UNITAS IPC 2025 - Draft PWS.pdf

PERFORMANCE WORK STATEMENT

UNITAS 2025 INITIAL PLANNING CONFERENCE (IPC)

Support for Partner Nation Participants Jacksonville, Florida

C.1. DEFINITIONS AND/OR ACRONYMS:

CONTRACTING OFFICER - Representative of the Government authorized to execute Contracts.

COR - Contracting Officer Representative COTR – Contracting Technical Representative BILINGUAL: English, verbal and/or written ESC- Expeditionary Service Contractor USG- United States Government PN – Partner Nation

C.2. OBJECTIVE:

The primary objective of this contract is to obtain Logistics Support for designated United States Government (USG) and Partner Nation (PN) Forces operating ashore in Jacksonville, Florida during the UNITAS 2025 Initial Planning Conference (IPC) from 10 February 2025 – 14 February 2025.

C.3. SCOPE:

The following supplies and services will be required in support for UNITAS 2025 IPC:

Hotel Lodging and Hotel Conference Rooms Meals (Breakfast, Lunch and Dinner) Transportation Laptops

WIFI

Printers/copier Simultaneous interpretation services

Tentative Arrival/Departure Schedule

10 February 2025: USG and PN Personnel Arrival 11 February – 14 February 2025: Conference Dates 14 February 2025: PN Personnel Departure (+/- 24 hours)

C.3.1. GENERAL REQUIREMENTS

The ESC shall provide the required supplies and services as outlined below:

C.3.1.A. HOTEL ROOM REQUIREMENTS

Hotel rooms are required for PN participants during UNITAS 2025 IPC. The hotel must meet force protection, conference logistics, location, ability to support requirements, and availability.

Hotel shall be within a five (5) mile radius of the Jacksonville International Airport and have lodging capability for thirty (30) single occupancy non-smoking rooms, one (1) conference room that accommodates 300 people and five (5) breakout rooms that accommodate 50 people each.

C.3.1.C. SECURITY

The hotel shall have a modern professional system of internal and external security to include cameras strategically located to monitor the interior and exterior of the hotel.

C.3.1.D. HOTEL DEFINITION

The hotel shall be rated at least 3 stars on a 5 star scale to meet minimum quality standards for this requirement.

The lodging and conference room facility shall be a hotel and cannot be a motel. For the purpose of this RFQ, hotel and motel are defined below:

Hotel is defined as a commercial establishment offering lodging to travelers with interior corridors providing access to guest rooms.

Motel is defined as an establishment where guest rooms are accessible directly from the outside. Motels are not acceptable for this requirement.

Guest room access entrances shall be located inside the hotel, with access provided through interior corridors. Rooms that are accessible from the outside or parking lot are not permissible.

C.3.1.E. HOTEL REPRESENTATIVE

The hotel shall provide a representative to act as a liaison with the U.S. Government logistics director. The hotel representative shall be of sufficient authority to resolve issues involving contract execution and invoicing as they arise, and will be available during the period of 10-14 February 2025.

C.3.1.F. SERVICE BREAKDOWNS

The hotel shall ensure that any maintenance or repairs of hotel facilities, to include: guest rooms and suites, elevators, etc., will be corrected immediately at the hotel’s expense, to ensure the success of the conference and the meals served therein.

C.3.1.G. LODGING

Hotel shall provide lodging with breakfast included for approximately thirty (30) PN personnel.

PN attendees will arrive 10 February 2025 and depart 14 February 2025 for IPC. Rooms will be single occupancy. Late check outs should be at no additional cost. USG may change or cancel lodging requirements to include the person designated for any room up to 48 hours prior to occupancy without penalty. Chart 1 details FPC lodging requirements:

Chart 1 (IPC Lodging) Night of

(February) Sun Mon Tue Wed Thu Fri Sat Sun Total

Room Days

Date 09 10 11 12 13 14 15 16

PN 0 30 30 30 30 30* 30* 180

* Hotel rooms may be required on the 14th and 15th depending on flight availability/schedules.

If additional rooms are required, outside of scope of the initial 30 rooms, within 48 hours prior to start of PoP, then ESC shall ensure that the room rate does not exceed initial price.

