W569QE-23-Q-0001_PWS_MPC FPC_TW GUY 23_Contrated_Lodging Meals_Conference Rooms_FINAL.pdf

PERFORMANCE WORK STATEMENT

United States Army South (USARSO)

Trade Winds 2023 Lodging, Meals, Admin and Conference Facilities

410th Ver 1 2021-04

Part 1

General Information

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

1.1 Description of Services/Introduction: Under this contract, the Contractor shall furnish all lodging, meals, equipment, materials, conference spaces, and any other items and services necessary to support TRADEWINDS 2023 (ExTW-23), Mid and Final Planning (MPC, FPC) Conferences. Execution as defined in this PWS except for those items specified as Government furnished property (GFP) and Government furnished services (GFS). The Contractor shall perform to the terms and conditions in this contract.

1.2 Background: Lodging, meals, admin and conference facilities services for United States Army South (USARSO), also referred to herein as “the Government” in support of ExTW-23, which will be held in Guyana (GUY).

1.3 Objectives: The Contractor provides the Government with Lodging, Meals, Admin and Conference Facilities services.

1.4 Scope: Contractor shall provide non-personal services to USARSO with Lodging, Meals, coffee break, as well as Admin and conference facilities services at the locations and dates specified in Attachment two (2). The Contractor shall accomplish services in coordination with the Contracting Officer (KO) and the Contracting Officer Representative (COR).

1.5 Period of Performance:

Mid-Planning Conference (MPC): 28 January 2023 - 03 February 2023.

Final Planning Conference (FPC): 15 April 2023 – 21 April 2023

1.6 General Information:

1.6.1 Quality Control Plan (QCP): N/A

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

Trade Winds 2023 Lodging, Meals, Admin and Conference Facilities

1.6.3 Recognized Holidays: N/A

1.6.4 Hours of Operation: The Contractor is responsible for conducting business between the hours of 6:00 AM to 6:00 PM Monday thru Sunday, except when the hotel is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The Contractor shall, at all times, maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons.

1.6.5 Place of Performance: The work to be performed under this contract shall be performed within a radius of 35km (22 miles) from Guyana’s Cheddi Jagan International Airport.

1.6.6 Type of Contract: The Government will award a firm-fixed price contract.

1.6.7 Access and General Protection Policy and Procedures:

1.6.7.1 FPCON: In addition to the changes otherwise authorized by the changes clause of this contract, should the US Government Force Protection Condition (FPCON) at any individual installation change, the Government may require changes in Contractor security matters or process in accordance with DoDI 2000.16.

During FPCONs Charlie and Delta, only contract services that have been deemed “mission essential” by the Government will continue. Contract services will resume when the FPCON is reduced to Bravo or lower.

1.6.7.2 Physical Security: N/A

1.6.7.3 Escorts: N/A

1.6.7.4 Personnel Security Clearance Requirements: N/A

1.6.7.5 Background Checks: Contractor shall be vetted by the US Embassy.

1.6.7.5.1 Notification Requirements: The Contractor shall immediately within 24 hours notify the KO and COR in writing of any source (including host country law enforcement) of criminal activity by Contractor employees, Subcontractors, or Subcontractor employees.

1.6.7.5.2 Remedies N/A

1.6.7.5.3 Subcontracts N/A

1.6.7.6 Uncleared Contractor Common Access Card (CAC) Credentialing and Access Procedures: N/A

1.6.7.6.1 Contractor Common Access Card (CAC) Eligible Requirements: N/A

Trade Winds 2023 Lodging, Meals, Admin and Conference Facilities

1.6.7.6.1.1 Federal Installation/Facility Access: N/A

1.6.7.6.2. Contractor Non-CAC Eligible Requirements for DOD Facility and Installation Access: N/A

1.6.7.7 Employment Eligibility: N/A

1.6.7.8 Access to Government Information Systems: N/A

1.6.7.9 Key Control: N/A

1.6.7.10 Lock Combinations: N/A

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

1.6.9 Contracting Officer Representative (COR): The COR will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: ensure the Contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance; maintain written and oral communications with the Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements, including Government drawings, designs, specifications; monitor Contractor's performance and notifies both the KO and Contractor of any deficiencies; coordinate availability of Government furnished property; and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates, or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.6.10 Key Personnel: The following personnel are considered key personnel by the Government: The Contracting Officer (KO) and the COR. The Contractor shall provide a contract manager who will be responsible for the performance of the work. The name of this person, and an alternate who has the authority to act on behalf of the Contractor shall be designated in writing to the Contracting Officer. The Contract Manager or alternate shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available between 6:00 AM to 6:00 PM Monday thru Sunday except during country holidays or when the Government facility is closed for administrative reasons.

