dinner meals according to the quantities and schedule as stated in this PWS. AQL: 100% Compliant.

b. The contractor shall provide dinner between the hours of 05:30 P.M – 9:00 P.M local time from 07 – 12 SEP 2025. The contractor shall furnish the menu items to the GR for acceptance no later than 02 September 2025. AQL: 100% Compliant

c. The Government will only pay for meals consumed by the invited participants who will identify themselves by providing their meal voucher prior to the meal. If the conference attendees decide that they want to have something outside of the furnished dinner meal list, the government will only pay the cost up to what was on the meal list and a separate check shall be provided to the conference attendee to pay themselves.

AQL: 100% Compliant

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The contractor shall provide dinner between the hours of 1730 and the restaurant closing to the guests provided on 07 September to 12 September 2025. The contractor shall furnish the menu items to the GR for acceptance no later than 02 September 2025. The Government will only pay for meals consumed by the invited participants who will identify themselves by providing their meal voucher prior to the meal. If the conference attendees decide that they want to have something outside of the furnished dinner meal list, the government will only pay the cost up to what was on the meal list and a separate check shall be provided to the conference attendee to pay themselves.

AQL: 100% Compliant

5.6.4 Alcohol Policy: The United States Government will not pay for alcoholic beverages during any meal or any other time during this event. If any participant covered by the contract requests an alcoholic beverage, the restaurant invoice shall separate the charge for alcoholic beverage and 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. The hotel will only issue “food” receipts to the Government.

AQL: 100% Compliant

5.6.5 Room Services: 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 shall request a credit card from all guests upon check-in. Charges not covered by the contract are to be resolved between the guests and the hotel.

5.6.6 Conference/Breakout Room Requirements:

Conference/Breakrooms/Workgroup spaces Table:

Mon

Tues

Wed

Thur

Fri

Sat

Main Conf Room 0 0 1 1 1 1 0 Breakout Room 0 0 8 8 8 0 0

Work Group Spaces 0 0 8 8 8 0 0 Total/Day 0 0 1/8/8 1/8/8 1/8/8 1 0

5.2.5.1 Conference Room Requirements:

a. The contractor shall provide the Main Conference Room should have enough space to accommodate One Hundred and Fifty (150) personnel. AQL: 100%

b. Seating in the Main Conference Room should have classroom style seat set up.

The Main Conference Room should have a projector/proxima, projector screen, microphones with PA system, and Wi-Fi capable of sustaining the full group needs. Wi-Fi speeds should have a minimum connection of 150 mb up/down connection dedicated for conference room attendees. Conference rooms shall be cleaned after the close of each day of the conference. AQL: 100% Compliant

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5.2.5.2 Breakout Room Requirements:

a. The Breakout Rooms should have enough space to accommodate at least Thirty

(30) personnel. AQL: 100% Compliant.

b. Seating in the Breakout Room should have classroom style seat set up. Each Breakout Room should have at a minimum a projector/proxima, projector screen, one (1) microphone/speaker, and Wi-Fi capable of sustaining the breakout room group needs. Wi-Fi speeds should have a minimum connection of 150 mb up/down connection dedicated for conference room attendees. Breakout Rooms shall be cleaned after the close of each day of the conference. AQL: 100% Compliant

5.2.6 Coffee/Tea/Water Stations:

Coffee/Tea/Water Stations:

Mon

Tues

Wed

Thur

Fri

Sat

AM Coffee Stations

(10:00 AM)

0 0 6 6 6 6 0

PM Coffee Stations

(2:00 PM)

0 0 6 6 6 0 0

Total/Day 0 0 6 6 6 6 0

5.2.6.1 Coffee/Tea/Water Station Requirements: Six (6) Coffee/Tea/Water stations should be filled/refilled at 10:00 AM and 2:00 PM local time. There should be enough water, tea, coffee, sugar, and creamer provided to allow for Two (2) eight oz cups of coffee per conference attendee at both times of day provided each day.

