UNGA_Hotel_Solicitation_Amendment_001_-_01-09-2013.pdf

SAQMMA12R0393-A001

SECTION B

SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 TYPE OF CONTRACT

This contract is an Indefinite Delivery, Indefinite Quantity (IDIQ), Fixed Price, Labor-Hour type contract. The ceiling price(s) of this contract is as set forth below.

B.2 MINIMUM AND MAXIMUM CONTRACT AMOUNTS

Per FAR 52.216-22 "INDEFINITE QUANTITY," the minimum for this indefinite quantity contract shall be any quantity or combination of supplies and services equal to the amount(s) set forth below. If this contract contains options, the minimum for each option shall apply separately and independently to that option.

Period Ceiling Price – Minimum

Base Year: $ 100.00

Option Year One: $ 100.00

Option Year Two: $ 100.00

Option Year Three: $ 100.00

Option Year Four: $ 100.00

b) The maximum for this indefinite quantity contract (including options shall be any quantity or combination of supplies and services equal to the amounts set forth below.

Period Ceiling Price – Maximum

Base Year: $ 15,000,000.00

Option Year One: $ 15,000,000.00

Option Year Two: $ 15,000,000.00

Option Year Three: $ 15,000,000.00

Option Year Four: $ 15,000,000.00

c) If this contract includes options and a ceiling price is specified for each option, each ceiling price shall apply separately and independently to that option. The Contractor shall not exceed the ceiling price(s) of this contract except as provided in FAR 52.232-7 “PAYMENTS UNDER

TIME-AND-MATERIALS AND LABOR-HOUR CONTRACTS.”

d) Notwithstanding the above, if this contract is funded below the ceiling price(s), the Contractor shall not exceed the funded amount.

e) The labor rates specified herein are fixed hourly rates, which include the following: wages, indirect costs (including overhead, fringe benefits and general and administrative expenses), excluding profit. Because of the nature of this contract, the commissions (normally 10%) payable to the offeror/contractor per accepted travel industry practices shall constitute their profit.

(f) In accordance with FAR 52.232-7 "PAYMENTS UNDER TIME AND MATERIAL AND

LABOR-HOUR CONTRACTS," the Contractor shall only voucher for the time of the personnel whose services are applied directly to the work called for in individual delivery orders and accepted by the Contracting Officer's Representative (COR). The Government shall pay the

Contractor for the life of a delivery order at rates effective when the delivery order was issued, unless the delivery order is modified to incorporate rates adjusted pursuant to FAR 52.222-43

"FAIR LABOR STANDARDS ACT AND SERVICE CONTRACT ACT -PRICE

ADJUSTMENT (MULTIPLE YEAR AND OPTION CONTRACTS)," or FAR 52.222-44

"FAIR LABOR STANDARDS ACT AND SERVICE CONTRACT ACT -PRICE

ADJUSTMENT," as applicable. The Contractor shall maintain time and labor distribution records for all employees who work under the contract. These records shall document time worked and work performed by each individual on each delivery order.

(g) This solicitation is issued under authority of 22 USC 4824 and may lawfully involve a high degree of integration of the activities of contractor's work force with those of Government personnel notwithstanding FAR Subpart 37.1.

B.3 DESCRIPTION OF SERVICES

The contractor shall provide approximately 20 hotel sleeping rooms reconfigured for use as a command post and daily hotel room accommodations and associated services for approximately

700 DOS/DS Special Agents and staff support personnel arriving in New York City for the annual United Nations General Assembly (UNGA) as outlined under TASK ONE in the

Description/Specifications/Work Statement of this solicitation.

B.4 BASE YEAR SCHEDULE

CLIN SUPPLIES/SERVICES (EST.) ROOMS RATE TOTAL (EST)

0001 Domestic Single Guest ___________ _______ ____________

Hotel Rooms

(separate facilities

Acceptable, not to

Exceed 3 facilities in

Total).

Rooms shall be blocked on the projected requirements presented

60 days prior to date of

Services rendered.

(Includes Command Post

Rooms as required)

0002 International Single ___________ _______ ____________

Guest Hotel Rooms

(separate facilities

Acceptable, not to

Exceed 3 facilities in

Total). Rooms shall be blocked on the projected requirements presented

60 days prior to date of

Services rendered.

BASE YEAR TOTAL ___________

B.5 OPTION YEAR ONE (1) SCHEDULE

1001 Domestic Single Guest ___________ _______ ____________

(separate facilities

Acceptable, not to

Exceed 3 facilities in

Total). Rooms shall be blocked on the projected requirements presented

60 days prior to date of

Services rendered.

1002 International Single Guest ___________ _______ ____________

Hotel Rooms (separate facilities

Acceptable, not to

Exceed 3 facilities in

Total). Rooms shall be blocked on the projected requirements presented

60 days prior to date of

Services rendered.

(Includes Command Post

OPTION YEAR (1) TOTAL____________

B.6 OPTION YEAR TWO (2) SCHEDULE

2001 Domestic Single Guest ___________ _______ ____________

(separate facilities

Acceptable, not to

Exceed 3 facilities in

Total). Rooms shall be blocked on the projected requirements presented

60 days prior to date of

Services rendered.

2002 International Single Guest ___________ _______ ____________

(separate facilities

Acceptable, not to

Exceed 3 facilities in

Total). Rooms shall be blocked on the projected requirements presented

60 days prior to date of

Services rendered.