Qualifications for all key personnel are listed below: Contract Manager and Hotel Representative shall be able to read, write, and speak English to perform all duties related to this contract.

1.6.11 Special Qualifications or Certifications: N/A

1.6.11.1 IA/IT Training Certification: N/A

Trade Winds 2023 Lodging, Meals, Admin and Conference Facilities

1.6.12 Identification of Contractor Employees: Contractor employees shall identify themselves as Contractor personnel and shall avoid representing themselves as Government employees. Contractor personnel identification shall be easily identifiable through the display of badges, name tags, lanyards, etc.

1.6.12.1 Badging of Contractor Employees: N/A

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

1.6.13 Contractor Travel: N/A

1.6.14 Other Direct Costs (ODC): N/A

1.6.15 Data Rights: N/A

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

1.6.16.1 Non-Disclosure Statements: N/A

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

1.6.16.3 Information Assurance: N/A

1.6.17 Organizational Conflict of Interest (OCI) N/A

1.6.18 Phase-in/Phase-Out (PIPO) Period: N/A

1.6.19 General Training Requirements: N/A

Trade Winds 2023 Lodging, Meals, Admin and Conference Facilities

1.6.19.1 Anti-Terrorism (AT) Level I Training: N/A

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

1.6.19.3 Information Assurance (IA) Training: N/A

1.6.19.4 Information Assurance (IA)/Information Technology (IT) Training: N/A

1.6.19.5 Threat Awareness Reporting Program (TARP Training): N/A

1.6.19.6 iWatch Training: N/A

1.6.19.7 OPSEC Training: N/A

1.6.20 Overseas Training Requirements:

1.6.20.1 Antiterrorism (AT) Awareness Training for Contractor Personnel Traveling: N/A

1.6.20.2 SERE Training: N/A

1.6.21 Foreign (OCONUS) Requirements: N/A

1.6.21.1 Theater and Country Clearance Requirements N/A

1.6.21.2 Vetting: The Contractor and all associated sub-Contractors, must have been vetted by the US Embassy in the country where the contract will be performed. For the purposes of this contract, the Contractor is considered vetted if located in the country where the contract will be performed, unless the company has been previously barred from performing services for the Government. If during a previous vetting process the company was barred from performing service for the Government, then that is grounds for termination of the contract. If the company is located outside of the country where the contract will be performed, the company must be vetted by the US Embassy in the country of performance. Vetting will be coordinated through the US Embassy's DOD Security Cooperation Office (SCO) in the country of performance. If during any previous vetting process in other countries, the company is found to be barred from performing services for the Government; this finding is grounds for termination of the contract.

1.6.21.3 Installation Access to DOD Facility or Host Nation Installation: N/A

1.6.21.4 Host Nation Installation Access with No DOD Facility: N/A

Trade Winds 2023 Lodging, Meals, Admin and Conference Facilities

1.6.21.5 Deoxyribonucleic Acid (DNA) Samples: N/A

1.6.21.6 Medical Travel Requirement N/A

1.6.21.7 GTMO Medical Requirements: N/A

1.6.21.7.1 GTMO Medical and Dental Services: N/A

1.6.22 Synchronized Pre-deployment and Operational Tracker (SPOT): N/A

1.6.23 Operations Security (OPSEC) SOP/Plan Requirements: N/A

Trade Winds 2023 Lodging, Meals, Admin and Conference Facilities

PART 2

DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1. Definitions:

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

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

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

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

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

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

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

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

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

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

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

Trade Winds 2023 Lodging, Meals, Admin and Conference Facilities

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

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

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

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

2.1.16. Sub-Contractor. Any supplier, distributor, vendor, or firm that furnishes supplies or services to or for a prime Contractor or another sub-Contractor.

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

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

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

2.2 Acronyms:

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

Trade Winds 2023 Lodging, Meals, Admin and Conference Facilities

FHP Force Health Protection FCG Foreign Clearance Guide FN Foreign National FY Fiscal Year GFE Government Furnished Equipment GFP Government Furnished Property GFS Government Furnished Services IA Information Assurance IAW In Accordance With IT Information Technology

JPAS Joint Personnel Adjudication System JTR Joint Travel Regulation KO Contracting Officer LN Local National LOA Letter of Authorization NCIC-III National Crime Information Center Interstate Identification Index NIST National Institute of Standards and Technology ODC Other Direct Costs OCI Organizational Conflict of Interest OCONUS Outside Continental United States (includes Alaska and Hawaii) ODC Other Direct Costs OSHA Occupational Safety and Health Administration OPSEC Operation Security PIPO Phase In/Phase Out PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QASP Quality Assurance Surveillance Plan QCP Quality Control Program RA Requiring Activity SCR Service Contract Reporting SOP Standard Operating Procedures SPOT Synchronized Pre-deployment and Operational Tracker TCN Third Country National TE Technical Exhibit TSDB Terrorist Screening Data Base U.S.C. United States Code USSOUTHCOM United States Southern Command

Trade Winds 2023 Lodging, Meals, Admin and Conference Facilities

PART 3

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

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1 Services: N/A

3.2 Facilities: N/A

3.3 Utilities: N/A

3.4 Equipment: N/A

3.5 Materials: N/A

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1 General: The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed under Part 3 of this PWS.