5.3. Service Contract Reporting (SCR): Reserved

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PART 6

APPLICABLE PUBLICATIONS

6. APPLICABLE PUBLICATIONS (CURRENT EDITIONS)

6.1. The Contractor must abide by all applicable regulations, publications, manuals, and local policies and procedures.

6.1.1 DOD Commercial Use of Imagery Guidelines

6.1.2 AR 190-13, The Army Physical Security Program

6.1.3 Army Directive 2014-05, Policy and Implementation Procedures for CAC Credentialing Access for Uncleared Contractors

6.1.4 DOD 5220.22-M, National Industrial Security Program Operating Manual

6.1.5 Defense Federal Acquisition Regulation Supplement (DFARS)

6.1.6 Joint Travel Regulation (JTR)

6.1.7 AR 735-5, Policies and Procedures for Property Accountability

6.1.8 DODD 8570.01, Information Assurance Training Certification and Workforce Management

6.1.9 DOD 8570.01-M, Information Assurance Workforce Improvement Program

6.1.10 AR 25-2, Information Assurance

6.1.11 DODI 3020.41, Contractor Personnel Authorized to Accompany the U.S. Armed Forces

6.1.12 USSOUTHCOM SC Regulation 40-501, Medical Suitability Screening Regulation

6.1.13 DODI 2000.16 DoD Antiterrorism (AT) Program

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PART 7

ATTACHMENT/TECHNICAL EXHIBIT LISTING

7. Attachment/Technical Exhibit List:

7.1 Attachments:

7.1.1 Attachment 1 – Performance Requirements Summary

7.1.2 Attachment 2 – Deliverables

7.2. Technical Exhibit A – Estimated Workload Data

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ATTACHMENT 1

Performance Requirements Summary The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The standard should relate to timeliness, quality, or quantity (metrics) of service required by the Contractor is stated in the PWS verbiage. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Performance Objective

Standard Performance Threshold (This is the maximum error rate. It could possibly be “Zero deviation from standard”) Acceptable Quality Levels (AQL’s)

Method of Surveillance

PRS#1 – PWS para 1.4.1 Lodging:

Rooms shall include essential amenities such as:

• Bedding.

• Functional climate control

(heating and air conditioning).

• Private bathroom facilities with hot and cold water.

• High-speed internet access.

• Adequate lighting and workspace (desk or table).

• Secure storage for personal belongings.

Rooms shall include essential amenities such as, comfortable bedding, functional climate control (heating and air conditioning), private bathroom facilities with hot and cold water, high-speed internet access, adequate lighting and workspace (desk or table), secure storage for personal belongings.

AQL: 100%

Compliance

Zero deviation from standard

Customer Feedback and Random Surveillance

PRS#2 – PWS para 1.4.2.2 Breakfast: The contractor shall provide breakfast services at the hotel that meet the specified requirements to ensure personnel are provided

The contractor shall provide breakfast services at the hotel that meet the specified requirements to

Version 1 October 2023 with nutritious, high-quality, and timely meals during the period of performance. The meal services must align with the standards outlined in this Performance Work Statement (PWS) and support the mission objectives by maintaining personnel health, energy, and productivity. Breakfast shall be reimbursed through a voucher system as laid out in section

1.4.2 and only those meals consumed will be reimbursed in the invoice provided by the vendor.

ensure personnel are provided with nutritious, high-quality, and timely meals during the period of performance. The meal services must align with the standards outlined in this Performance Work Statement (PWS) and support the mission objectives by maintaining personnel health, energy, and productivity.

Breakfast shall be reimbursed through a voucher system and only those meals consumed will be reimbursed in the invoice provided by the vendor.

PRS#3 – PWS para 1.4.2.3 Lunch: The contractor shall provide lunch services at the hotel that meet the specified requirements to ensure personnel are provided with nutritious, high-quality, and timely meals during the period of performance. The meal services must align with the standards outlined in this Performance Work Statement (PWS) and support the mission objectives by maintaining personnel health, energy, and productivity. Lunch shall be reimbursed through a voucher system as laid out in section

1.4.2 and only those meals consumed will be reimbursed in the invoice provided by the vendor.

The contractor shall provide lunch between 1200 and 1300 local time for the guests provided on 07 September to 12 September 2025.

The contractor shall furnish the menu items to the GR for acceptance no later than 02 September 2025.

The Government will only pay for meals consumed by the invited participants who will identify themselves by providing their

Version 1 October 2023 meal voucher prior to the meal. If the conference attendees decide that they want to have something outside of the furnished lunch meal list, the government will only pay the cost up to what was on the meal list and a separate check shall be provided to the conference attendee to pay the cost over of is being covered by the U.S.