Rooms as required

OPTION YEAR (2) TOTAL____________

B.7 OPTION YEAR THREE (3) SCHEDULE

3001 Domestic Single Guest ___________ _______ ____________

(separate facilities

Acceptable, not to

Exceed 3 facilities in

Total). Rooms shall be blocked on the projected requirements presented

60 days prior to date of

Services rendered.

(Includes Command Post Rooms as required)

3002 International Single Guest ___________ _______ ____________

(separate facilities

Acceptable, not to

Exceed 3 facilities in

Total). Rooms shall be blocked on the projected requirements presented

60 days prior to date of

Services rendered.

(Includes Command Post

Rooms as required

OPTION YEAR (3) TOTAL____________

B.8 OPTION YEAR FOUR (4) SCHEDULE

4001 Domestic Single Guest ___________ _______ ____________

(separate facilities

Acceptable, not to

Exceed 3 facilities in

Total). Rooms shall be blocked on the projected requirements presented

60 days prior to date of

Services rendered.

4002 International Single Guest ___________ _______ ____________

(separate facilities

Acceptable, not to

Exceed 3 facilities in

Total). Rooms shall be blocked on the projected requirements presented

60 days prior to date of

Services rendered.

OPTION YEAR (4) TOTAL____________

B.9 GRAND SUMMARY BASE YEAR AND FOUR (4) OPTIONS

Offerors are to provide prices in the spaces below for the total amount for the base year and 4 option years.

B.10 TAX EMEPTION CERTIFICATE

The Contractor will be provided with an U. S. Tax Exemption Certificate at the time the facilities are occupied. The prices listed in the Supplies and Services and Prices/Costs Section shall not include state local taxes on sales or hotel room occupancy taxes.

Should tax exemption certificates not be furnished, the Contractor will be reimbursed for any state or local taxes it is required to pay on the contract sales, but such reimbursement shall be refunded to the Government to the extent the Contractor is subsequently exempted from such taxes.

B.11 TRAVEL COSTS (TIME AND MATERIALS/LABOR-HOUR)

(a) Except as otherwise provided herein, the Contractor shall be reimbursed for its reasonable actual travel costs in accordance with its usual accounting practices consistent with FAR Subpart

31.2, specifically FAR 31.205-46. Travel must be directly related to and required for performance of this contract, and authorized in advance and in writing by the Contracting

Officer's Representative (COR). In no event shall costs associated with employee commuting be reimbursable as a direct cost under this contract.

(b) Travel costs shall not be burdened with any indirect costs unless specifically allowable in accordance with the Contractor's usual accounting practices consistent with FAR Subpart 31.2.

In no event shall travel costs be burdened with fee/profit.

(c) The Contractor shall include a breakout of all authorized travel expenses as an attachment to his invoices. Administrative support (coordination of travel arrangements, etc.) will be the responsibility of the Contractor.

(d) Should any Contractor personnel be requested to perform in any area which has been determined by the Department of State to be a hazardous duty area, hazardous duty premium pay will be payable at the same rate as would be given to Department of State direct-hire employees pursuant to Chapter 650 of the U.S. Department of State Standardized Regulations (Government

Civilians, Foreign Areas). Each employee will be notified upon arrival at any hazardous duty area of the applicable rates, terms and conditions at the time of performance. Hazardous duty premium pay shall not be burdened with any indirect costs (e.g., overhead, G&A) or fee/profit.

(e) When local travel between the Contractor employee's regular place of performance and other locations is specifically authorized by the COR, transportation expenses shall be allowable costs under this contract. For the purposes of this clause, local travel means travel within a 50-mile radius of the Contractor employee's regular place of performance and does not include daily commuting or associated costs.

(f) The Government will reimburse the Contractor for Contractor employee's travel time to or from other authorized work locations; except that for labor categories, which are exempt from the Fair Labor Standards Act, a reimbursement will be allowed only for travel during the employee's regular working hours. The Contractor will not be reimbursed for time spent in stand down or temporary layovers for the convenience of the Contractor except as authorized by the

Federal Travel Regulations.

(g) The use of business class travel billable to the Department must be approved in advance by the Contracting Officer’s Representative. Business class travel, when approved, shall comply with all Department regulations and policy.

B.12. LABOR CLIN STRUCTURE – Per Year

CLIN Position Base Option 1 Option 2 Option 3 Option 4

XX02 Travel Specialist 1

XX03 Travel Specialist 2

XX04 Travel Specialist 3

XX05 Travel Specialist 4

XX06 Program Manager 3

XX07 Program Manager 4

B.12 Non Labor CLIN’s

CLIN Position Base Option 1 Option 2 Option 3 Option 4

XX08 Travel

XX09 Defense Base Act Insurance

XX10

Overseas Differential (to include post differential, danger pay, or other such allowances)

XX11 Equipment Rental such as projectors, dry boards, etc.

TOTAL ESTIMATED

VALUE

PRICE/COST SUMMARY

Base Year $_______________________

Option Year 1 $_______________________

Option Year 2 $_______________________

Option Year 3 $_______________________

Option Year 4 $_______________________

Grand Total $_______________________

B.13 DELIVERY ORDERS

Delivery Orders placed against this contract will be issued in writing and will contain funding.

