SOW.pdf

PERFORMANCE WORK STATEMENT (PWS)

USINDOPACOM

for

The SOUTHEAST ASIA MARITIME LAW ENFORCEMENT INITIATIVE

8th COMMANDERS’ FORUM

1.0 BACKGROUND

The United States Coast Guard Pacific Area as the executive agent for United States Indo-Pacific Command (US

INDOPACOM) is seeking proposals for a venue for the 8th Commanders’ Forum of the Southeast Asia Maritime

Law Enforcement Initiative (SEAMLEI). The forum will be co-hosted by the Philippine Coast Guard (PCG) and funded by US INDOPACOM. This unclassified forum provides an opportunity for the leadership of the national maritime law enforcement agencies of six Southeast Asian Member States (AMS), to meet and collaborate on common policy, discuss issues of common interest, plan initiatives to promote multilateral cooperation on common challenges, and strengthen maritime law enforcement throughout the region.

2.0 OBJECTIVE AND SCOPE

2.1 US INDOPACOM seeks an Offeror to provide facility services for SEAMLEI 8th Commander Forum being held

4-7 April 2022 in Tumon, Guam, USA. The services required are lodging, meeting rooms, catering, and event support services.

SCOPE:

The conference will be attended by approximately thirty (30) delegates from six (6) ASEAN Member States, two (2) presenters and facilitators from the PCG, nineteen (19) US delegates, presenters and support staff, and ten (10) additional forum attendees from the US and international locations, totaling an estimated sixty-one (61) delegates and support staff attending the forum. The primary meeting and catering services for the conference will support all the sixty-one (61) attendees, and lodging will be required for an estimated fifty-one (51) attendees traveling from remote locations to attend or support the forum. A block of reserved rooms for attendees who will be self-funded outside this proposed contract action shall be made available for a limited time before the start of the contract period.

2.2 The Offeror shall provide the following:

a. A plenary meeting space equipped with electronic projection and sound system adequately sized to host the entire group of sixty-one (61) delegates and support staff for the main session.

b. An additional breakout room located near the plenary space capable of hosting up to forty (40) attendees.

c. A secretariat room for executive sessions capable of hosting eighteen (18).

d. Lodging (Forum participants are housed in the same hotel building; the same wing is preferred).

e. Requirements relating to the forum include catering refreshments and a working lunch for the 3 days of the forum, audio-visual equipment in the plenary space, administrative supplies, linen services, and internet connectivity.

f. Event Coordinator services to facilitate all requirements described in this PWS. These services shall be available throughout the period of performance and a point of contact (POC) shall be reachable via cell phone.

g. The facility shall be located no more than 5 miles from the Guam international airport.

2.3 Technical Point of Contact - The US government shall provide a Technical Point of Contact (hereafter referred to as the TPOC) to assist in coordination of the delivery of services specified under this contract and be the business communications liaison between the US government Contracting Officer and selected Offeror. The TPOC will also monitor the selected Offerors progress in fulfilling the technical requirements specified in the contract. Should the selected Offerors fail to fulfill the contractual requirements, the TPOC will inform the cognizant US government

Contracting Officer of such failure. The TPOC will perform onsite monitoring of contract execution and coordinated communication and delivery of already contracted services, however at no time shall the selected Offeror accept or cause to accepted commitments or obligations on behalf of the US Government from any person but the cognizant

US government Contracting Officer.

2.4 The Offeror shall provide facility access to USG and PCG support staff throughout the duration of the period of performance. The TPOC for the project will provide the Offeror with a list of personnel requiring access prior to the period of performance.

Period of Performance: 1-7 April 2022

Conference Dates: 4-7 April 2022

3.0 PERFORMANCE & SERVICE REQUIREMENTS

3.1 General: The Offeror shall provide management, meeting space, accommodations and related supplies and services. Offerors services shall include scheduling and providing venue rooms, set-ups, and coordination of scheduled events in the proper setting.

3.2 Meeting Room Requirements: The individual meeting rooms identified below may be separated by wall panels as needed. The Offeror shall provide access to the rooms for the US and Host Nation conference organizers’ exclusive use for the period of performance as defined below and in the Meeting Room Requirements Summary Table A.