The U.S. Government will not pay for movies, mini-bars, laundry room service, telephone calls from or charged to guest rooms, or any other hotel charges other than those specifically provided for in this contract. Movies, mini-bars, laundry, service charges, etc., will be itemized separately on service bills and provided to guest participants for payment. Hotel guests will be responsible for all legitimate charges appearing on their lodging statements. Hotel staff will inform guests during check-in which services will not be covered by the U.S. Government. The hotel staff should request a credit card from guests upon check-in. Charges not covered by the event are to be resolved between the guests and the hotel.

U.S Navy representative will only provide names and telephone number of the respective list of persons for the reservation. U.S. Navy representative will not provide any personably identifiable information to the ESC for person’s reservation. U.S. Navy representative will be a liaison between the member and the ESC to facilitate the reservation.

C.3.1.H. CONFERENCE LUNCHEON REQUIREMENTS

ESC shall ensure that the Hotel provides support as follows: Fresh Coffee and light refreshments for each reserved conference and breakout room.

C.3.1.I. HOTEL MEAL REQUIREMENTS

Full Breakfast shall be included with all eligible PN participant rooms. Rooms and rates shall include an American style breakfast buffet to include egg, meat, fruit, cereal, juice and milk options (included in the hotel rate) which will be provided each morning to all PN personnel occupying rooms. Hotel shall accommodate breakfast from 0500 until 0630 daily for 50 PN guests.

The ESC shall provide lunch vouchers at selected conference/hotel location. Lunch will be provided by hotel or overall service provider for approximately 30 PN personnel as outlined in the table below. Only 1 dinner voucher per PN personnel allowed, per day. If additional meals are required the ESC shall provide additional meals for the same price. Alcohol is explicitly not included as part of any meal. The government will not be charged for any used lunch vouchers.

The ESC shall provide dinner vouchers at selected conference/hotel location. Dinner will be provided by hotel or overall service provider for approximately 30 PN personnel as outlined in the table below. Only 1 dinner voucher per PN personnel allowed, per day. If additional meals are required the ESC shall provide additional meals for the same price. Alcohol is explicitly not included as part of any meal. The government will not be charged for any used dinner vouchers.

The total meals required including conference meals stated in previous paragraph are listed in Chart 3, however the service provider should be flexible to support any last minute conference and travel changes

Chart 3 (IPC Hotel Meals)

Day (February)

SUN MON TUES WED THU FRI SAT SUN

Total Meals

Date 9 10 11 12 13 14 15 16 Breakfast 30 30 30 30 30 150**

Lunch 30* 30 30 30 30 50 150*

Dinner 30 30 30 30 30* 50 150*

* Dependent on flight availability/schedules ** Breakfast included with lodging

C.3.1.J. CONFERENCE SUPPORT REQUIREMENTS:

The ESC shall provide a conference room at the hotel location from 10 February 2025 – 14 February 2025 in Jacksonville, Florida. An event coordinator at the hotel shall be available to work with the USG representative on Sunday, 09 February 2025 July to the ensure conference room is setup properly, allow access for translation equipment, administrative computers, and to confirm final preparations.

The Conference/Breakout rooms shall include:

One (1) Main Conference room with tables and chairs to support 300 personnel.

Conference rooms shall be set up and ready for walk through by 1600 on 09 February 2025 and be available until 14 February 2025. Seating arrangements shall by classroom style.

Five (5) Separate breakout rooms to include tables and chairs to support 50 personnel in each breakout room. Each breakout rooms shall also include one (1) printer/copier and a one (1) projector or TV with HDMI capability. Breakout rooms shall be set up and ready for walk through by 1600 on 09 February 2025 and be available until 14 February 2025.

All contractor provided IT equipment shall be available and ready to test for connectivity and functionality on 09 February 2025 at 1600.

