220517 PANAMAX 2022 CPX Training Exercise HOTEL PWS.docx

United States Army South (ARSOUTH) Panamax 2022 (PMX 22) Performance Work Statement (PWS) Partner Nations Lodging, Contract Meals, Ball Room/Conference rooms with Audio Visual Equipment Multi-National Forces South (MNFS) Command Post Exercise (CPX) 31 Jul – 13 Aug 2022 As of: 17 May 2022

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.

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 provide contract lodging and meals services as defined in this PWS. The Contractor shall perform to the standards in this contract.

1.1.1 The hotel preferably shall be located within a 1-mile radius from the Alamo Historic and Business District, Downtown San Antonio, Tx. The hotel must be a hotel that has been assessed and approved by US Army South, Operational Protection Division (OPD) as a hotel in a safe, low crime area, as determined in the Criminal Threat Assessment (CTA) Reports.

1.1.2 Hotel shall be located in an area that has local restaurants within a .5-mile walking distance from the hotel.

1.1.3 The hotel shall have a full-service restaurant on property and can cater meals and provide room service.

1.1.4 The hotel shall have a loading and unloading parking area that is able to accommodate multiple 44-passenger buses for loading and unloading of personnel. The Hotel shall have an access controlled and monitored parking garage/lot that provides physical security of personnel and government rental vehicles.

1.1.5 The hotel shall have gym and pool facilities within hotel property.

1.1.6 The hotel shall be one, which provides transportation shuttle services to and from the San Antonio International Airport as part of their standard business practices provided to all guests staying in the hotel.

1.1.7 The hotel shall have sufficient capacity to accommodate approximately One hundred fifty-Nine (159) single/double rooms. Contracted and Self-Pay Rooms shall be offered at the current Government Rate, according to the Defense Travel System 2022 Rates. One Hundred twenty-three (123) of the single/double rooms will be ordered and paid under this contract in accordance with Table 1 schedule in section 5 below. The remaining, Thirty-Six (36) rooms shall be provided as Self-Pay blocked rooms in accordance with Table 2 schedule in Section 5 below and will NOT be covered under this contract, but individually billed and paid by each self-pay registered guest with their personal credit card or individual government travel card. Self-pay rooms shall be offered at the current Government Rate, according to the Defense Travel System rates. The Contractor shall provide a reservation code and a reservation confirmation end date for the self-pay room personnel to call in individually and secure reservation with individual credit cards. All Rooms,

1.1.8 Quality Standards for Rooms. Hotel shall have rooms that are set up as extended stay style suites, with fully equipped kitchenettes, or at a minimum, each room shall be equipped with a refrigerator and microwave, private bath with full toilet and shower facilities, hot and cold running water, and clean linen on a daily basis, working electricity, color television with cable, clock, and telephone. The room shall also be appropriately furnished. All rooms shall include a high standard of cleanliness with additional sanitation cleaning, in accordance with, current COVID environment guidelines. The hotel shall only have interior access to the rooms and when possible, for physical security reasons of personnel, all guests will be placed between the 2nd and 11th floor.

1.1.9 The US Government may request additional rooms at the same quoted rate, subject to room availability.

1.1.10 The Contracting Officer Representative (COR) will identify those individuals on the guest list whose rooms will be paid by the US Government, under the contract. The US Government will not pay for telephone calls, mini-bar, room service, cell phones, and hotel charges other than those specifically provided for in this contract. It is highly recommended the contractor request a credit card from each guest upon check-in to secure potential unauthorized charges. Charges not covered by the US Government are to be resolved between the guests and the hotel.

1.1.11 Meal preparations: The meals provided under this contract are only for Partner Nation Personnel registered in rooms covered in the contract. All US and self-pay partner nations personnel staying at the hotel under the blocked rooms group reservation are responsible for payment of their own individual meals. The Contractor shall accommodate guest special diets where feasible and within contracted meal rates. The COR will identify individuals with dietary restrictions, if applicable. Food shall be served in a way that adheres to safety protocols according to current COVID environment guidelines as applicable and provided in a safe and contactless manner. Non-alcoholic beverages such as juice, soft drinks, coffee, or tea shall be included with meals. If Voucher, Sign-in, or any other system is used, either the Contracting Officer or the COR. shall control/approved it. The hotel restaurant facilities shall have a City of San Antonio Food Establishment Inspection score of 90 or above. Contractor personnel shall comply with Technical Exhibit 1, Universal control measures to mitigate risk of foodborne illness.

1.1.12 Sanitation and cleaning of rooms and areas: The Contractor shall conduct additional cleaning and sanitation of all provided ballrooms, conference rooms and individual’s rooms in accordance with current COVID environment guidelines. Conference rooms shall be sanitized and cleaned twice a day. Contractor shall ensure all conference rooms have been sanitized and cleaned prior to commencing operations for the day and again during the lunch break. Contractor shall also ensure hand sanitizers are available in each conference room area.