3.2.1 Main Conference Room (MCR):

This room will be used for plenary session of the Conference from 0800 hours 5 April to 1600 hours 7 April 2022.

The MCR shall meet the following requirements:

a. Minimum room size of 185 square meters to accommodate approximately up to 82 participants and staff.

b. The room location shall be within the vicinity of the breakout session room and the secretariat room.

c. The US and Host Nation conference organizers shall have 24-hours access.

d. Fully adjustable light intensity and climate controls for the room.

e. Conference table arranged to accommodate seventy (70) delegates and staff in groups of up to six (6) at circular meeting table arranged facing a main rostrum with an adjacent skirted hollow-rectangular table reserved for a six (6) person panel of presenters. In addition, two (2) staff tables with chairs each seating six

(6) persons for a total of 12 support staff shall be placed in the rear of the room.

f. Conference table seating shall be approximately eighty-two (82) Executive Style chairs with cushioned seating, high back and arm rests.

g. Chairs and tables shall be set-up by 1500 hours on 4 April 2022.

h. The ability to physically secure the rooms 24 hours a day.

i. High-speed Wi-Fi available in the room

j. Eight (8) standard six-foot flag poles and bases.

k. Provide extension cords and power strips for up to eight (8) computers.

3.2.2 Breakout Session Rooms (BSR):

A total of four (4) Breakout Session Rooms divides as follows:

One (1) room used for breakout sessions and support staff from 0800 hours to 1700 hours on Wednesday 6 April 2022.

The BSR shall meet the following requirements:

a. Minimum room size of 75 square meters to accommodate up to eighteen (18) participants.

b. Provide eighteen (18) Executive Style chairs with cushioned seating, high back and arm rests and four (4) tables

c. Room equipment, including:

a. Tables and chairs as outlined above.

b. High-speed Wi-Fi available in the room.

c. Room shall be set up by 1500 hours on 5 April 2022.

d. The ability to physically secure the room 24 hours a day.

Three (3) rooms used for breakout sessions and support staff from 0800 hours to 1500 hours on Thursday 7 April

2022.

Each BSRs shall meet the following requirements:

a. Minimum room size of 30 square meters to accommodate up to ten (10) participants.

b. Provide ten (10) Executive Style chairs with cushioned seating, high back and arm rests and one (1) boardroom style table.

c. Room equipment, including:

a. Tables and chairs as outlined above.

b. High-speed Wi-Fi available in the room.

c. Rooms shall be set up by 1500 hours on 6 April 2022.

d. The ability to physically secure the room 24 hours a day.

3.2.3 Secretariat Room

This room will be used for forum support staff and executive meetings and shall be available from 0800 hours, 1 April

2022 at throughout the period of performance to 1600 hours, 7 April 2022. The secretariat room shall meet the following requirements:

a. Minimum size: 75 square meters to accommodate eighteen (18) participants.

b. The room location shall be within the vicinity of the Main Conference Room (MCR) and the Breakout

Session Room (BSR).

c. A single table or combination of tables that can be configured to a single boardroom style meeting table to accommodate eighteen (18) participants.

d. Conference table seating for eighteen (18) with executive Style chairs with cushioned seating, high back and arm rests.

e. High-speed Wi-Fi available in the room.

f. Projection screen no smaller than 8’ and LCD projection package (e.g., Projector and Remote suitable for provided screen with a 3500-lumen minimum projector capable of projecting an image with a diagonal size of adjustable from 1 meter to at least 8 meters in size equipped with USB input,

g. Provide one (1) Combination Printer/Photocopier Equipment for black and white printing and copying capability for 2,500 pages, and 2500 pages of plain white bond paper (five reams of 500pcs each ream).

