Medal of Honor Hotel PWS 2024_2028 V 1 KS.docx

PERFORMANCE WORK STATEMENT (PWS)

Army Special Event Hotel Support Part 1

1.1 Description of Services/Introduction: The Contractor shall provide all personnel, equipment, materials, meeting areas and other items and non-personal services necessary to host the Army Special Event as defined in this Performance Work Statement except as specified in Part (2) as government furnished property and services. The contractor shall perform to the standards outlined in this document and resulting in contract award.

1.2 Background: Each year the White House honors Medal of Honor recipient(s). Subsequently, the Secretary of the Army and Chief of Staff of the Army will host a high-level event. The honoree and/or family members, and key Army personnel escorting the family will travel to Washington, D.C. to be honored and participate in a series of events. The Army will host a reception for approximately 200 family, friends, fellow Soldiers, and guests of the Army for a week and will provide transportation from the hotel to secure ceremonial events during that week. The responsibility for planning and executing the Army Special Events is the responsibility of the Office of the Administrative Assistant (OAA) to the Secretary of the Army.

1.3 Scope: The objective of this requirement is for the Contractor to provide a high-quality venue for an evening reception befitting this prestigious event, a private location for secure professional and social interaction, areas for security screening and bus staging, media training and engagement space, briefing and portrait area, a welcome reception, and a block of rooms for the honoree and guests.

1.4 Objectives: The scope of this requirement is for the Contractor to provide an appropriate venue for the official Army high-level reception in a private location for secure professional and social interaction, sleeping room block, breakout rooms, media training and engagement spaces, and private briefing and portrait area facility not more than five minutes or less than 2 miles from the Pentagon. The reception and staging areas shall be accessible to limited Army staff 24 hours per day, an area for security screening of up to 200 personnel using walk-through magnetometers, an area for staging of up to four 55-passenger buses.

1.5 General Information: The effective period of this agreement will be for base/plus 4 years from the date of contract award.

1.6 General Information:

1.6.1 Quality Control (QC): The Contractor shall ensure that services are performed IAW this PWS and all Contract requirements. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality control program is the means by which it certifies that its work complies with the requirement of the contract. At a minimum, the contractor shall develop quality control procedures that address the Performance Requirements Summary areas 1 through 4 identified in Technical Exhibit 1, “Quality Assurance Surveillance Plan”. See “TECHNICAL EXHIBIT 1 Quality Assurance Plan”. After acceptance of the quality control plan, the contractor shall receive the contracting officer’s acceptance in writing of any proposed change to the QC system.

1.6.2 Quality Assurance (QA): The government will evaluate the contractor’s performance IAW the Quality Assurance Surveillance Plan, (Technical Exhibit 1). This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines below how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.6.3 Type of Contract: Firm Fixed Price (FFP).

1.6.4 Mandatory Safety and Security Requirements:

1.6.4.1 Safety: The Contractor shall work with the event security representative to ensure that food and water standards comply with TECHNICAL EXHIBIT 4.

1.6.4.2 Security: The Contractor is responsible for physical security, surveillance, and safeguarding of its respective property and Government property provided for. At the close of each day of each event, areas occupied by the Government and all Government equipment and materials shall be secured at the Contractor’s facility.

1.6.5 Contractor Manpower Reporting (CMR): The contractor will report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Department of the Army via a secure data collection site. The contractor is required to completely fill in all required data fields using the following web address: https://sam.gov/.

Reporting inputs will be for the labor executed during the period of performance during each Government FY, which runs from October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than 31 October of each calendar year, beginning with 2024. Contractors may direct questions to the help desk at: https://sam.gov.

PART 2

SPECIFIC TASKS – BASIC SUPPLYAND REQUIREMENTS

2.0 BASIC SUPPLY: The Contractor shall provide location and services to host the Army Special Event Reception and other events. The Contractor shall provide all supplies personnel, equipment, materials, meeting areas and other items and non- personal services necessary to host the Army Special Event Reception as defined in this Performance Work Statement outlined below.