4.2 Facility Security Clearance: N/A

4.3 Materials: N/A

4.4 Equipment: N/A

Trade Winds 2023 Lodging, Meals, Admin and Conference Facilities

PART 5

SPECIFIC TASKS

5. Specific Tasks: Contractor shall provide non-personal services to the Government with Lodging, Meals, Admin and Conference Facilities services at the locations and dates specified in Table 1 and Table 2. The Contractor shall accomplish services in coordination with the Contracting Officer (KO) and the Contracting Officer Representative (COR).

5.1. Basic Services: The Contractor shall provide services and deliver to the Government Lodging, Meals and Conference Facilities.

5.2 Task Heading: Lodging services

5.2.1 Contracted Lodging: The Contractor shall provide sufficient rooms to accommodate lodging for a minimum of fifteen (15) single guests rooms, in support of both Mid-Planning (Table 1) and Final Planning (Table 2) Conferences. The two operation/admin space rooms shall be beside each other with a connecting door between rooms if possible. All rooms will be under contract as designated in Table 1 below. (See attachment 1 for complete roll-up of Tables one (1) through six (6).

Table 1 Mid-Planning Conference (MPC)

Contracted Hotel Rooms

Group Arrival Date

Departure Date

Estimated Guests

Estimated # of Nights

Total # of Nights

Partner Nation 28 Jan 2023 3 Feb 2023 20 6 120

Table 2 Final Planning Conference (FPC)

Departure Date

Estimated Guests

Estimated # of Nights

Total # of Nights

Partner Nation 15 Apr 2023 21 Apr 2023 20 6 120

5.2.1.1 Check-in and Checkout: In some cases, participants may show up earlier than regular check-in time. The Contractor shall allow early arrivals to check-in early, if there is availability of rooms. The hotel shall additionally allow guests with late flight departures to check out as late as 6:00PM when possible.

The Contractor shall provide a separate check in area for exercise participants in lieu of the main check in desk. Contractor shall provide a secure area for storage of personal luggage when neither early check-in or late check-out is possible.

Trade Winds 2023 Lodging, Meals, Admin and Conference Facilities

5.2.1.2 Hotel Facilities: The Contractor shall provide access to all hotel guest facilities and amenities, to include the business center, swimming pool, spa, and exercise facilities. Amenities will be made available for guests free of charge as long as they are registered in the hotel. Access also includes copies, fax, and Internet capability charged to the individual (in the case that it is not included in the lodging package).

5.2.1.3 Security Orientation: The hotel shall provide the Government’s security representative an orientation. The hotel security manager shall meet with the Government security representative to establish a direct point of contact within the hotel staff to resolve security issues.

5.2.1.4 Hotel Representative: The Contractor shall provide a point of contact representative who will act as a liaison between the Contractor, KO, and the Contracting Officer Representative (COR). The Hotel Representative (HR) must be vested with the authority to resolve all issues as they arise. The HR shall be available throughout the entire period of performance. At the request of the Government, the hotel shall provide a list of on-call hotel points-of-contact who have the authority to resolve issues affecting their particular areas of support, (for example: room maintenance, security, banquets, payment, etc.).

5.2.3 Minimum Room Standards.

5.2.3.1 Each room shall contain at least a chair and a desk or table area with a writing surface adequate for conducting administrative work.

5.2.3.2 Each room shall contain working smoke and fire alarms capable of meeting local fire and safety codes.

5.2.3.3 Each room shall provide a private, convenient, and sanitary bathroom.

5.2.3.4 All room appliances, outlets, fixtures, shall be operational and free from defects. All finishes (walls, ceilings, and floors) shall be free from any major damage, scars, marks, dirt, mold and dust.

5.2.3.5 All entrance doors to rooms shall have interior security locks, either deadbolt, double locking, or security hasp. All doors shall be functional and free from defects.

5.2.3.6 Baggage Service: The Contractor shall have baggage handling equipment such as carts with wheels that fit inside the elevators available for hotel guests during check-in and check-out.