h. Period of performance is 1 Apr to 7 Apr 2022. The Offeror shall provide a combination printer/photocopier machine meeting or exceeding the following requirements:

a. Configuration: Black & White Multifunction system with Automatic Document Feeder (ADF)

b. Paper Per Minute: A4/Letter 82 pm, Legal/A3 50 pm, Ledger/A6 41 pm

c. Warm Up Time: 30 seconds

d. Copy Resolution: 1,800X600 dpl

e. Copy/Scan/Hard Disk Drive (HDD): 128MB RAM

f. Duplex: Standard stackless. Statement to ledger, 16-43 IB board

g. Electrical Requirement: 120V

h. Max. Monthly Duty Cycle: 500,000 Pages per months

i. Initial Paper Supply – One box (2500 pages) 80 GSM A4 size paper or letter size

3.2.4 Support Center and Registration Area (SCR):

This may be an open area immediately outside the Main Conference Room (MCR) or a separate room at the adjacent to the Main Conference Room option of the Offeror. This area will be used by the support staff to register attendees as well as perform other administrative functions 1300 to 1800 hours on 4 April 2022 and between the hours of 0800 and 1600 5-7 April 2022.

The SCR shall meet the following requirements:

a. Minimum area size 95 square meters.

b. The area location shall be within the vicinity of the Main Conference Room (MCR) as outlined above

c. The US and Host Nation conference organizers shall have 24-hours access.

d. Room/area equipment, including tables, chairs, and extension cords shall be set up by 1300 hours on 4 Apr

2022.

e. Contain three (3) tables with three (3) chairs each.

f. Provide 2 landline house phones with local and in-hotel calling capability.

g. High speed internet access capable of connection CAT 5 line or wireless internet connection capable of simultaneously supporting 4 computers.

h. Sufficient power cords and power strips for a minimum of 8 outlets.

i. Ensure adequate power for all the above electric equipment.

MEETING ROOM REQUIREMENTS SUMMARY TABLE A

Meeting Rooms Qty.

Minimum

Room Size

# of persons PWS paragraph

Inclusive Dates/Times

1.

Main Conference

Room (MCR) 1 185 82 3.2.1

0800 Tues 5 Apr to 1600

Thurs 7 Apr

2.

Breakout Session Room

(BSR)

1 75 18 3.2.2

0800 to 1700 Wednesday

6 Apr

Breakout Session Room

(BSR)

3 30 10 3.2.2

0800 to 1500 Thursday

7 Apr

3. Secretariat Room 1 75 18 3.2.3 0800 Friday 1 Apr to 1600

Thurs 7 Apr

4.

Support

Center/Registration

Area (SCR)

1 95 30 3.2.4

1300-1800 Mon 4 Apr, and 0800 Tues 5 Apr to 1600 Thurs 7 Apr

3.3 Other Service Requirements: The Offeror shall provide parking, a location for a Conference photo, working meal service, and porterage as defined below and in the Other Service Requirements Summary Table B.

3.3.1 Parking: The Offeror shall provide free on-site parking with 24-hours entry and exit for parking of US and

Host Nation conference organizers staff vehicles for the duration of the period of performance.

3.3.2 Working Meal Service: Meal service will consist of morning & afternoon coffee/tea/water and working lunches for approximately 61 persons on 5, 6 and 7 April 2022 from 1130-1330 hours for the participants and the committee. Menu selection is to be provided to the TPOC for review and approval after contract award and shall provide options for halal and vegetarian choices. Due to the meeting occurring during Ramadan, box (takeaway) lunches are to be provided for the participants to pick up after the lunch speaker has presented at the MCR.

Arrangements shall be provided for eating the box lunches adjacent, or in, the MCR if so desired. The TPOC will confirm actual quantities of omnivore, halal and vegetarian meals required after contract award and no later than 3 days prior to execution.