Government per contract guidelines.

AQL: 100%

Compliant

PRS#4 – PWS para 1.4.2.4 Dinner: The contractor shall provide dinner services at the hotel that meet the specified requirements to ensure personnel are provided with nutritious, high-quality, and timely meals during the period of performance. The meal services must align with the standards outlined in this Performance Work Statement (PWS) and support the mission objectives by maintaining personnel health, energy, and productivity. Dinner shall be reimbursed through a voucher system as laid out in section

The contractor shall provide dinner between the hours of 1730 and the restaurant closing to the guests provided on 07 September to 12 September 2025. The contractor shall furnish the menu items to the GR for acceptance no later than 02 September 2025.

The Government will only pay for

Version 1 October 2023

1.4.2 and only those meals consumed will be reimbursed in the invoice provided by the vendor meals consumed by the invited participants who will identify themselves by providing their meal voucher prior to the meal. If the conference attendees decide that they want to have something outside of the furnished dinner meal list, the government will only pay the cost up to what was on the meal list and a separate check shall be provided to the conference attendee to pay themselves.

PRS#5 – PWS para 1.4.3.1 Conference Rooms:

The contractor shall provide conference rooms as described in para 1.4.3.1 of this PWS.

The Main Conference Room should have enough space to accommodate One Hundred and Fifty (150) personnel. Seating in the Main Conference Room should have classroom style seat set up. The Main Conference Room should have a projector/proxima, projector screen, microphones with PA system, and Wi-Fi capable of sustaining the full group needs. Wi-

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Fi speeds should have a minimum connection of 150 mb up/down connection dedicated for conference room attendees.

Conference rooms shall be cleaned after the close of each day of the conference.

PRS#6 – PWS para 1.4.3.2 Breakout Rooms: The contractor shall provide breakout rooms as described in para 1.4.3.2 of this PWS.

The Breakout Rooms should have enough space to accommodate at least Thirty (30) personnel. Seating in the Breakout Room should have classroom style seat set up. Each Breakout Room should have at a minimum a projector/proxima, projector screen, one (1) microphone/speak er, and Wi-Fi capable of sustaining the breakout room group needs. Wi- Fi speeds should have a minimum connection of 150 mb up/down connection dedicated for conference room attendees.

Breakout Rooms shall be cleaned after the close of

Version 1 October 2023 each day of the conference.

AQL: 100%

Compliant

PRS#7 – PWS para 1.4.4 Coffee/Water/Tea Break stations:

The contractor shall provide Coffee/Tea/Water break stations at the designated times as laid out in para 1.4.4. Coffee stations shall be kept clean at all times.

Six (6) Coffee, Tea, and Water stations should be filled/refilled at 10:00 AM and 2:00 PM local time. There should be enough water, tea, coffee, sugar, and creamer provided to allow for Two (2) eight oz cups of coffee per conference attendee at both times of day provided each day.

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ATTACHMENT 2

Deliverables Schedule

CLIN Service QTY Unit Unit Price

Total Price

0001 Hotel Rooms in accordance with PWS – (7 – 12 September 2025)

50 Night

0002 Catered Meals, Breakfast in accordance with PWS – (8– 13 September 2025)

1 Job

0003 Catered Meals, Lunch in accordance with PWS (7– 12 September 2025)

1 Job

0004 Catered Meals, Dinner in accordance with PWS (7– 12 September 2025)

1 Job

0005 Conference/Event Room in accordance with PWS - (8-12 September 2025)

1 Each

0006 Breakout Room in accordance with PWS - (8-12 September 2025)

8 Each

0007 Coffee Station A.M., in accordance with PWS - (9-12 September 2025)

6 Each

0009 Coffee Station P.M., in accordance with PWS - (9-11 September 2025)

0010 Audio/Visual Wi-Fi services in accordance with PWS (8 – 12 September 2025)

1 Job

0011 DBA Insurance 1 Job

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ATTACHMENT 1 – OCI LANGUAGE

1.6.17 Organizational Conflict of Interest (OCI):

(a) Work under this contract may create a future organizational conflict of interest (OCI) in the way of unequal access to information that could prohibit the Contractor from competing for, or being awarded future Government contracts.