SAQMMA16R610_SOW.pdf

STATEMENT OF WORK

Bureau of African Affairs

UNITED NATIONS GENERAL ASSEMBLY - LODGING ROOMS

September 15, 2016 – September 29, 2016

1. Background

Heads of state from around the globe, including presidents, kings and prime ministers, will gather in

New York from September 15 – September 29, 2016 to address the 71th meeting of the United

Nations General Assembly. During the Assembly meetings the Bureau of African Affairs supports the Secretary of State, the Under Secretary of State for Political Affairs, the Assistant Secretary for

African Affairs, Deputy Assistant Secretaries for African Affairs, and other senior leadership with

African leaders. Due to the region’s unique level of consultation and engagement with the United

States on all foreign policy issues worldwide, and the unusual number of foreign leaders present in the city during this critical period, AF must support an unusually high number of meetings, most of which are held at and supported from the Department’s and Bureau’s control room at the New York

Palace Hotel. This support is complex and demanding: schedules change daily; note takers must be provided for each meeting and immediately available in case of scheduling changes.

2. Requirements

The Bureau of African Affairs has a limited number of rooms/suites including office space at the

New York Palace Hotel for the Assistant Secretary, Principal Assistant Secretary, Deputy Assistant

Secretary and Special Envoys, which was procured by S Bureau. However, we require additional accommodations for staff employees. It is imperative that the African Affairs staff be accommodated nearby, and that the hotel is able to be flexible in scheduling. The Department of

States’ (DOS) Bureau of African Affairs (AF) requires hotel accommodations in close proximity (1 block) to 21 E 52nd St, New York, NY 10022 from September 15, 2016 to September 29, 2016.

Room Block and Rates: The hotel shall provide guest sleeping rooms for single or double occupancy. In addition to the standard room items, each room should be equipped with Wi-

Fi internet, refrigerator and microwave which will be included in the room rate. The hotel shall guarantee these rates are applicable for September 15, 2016 to September 29, 2016. The estimated room nights are listed below. Guest rooms shall be adjusted daily according to the daily meeting agenda; the hotel shall have flexibility regarding room rotation among AF employees. All room nights shall be paid by purchase order. The AF employees shall provide personal credit cards in the amount of $75.00 (the maximum required cash deposit) upon check-in to cover any incidental expenses (movies, room service, and additional nights of lodging other than those specified in Statement of Work (SOW)).

Reservation Procedure: The hotel shall provide one point of contact (POC) for reservation coordination. AF shall also designate a POC and an alternate that shall liaison directly with the hotel. The Hotel shall receive, no later than seven (7) calendar days prior to the start of the event, a complete rooming list, including each individual’s name, and actual arrival/departure dates.

Guaranteed Late Arrival/Cancellation: DOS/AF employees shall have guaranteed reservations for late arrival. The hotel shall not release any room from the rooming block unless the government’s designated or alternate POC notifies the hotel directly regarding cancellation. The hotel shall specify its normal commercial practice for late arrival/cancellations.

Estimated Room Nights:

September 15 - 5 rooms Total: 5 rooms

September 16 - 8 rooms Total: 8 rooms

September 17 – 10 rooms Total: 18 rooms

September 18 – 18 rooms Total: 18 rooms

September 19 – 18 rooms Total: 18 rooms

September 20 – 18 rooms Total: 18 rooms

September 21 – 18 rooms Total: 18 rooms

September 22 – 18 rooms Total: 18 rooms

September 23 – 18 rooms Total: 18 rooms

September 24 – 18 rooms Total: 18 rooms

September 25 – 8 rooms Total: 8 rooms

September 26 – 8 rooms Total: 8 rooms

September 27 – 6 rooms Total: 6 rooms

September 28 – 6 rooms Total: 6 rooms

September 29 – 6 rooms Total: 4 rooms

TOTAL OF 189 SLEEPING ROOM NIGHTS.

3. Place of Performance

One (1) block within close proximity to 21 E 52nd St, New York, NY 10022.

4. Period of Performance

September 15, 2016 to September 29, 2016

5. Invoicing Procedures

Invoice submission is only via the Office of Claims’ Commercial Claims Operations fax toll-free number: 866-483-3436, or DOSPayments@state.gov, unless otherwise indicated.

All payments to domestic claims are disbursed by electronic funds transfer EFT. Vendors who are registered in the Central Contractor Registration (CCR) should verify and re-confirm their financial information in the database prior to invoicing.

6. Security Requirements

The hotel shall ensure standard security for all participants (room safes for valuables and laptops).

mailto:DOSPayments@state.gov