3.3.3 Audio Visual (AV), Equipment, and Administrative supplies

In addition to specific equipment for the breakout and secretariat rooms, audio visual, equipment, and administrative supplies for the main conference room during conference will be provided as below details:

a. One (1) podium with microphone and sound system

b. One (1) table with microphones for instruction table at the front

c. One (1) cordless microphone for attendees

d. One (1) projection screen at the front of room

e. One (1) LCD or DLP Projectors (Min. 5000 lumens)

f. Event will also be available on Zoom; therefore, two (2) HD cameras for internet streaming (including one technician), microphones in addition to those listed above for dedicated use for Zoom and:

g. One (1) Computer connected to the internet via high-speed Ethernet or dedicated high speed Wi-Fi.

h. USB Laptop connection to the projector for display

i. A/V Technician and a concierge for troubleshooting is required

3.3.4 Requirements for Virtual Hosting:

In addition to specific equipment needed for in person AV, the following will be required for virtual hosting capability:

a. Ability to facilitate the use of virtual meeting platform (Zoom for Government provided by the Government), with video and audio integration for up to 150 individual participants and troubleshooting technical problems in real time.

b. Ability to provide on-site technicians and equipment to support the integration of the virtual platform with the in-person event.

c. Ability to assist in structuring such meeting with up to 6 separate meeting rooms and one “plenary” (i.e., for all participants) room, with ability for participants to move between rooms.

d. Ability to assist with integration of Simultaneous Remote Interpretation (RSI) of up to five languages.

e. Ability to assist with chat, polling, and Q & A features on the platform.

f. Ability to provide pre- and post-meeting support and provide real-time support during meeting sessions.

OTHER SERVICE REQUIREMENTS SUMMARY TABLE B

OTHER Qty. # of persons

PWS

paragraph

DATE and TIME

1.

Working Meal Service including coffee/tea/water service

3 61 3.3.2

0730-1000 and 1330-1530

Coffee/Tea Water; 1130-1330

Lunches on Tues 5 Apr to

Thurs 7 Apr

2.

Audio Visual (AV)

Equipment, and office supplies

1 package 3.3.3 0800 Mon 4 Apr to

1800 Thurs 7 Apr

3. Virtual Hosting 1 package 3.3.4

0800 Mon 4 Apr to

1800 Thurs 7 Apr

Pre-conference support to test the system at least one week prior to the event.

3.4 LODGING REQUIREMENTS

3.4.1 General Requirements:

a. The Offeror shall provide approximately 235 Guest rooms for conference participants.

b. The category of rooms will be a mix of 196 deluxe single occupancy and 39 executive single occupancy.

c. The Event Coordinator shall provide delegation heads with a bypass process from the normal check-in process. A guarantee for incidentals will be provided to the front desk within 24 hours after their arrival through coordination with the TPOC.

d. The Offeror make available up to 10 additional “blocked” rooms for self-paying participants.

3.4.1.1 Guest Rooms: The Offeror shall provide single or double occupancy rooms with a minimum of which shall be 52 deluxe rooms with quantities as defined in Table C. The room shall be no smaller than 23 square meters, and include a TV, phone, and in-room safe.

3.4.1.2 Executive Guest Rooms: The Offeror shall provide single occupancy executive rooms for Heads of

Delegation and others as identified by the Contract Technical POC. The number and disposition of the Rooms is defined in Table C. Each room shall be no smaller than 23 square meters, and shall include a TV, phone, and in-room safe. To facilitate private dialog between the Heads of Delegation, rooms shall have access to a separate shared space such as an Executive Club or similar arrangement. To encourage frank discussion not for attribution and ensure security, access to this space must be limited to occupants of Executive Level Rooms.

3.4.1.3 The TPOC will provide a final rooming list by 26 March 2022. The Offeror is to allow for a 10% reduction in room requirements at no charge to the US Government. Any room reduction in excess of 10-percent between

1st thru the 3rd of April 2022 shall only be charged one (1) night’s room and tax as a cancellation fee. Non-arrival (no-shows) for a particular date may be released in the morning of the day in question and charged 1 night’s room and tax. Early departures shall not be assessed a penalty charge.

a. The Offeror shall separately track any additional or incidental costs (i.e., personal charges to the room) incurred by the individual participants. Individual participants are responsible for any additional room nights not covered by the final rooming list provided at the latest 26 March 2022. The US Government will not incur any financial liability for this.

b. Conference participants requesting additional services or additional days are subject to the Offeror’s established policies concerning separate guest charges and requests.