1.1.13 Laundry services: Contractor shall provide laundry services for Non US personnel only that are registered as guest under the contracted rooms. Laundry services shall be provided during the period of 1-13 AUG 22. The Government will only pay for actual laundry services provided. Total charges for laundry services shall not to exceed (NTE) a total of 244 bundles throughout the contract period.

1.2 Background. Lodging, contract meals, laundry service, ballrooms with audiovisual equipment for United States Army South (ARSOUTH, also referred to herein as “the Government”) in support of PANAMAX 2022 Multi-National Forces South (MNFS) Command Post Exercise (CPX) Training Event.

1.3 Objectives. The Contractor provides the Government with Lodging, Contract Meals, Laundry Services, Ball Room Space with audio/visual equipment.

1.4 Scope. The Contractor shall provide non-personal services and deliver to the Government, Lodging, Contract Meals, laundry services, and ballroom/conference rooms spaces with audio visual equipment, as specified in Tables 1-3, Attachments 1-4, and Technical Exhibit 1 in coordination with the Contracting Officer (KO) and COR. The COR will be on site for coordinating activities and monitors all technical aspects of the contract and assists in contract administration.

1.5 Period of Performance. 31 July -13 August 2022

1.6 General Information:

1.6.1 Quality Control Plan (QCP). This Contract is being established using FAR Part 12 Acquisition of Commercial Items and FAR Part 13 Simplified Acquisition Procedures; therefore, no Quality Control Plan (QCP) is required.

1.6.2 Quality Assurance (QA). The Government will rely on the contractor’s existing quality assurance systems as a substitute for Government inspection and testing before tender for acceptance conform to the contract requirements. The Government shall rely on the contractor to accomplish all inspection and testing needed to ensure that supplies or services acquired at or below the simplified acquisition threshold conform to contract quality requirements before they are tendered to the Government (reference) FAR Part 46.301.

1.6.3 Recognized Holidays. N/A

1.6.4 Place of Performance. The Hotel and work performed under this contract will be located and performed in a safe low crime area within a 1-mile radius from the Alamo Historic and Business District, Downtown San Antonio, Tx. The hotel must be one of the hotels with an approved Criminal Threat Assessment, conducted by US Army South, Operational Protection Division (OPD).

1.6.5 Type of Contract. The government is expected to award a firm-fixed price contract.

1.6.6 Access and General Protection Policy and Procedures:

1.6.6.1 FPCON: N/A

1.6.6.2 Physical Security. The contractor shall be responsible for safeguarding all government equipment, information, and property provided for contractor use.

1.6.6.3 Escorts. N/A

1.6.6.4 Personnel Security Clearance Requirements. N/A

1.6.6.5 Background Checks: N/A

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

1.6.6.6.1 Contractor Common Access Card (CAC) Eligible Requirements. N/A

1.6.6.6.1.1 Federal Installation/Facility Access. N/A

1.6.6.6.2. Contractor Non CAC Eligible Requirements for DOD Facility and Installation Access. N/A

1.6.7 Employment Eligibility. N/A

1.6.8 Access to Government Information Systems. N/A

1.6.9 Key Control. N/A

1.6.10 Lock Combinations. N/A

1.6.11 Post Award Conference/Contract Periodic Progress Meetings. The Contractor shall attend the post award meetings convened by the contracting activity or contract administration office 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.

1.6.12 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.

1.6.13 Key Personnel. The following personnel are considered key personnel by the government: The KO and the COR. The Contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the Contractor when the manager is absent 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 the hours of 7:00AM-8:00 PM.

1.6.14 Special Qualifications or Certifications. N/A

1.6.14 Identification of Contractor Employees: N/A

1.6.14.1 Badging of Contractor Employees. N/A

1.6.14.2 Uniform. N/A

1.6.15 Contractor Travel. N/A

1.6.16 Other Direct Costs (ODC). N/A

1.6.17 Data Rights. N/A

1.6.18. Non-Disclosure Requirements: N/A

1.6.18.1 Non-Disclosure Statements. N/A

1.6.18.2 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 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.

1.6.19 Organizational Conflict of Interest (OCI). N/A

1.6.20 Phase-in/Phase-Out (PIPO) Period. N/A

1.6.21 General Training Requirements:

1.6.21.1 Anti-terrorism (AT) Level 1 Training. N/A

1.6.21.2 OPSEC Awareness. If the Contractor, or a subcontractor, 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.

1.6.21.3 Information Assurance (IA) Training. N/A

1.6.21.4 Information Assurance (IA)/Information Technology (IT) Training. N/A

1.6.21.5 Threat Awareness Reporting Program (TARP Training). N/A

1.6.21.6 iWATCH Training. N/A

1.6.21.7 OPSEC Training. N/A

1.6.22 Overseas Training Requirements:

1.6.22.1 Antiterrorism (AT) Awareness Training for Contractor Personnel Traveling. N/A

1.6.22.2 SERE Training. N/A

1.6.23 Foreign (OCONUS) Requirements. N/A

1.6.23.1 Theater and Country Clearance Requirements. N/A

1.6.23.2 Vetting. N/A

1.6.23.3 Installation Access to DOD Facility or Host Nation Installation. N/A

1.6.23.4 Host Nation Installation Access with No DOD Facility. N/A

1.6.23.5 Deoxyribonucleic Acid (DNA) Samples. N/A

1.6.23.6 Medical Travel Requirement. N/A

1.6.24 Synchronized Pre-deployment and Operational Tracker (SPOT). N/A

PART 2

DEFINITIONS & 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 Barthélemy, 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. 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.