The Contracting Officer or his/her designee is/are the only person(s) authorized to place these orders. Individual Delivery Orders issued against this contract will contain the funding and may only be issued by the Office of Acquisition Management signed by a warranted Contracting

Officer.

B.14 RATES FOR INDEFINITE DELIVERY/ INDEFINITE QUANTITY

CONTRACTS (TIME-AND-MATERIALS/LABOR-HOUR) (05/95)

The labor rates specified herein are fixed hourly rates that include the following: wages, (including overhead, fringe benefits and general and administrative expenses). The rates do not include profit. The following contract line items (CLINs) are reimbursable to the contractor:

CLIN XX08 Travel

CLIN XX09 Defense Base Act Insurance

CLIN XX10 Overseas Differential (to include post differential, danger pay, or other such allowances)

In accordance with FAR 52.232-7 "Payments Under Time And Material And Labor-Hour

Contracts," the Contractor shall only voucher for the time of the personnel whose services are applied directly to the work called for in individual delivery orders and accepted by the

Contracting Officer's Representative (COR). The Government shall pay the Contractor for the life of a delivery order at rates effective when the delivery order was issued, unless the delivery order is modified to incorporate rates adjusted pursuant to FAR 52.222-43 "Fair Labor Standards

Act And Service Contract Act - Price Adjustment (Multiple Year And Option Contracts)," Or

FAR 52.222-44 "Fair Labor Standards Act And Service Contract Act - Price Adjustment," as applicable. The Contractor shall maintain time and labor distribution records for all employees who work under the contract. These records shall document time worked and work performed by each individual on each delivery order.

B.15 EXPLANATION OF CLINs XX08 and XX010

The Other Direct Cost contract line items (CLIN XX08) Travel & Other Travel Related Expense, (CLIN XX10) Overseas Differential but only other such allowances and not Post Differential or

Danger Pay which are fixed rates per the Department of State – will be negotiated prior to the issuance of a fully executed firm fixed price Delivery Order. However, for purposes of contract negotiation the contractor should include in his/her price proposal the fixed cost specified for each of these CLIN numbers for the base year and all four option years. The prices specified for these additional CLINs should not be changed under any circumstances.

B. 16 PRICES/COSTS

The labor categories and the estimated hourly rates per labor category, as established above shall be used for the basis of negotiation for the firm fixed-priced Delivery Order. The offeror shall provide a detailed cost breakdown reflecting fixed hourly rates/base salary, overhead, and G&A for a composite hourly rate and respective percentages for each. Please provide sub-total prices for Base year and each option year in the space provided below.

B.17 652.228-76 DEFENSE BASE ACT INSURANCE RATES – LIMITATION –

COST-REIMBURSEMENT, LABOR-HOUR, AND TIME-AND-MATERIALS. (AUG

1999)

Effective July 22, 2012, the Department of State does not have a Department-wide contract for

DBA insurance. Contractors may continue using DBA policies until they expire. Contractors requiring new DBA insurance may purchase new insurance policies directly from any DOL approved insurance provider. Approved providers can be found at the Department of Labor website http://www.dol.gov/owcp/dlhwc/lscarrier.htm.

Offerors shall include in their proposals a statement as to whether or not local nationals or third country nationals will be employed on the resultant contract.

B.18 REIMBURSEMENT OF TRAVEL COSTS

When travel becomes necessary, the Contractor shall be reimbursed in accordance with the provisions specified below. Except as otherwise provided herein, the Contractor shall be reimbursed for its reasonable actual travel costs in accordance with its usual accounting practices consistent with FAR Subpart 31.2, specifically FAR 31.205-46. Travel must be directly related to and required for performance of this contract, and authorized in advance and in writing by the

Contracting Officer's Representative (COR). The Federal Travel Regulations are available on a subscription basis from the Superintendent of Documents, U.S. Government Printing Office, Washington, D.C. 20402, Stock No. 022001-81003-7. The Standardized Regulations

(Government Civilians, Foreign Areas), Section 925 is available on a subscription basis from the

Superintendent of Documents, U.S. Government printing office, Washington, D.C. 20403, Stock

No. 744-008-00000-0.

Federal Travel Regulations: www.gsa.gov

Standardized Regulations: www.foia.state.gov

Travel costs shall not be burdened with any indirect costs unless specifically allowable in accordance with the Contractor's usual accounting practices consistent with FAR Subpart 31.2.

In no event shall travel costs be burdened with fee/profit.

Travel, subsistence, and associated labor charges for travel time are authorized for travel beyond a 50-mile radius of the Local Office, whenever a task assignment requires work to be accomplished at a temporary alternate worksite. No travel, subsistence or associated labor charges for travel shall be charged at the Contractor's Local Office or any other work site within a 50-mile radius of the Contractor's Local Office.