The ESC shall provide Technology to include laptops 15 unclassified laptop computers with specifications equivalent to a HP EliteBook 850 G8. Laptops shall not be Lenovo brand in accordance with the federal Trade Agreement Act (TAA). Minimum specs to include a 3.0-gigahertz (GHz) processor, 512-gigabyte (GB) solid-state drive, 12 GB random access memory (RAM), built-in camera, antivirus installed, WiFi capability and Ethernet port. Laptops will operate on Windows 11 or newer, Adobe Acrobat installed and Microsoft Office 365 installed. All software will be set to US English language format. Contractor will also provide fifty (15) wired USB mice, fifteen (15) mouse pads, fifteen (15) laptop chargers, fifteen (15) wired headsets, fifteen (15) USB Common Access Card (CAC) readers, and fifteen (15) laptop bags. Hardware and software for this contract will be from 2022 or newer. Contractor will have a representative available to assist with material discrepancies as needed.

The fifteen (15) laptops must be Windows operating system, with Adobe Acrobat, Microsoft Office, antivirus protection, WIFI compatible and able to connect via 20 foot HDMI and VGA cables provided by the ESC

The ESC shall provide a total of six (6) printers/copiers shall have a sufficient quantity of paper, toner cartridges for approximately one thousand (1000) color pages per machine for the duration of the conference and shall capable of printing 20 pages per minute. One

(1) printer/copier will be used in main conference room and (1) printer/copier shall be placed in each of the five (5) breakout rooms.

The ESC shall provide one (1) large display in the Main Conference room using either a projectors or TV. The display shall be large enough to where 300 personnel are able to read and see the displayed information. The projector or TV shall have capability to be able to connect to computers to display PowerPoints.

The ESC shall five (5) projectors or TV’s, one in each of the five (5) breakout rooms.

The display shall be large enough to where 50 personnel are able to read and see the displayed information. The projectors or TV shall be able to connect to computers to display PowerPoints.

The Hi-speed WIFI internet service provided data speeds shall be at a minimum of 500Mbps for participants’ use 24 hours/day 10-14 February and one day prior to conference start date for testing.

C.3.1.L. EXCLUSIONS

The U.S. Government will not pay for movies, mini-bars, laundry room service, telephone calls from or charged to guest rooms, or any other hotel charges other than those specifically provided for in this contract. Movies, mini-bars, laundry, service charges, etc., will be itemized separately on service bills and provided to guest participants for payment. Hotel guests will be responsible for all legitimate charges appearing on their lodging statements. Hotel staff will inform guests during check-in which services will not be covered by the U.S. Government. The hotel staff should request a credit card from guests upon check-in. Charges not covered by the conference are to be resolved between the guests and the hotel.

C.3.1.M. INTERPRETATION SERVICES:

The ESC shall provide simultaneous and adhoc interpretation services in English, Spanish and Portuguese during the conference as described in detail below:

Spanish to English/Portuguese English to Spanish/Portuguese Portuguese to English/Spanish

The ESC shall provide a total of four (4) Interpreters – two (2) Spanish, two (2) Portuguese.

Conference Room Requirements: 11 February 2025 and 14 February 2025

The ESC shall provide four (4) simultaneous interpretation services are required during formal/plenary conference meetings. Interpretation will also be required upon completion of formal/plenary conferences from working groups on an adhoc basis. The dates required are 11th and 14th February 2025 for approximately 10 hours per day estimated 0730-1730, however they should be flexible to support any last minute conference changes. This includes all translation equipment and technicians required (headphones, translation equipment, multiple microphones on each table, and any other required equipment). The conference equipment should support at least 100 conference participants. Interpretation service shall be set up and ready to use NLT 0700 on start date 11 February 2025.

C.3.1.N TRANSPORTATION

The ESC shall provide four (4) Fifteen (15) passenger vans with drivers for approximately 12 hours per day 10-14 February 2025 in support of conference schedule and assorted site visits in support of planning efforts. Hours of operation will be from 0700 – 1900. Vehicles shall have unlimited mileage and drivers shall speak English. ESC will provide a designated transportation coordinator to work with a Military appointed transportation coordinator to work transportation schedule of events that will be determined prior to contract execution. Please see the below tentative transportation schedule:

10 February 2024:

o Pick-Up Location – Jacksonville International Airport o Drop-Off Location – Selected Hotel/Conference Room

11 February 2024:

o Pick-Up Location – Selected Hotel/Conference Room o Site Visits – Assorted site visits in support of planning efforts in the vicinity of Jacksonville, FL.