5.2.3.7 Service Breakdowns: The Contractor shall ensure required maintenance or repairs for hotel equipment, to include guest rooms, microwaves, refrigerators, air conditioners, etc. are corrected at the expense of the Contractor. All equipment shall be repaired within two (2) hours of reported malfunction.

5.2.3.8 Extended Stay: Guests wishing to extend their stay in the hotel must check out within the designated checkout time on the specified end date. Guests who wish to extend their stay at the hotel may do so at the hotel’s discretion and the guests’ financial resources, not at the US Government’s expense. In the event that flights are delayed/cancelled due to inclement weather, the participants covered under the lodging contract shall be allowed to return to the hotel and utilize the facility while awaiting transportation. Additionally, in the case of a delay/cancellation is such that guests must stay an extra night/s awaiting transportation, guests shall have the option of checking back in at the US Government rate, subject to availability.

5.2.3.9 Hotel Geographic Location: The work to be performed under this contract shall be performed within a radius of 35km (22 miles) from Guyana’s Cheddi Jagan International Airport.

Trade Winds 2023 Lodging, Meals, Admin and Conference Facilities

5.3 Meals:

5.3.1 General. Scheduled meals are prepared according to predetermined menus. The COR will identify individuals with dietary restrictions. The hotel shall strive to accommodate special diets where feasible and within contracted meal rates. Food served in Buffet style should be labeled. Non-alcoholic juice, soft drinks, coffee, tea or beverage is included with meals. If voucher, Sign-in, or any other system is used it will be controlled/approved by either the KO or the COR. Contractor personnel will comply with Technical Exhibit A UNIVERSAL CONTROL MEASURES TO MITIGATE RISK OF FOOD-BORNE ILLNESS and any other reasonable food safety control measures to be implemented that are identified during the sanitation inspection and/or food & water risk assessment (FWRA), which would be performed by USARSO ACS MED. Accountability of the number of contracted meals is the sole responsibility of the Contractor and additional meals provided without the express written consent of the KO will be at no charge to the Government.

5.3.2 Meal Nutritional Standards. Nutritional standards will be based on nutritional guidelines outlined within AR 40-25, Technical Exhibit B. Energy standards are to be considered under the Heavy category. Daily protein intake per day per person will be 150 grams. Serving sizes will be in accordance with ATP 4-41 and TM 10-412.

5.3.3 Hotel Meal Program. The hotel shall account for meals served and shall provide a consumption list (head count) on request to the COR with an invoice showing actual charges for each meal. The Contractor shall provide vouchers to the COR or Government representative for issuing to guests. The Government will only pay for meals consumed and accounted for by vouchers. Hotel shall submit receipts and other billing information as requested by the KO. NOTE:

Payment for any drink containing alcohol is the responsibility of and must be paid for separately by the guest requesting such beverage. Additional requests for items not provided by this contract shall be paid by the individual requesting such items.

5.3.3.1 The Contractor shall provide breakfast, lunch, and dinner meals within their main facilities. Provide personnel a menu to choose from or a buffet style breakfast, whichever is more feasible and within contract meal rates. The Government will identify any individuals with special dietary restrictions. The Contractor shall strive to accommodate special diets where feasible and within contract meal rates.

5.3.3.2 Breakfast. The hotel shall provide a menu to choose from or a buffet style breakfast, within contract meal rates from 6:00 a.m. until 8:30 AM. at an appropriate facility on site as agreed to by the vendor and the Government based on Table 3 for MPC and Table 4 for FPC. The Voucher or Sign-in system will apply to authorized personnel only. Any un-authorized charges shall be billed directly to the user. Breakfast shall consist of main entrees, side dishes, fruits, and a non-alcoholic beverage such as water, juice, soft drinks, tea and or coffee and be consistent with a value sufficient to provide a complete breakfast meal.

Breakfast shall be served with seating in the main restaurant or at an enclosed facility on site as agreed to by the vendor and the Government.

5.3.3.3. Coffee & Snacks. The Contractor shall provide one AM coffee/snack delivery at 09:00 AM, and one PM coffee/snack delivery at 2:00 PM. The break area shall be located in or adjacent to conference rooms for seventy-five (75) guests, at both the Mid-Planning Conference and Final Planning Conference (dates for coffee/snack requirement listed below). Coffee and snacks shall consist of water, coffee, tea, and a sweet or salty snack. Setup shall be completed per COR instruction. See Table 5 for MPC and Table 6 for FPC

Mid-Planning Conference (MPC): 30 January 2023 - 2 February 2023.