B.18.1 Per Diem: Per diem for travel on tasks assigned under this contract will be reimbursed at a rate not to exceed the amount authorized in the Federal Travel Regulations and the

Standardized Regulations (Government Civilians, Foreign Areas), Section "Maximum Travel Per

Diem Allowances for Foreign Areas."

http://www.dol.gov/owcp/dlhwc/lscarrier.htm http://www.gsa.gov/ http://www.foia.state.gov/

B.18.2 Travel related expenses: All costs associated with travel, hotel or housing accommodations, meals, and other incidentals shall not exceed the maximum ceiling established under the Federal Travel Regulations. Domestic travel expenses shall be reimbursed at the

Contractor’s actual cost not to exceed the subsistence rates authorized by GSA Federal Travel

Regulations in effect at the time travel commences. The Contractor will not be reimbursed for any additional expenses, e.g. rental cars, unless these items have been authorized in advance and in writing by the COR. In the event that per diem amounts exceed the established ceiling under the Federal Travel and Standardized Regulation, the COR must approve a written justification submitted by the contractor.

B.18.3 Automobiles: For travel where use of a personal automobile has been specifically authorized by the COR, reimbursement shall be computed on the basis of actual miles traveled from starting point to destination. Other related miscellaneous expenses, such as tolls and parking fees, incurred in the performance of tasks authorized under this contract, will be reimbursed, Car rentals require advance approval by the COR and will be authorized only when consistent with good business practice. Allowable costs shall not exceed the actual cost of renting a compact automobile (a maximum of one for five Contractor personnel), unless extenuating circumstances (e.g., excess baggage) require other arrangements and subsequent

COR approval is obtained.

B.18.4 Labor During Travel:

The Government will reimburse the Contractor for Contractor employee's travel time to or from other authorized work locations, except for labor categories that are exempt from the Fair Labor

Standards Act, a reimbursement will be allowed only for travel during the employee's regular working hours. The Contractor will not be reimbursed for time spent in stand down or temporary layovers for the convenience of the Contractor except as authorized by the Federal

Travel Regulations. For labor categories that are exempt from the Fair Labor Standards Act, reimbursement will be allowed only for travel during regular working hours Monday through

Friday and corresponding hours on Saturday and Sunday. The travel time on Saturday and

Sunday shall not be subject to overtime compensation.

B.18.5 Travel Arrangements: With the exception of air/rail transportation, the Contractor is responsible for making all other travel arrangements to support his personnel during the conduct of tasks assigned under this contract. All air/rail travel arrangements shall be the responsibility of the Government. The Contractor shall make no direct labor charges for making travel arrangements.

B.18.6 Passports/Visas: The Contractor shall be responsible for obtaining and maintaining an up-to-date passport for all personnel who will be required to travel outside the continental United

States, Hawaii and Alaska to accomplish work assigned under this contract.

The Contractor shall be responsible for obtaining any visas required for travel to foreign countries to accomplish work assigned under this contract. The Contractor shall make no direct labor charges for obtaining/maintaining passports and/or visas.

B.18.7 Benefits: In the event that the offeror consists of a partnership or consortium of 8(A) and non 8(A) businesses, the offeror(s) must show in its proposal that there is no disparity in the health, dental, retirement, and other benefits amongst various employees performing work on the same contract. The offeror shall show in its proposal that parity in pay, in like CLINs, is established between the prime contractor and all subcontractors.

SECTION C

DESCRIPTION OF SERVICES

C.1 BACKGROUND:

The mission of the Department of State, Bureau of Diplomatic Security (DS) includes “the protection of the Secretary of State, other senior government officials, visiting foreign dignitaries, and foreign missions in the United States, The Department of State has a legal responsibility through 22 USC 2709 to provide personal protection to representatives of foreign governments during their visits to the United States”. A major portion of this mission involves the protection of dignitaries during the annual meeting of the United Nations General Assembly

(UNGA) in New York City.

((22 USC § 2709 - Special agents

(a) General authority

Under such regulations as the Secretary of State may prescribe, special agents of the Department of State and the Foreign Service may—

(1) Conduct investigations concerning illegal passport or visa issuance or use;

(2) Obtain and execute search and arrest warrants, as well as obtain and serve subpoenas and summonses issued under the authority of the United States;

(3) Protect and perform protective functions directly related to maintaining the security and safety of—

(A) Heads of foreign state, official representatives of a foreign government, and other distinguished visitors to the United States, while in the United States;

(B) the Secretary of State, Deputy Secretary of State, and official representatives of the United

States Government, in the United States or abroad;

(C) Members of the immediate family of persons described in subparagraph (A) or (B);

(D) foreign missions (as defined in section 4302 (a)(4) [1] of this title) and international organizations (as defined in section 4309 (b) of this title), within the United States;

(E) a departing Secretary of State for a period of up to 180 days after the date of termination of that individual’s incumbency as Secretary of State, on the basis of a threat assessment; and

(F) An individual who has been designated by the President or President-elect to serve as

Secretary of State, prior to that individual’s appointment. [2]

(4) if designated by the Secretary and qualified, under regulations approved by the Attorney

General, for the use of firearms, carry firearms for the purpose of performing the duties authorized by this section; and

(5) Make arrests without warrant for any offense against the United States committed in their presence or for any felony cognizable under the laws of the United States if they have reasonable grounds to believe that the person to be arrested has committed or is committing such felony.