Table C is an estimate of projected dates for the nights of stay and room flow for planning purposes.

GUEST ROOMS FLOW SUMMARY TABLE C (CONTRACT)

Night 31-Mar 1-Apr 2-Apr 3-Apr 4-Apr 5-Apr 6-Apr 7-Apr 8-Apr 9-Apr 10-Apr 11-Apr 12-Apr

TOTAL #

By Room

Type

Executive

Single 3 9 9 9 9 39

Standard

Single 3 3 3 4 42 42 42 42 3 3 3 3 3 196

3.4.2 Blocked Guest Rooms paid for by occupants.

The Offeror shall block 20 additional single occupancy rooms for participants traveling at their own individual expense. Minimum room size shall be 23 square meters, with TV, phone, and in-room safe. The US Government will not incur any financial liability for these rooms; participants will pay the hotel directly for all costs including room/tax. The participants will contact the hotel directly to place their reservations and guarantees by referencing the SEAMLEI 8th Commander Forum.

a. Blocked rooms not reserved may be released on 30 March 2022.

Table D is an estimate of projected dates for the nights of stay and room flow for planning purposes.

ESTIMATED GUEST ROOMS FLOW SUMMARY TABLE D– BLOCKED ROOMS (SELF PAY)

Night 1-Apr-22 2-Apr-22 3-Apr-22 4-Apr-22 5-Apr-22 6-Apr-22 7-Apr-22 TOTAL

# Rooms 20 single 20 single 20 single 20 single

20 single

140 Single

3.5 COVID-19 Testing Requirements:

a. The Offeror shall provide for onsite pre-departure COVID-19 PCR testing from a nationally recognized laboratory and performed by a clinically trained technician for up to 45 persons on Tuesday 5 Apr 2022. An accurate number will be provided by the US Government by 31 MAR 2022.

b. The Offeror shall provide one (1) COVID self-administered rapid test kit (2 tests per kit) per hotel room booked for the event (Gov’t funded or self-funded). An accurate number will be provided by the US

Government by 31 MAR 2022.

3.6 Emergent Requirements: Emergent requirements for services and/or supplies determined to be necessary in support of the exercise. This may include telecommunication services, administrative supplies and linen services, office equipment, and incidental services/supplies requirements. Specific requirements will be identified by the

TPOC and communicated to the Offeror in writing via/by the Contracting Officer.

The Offeror shall response with a quotation within five (5) hours to the Contracting Officer for review, Offeror shall furnish the quotation in U.S. Dollars. All prices shall be inclusive of applicable taxes and handling charges. A modification to the contract will be issued if required under this contract line item. The Offeror will invoice for actual costs only.

3.6 SERVICE DELIVERY SUMMARY TABLE F:

Performance Objectives PWS Paragraph Performance Threshold

1. Performance & Service Requirements Paragraph 3.0 – 3.5 100% delivery and Compliance.

4.0 QUALITY ASSURANCE:

4.1 The Offeror is responsible for implementing and maintaining a Quality Control Program (QCP) to ensure that the work performed meets or exceeds contract requirements and results in the correction of potential and actual problems. The QCP shall be implemented on the first day of contract performance.

4.2 Periodic Planning and Progress Meetings: The Contracting Officer, TPOC, and/or other US Government personnel, as appropriate, may meet with the Offeror before and during the conference to review the Offeror's performance. At these meetings the US Government representative will apprise the Offeror of how the US

Government views the Offeror's performance and the Offeror will apprise the US 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 US Government.

5.0 OFFEROR QUALIFICATIONS/REQUIREMENTS:

5.1 The Offeror shall be an authorized and licensed facility provider in Tumon, Guam not more than five (5) miles from the Guam international airport. The Offeror’s facility shall have a minimum 4-star industry standard hotel rating. The Offeror shall represent that the following facility conditions exists:

a. That no major or minor construction or remodeling work is being scheduled or accomplished during the period of performance which would, in any way, affect, interfere, or detract from the conference.

b. That the Offeror’s facility has personnel that can assist participants with non-conference related requests such as transportation, tours, recreational activities, and dining reservations.

c. The facility has the ability to handle porterage for approximately 61 persons.

d. The facility has a Business Center for the use of all participants. The use of these services and any charges incurred by any individual participant is the sole responsibility of the individual obtaining these services.

e. The facility has a Health and Fitness center for the use of all participants. The use of these services and any charges incurred by any individual participant is the sole responsibility of the individual obtaining these services.