Final Planning Conference (FPC): 17 April 2023 – 20 April 2023

Trade Winds 2023 Lodging, Meals, Admin and Conference Facilities

5.3.3.4. Lunch. The hotel shall provide a menu to choose from or a buffet style lunch within contract meal rates from 11:30 AM to 1:30 PM, (Table 3 for MPC and Table 4 for FPC) with seating in the main restaurant or other venue. The Voucher system will apply to authorized personnel only. Any un-authorized charges shall be billed directly to the user. Lunch shall, at a minimum, consist of main entrees, side dishes (vegetables, salads, starches) dessert, and non-alcoholic beverages, and be sufficient to provide a complete luncheon meal. The hotel shall provide a minimum of two choices for its buffet/menu selection(s).

5.3.3.5. Dinner. The hotel shall provide a menu to choose from or a buffet style dinner within contract meal rates from 6:30 PM. until 8:30 PM. at an appropriate facility on site as agreed to by the vendor and the Government (Table 3 for MPC and Table 4 for FPC). The Voucher system will apply to authorized personnel. Any un-authorized charges shall be billed directly to the user. Dinner shall, at a minimum, consist of main entrees, side dishes, dessert, and non-alcoholic beverages. and be sufficient to provide a complete dinner meal. The hotel shall provide a minimum of three choices for its buffet/menu selection(s).

Table 3 Mid-Planning Conference

Contracted Meals

Date Breakfast Lunch Dinner Meals Per day 28-Jan-23 0 0 35 35 29-Jan-23 20 20 35 75 30-Jan-23 20 20 35 75 31-Jan-23 20 20 35 75 1-Feb-23 20 20 35 75 2-Feb-23 20 20 35 75 3-Feb-23 20 0 0 20

Total # of Meals 120 100 210 430

Table 4 Final Planning Conference

Date Breakfast Lunch Dinner Meals per day 15-Apr-23 0 0 35 35 16-Apr-23 20 20 35 75 17-Apr-23 20 20 35 75 18-Apr-23 20 20 35 75 19-Apr-23 20 20 35 75 20-Apr-23 20 20 35 75 21-Apr-23 20 0 0 20

Trade Winds 2023 Lodging, Meals, Admin and Conference Facilities

5.3.4 Parking. N/A

5.3.5 Business Center.

5.3.5.1 The hotel shall provide access to the business center for all exercise participants. Access includes copies, fax, and Internet capability charged to the individual (in the case that it is not included in the lodging package).

5.3.5.2 The hotel shall provide access to the business center for exercise administration personnel. Access shall include copies, fax, and Internet capability.

5.3.6 Laundry Services: N/A

5.3.7 Services: N/A

5.3.8 Shuttle Service: N/A

5.4 Conference Facilities: All conference rooms may be used continuously for 24 hours a day throughout the performance period. Primary entry doors to all conference rooms shall be lockable; a key for each room shall be made available to the designated Government security manager. The hotel shall retain a copy of the key to permit access of approved janitorial and/or maintenance teams. Any hotel service entry doors shall be secured when not used for cleaning, setup or maintenance of the room. Hotel security personnel shall ensure all doors are secured every evening after 7:00 PM unless in use. In the event an unsecured door is located the Government security manager shall be notified. Windows, if present, shall have operational locks. Those conference rooms at ground level or with a publicly accessible balcony that have windows shall have blinds, shutters or curtains to prevent outside viewing of the conference room.

5.4.1 All conference facilities shall be well lit and have individually controlled heating or air- conditioning (seasonally dependent). Lighting in each room shall be controlled by switches located near the main entry doors; dimmer switches are preferable. Large conference rooms that can be divided into smaller, separate rooms shall have lighting controls in each individual section.

5.4.2 Tables and chairs in individual rooms will be of the same type, style and size. Tables shall be covered with matching tablecloths to present a neat, businesslike atmosphere. Table coverings should not prevent chairs from being placed under the table or interfere with someone sitting at the table. All chairs shall be padded and in good condition (no rips or tears in material, no missing feet or loose legs, clean unsoiled cushions, etc.). Unless otherwise requested, chairs will not have armrests.

5.4.3 All conference rooms shall have working, safe electrical outlets based on national electrical standards and laws. Loose, broken or inoperative outlets will be repaired immediately upon discovery. The electrical capacity of each conference room must be able to support the configuration as explained by the requirements for each room. The hotel shall supply extension cords and/or electrical power strips where there is a computer, projector or other electrical device if no wall outlet is nearby (3 ft). Electrical cords shall be installed in a safe manner to preclude tripping or overload of an electrical circuit.

5.4.4 Hotel shall place trash receptacles in and around the conference areas and salons. Trash receptacles should be at least 10 gallons in size and shall be checked throughout the business day and emptied when required without interrupting on-going activities in that area.

