Performance_Work_Statement.DOCX

All American Senior Leader Conference 02-04 December 2019 Performance Work Statement (PWS)

Part I

1. GENERAL: This is a non-personal services contract to provide lodging, meals, and conference facilities to the 82nd Airborne Division, for the All American Senior Leader Conference (AASLC). The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government. The Contractor, in turn, shall be accountable to the Government for Contractor or subcontractor personnel.

1.1. Description of Services/Introduction: The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to support the AASLC as defined in this Performance Work Statement (PWS), except for those items specified as government furnished property and services. The Contractor shall perform in accordance with (IAW) the terms and conditions of the contract and consistently with the established standards in this PWS and contract.

1.2 Background: The 82nd Airborne Division hosts this reoccurring annual conference because it provides the Commanding General and his senior leaders the opportunity to reflect upon and adjust the Division’s path to success and readiness. In this setting, the collaboration between leaders yields a very clear shared understanding on the Division’s way forward. The conference consists of a series of workshops, breakout sessions, and lectures that focus on the discussion, evaluation, and refinement of the Division wide campaign plan.

1.3 Scope The contractor shall provide:

· 100 hotel rooms

· Six (6) meals for all 100 participants (two breakfast, two lunch, and two dinner for each person)

· One (1) large conference room that accommodates 150 participants for meals and guest speakers

· Eight (8) breakout conference spaces that can accommodate 20 participants each

· One Small meeting room for 5 personnel

· Audio Visual package to include monitors and printers, with public address systems) support in each breakout and main conference spaces,

· An outdoor open area suitable to conduct a physical training event for 100 participants in order to support conference events.

1.4. Period of Performance. The period of performance is 02-04 December 2019. Check-in date for venue and lodging is 02 December 2019. Check-out date for venue and lodging is 04 December 2019.

1.5 Place of Performance: The location of the venue must be within Raleigh, NC

PART 2

Definitions and Acronyms

2.1. CONTRACTING OFFICER. A person with the authority to enter into, administers, or terminates contracts for the United States Government; and can make related determinations and findings.

2.2.DESIGNATED GOVERNMENT POC. The individual(s) designated in writing to the contractor as being authorized to assign lodging, place calls, and make advance reservations for lodging.

2.3 LODGING FACILITY. A hotel, motel, or inn which provides sleeping accommodations to the traveling public.

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3.1 The Government will not provide services, facilities, equipment or materials to support the AASLC.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS. The contractor shall furnish the following:

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.

4.3. Materials: The Contractor shall provide all materials necessary to meet the requirements under this PWS.

4.4. Equipment: The Contractor shall provide tables, chairs, audio visual packages, and all other equipment necessary to meet the requirements under this PWS.

PART 5

SPECIFIC TASKS

5.1 Basic Services: The contractor shall furnish lodging accommodations on a rental basis in support of the AASLC. The government will only pay for rooms and meals actually used. All rooms and meals must be at or below the government per diem rate.

5.1.1 All rooms shall be paid for via Wide Area Work Flow (WAWF). The government will not be responsible for personal expenses incurred by lodging residents, including but not limited to the following: room service charges, long distance calls, laundry, movie rental charges, or alcohol purchases. All personal expenses incurred will be billed directly to the applicable resident; it is then the responsibility of the resident to pay for any billed expenses.

5.2. Guest Rooms: The contractor shall provide 100, single occupancy sleeping rooms for the requested number of nights documented below.

of Rooms Number of Nights

5.2.1 Per Diem Rate: The current GSA Per Diem rate for Moore County is $94.00. Any quotes received must be equal to or less than the per diem rate to be considered for award. The Government reserves the right to conduct an onsite inspection or request recent photographs of all quoted properties.

5.2.2 The government will provide the hotel with the appropriate state sales tax exemption forms for their records.

5.2.3The government will issue a final room count 72 hours in advance of the start date to the hotel. The contracted hotel will invoice on the actual rooms used.

5.2.4 Government personnel should not be billeted under this contract arrangement without presenting proper authorization to the contractor. The contractor must be adequately manned to provide a 24 hour check in and checkout service, 7 days a week.

5.3. Room Requirements: Rooms provided shall meet or exceed the below listed requirements.

5.3.1. Minimum size of living area shall be no less than 250 square feet, excluding the bathroom facilities, balconies, and closets.

5.3.2. Room must provide sanitary, clean, safe, and well-maintained living conditions.

5.3.3. Minimum furnishings are:

5.3.3.1. “Single Occupancy” – One Queen or King sized beds to include: Two pillows, one blanket, and one bedspread on each bed.

5.3.3.2. One full dresser, one chair, closet or clothes hanging space, a table or desk suitable for writing, and adequate lighting.

5.3.4. Private bath with fully functional shower, tub, toilet, and sink. A shelf/shelves for Toiletries. Continuous hot water with adequate pressure (20-30 psi) to be Free of rust, cracks, etc. In the porcelain and surrounding area. Ceiling must be free of damage (cracks, breaks, etc.) Anti-slip tub/mats. One Grounded outlet to be located in the sink area. Room shall be free of dirt, debris, mildew and/or mold.

5.3.5. Rooms shall be clean and carpeted and shall be free of insects, dirt, mold, mildew, etc. Rooms must be shampooed at least every two months or less and vacuumed by daily housekeeping.

5.3.6. Room must have a clean, sanitary odor. Non-smoking rooms only.

5.3.7. All rooms require independently occupant controlled air conditioning and heating units in good working order available year-round. All units must be securely attached to the wall, floor, etc., be clean, electrically safe, and inspected on a regular basis. If it is a wall unit there shall be no draft/gap in the surrounding area.