o Drop-Off Location – Selected Hotel/Conference Room

12 February 2024:

o Pick-Up Location – Selected Hotel/Conference Room o Site Visits – Assorted site visits in support of planning efforts in the vicinity of Jacksonville, FL.

o Drop-Off Location – Selected Hotel/Conference Room

13 February 2024:

o Pick-Up Location – Selected Hotel/Conference Room o Site Visits – Assorted site visits in support of planning efforts in the vicinity of Jacksonville, FL.

o Drop-Off Location – Selected Hotel/Conference Room

14 February 2024:

o Pick-Up Location – Selected Hotel/Conference Room o Drop-Off Location – Jacksonville International Airport

C.4. BACKGROUND CHECKS AND SECURITY ACCESS

The ESC will conduct security background checks on employees and Subcontractor employees with local or national police departments or other government organizations. The ESC will not use employees if the results of their background investigation indicate they may be a security risk to the site and U.S. Military personnel. The ESC will issue photo identification badges to its personnel and ensure all Subcontractor personnel have photo identification badges. Badges will be standardized and have a passport type photo, name of the company, individuals name, identification number, and date of birth. Personnel will wear the badge so that it is visible at all times. The ESC will ensure that their employees and Subcontractor employees wear appropriate uniform items to identify them as ESC personnel. Examples would be similar T-shirts, trousers, or coveralls with company names printed on the clothing.

C.5. LANGUAGE REQUIREMENTS

The ESC shall provide a designated English-speaking representative(s) for all coordination. This individual or group of individuals must be available by phone/email and will meet (preferred) or speak with the designated government representative daily to coordinate support for the force assigned.

C.6. IMPORTANT INFORMATION

Hotel lodging rooms, conference rooms and breakout rooms shall be at the same location.

C.7. GOVERNMENT POINT OF CONTACT

The point of contact for mission is [Information to be provided upon award of the contract] and designated as the Contracting Officer’s Representative (COR) or Navy Technical Representative is the POCs under this contract and can be reached at [Information to be provided upon award of the contract].

C.8. QUALITY

The contractor shall provide the timely delivery of goods and services. Quality of all services or supplies provided shall conform at least to commercial standards in the relevant profession, trade, or field of endeavor. All services shall be performed by individuals fully qualified and licensed in their relevant area.

C.9. LOCATION OF WORK

The work location is in Jacksonville, Florida.

PERIOD OF PERFORMANCE FOR UNITAS 2025 IPC is:

The period of performance is 10 February 2025 - 14 February 2025.

C.10. CONTINGENCY SITUATIONS/MISSION OPERATIONS:

Contingency situations (natural disasters, military peacetime and wartime contingency operations/exercises, serious accidents, civil disturbances, major mobilization or repatriation of non-combatants) may necessitate that the ESC be flexible in arranging different levels of support and service operational hours. The ESC shall respond to contingency situations and revise priorities as directed by the COR. If the ESC cannot accomplish normal activities due to activation or exercise of any contingency plan, the ESC shall not be held liable for non-support of lower priorities. The COR will determine the lower priorities that can be temporarily relaxed in contingency situations. If appropriate, the SC shall be reimbursed for contingency operations requiring a higher level of response and resources. The ESC shall submit a Request for Equitable Adjustment detailing the impact resulting from the incorporation and operation of such contingency actions prior to the beginning of the contingency operations. In the event that operations are curtailed as a result of weather emergencies or other unplanned mission-related events, ESC personnel may be considered non-essential personnel and thus, not required to be at the work site. They may, however, be required to be on call, to work at a designated evacuation site, or to be part of a crisis response team at a nearby site.

METHOD OF PAYMENTS

The ESC’s shall submit invoices via Wide Area Work Flow (WAWF). For this situation, the words “Prompt Payment Certification” will be replaced by Electronic Funds Transfer which is

WAWF.

Invoices for goods received or services rendered under this contract will be submitted electronically through WAWF in the Receipt and Acceptance section of WAWF.

INVOICING INSTRUCTIONS: Invoices will be processed via electronic submission

(WAWF).