2.0.1 The Contractor shall provide up to two (2) wheelchairs as needed to accommodate guests.

2.1 Facility Requirements:

2.1.1 The Contractor shall provide a facility not more thanfive minutes or less than 2 miles from the Pentagon. Given the level and prestige of the Army Special Event held during the week,emotional and potential physical strain on the recipient, distances traveled between locations shall be mitigated to the highest extent possible. The Awardee may be experiencing post- traumatic stress disorder, depression, anxiety, and dealing with extremely challenging medical conditions. Any additional exposure to traffic whish is prevalent in the D.C. metroplex must be mitigated and requires close proximity to Department of Defense and Department of the Army Senior Leaders, Chaplains, and Department of Defense medical support. Excess travel shall be minimized.

2.1.2 The Contractor shall provide a reception area of approximately 3,200 square feet to accommodate up to 200 guests for the Army to host a high-level reception(heavy hors d’oeuvres, action stations, display stations, assorted sodas/coffee/tea/water, mini pastries or other desserts and beer and wine). Each area shall accommodate bars, tables, chairs, service areas, government displays, and Army musical entertainment for a reception. The suggested menu with options will be provided in advance to the Contracting Office Representative for review, selections and approval. The designated Army Protocol representative will coordinate the final menu. The Contractor shall provide an adjacent or nearby room to be used as a VIP photo location during the reception. Empty case storage shall be provided in the area of the reception.

2.1.3 The Contractor shall provide a private location for secure professional and social interaction which is lockable and accessible to limited Government staff 24 hours per day while the group is in residence. The designated Army Representative shall be provided a key to access the room 24 hours per day while the group is in residence.

2.1.4 The Contractor shall provide a facility capable of fulfilling the security requirements required for this high-level Army Special Event. Hotel location shall: have a parking area capable of accommodating for up to four (4) coach buses that is within close proximity to, but not directly on, a main street; have a discreet side or separate entrance that may be used for security screening and VIP access that is not utilized by other guests or for other venue business (such as employee entrances); and have a loading and unloading area for the buses that is ADA accessible from the hotel.

2.1.5 The Contractor shall provide access to a loading and unloading area with access to a freight elevator in direct proximity to the reception area and large enough to accommodate box trucks and meet the security requirements of a VIP event. Loading dock shall be available duringthe hours before and after the reception and access shall be coordinated with the Contractor and the Government. Access to the loading dock is needed by noon on the day of the reception.

2.1.6 The Contractor shall provide an area where guest check-in for the reception and security screenings can occur.

2.1.7 Should the Contractor's facility have any on-going or planned renovation/construction or scheduled events in the same area that effects or intrudes upon the event which would impede the security and sensitivity of the Army Special Event, the contractor shall provide the necessary accommodations far enough away, as agreed to in writing by the COR, from the potential disruption so as to avoid noise, dust, physical inconvenience (workers and equipment), or visually offensive inconvenience ( e.g., wires dangling from ceiling, ladders, in hallways, unfinished walls) for the length of the scheduled events or until work is complete.

2.1.8 The Contractor shall provide the honoree one (1) VIP guest suite which can sleep up to 5 personnel at no additional cost. The Contractor shall also block off no fewer than 75 additional rooms for guests attending the event as further detailed in Technical Exhibit 3 (Note: Guests are responsible for payment of their own rooms utilizing hotel commercial practice as neither their stay or payment is not covered under this contract). The Contractor shall provide a hotel reservation web link and toll-free telephone number for the attendees to contact to make reservation not later than two (2) weeks prior to the Army Special Event. This link shall be provided to the Contracting Office or designated COR. Rooms will be available for booking once the web link and hotel reservation number are provided. Individual rooms reserved by attendees will be individually billed.

2.1.8.1 Vendor shall provide 1 guest room either adjoining or very close to the Presidential Suite at no additional cost to the Government. This room may be required by the MOH recipient for medically related support needs and shall not be provided to military members/government civilians on TDY orders.