Trade Winds 2023 Lodging, Meals, Admin and Conference Facilities

5.4.5 Hotel shall provide internet access to all conference rooms. Wi-Fi connectivity is acceptable however each conference room/salon will have at least one wired network outlet. This wired outlet will be activated and configured to permit the connection of Government owned or leased equipment such as computer, printer, router, access point, etc.

5.4.6 Hotel services shall conduct two (2) Deep Cleanings to conference facilities daily before the start of the workday and after the close of business; the COR will advise hotel management on the preferred times during the day that these deep cleaning can take place in order to avoid any interruptions during conferences.

5.4.7 Specific setup details for each conference area/room will be provided no later than one week prior to use.

5.5 Admin Room: The Hotel shall provide one conference room to be used as an Administrative Office and able to accommodate twelve (12) guests. The facility must be completely setup and available from 30 January 2023 - 02 February 2023 (four days) Mid-Planning Conference (MPC), and 17 April 2023

– 20 April 2023 (four days) Final Planning Conference (FPC)

5.5.1 Conference Rooms: The Hotel shall provide five (5) conference rooms. These rooms must be completely setup and available from 30 January 2023 – 2 February 2023 supporting MPC and 17-20 April 2023, supporting FPC, from 7:00 AM to 7:00 PM. See Table 5 for MPC and Table 6 for FPC.

The Government requires the below number of admin rooms, conference rooms, and breakout rooms equipped with Audio/Visual systems and internet on the dates listed. The refreshment table should be in, or adjacent to the main conference room and is required to be set up by 9:00 AM and restocked at 2:00 PM.

Table 5

Conference Rooms/ Coffee/ Snacks

Date Admin Conference Rooms (12 person capacity)

Conference Rooms (65–85-person capacity)

Breakout Rooms (15–20-person capacity)

Coffee/Snacks (75 persons)

30-Jan-23 1 1 3 2 31-Jan-23 1 1 3 2 1-Feb-23 1 1 3 2 2-Feb-23 1 1 3 2

Table 6

Conference Rooms/ Coffee/ Snacks

Conference Rooms (65–85-person capacity)

Breakout Rooms (15–20-person capacity)

Coffee/Snacks (75 persons)

17-Apr-23 1 1 3 2 18-Apr-23 1 1 3 2 19-Apr-23 1 1 3 2 20-Apr-23 1 1 3 2

Trade Winds 2023 Lodging, Meals, Admin and Conference Facilities

5.6 Automation, Audio/Visual (AV) Specifications

5.6.1 Projector & Screen(s). Projector lumens are provided in Attachment 3 diagrams along with approximate screen sizes. All projectors and screens shall be configured as front projection. Screens shall be no lower than 3 feet from the ground and shall be placed to provide clear, unblocked visibility from all locations in the conference room. Projectors shall be tested prior to installation at providers location and at the conference site, as well as verified by either the COR or USARSO G6 representative; that is for image brightness, spots or fading; new bulbs will be installed prior to delivery is also required. Where setup calls for two projectors in one room, the hotel shall attempt to ensure the projectors are the same manufacturer and model number. HDMI and/or VGA cabling for connection to either lease or Government provided computers shall be provided by the hotel.

5.6.2 Setup. The hotel shall ensure that all setup is done in a safe manner. All exposed cabling shall be secured/covered to prevent tripping hazards and/or damage to the equipment.

5.6.3 Internet Access. The hotel shall provide an internet connectivity for both conferences 30 Jan 2023 – 2 Feb 2023 supporting MPC and 17-20 April 2023, supporting FPC. Internet speed available shall be no less than 100 (DEDICATED) Mb/s, which shall be verified using an independent testing application such as SpeedTest.Net. Additionally, Contractor shall provide any required login/password or access code to the COR. Hotel shall provide the public Internet Protocol (IP) Address no less than 45 days prior conference’s start date.

5.6.4 Audio/ Video System. Shall Consists of all projectors, screens, cabling, splitters, boosters, amplifiers, frames, trestles, mounts, bulbs, speakers, microphones, mixers and other materials or devices necessary to provide video display and sound system in accordance with this PWS.

5.6.4.1 Projectors: For the purpose of this effort, projectors shall be DLP technology front projection 4:3 ratio projector with 4000 lumens or higher and a resolution of at least SXGA (1280 x 1024). Projector shall fill the projection screen with minimal borders. In cases where setup calls for two or more projectors used in tandem, projectors will be the same make and model and have approximately the same amount of hours on the projector bulbs. Contractor will provide appropriate cabling, amplifiers, splitters, etc. needed to connect. In cases where desktop computers are provided, Contractor shall provide cabling/splitters where required to ensure projected image can be seen on the projector screen and desktop monitor. Ceiling mounted projectors are preferred over floor/tabletop mounting. Projectors and screens must provide highest quality image for both still graphics (PowerPoint presentations with graphics) and motion video (WMV, MP4, AVI or similar files) visible by a participant sitting in the back corner of the indicated room. Projector screens shall be of the correct material for front-projection display Projector screen frames (where applicable) shall be “skirted” with a material on the bottom and, if applicable, sides.