The Bureau of Diplomatic Security is tasked with providing protection to U.S. athletes at international athletic events such as the Olympic Games, World Cup, Pan Am Games, etc.

http://www.law.cornell.edu/uscode/text/22/4302 http://www.law.cornell.edu/uscode/text/22/usc_sec_22_00004302----000-#a_4 http://www.law.cornell.edu/uscode/text/22/2709#FN-1 http://www.law.cornell.edu/uscode/text/22/4309 http://www.law.cornell.edu/uscode/text/22/usc_sec_22_00004309----000-#b http://www.law.cornell.edu/uscode/text/22/2709#FN-2

The Bureau of Diplomatic Security is tasked with providing protection to visiting foreign dignitaries who attend U.S. sponsored meetings such as the G-8 meetings, NATO meetings, and

OAS meetings within the 50 states and territories.

2. Objective. The objective of this Indefinite Delivery, Indefinite Quantity event planning, project management, and logistics support contract is to facilitate and expedite individual task orders for each planned DS event that will provide total support from the pre planning stage to execution of the event to post award review and analysis. The contractor shall provide pre and post event planning, web based registration, limited logistics support, limited market research and selection, communications and organizational expertise to provide the necessary facilities to support the DS mission. The process shall involve coordination between, but not limited to nor all inclusive of, the Bureau of Diplomatic Security, the contractor, U.S. diplomatic posts overseas, foreign governments, U.S. sporting groups such as the U.S. Olympic Committee, U.S.

Soccer, international sporting groups, international sports governing groups, various U.S. law enforcement agencies and working groups, and host nation sponsors of international events such as the London Olympic Committee.. The contractor must become familiar with DS plans, policies, strategies and programs in order to successfully plan and coordinate events. The contractor will be required to participate in planning meetings, briefings, event execution, and post event wrap ups at either government sites, event sites, or through teleconferences or video conferences. The contractor will be required to perform foreign travel.

C.2 Scope of Work:

C.2.1 Task One

The Department of State, Bureau of Diplomatic Security, Dignitary Protection Division

(DS/P/DP is responsible for coordinating dignitary protection during the annual meeting of the

UN General Assembly. DP is responsible for identifying, staffing, and executing protective planning operations. The meeting of the UN General Assembly is an annual event that occurs in

September of each year. The meeting normally begins around the second Tuesday of September and lasts for approximately thirty days. Attendance by senior foreign dignitaries varies and is usually higher in anniversary years (UN 65th anniversary for example). The level of effort by the Bureau of Diplomatic Security to support the meeting is directly tied to the travel plans/itineraries of foreign dignitaries traveling to and staying in New York City and the surrounding area.

The Bureau of Diplomatic Security has a requirement for a company to provide coordination services, management services, and program support staff to provide the following services for a base year and four option years:

Coordinate and contract for hotel and support services within specific boundaries within the

Borough of Manhattan, New York City and within the guidelines and specifications contained in subsequent paragraphs of this Statement of Work

Coordinate and contract for secure parking for government and rental vehicles within the guidelines and specifications contained task orders issued under this contract.

Hotel Accommodations (Command Post support staff and DS agents)

The Government has a requirement for hotel rooms centrally located within Manhattan and bordered by 41st Street to the south, 54th Street to the north, and 6th Avenue (Avenue of the

Americas) to the west. The government has a requirement for hotel rooms centrally located within Manhattan and approximately bordered by 41st Street to the South, 59th Street to the

North (at southern portion of Central Park), 10th Avenue to the West and 1st Avenue to the East.

The Government’s annual requirement is a minimum of 4800 room nights per year and an estimated maximum 10000 room nights per year. The Government’s annual room night requirement, for UNGA operation, is up to 8,500 room nights with a maximum annual room nights of 10,000.

Note: For “special events” such as a five-year UNGA anniversary (UNGA 70 in 2015) or a significant world event that would bring a large number of dignitaries to New York City, the

Government anticipates a possible 40% surge in the number of rooms described above. There is a possibility that the Government could require services in addition to the annual UNGA meeting with similar scope on very short notice due to a world event that would bring a significant group of world leaders and diplomats to New York or another U.S. city. The Government requests that a contingency plan be incorporated in any technical response to this solicitation that addresses how this would be handled.

The Government’s requirement is for hotel rooms that can be easily converted to offices (with the removal of normal furnishings) and daily hotel accommodations and services/ sleeping rooms for DS Special Agents and support staff. The Government prefers that the command post and sleeping rooms for the core support team be located in the same hotel. The Government prefers the command post not be located any higher than the 15th floor.

The Government requires no smoking rooms for the command post and individual rooms.

Individual agents staying within the hotel may request smoking rooms as a matter of personal preference at no additional costs to the Government. The hotel may accommodate these requests as business conditions permit. Through experience the Government has determined that a hotel room approximately 13 ft by 15 ft in size is the minimally acceptable room to be used for command post/offices.

The Government requires that the “office” rooms be located within the same corridor for security purposes. If available, the Government desires to have adjoining rooms that are interconnected via a door. The Government will establish a security checkpoint at the entrance(s) to the corridor. All housekeeping and support staff will require a Government escort while in the command post area.

The Government has a requirement for approximately 325 single guest rooms for the period of

September 1-30 of each year. The Government shall provide projected room requirements 60 days in advance of each event. The Government requires the rooms to be “blocked” based on the submitted projected requirements. These rooms shall be for DS Special Agents and support staff that comprises the core support team. These rooms will normally be used throughout the entire meeting period. The Government has an average requirement for up to 600 single guest rooms for the period of on or about September 5th to October 5th.