2.1.9 The Contractor shall provide an executive level meeting space appropriate in size and decorum to accommodate high level dignitaries for a week for a nightly welcome reception so that Army Senior Leaders may privately converse with the VIP in order to prepare the VIP, family members and Army Senior Leaders for the upcoming week of official engagements with senior Defense personnel. The Contractor shall provide a meeting room large enough to accommodate up to thirty (30) personnel for the arrival welcome and briefing for the honoree and family. This room shall be made available the entire week of the Army Special Event. The Contractor shall provide space and minimum set up of tables/chairs, etc. on the schedule provided as Appendix 1 to this specification for each Task Order. This room will include a water station.

2.1.9.1 The Contractor shall provide a room for empty case storage in support of all Army Special Events to include the media engagements, and the Army Special Event Reception, which may be physically secured with no access to other guests or hotel personnel.

2.2 Welcome Reception and Reception:

2.2.1 The Contractor shall provide a reception in honor of the honoree and/or family on or about the evening to be designated by the Army point of contact for two (2) hours (usually 6:00 PM to 8:00 PM). The Contractor will provide menu selection options to the Army representative within two (2) days of award of the task order. The Army designated representative or Army Protocol representative will provide the final menu selections and coordinate with the hotel staff.

2.2.1.1 The Contractor shall provide heavy hors d’oeuvres, action stations with 2 protein options, display stations, assorted sodas/coffee/tea/water, mini pastries or other desserts, beer and wine for up to 200 attendees for two hours (usually 5:00 PM to 7:00 PM). The suggested menu with options will be provided in advance to the designated Army representative for review, selections and approval within two (2) days of award of the task order. The designated Army representative will coordinate the final menu. The schedule of events will be included in the task order for each award.

2.2.2 The Contractor shall provide set-up and breakdown of all tables, chairs, and serving areas.

2.2.4 The Contractor shall provide a private area or room off the reception space that can be configured for a VIP photo location with Army-provided backdrop and flags.

2.2.5 The Contractor shall provide a private area or room off the reception space that can be configured for a VIP photo location with Army-provided backdrop and flags.

2.3 Audio/Visual (A/V) Support:

2.3.1 The Contractor shall allow designated Army personnel to provide federally owned A/V equipment and support required for the meeting rooms, media training, and reception, including audio amplification, video monitors and a video screen with pipe and draping as outlined in this PWS.

2.4 Staging Area/Room:

2.4.1 Reserved.

2.4.2 The Contractor shall provide a staging area for recipient’s family, friends, fellow Soldiers, and guests (approximately 200 people on 2 days in succession) during the Army Special Event Week to gather for security screening/clearance and departure. Staging area includes a location for charter buses to gather to transport guests to and from the hotel for the events at the White House and Pentagon. This area shall have seating areas, with restrooms in close proximity. The Contractor shall provide time to allow for set up, screening, and teardown. This time should be approximately 2.5 hours and based upon White House arrival times and Pentagon arrival times. Personnel will be screened as they gather, and the busses are loaded for departure. Once screened, the equipment can be torn down and the space cleared for public use. A water station will be made available for the 200 people in the waiting area. Power will be provided for the security screening equipment.

2.4.3 The Contractor shall allow Pentagon Force Protection Agency to set up magnetometers to screen guests as they depart the hotel for events at the White House and the Pentagon. The contractor shall provide five 6’ tables and two (2) chairs for check-in and screening and access to power outlets for two magnetometers (110v, 4 - 20 amp circuits). The Contractor shall provide approximately 2.5 hours to allow for set up, screening, and teardown based upon White House and Pentagon arrival times. These personnel will be screened as they gather and the busses are loaded for departure. Once screened the equipment can be torn down and the space cleared for public use.

2.4.4 The Contractor shall provide a room for empty case storage in support of all Army Special Events.

2.5 Meeting, Briefing Room, and Media Training:

2.5.1 The Contractor shall provide a meeting and briefing room. This room should be in an area where briefings can take place between the Army and the honoree and the family. This room shall be capable of accommodating up to thirty (30) personnel with round tables for ten (10) people, skirted. The Contractor shall provide a water station for this meeting and briefing room.

2.5.2 The Contractor shall provide one (1) meeting room with chairs, tables, lighting, and power with the ability to be secured and opened by the Government. The room shall be accessible to the Government 24 hours per day during the entire period of the event.