5.4. Service Contract Reporting (SCR): Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 30 of each calendar year using http://sam.gov.

Trade Winds 2023 Lodging, Meals, Admin and Conference Facilities

PART 6

APPLICABLE PUBLICATIONS

6. APPLICABLE PUBLICATIONS (CURRENT EDITIONS)

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

6.1.1 DOD Commercial Use of Imagery Guidelines

6.1.2 AR 190-13, The Army Physical Security Program

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

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

6.1.5 Defense Federal Acquisition Regulation Supplement (DFARS)

6.1.6 Joint Travel Regulation (JTR)

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

6.1.8 DODD 8570.01, Information Assurance Training Certification and Workforce Management

6.1.9 DOD 8570.01-M, Information Assurance Workforce Improvement Program

6.1.10 AR 25-2, Information Assurance

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

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

6.1.13 DODI 2000.16 DoD Antiterrorism (AT) Program

Trade Winds 2023 Lodging, Meals, Admin and Conference Facilities

PART 7

ATTACHMENT/TECHNICAL EXHIBIT LISTING

7. Attachment/Technical Exhibit List:

7.1 Attachments:

7.1.1 Attachment 1 – Requirements Roll-up

7.1.2 Attachment 2 – Performance Requirements Summary

7.1.3 Attachment 3 – Deliverables Schedule

7.1.4 Technical Exhibit A – Universal; Control Measures to Mitigate Risk of Foodborne Illness

7.1.5 Technical Exhibit B – Military Diet and Nutritional Standards

Trade Winds 2023 Lodging, Meals, Admin and Conference Facilities

Attachment 1: Requirements Roll-up

Mid-Planning Conference (MPC)

Departure Date

Estimated Guests

Estimate # of Nights

Total #

Partner Nation 28 Jan 2023 3 Feb 2023 20 6 120

Date Breakfast Lunch Dinner Meals Per-day

28-Jan-23 0 0 35 35 29-Jan-23 20 20 35 75 30-Jan-23 20 20 35 75 31-Jan-23 20 20 35 75 1-Feb-23 20 20 35 75 2-Feb-23 20 20 35 75 3-Feb-23 20 0 0 20

Conference Rooms / Coffee and Snacks

The Government requires the below number of admin rooms, conference rooms, and breakout rooms equipped with Audio/Visual systems and internet on the dates listed. The refreshment table should be in, or adjacent to the main conference room and is required to be set up by 9:00 AM and restocked at 2:00 PM.

Conference Rooms (65–85-person capacity)

Breakout Rooms (15–20-person capacity)

Coffee/Snacks (75 persons)

30-Jan-23 1 1 3 2 31-Jan-23 1 1 3 2 1-Feb-23 1 1 3 2 2-Feb-23 1 1 3 2

Trade Winds 2023 Lodging, Meals, Admin and Conference Facilities

Final Planning Conference (FPC)

Departure Date

Estimated Guests

Estimate # of Nights

Total #

Partner Nation 15 Apr 2023 21 Apr 2023 20 6 120

Date Breakfast Lunch Dinner Meals per day

15-Apr-23 0 0 35 35

16-Apr-23 20 20 35 75

17-Apr-23 20 20 35 75

18-Apr-23 20 20 35 75

19-Apr-23 20 20 35 75

20-Apr-23 20 20 35 75

21-Apr-23 20 0 0 20

Conference Rooms / Coffee and Snacks

The Government requires the below number of admin rooms, conference rooms, and breakout rooms equipped with Audio/Visual systems and internet on the dates listed. The refreshment table should be in, or adjacent to the main conference room and is required to be set up by 9:00 AM and restocked at 2:00 PM.

Conference Rooms (65–85-person capacity)

Breakout Rooms (15–20-person capacity)

Coffee/Snacks (75 persons)

17-Apr-23 1 1 3 2 18-Apr-23 1 1 3 2 19-Apr-23 1 1 3 2 20-Apr-23 1 1 3 2

Trade Winds 2023 Lodging, Meals, Admin and Conference Facilities

ATTACHMENT 2

Performance Requirements Summary

Performance Objective Standard Threshold % Deduction for not meeting Standards

FAR clause 52.222-50(c) Contractor shall comply with US Government policy on Combating Trafficking in Persons.