5.2 Physical Security requirements: Due to the high-profile nature of the Conference, the following physical conditions shall be present for both billeting accommodations and conference venues:

a. The facility has a 24 hour-a-day security staff. Trained security personnel available at all times with specific training in the special security conditions that exist for high level multi-national participants and conference security considerations for participants.

b. Ability to provide direct radio communication with the hotel security staff via radio or other secured method. The Offeror staff shall have the means of contacting Police/Fire/Medical assistance as required.

c. Closed Circuit Television (CCTV) throughout the property with 24/7 security monitoring and observation by dedicated Offeror security staff.

d. Conference participants are housed in the same hotel building; the same wing is preferred. The preferred compact location provides better group control in the event of an emergency or the need to secure the perimeter.

e. Alternate entry and exit avenues are not constricted by one-way streets.

f. The facility is located off main thoroughfares and free public access to facilities is restricted.

g. The facility has protected access from street – as defined, the Offeror’s facility is set back from any major roadways and access points can be used as chokepoints if required by security personnel. The facility physically has installed barriers that would prevent vehicles from directly entering the lobby.

h. The upgraded and suite floor(s) shall be controlled/secured by the Offeror, reconfiguring fire escape doors for “exit only” operation during the period of performance.

5.3 Heightened Vigilance: The Offeror and the facility have an obligation to be alert at all times in order to contribute to the protection of Conference participants. The Facility personnel shall immediately report to the

Government representatives any sign of suspicious activity in or around the site of the performance. Suspicious activities include, but are not limited to, unauthorized personnel or vehicles in the vicinity of the site of performance, unusual equipment or movement of persons or supplies, and any other activity that may be perceived as a threat to

Conference participants. The Offeror also has an obligation to report any such activity perceived outside the site of performance, if such activity could reasonably have an impact on the site of performance or could be perceived as a threat to conference participants.

5.4 All work performed shall be in accordance with United States Federal and host nation regulations and procedures.

5.5 Security Requirements: This contract does not require a security clearance level or clearance granted by the

Defense Security Service. Should Offeror personnel receive or suspect they have learned of classified information beyond their level of clearance, the Offeror shall identify and immediately report suspicions to the TPOC.

5.6 Covid-19 Safety Management Measures:

a. Meet a recognized industry standard for COVID-19 cleanliness and safety such at the AHLA Safe Stay, GBAC Star, etc.

b. Provide hand sanitizer at the entrance to the conference facilities, refreshment tables, and dining facilities.

c. Ensure that tables are adequately spaced to allow for social distancing in the meeting rooms.

d. Provide for segregation of the event facilities from the general public as far as practical.

6.0 PERSONNEL:

6.1 The Offeror shall furnish sufficient personnel to perform all work specified within this contract. Personnel provided shall be fluent in spoken English. The Offeror must at all times maintain an adequate work force for the uninterrupted performance of all tasks defined within this PWS.

6.2 When performing work associated with this PWS, the Offeror employees shall clearly identify themselves (i.e.

company shirt, pin, visible company identification, etc.) to avoid creating an impression that they are Host nation and US Government personnel when it is not obvious to third parties.

6.2.1 Offeror personnel shall not manage, supervise, direct, or task U.S. military, DOD civilians or other personnel not associated with the Offeror while performing the tasks within this PWS.

6.2.2 Offeror personnel shall not make any commitment which commits the expenditure of U.S. Government resources.

6.2.3 Offeror personnel shall not establish an employee-employer relationship with U.S. government under this

PWS.

6.2.4 The Offeror shall not provide personal services to U.S. government personnel. If Offeror employees are directed by any government employee at any time to perform services not covered under this contract, the Offeror shall immediately notify the TPOC.