2.5.3 The Contractor shall provide one (1) room in the immediate vicinity of the room for the Army Reception to be used as a VIP photo location. The Contractor shall provide a water station in this room.

2.5.4 The Contractor shall provide up to 8Mbps bandwidth of internet data usage for the duration of the stay and access code for the Wi-Fi or internet line.

2.5.5 Media Training/Engagement: When requested in subsequent task orders, the contractor shall provide:

2.5.5.1 One (1) room with up to approximately (15) chairs, in a large U shape, lighting and power for media training in an area approximately 6,000 square feet to accommodate up to 15 people and Army owned video equipment (video camera, monitor, lights, and speakers). Provide necessary power in support of requirement (110v, 2-20amp circuits) the week of the Army Special Event on (date to be determined by the event schedule) typically from 10:00 a.m. – 4:00 p.m. The contractor shall provide a speaker phone loud enough to project in room of approximately thirty (30) people. The room shall be available for Army personnel to load in on (date to be determined by the event schedule) typically Monday from 7:00 a.m. – 10:00 a.m. Load out will be completed immediately following the media training.

2.5.5.2 The Contractor shall provide up to four (4) media breakout rooms for individual engagement with the recipient and the National media or local media. These rooms should be in the vicinity of the media engagement rooms. These rooms shall include four (4) chairs and a table and be large enough to accommodate up to fifteen (15) people and media owned video equipment (video camera, monitor, lights, and speakers). One room shall be large enough to accommodate a National media breakout session with backdrops, lights, audio and supporting reporter and camera equipment. The contractor shall provide necessary power in support of requirement typically (110v, 2-20amp circuits).

2.5.5.3 The contractor shall provide an adjacent room for media training available through the entire media engagement. This room shall be the first room made available and include one (1) banquet table, two (2) six-foot tables, and approximately fifteen (15) chairs. The room shall include tables and chairs as identified in 2.5.7, lectern, audio support and a conference telephone to be provided by the hotel. Provide necessary power in support of requirement (110v, 2-20amp circuits).

2.5.5.4 The contractor shall provide the Army Special Event recipient and the associated government personnel with menus so that they can procure meals on their own or by their designated representative so that they may have their meals in the media engagement training space. Any family members shall also be provided opportunity to order meals from the same menu provided but these are on the individual or designated representative for purchase.

2.5.5.5 The contractor shall provide pipe and drape in support of the media engagement with the National Press.

2.6 Parking:

2.6.1 The Contractor shall provide parking for two (2) panel vans, one (1) box truck and two (2) minivans. The Contractor shall provide personal vehicle parking for up to five (5) administrative/operations personnel on each day the week of the Army Special Event. The Contractor shall provide an additional five (5) VIP designated spaces on the evening of the Army Hosted Reception typically from 5:00 p.m. until 10:00 p.m. The Contractor shall provide validation for reduced parking fees the entire week for up to twenty (20) spaces on each day as needed.

2.7 Lodging:

2.7.1 The Contractor shall provide enough private lodging to accommodate overnight guests for those days indicated in TECHNICAL EXHIBIT 3 at the Government per diem rate, where applicable. All lodging, other than the room for the VIP, will be paid for by the individual attendees. Parking shall be included in the room rate for overnight guests. The contractor shall provide daily self-parking with in/out privileges for day guests at a rate of no more than $17.00/day.

2.8 Schedule of Events:

2.8.1 The Contractor shall provide required services in accordance with the schedule of events located in TECHNICAL EXHIBIT 2 for details as to the days and times necessary for occupancy of each conference facility/room. The schedule of events is subject to change as arrangements are confirmed.

2.9 Liaison with event planners.

2.9.1 The Contractor shall appoint a liaison or point of contact to work with the Army Special Event planners. The liaison or substitute will be available in person to assist the event planners at all times daily from 7:00 a.m. to each day’s closing event.

2.10 Internet Access The Contractor shall provide complementary wireless internet access in guest rooms and lobby area. The contractor shall provide complementary meeting room wireless internet in all spaces, up to 8mpbs.