The Government has a requirement for an additional approximately 325 single guest rooms (that may be in a separate facilities within the geographic area described above). The Government shall provide projected room requirements 60 days in advance of each event. The Government requires the rooms to be “blocked” based on the submitted projected requirements. These rooms shall be for DS Agents assigned to Protective Details. The Government desires that this block of rooms be placed in no more than 2-3 hotels (separate from the command post location) within the geographic boundaries listed above. Utilization of these rooms will normally follow an approximate bell curve depending upon the number of dignitaries attending the meeting and the number of DS Agents required for protective details.

The Government will require 11 parking spaces in or adjacent to the hotel containing the command post.

C.2.2 Specific Hotel Requirements

Radio Communications: The Government requires access to the roof of the facility for the purpose of installing a temporary antenna/repeater for communications.

Telephone/Network Services: The Government requires the installation of temporary pre wired telephone/computer network service in the Command Post area. The extension of the phone/data circuits (from the telephone company) to and within the Command Post shall be the responsibility of the hotel. The Government shall be responsible for the installation/maintenance/repair/removal of the telephone/network lines. This may require the installation of jacks and module boxes in each room. The Government may require the assistance of a local technician for assistance. The local technician may be a hotel employee. The Government shall be responsible for the activation and deactivation of the services. The Government shall coordinate the necessary requirements with hotel management and the local telephone service provider.

On the day of arrival of DS Systems, the following actions are to be completed by the hotel:

Tables placed according to floor plan set in advance unfolded table cloths placed over each table.

Electrical extended to rooms that need additional power.

Rooms are cleaned and unnecessary furniture/furnishings have been removed.

The hotel shall provide one sheet of ¾ x 4 x 4 plywood in the DS Systems room for the wall field.

Extend phone/data circuits to Smart Jacks located in the telephone closet on the floor where the DS Command Post is located.

Install CAT5e cables from the smart jack in the telephone closet on the DS Command

Post floor to the designated DS Systems Room (currently five cables).

Provide one #6 or #8 ground wire from the building ground to the designated DS Systems room within the Command Post in order for DS technical staff to ground the telephone switch.

Phone Switch (shipped from State Department) and phones sets moved to the Systems

Room.

Dedicated electrical circuits for the Systems room have been installed (currently four

Dedicated 20 Amp circuits).

Dedicated electrical circuits for the copiers, printers and shredders are installed in each of the proposed business operations rooms.

Large wastebaskets strategically placed on the floor.

Provide covering for cables that are installed in high traffic areas (i.e. guest and service elevators and entrance to each Command Post Rooms).

Provide a diagram of electrical outlets and identifying what circuits they are on.

Provide a floor diagram with room dimensions.

The Government requires that the hotel inspect and test electrical outlets within the perimeter of the command post to ensure that they are in proper working order.

The Government requires that all mini bars within the command post area be emptied and made available for complimentary or personal items for staff on duty.

Briefing Rooms. The contractor shall set up two rooms within the Command Post area to be used as briefing rooms. The rooms shall be outfitted with a minimum of one half sized banquet table, approximately 16 chairs, and adequate lighting. The contractor shall provide and set up in accordance with requirements to be provided 60 days prior audio visual equipment which may include large video screen, DVD projector, and necessary cables /connections for each briefing room.

VIP Briefing Room. The contractor shall set up one room within the Command Post area to be used as a briefing room. This room shall be furnished with 4 comfortable

“lobby” type chairs and adequate lighting.

The Government will require access to a large conference room for a period of up to 7

(seven) days). The room should be sufficiently large to accommodate a minimum of 300 personnel for briefings. The seating should be in theater style with a head table, standing podium with microphone, wireless microphone, large projector screen, and video projector that is compatible with laptop computers. The contractor shall provide all electrical power cables and network cables for successful equipment operation. The

Government will provide exact requirements approximately 60 days in advance.

The Government will require priority access to loading dock(s) and freight elevators on a

24/7 basis for the purpose of loading and unloading equipment used for the Command

Post. The Government will make an effort not to interfere in the routine operations of the hotel. To minimized interference with internal and external hotel operations, Government will load and unload between the hours of 0001-0500Hrs

Command Post. The contractor shall set up approximately 24 rooms to be used for administrative purposes. The rooms shall be furnished with a mixture of banquet tables, 4 office chairs with wheels per room suitable for normal office duties, and adequate lighting. Standard hotel table cloths will be made available for each table. Government requests that extra lighting be made available in the form of either floor or table lamps in the command post rooms as required. These extra lamps shall be in addition to the normally provided lighting.

The Government may request the contractor to rent or lease high capacity or high speed color and/or black and white copiers, high capacity or high speed color and/or black and white printers, 42” plasma screen, projector for connection to laptop, Projector screen, Speakers, Microphone, DVD Player and high capacity shredding machines for use in the command post area. The Government requires that shredding machines be “cross cut” with material reduced to a size allowable for top-secret documents. The Government desires to have 24/7 maintenance support in place for the shredders with a maximum four-hour response time for service calls. The Government requires to have 24/7 maintenance support or immediate equipment replacement support in place for the plasma screens, printers, and copiers. The Government shall provide equipment specifications at least 60 days prior to the start of each event

The Government has attached a sample electrical load requirement for the command post as Attachment A. A chart showing the basic room set up is attached to this SOW as

Attachment B. The normal equipment configuration for a room might be four to five laptop computers, two printers, lighting, and possibly one or more large screen monitors

(plasma or lcd) and a fax machine.