5.3.8. Door with chain lock/dead bolt which must be securely fastened to the wall/door frame, etc. Door shall also have a functional door viewer to ensure guests can verify the identity of personnel knocking on hotel door.

5.3.9. Minimum change of linen twice per week, or upon each change in occupancy, whichever comes first. Bedspreads and blankets shall be laundered on a weekly basis or upon each change of occupancy.

5.3.10. Towels shall be replaced daily, and should include, but not limited to: 4 bath towels, 4 hand towels, and 4 face cloths.

5.3.11 All guest rooms shall be Federal Emergency Management Agency (FEMA) approved listed on the U.S. Fire Association website at: http://apps.usfa.fema.gov/hotel/

5.3.12 All room entry doors shall face into the interior of the hotel or the hallway of the hotel. No rooms shall exit from hotel into parking lot of exterior of the hotel. All rooms shall exit into interior of hotel or hallway of hotel. Hallways shall be well lit.

5.3.13 Rooms will be in the inner part of the hotel and not toward the lobby area when available.

5.3.14 All guest rooms shall have Wireless Internet services.

5.4 Facility Requirements: The facilities provided shall meet or exceed the below listed requirements.

5.4.1. Twenty-four (24) hour telephone service with local calls free of charge. Desk must have an answering system or service to relay telephone messages to guests.

5.4.2 Ice machine on premises in operating condition.

5.4.3 Adequate, lighted, safe parking for each rented room in an adjacent parking ramp or lot.

5.4.4 Smoke detector/sprinkler system in operating condition. A current fire inspection certificate must be posted.

5.4.5 All electrical outlets to be in place and firmly attached to the wall. A minimum of three grounded outlets and no use of extension cords to prevent hazardous safety/fire conditions.

5.4.6 The hotel shall demonstrate adequate security measures to ensure that the hotel premises, including parking lots and common areas are safe, secure, and free of loitering, illicit, or criminal activity.

5.4.7 Hotel entrances other than the lobby area shall be keyed entry only and the lobby desk shall be manned at all times. When the hotel front desk isn’t manned, lobby doors shall be locked to provide for the security and safety of hotel guests.

5.5. Meal requirements: The contractor shall provide meals in accordance with the schedule below

5.5.1 All meals shall be served buffet style.

5.5.2 Each Breakfast meal should be composed of no less than four protein sources (eggs, ham, bacon, steak, etc), 4 carbohydrate sources (cereal, oatmeal, toast, bagels, etc) and two fat sources (almonds, walnuts, etc) with no less than 4 drink items (coffee, juice, milk, water, etc)

5.5.3 Lunch and dinner meals 3 DEC 19 and 4 DEC 19 should be composed of no less than four protein sources (ham, turkey, fish, beef, etc), no less than four carbohydrate sources (bread, rice, noodles, steamed vegetables, etc) and no less than two fat sources (almonds, walnuts, etc) and no less than four drink items (coffee, water, soft drinks, juices, etc)

5.5.4 Contractor must have the ability to adapt to vegetarian, ethnic, and medical considerations (gluten free, etc), as required.

5.5 The contractor shall provide one (1) small meeting room for an Operations Center, large enough for five (5) people with a long table(s), chairs, electrical outlets, internet access, full communications suite and storage space. The room will be needed from 1700 Monday, 02 December 2019 until 1300 Wednesday, 04 December 2019.

5.6 The contractor shall provide One (1) large meeting room that is able to accommodate 100 personnel. The meeting room shall be classroom style with tables and chairs. The room will be needed from 0730 on Tuesday 2 December 2019 until 1300 on 04 December 2019 in accordance with agenda in Technical Exhibit 1.

5.6.1 The contractor shall provide an Audio Visual package consisting– one (1) screen , one (1) projector and one (1) microphone/speaker (sound system) will be needed from 1700 Monday, 02 December 2019 until 1300 Wednesday, 04 December 2019 in the large meeting room.

5.7 The contractor shall provide eight (8) breakout meeting rooms for training and briefing up to 30 attendees during breakout sessions. Each breakout rooms shall be classroom style with tables and chairs. The room will be needed from 0800 Tuesday, 03 December 2019 in accordance with agenda in Technical Exhibit 1

5.7.1 The contractor shall provide an Audio Visual package consisting one (1) screen , one (1) projector and one (1) microphone/speaker (sound system) in each of the 8 breakout rooms in accordance with agenda in Technical Exhibit 1.

5.8. The contractor shall provide onsite dining area for all six meals in accordance with paragraph 5.5 of this PWS. The dining area shall seat up to 150 personnel for all meals. The dining room can be the same room as the large meeting room described in paragraph 5.6. Comment by Stephanie L Ciabotti: 150 includes spouses

5.8.1 The dining area shall include an A/V and sound system capability consisting– one (1) screen, one (1) projector and one (1) microphone/speaker (sound system).

5.9. The contractor shall provide a reception area with lounge and bar area large enough to accommodate 150 personnel for dinner and the no host ice breaker between the hours of 1730-2200, Monday, 2 December 2019.

5.9.1 The reception area shall consist of 25 cocktail size tables. No chairs are required.

5.9.2 The reception area can be the same room as the large meeting room described in paragraph 5.6.

5.9.3 The reception area shall include an A/V and sound system capability consisting– one (1) screen, one (1) projector and one (1) microphone/speaker (sound system).

5.10 The contractor shall provide an onsite, outdoor open area, large enough to accommodate 100 personnel for a physical training event between the hours of 0600-0900, Tuesday, 3 December 2019.

5.11 The contractor shall provide water in all meeting rooms capable of supporting the number of attendees in each room in accordance with paragraphs 5.5, 5.6, and 5.7 of this PWS.

5.12 The contractor shall provide parking for conference attendees at no additional cost to the government.

Technical Exhibit 1 Conference Agenda image1.emf