PART 3

SPECIFIC TASKS – SUPPLIES

3.0 BASIC SUPPLIES.

3.1 The Contractor’s facility shall include a fitness facility, at least one (1) restaurant, full-service room service, and one (1) business center equipped with computers, Fax, and printers. Free parking and/or airport shuttle for guests is desired.

3.2 The Contractor shall provide security personnel available to assist in planning and implementing security measures and contingency plans for emergencies.

PART 4 APPLICABLE PUBLICATIONS

4.1 Publications applicable to this PWS are listed below. The publications must be coded as mandatory or advisory, the date of the publication, and what chapters or pages are applicable to the requirement. All publications listed are available via the Internet.

Joint Travel Regulations

TECHNICAL EXHIBIT 1

Performance Requirement Summary The Contractor requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Performance Objective

Standard

Performance Threshold

Method of Surveillance

PRS # 1

The Contractor shall provide adequate staffing; meeting, dining, and event rooms large enough to accommodate the number of participants indicated for each scheduled event.

The Contractor provided adequate staffing; meeting, dining, and event rooms large enough to accommodate the number of participants indicated for each scheduled event.

No deviation from the standard.

100 Percent Inspection

PRS # 2

The Contractor shall provide adequate staffing; food and beverages to accommodate the number of participants indicated for each scheduled event.

The Contractor provided adequate staffing; food and beverages to accommodate the number of participants indicated for each scheduled event.

No more than 5 validated customer complaints.

Validated Customer Complaints

PRS # 3

The Contractor shall provide executive level banquet and event staffing and services for each event session.

The Contractor provided executive level banquet and event staffing and services for each event session.

No more than 5 validated customer complaints.

Validated Customer Complaints

PRS # 4

The Contractor shall adhere to or take immediate actions to successfully mitigate all safety and security standards prescribed by the PWS.

The Contractor adhered to or took immediate actions to successfully mitigate all safety and security standards prescribed by the PWS.

No more than 3 validated customer complaints.

Validated Customer Complaints

TECHNICAL EXHIBIT 2

Will be provided as an attachment due to its sensitive nature.

TECHNICAL EXHIBIT 3

Contract Supplies Not Purchased Under This Contract, But Required In Order to Host the Army Special Event Ceremonies

The following items are included in this document for information and planning purposes only. Lodging costs will be the responsibility of individual hotel guests or designated government representative. GSA lodging rates shall apply.

TECHNICAL EXHIBIT 4

Mandatory Model Food and Water Security Implementation

The Army requires safe and secure food service and drinking water supply. The food service Contractor shall implement procedures to mitigate risk and provide reasonable assurance that the food and water supply chain for the event is safe and secure from intentional or unintentional contamination.

The Contractor shall comply with the current local or state food code. The Contractor shall have a food safety plan [e.g., Hazard Analysis and Critical Control Point (HACCP) plan] and a current list of food suppliers/distributors that will support the event available to a Government employee on the Army Special Event Staff (hereinafter “Government Representative”) for review.

The Contractor shall not identify or obtain food or beverage ingredients in any unique manner or specify them as being purchased for the specific event. To the maximum extent practicable, food for the event will be from common use stock and randomly selected just prior to the event from generally available stocks.

The Contractor shall use only unopened, non-tampered containers (including condiments, liquor and beverages) for event food service including open bars, morning and/or afternoon service, if provided for Army Special Event guests.

The Contractor shall physically secure all food and beverage storage, preparation, and access points against improper entry just prior to and during the event. The Contractor shall physically secure all water distribution points that are vulnerable to terrorist attack, including any distribution points identified by the Food and Water Vulnerability Assessment team as being vulnerable to terrorist attack.

The Government Representative may, at his/her option, assess food and water safety and security procedures several weeks in advance of the event, or during whatever other time period the Government Representative reasonably elects, and observe in a reasonable manner the delivery, storing, preparing and serving of the food during the event for the purpose of confirming compliance with the requirements of the Contract.

The Government Representative may, at his/her option assess the vulnerabilities of the property and building water supply to terrorist attack and require the Contractor to monitor or take other actions reasonably necessary to mitigate risk and provide assurance that the food and water supply chain is safe and secure from contamination. This assessment will normally be completed several weeks prior to the event.

AUG 22