The Government requires the hotel to have additional portable room air conditioners available for use should the ambient room temperature rise to a point that it becomes uncomfortable to perform routine administrative duties within the command post.

The Government requires that any remaining guest rooms on the floor designated for the

Command Post, be made available to Government personnel only. The Government’s use of the entire floor will simply our security requirements and reduce potential complications for the hotel.

The Government requires 24/7 support from the vendor to monitor hotel compliance with the terms of this agreement. We anticipate two personnel on duty from 6 AM to 6

PM each day and a minimum of one person on duty overnight.

The Government requires 24/7 support from the vendor to resolve berthing issues and assist in handling early arrivals, late departures, and minimize penalty fees charged to the

Government.

C.2.3 General Hotel Requirements.

The hotel facility shall comply with the following general facility requirements:

Safe environment for U.S Government and contractor employees.

Shall be well maintained with aesthetically pleasing public areas.

Takes reasonable precautions to ensure the personal safety of their guests and their belongings to include working safes in each room occupied.

Corridors shall be well lighted. Interior signs for exits, elevators, and rooms shall be easily identified.

Restaurants and dining facilities shall be clean and well maintained.

The hotel shall perform routine services such as linen and towel exchange, making beds, and a thorough cleaning of rooms and baths on the same schedule and with the same level of service provided to all hotel guests.

Government employees (Civil Service, Foreign Service, and support contractor) shall have access to the any workout facilities within the facility such as a gym, sauna, and swimming pool within normal hours of access established by the facility at no cost to the

Government or individual.

Miscellaneous requirements:

a) 10 Complimentary gym access

b) 24 Complimentary contents removal and restocking of CP in-room bar/refrigerator

c) 2 Complimentary furniture storage rooms (for DP use)

d) 11 Complimentary parking passes for 24/7 in/out access

e) Award of all hotel points, such as Hilton Honor Points, for hotel stay.

f) Complimentary Wi-Fi connection in the Command Post Area

Period of Performance. This contract shall be effective on the date of the Contracting

Officer’s signature, and shall remain in effect for twelve months thereafter unless the next option is exercise. The planned period of performance for the base year is October 6, 2012 through October 5, 2013.

Place of Performance. New York, New York shall be the principal place of performance, but may include other CONUS and OCONUS locations.

C.2.4 Task Two:

The Department of State, Bureau of Diplomatic Security, Major Events Coordination Unit

(MECU) is responsible for coordinating dignitary protection for dignitaries and U.S athletes participating in international athletic events such as the Summer and Winter Olympics. MECU is responsible for identifying, staffing, and executing protective planning operations.

Support for international athletic events requires long term planning including multiple planning trips to overseas or international locations to identify potential sites for DS. Potential sites may include hotel type facilities or dormitory type facilities for individual agent support and temporary facilities to support the DS Protective Detail including office space.

The contractor may identify these facilities independently, work within guidelines provided by international sports governing groups, work with host nation sponsoring groups or work with the appropriate U. S embassy.

Support for international athletic events may include some or all of the requirements listed under

Task One of this statement of work.

Support for international athletic events may require domestic and/or international travel.

C.2.5 Task Three:

The Department of State, Bureau of Diplomatic Security, Dignitary Protection Division

(DS/P/DP) is responsible for coordinating dignitary protection for foreign dignitaries and certain designated U.S. officials attending international conferences. Examples of conferences would include NATO meeting for foreign ministers, G-8 conference, G-20 conference, OAS or other regional treaty group such as SEATO, or any conference that DS may be tasked to support.

Support for international conferences are often short fused and require high tempo planning to successfully execute. For meetings where the Secretary of State is not the senior U.S. official in attendance, coordination between other U.S. law enforcement agencies and various Department of Defense organizations may be required. For these meetings, another contractor may have the lead in coordinating facility usage. The contractor is expected to work seamlessly with that organization to ensure DS is able to execute our responsibilities.

Support for international meetings may require domestic and/or international travel.

The contractor shall provide an online registration site and allow Government access for designated personnel.

Labor Categories:

Travel Specialist 1:

Duties:

1. Conduct market research to identify facilities that meet the Government’s requirements.

2. Prepare summary reports of market research

3. Participate in meetings with Government staff to discuss Government requirements to determine destination, travel arrangements, travel dates, financial considerations, and accommodation requirements.

4. Compute estimated cost of accommodations including fees.

5. Book hotel reservations using a computer or telephone.

6. Modify hotel reservations using a computer or telephone.

7. Provide the Government with public information on each site including website information, brochures, and publications containing travel information such as local customs, points of interest, or foreign country regulations.

Experience:

1. At least one year experience working in the travel industry.

Required Skills:

1. Ability to work with a computer to conduct market research, make reservations, draft reports.

2. Excellent written and oral communications skills.

3. Excellent customer service skills

Knowledge and Experience:

1. Knowledge of principles and processes for providing customer and personal services. This included customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.

2. Knowledge of principles and methods for showing and promoting products and services.

3. Knowledge of principles and methods for moving people by air, sea, rail, or road and the relative costs and benefits.

4. Excellent clerical skills.

5. Ability to communicate well in written and spoken English.

Travel Specialist 2:

1. As above but with at least three years of experience.

Travel Specialist 3:

1. As above but with at least five years of experience.

Travel Specialist 4:

1. as above but with at least eight years of experience.