The US Government has a zero-tolerance policy for violations against human trafficking. Violations of policy shall be handled by the contractor immediately and reported to the COR and KO.

Zero deviation from standard.

10%

PWS para. 1.4.

Contractor shall provide non-personal services to USARSO with Lodging, Meals, coffee break Admin and conference facilities.

The Contractor provides the correct number and type of rooms, meals, conference rooms, and equipment as specified in PWS. Any deviation must be communicated immediately upon identification to the COR and Contracting Officer.

Zero deviation from standard.

Based on monetary loss to Government for services or supplies not provided by the Contractor.

PWS para. 1.6.16 Contractor shall protect all documentation showing individual names or other personal information and shall be controlled and protected under the provisions of the Privacy Act of 1974, Public Law 93-579, 5 United States Code (U.S.C.) Section 552a.

Personal Identifiable Information (PII) shall be safeguarded in a manner as to prevent unauthorized individuals access to such information to include divulging information about lodging reservations, personnel attending conferences, foreign military participation, room numbers etc.. All requests for information about guests and attendees shall be reported to the KO and COR immediately.

Zero deviation from standard.

Based on monetary loss to Government, Government Personnel, or guests.

PWS para. 5.2.3 Contractor shall provide hotel rooms with the standards listed in this paragraph to include sub-paragraphs of the PWS.

5.2.3.1 Each room shall contain at least a chair and a desk or table area with a writing surface adequate for conducting administrative work. 5.2.3.2 Each room shall contain working smoke and fire alarms capable of meeting local fire and safety codes. 5.2.3.3 Each room shall provide a private, convenient, and sanitary bathroom.

5.2.3.4 All room appliances, outlets, fixtures, shall be operational and free from defects. All finishes (walls, ceilings, and floors) shall be free from any major damage, scars, marks, dirt, mold and dust.

5.2.3.5 All entrance doors to rooms shall have interior security locks, either deadbolt, double locking, or security hasp. All doors shall be functional and free from defects. Deviations from the above stated requirements shall be communicated immediately upon discovery.

A 10% deviation is permitted with prior coordination and final approval by the

KO.

2%

Trade Winds 2023 Lodging, Meals, Admin and Conference Facilities

ATTACHMENT 3

Deliverables Schedule

Deliverable Frequency # Of Copies Medium/Format Submit To PWS Para 1.6.10 The Contractor shall provide a Contract Manager and hotel representative (HR) as a liaison. The Contractor or HR shall provide a letter of instruction in writing with a list of on-call hotel points-of-contact who have the authority to resolve issues affecting their particular areas of support, (for example: room maintenance, security, payment, etc.)

One time upon check-in.

# Copies 1 Hard Copy or through email. KO or Government representative.

PWS para. 1.6.7.5.1 The Contractor shall disclose detailed information in writing and within 24 hours of discovery of any criminal activity by Contractor employees, Subcontractors, or Subcontractor employees.

Per Incident.

# Copies 1 Memorandum for Record. Information shall include the name and position of employee, crime committed, and action taken by Contractor.

KO or COR

PWS para. 5.3.3 Meal Program The hotel shall account for meals served and shall provide a consumption list (head count) on request to the KO or COR. The Contractor shall provide vouchers to the COR or Government representative for issuing to guests.

One time upon check-in

Based upon number of meals contracted

Vouchers/Tickets for each meal type. Or similar tracking mechanism to ensure accurate head count of meals consumed.

KO or Government representative.

Trade Winds 2023 Lodging, Meals, Admin and Conference Facilities

TECHNICAL EXHIBIT A

UNIVERSAL CONTROL MEASURES TO MITIGATE

RISK OF FOODBORNE ILLNESS

(Revised 12 November 2014)

A. FOODBORNE ILLNESS: Foodborne illness may be caused by microorganisms such as bacteria, viruses, or parasites, and improper processing, storage or handling of food greatly increase the risk for illness. Taking extra care to follow the steps outlined in this document will significantly help reduce the chance of foodborne illness.

B. TIME-TEMPERATURE MEASURES:

1. Raw animal foods will be cooked to heat all parts of the food to the following minimum requirements for temperature and time:

a. 145F/63C for 15sec for raw shell eggs for immediate service, fish, seafood, beef, veal, lamb, and commercially raised game animals.

b. 155F/68C for 15sec for eggs not prepared for immediate service and pork; OR 66C one minute; OR 63C for 3 minutes.

c. 165F/74C for 15sec for poultry, stuffed fish, stuffed meat, and stuffed pasta. Poultry will not be stuffed. Stuffing and dressing will be cooked separately.

d. Cooks will use a properly calibrated and sanitized (e.g. Alcohol wipes) thermometer to measure temperature.

2.