Program Manger 3:

1. At least five years in the travel industry including managing projects similar in scope to this requirement.

Program Manger 4:

1. At least ten years in the travel industry including managing projects similar in scope to this requirement.

C.3 ACCEPTANCE CRITERIA

All work performed, including reports and other deliverables, by the contractor will be reviewed and accepted at the place of delivery as specified by the COR.

C.4 STANDARDS

All work shall be completed in accordance with standards, procedures and guidelines provided in the contract or other standards as provided by the Program Office Task Manager.

C.5 DELIVERABLES

The contractor shall provide the following deliverables:

C.5.1 Monthly Status Report

The contractor shall provide a monthly status report to the COR not later than 10 calendar days after the end of each month. The report shall include the following information:

Delivery Order Status – A brief summary for each active delivery order containing the POP, summary of accomplishments during the month, a description of any problems encountered including corrective actions taken to resolve the problem(s).

C.5.2 Quarterly Status Report

The contractor shall provide a quarterly status report to the COR not later than 15 calendar days after the end of the preceding quarter. The report shall include the following information:

Delivery Order Status – A summary report for each active delivery order detailing the actions/milestones completed, accomplishments, problems encountered including corrective actions taken and current status. There shall also be a brief discussion of scheduled/planned activity for the next quarter.

Contract Financial Status – This section shall consist of a spreadsheet containing the following data:

Contract Title

Contract Number

Period of Performance

Delivery Order Number(s)

Delivery Order Title(s)

Funding Period for each Delivery Order

Total Funding Obligated for each Delivery Order

Funding Expended during the Quarter for each Delivery Order

Total Funding Expended for each Delivery Order

Funding Balance Remaining

Notes/Comments

Information/Data provided in this section will remain on the report until directed to be removed by DOS

Program Summary – This shall be an executive level summary of the overall program. It shall contain sufficient information to provide DOS with an accurate highlight of each area of the contract and should specifically address the following;

Schedules

Budgeting

Staffing

Any other issues which might impact the contractors ability to perform

SECTION D – PACKAGING AND MARKING

RESERVED

SECTION E

INSPECTION AND ACCEPTANCE

E.1 252.252-02 CLAUSES INCORPORATED BY REFERENCE

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address (es):

www.arnet.gov www.statebuy.state.gov/dosar/dosar52.htm

Clause Title Date

52.246-04 Inspection Of Services- Fixed Price August 1996

52.246-06 Inspection--Time-And-Material And Labor-Hour May 2001

E.2 INSPECTION AND ACCEPTANCE – SERVICES

Inspection and acceptance of the services to be provided hereunder shall be made by the

Contracting Officer's Representative.

http://www.arnet.gov/ http://www.statebuy.state.gov/dosar/dosar52.htm

SECTION F

DELIVERIES OR PERFORMANCE

F.1 52.252-02 CLAUSES INCORPORATED BY REFERENCE

this/these address(es):

www.arnet.gov www.statebuy.state.gov/dosar/dosar52.htm

52.242-15 Stop-Work Order August 1989

52.242-17 Government Delay Of Work April 1984

F.2 52.211-11 Liquidated Damages--Supplies, Services, or Research and

Development (SEPT 2000)

(a) If the Contractor fails to deliver the supplies or perform the services within the time specified in this contract, the Contractor shall, in place of actual damages, pay to the

Government liquidated damages of $1,000.00 per calendar day of delay.

(b) If the Government terminates this contract in whole or in part under the Default—

Fixed-Price Supply and Service clause, the Contractor is liable for liquidated damages accruing until the Government reasonably obtains delivery or performance of similar supplies or services. These liquidated damages are in addition to excess costs of repurchase under the Termination clause.

(c) The Contractor will not be charged with liquidated damages when the delay in delivery or performance is beyond the control and without the fault or negligence of the

Contractor as defined in the Default—Fixed-Price Supply and Service clause in this contract.

(End of clause) http://www.arnet.gov/ http://www.statebuy.state.gov/dosar/dosar52.htm

SECTION F

DELIVERIES OR PERFORMANCE

F.3 PERIOD OF PERFORMANCE

This contract shall be effective on the date of the Contracting Officer's signature, and shall remain in effect for twelve months thereafter, subject to four (4) one-year options.

F.4 PLACE OF PERFORMANCE

The principle place of performance for this contract shall be:

New York, NY as well as at selected locations in the United States and worldwide.

F.5 PLACE OF DELIVERY

The Contractor shall make all deliverables F.O.B. Destination to the locations specified in the delivery order.

F.6 FINAL ACTIVITY REPORT

“Final Activity Report” – In conjunction with the submission of a final invoice, the

Contractor shall submit three copies of the final Activity report to the Program Office not more than 30 calendar days after the expiration of the final contract period of performance. A copy of the final Activity Report shall be distributed in accordance with item F.5(c).

SECTION G

CONTRACT ADMINISTRATION DATA

G.1 652.232-70 PAYMENT SCHEDULE AND INVOICE SUBMISSION

(FIXED-PRICE) (AUG 1999)

(a) General. The Government shall pay the…