2.1.8. Local National. Local national are foreign nationals who are citizens of the country where the performance of duty will occurs.

2.1.9. 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.

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

2.1.11. 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.

2.1.12. 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.

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

2.1.14. Shall. Imperative.

2.1.15. Subcontractor. Any supplier, distributor, vendor, or firm that furnishes supplies or services to or for a prime contractor or another subcontractor.

2.1.16. Third Country National. For the purpose of this clause or provision, a third country national (TCN) is defined as any person, regardless of citizenship, who travels into the USSOUTHCOM AOR from outside of the USSOUTHCOM AOR. This includes personnel who are citizens of the country where performance of the contract is being conducted, but reside outside of the USSOUTHCOM AOR. For this purpose, non-DOD contractor personnel are considered traveling under DOD sponsorship.

2.1.17. Work Day. The number of hours per day the Contractor provides services in accordance with the contract.

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

2.2 Acronyms:

NOTE: Once an acronym has been established, defined and used in a sentence, only the acronym will be used from that point forward.

PART 3

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

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. Services. None.

3.2 Facilities. None.

3.3 Utilities. None.

3.4 Equipment. None.

3.5 Materials. None.

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, in accordance with or as listed in any other sections of this PWS, or as contained within any attachments under this PWS.

4.2 Facility Security Clearance. See paragraph 1.6.6.2.

4.3. Materials. The Contractor shall furnish all materials and supplies necessary to meet the requirements as listed under any other sections of this PWS or as contained within any attachments under this PWS.

4.4. Equipment. The Contractor shall provide all equipment required to meet the requirements as listed under any other sections of this PWS or as contained within any attachments under this PWS.

PART 5

SPECIFIC TASKS

5. Specific Tasks: The Contractor shall provide non-personal services and deliver to the Government hotel accommodations and meals as specified in Tables 1-3, Attachment 1-4 and Technical Exhibit 1 in coordination with the Contracting Officer (KO) and COR.

5.1. Check-in and Checkout: Participants may show up earlier than regular check-in time. Contractor shall allow early arrivals to check-in as early noon, subject to room availability. Additionally, the contractor shall, allow guests with late flight departures to check out as late as 6:00 PM when possible. Contractor shall provide a secure area for storage of personal luggage when neither early check-in nor late check-out is possible.

5.2 Lodging: The Contractor shall provide sufficient rooms to accommodate lodging for approximately One Hundred Fifty-Nine (159) guest rooms total. One Hundred Twenty-Three (123) Rooms will be under contract as designated in table 1 and the remaining Thirty-Six (36) rooms shall be reserved as self-pay rooms as designated in table 2 below.

5.2.1 Contracted Lodging. The Contractor shall provide contracted lodging for approximately One Hundred Twenty-Three (123) Guests. Table 1 below reflects the estimated number of standard rooms paid by the contract. Contracted Rooms shall be offered at the current Government Rate, according to the Defense Travel System 2022 Rates All registered guests will be checking in on 31 July 2022 and checking out on the morning of 13 August 2022.

5.2.1.1 The US Government will only pay for rooms, and services used, and any applicable penalties due to late cancellations for rooms or services under the contract only, not to exceed one night charge. The Government will not be responsible for any charges related to rooms provided as individual self-pay blocked rooms.

Table 1 Estimated Contracted Rooms 31 July 22 – 13 August 2022

Estimated # Personnel

Number of Nights Total Nights

TOTAL

1,599

5.2.1.2 Self-Pay Lodging. The Contractor shall agree to provide a set of blocked rooms as self-pay rooms reservations for approximately Thirty-Six (36) Guests. Self-pay rooms shall be offered at the current Government Rate, according to the Defense Travel System 2022 Rates. Table 2 below reflects the estimated number of standard rooms paid by each registered self-pay guest. Contractor shall designate and provide a reservation code for self-pay personnel to call in and confirm reservation, providing individual credit card as form of payment. Contractor shall provide a cutoff date for self-pay guests to call in and secure their room reservations. Contractor shall not be responsible for blocked rooms hold after cutoff date. Self-pay guest must call by cutoff date, or they risk losing blocked room reservation.

Table 2 Estimated Self-Pay Rooms 31 July 22 – 13 August 2022

Estimated # Personnel

Number of Nights Total Nights

TOTAL

5.3 The Contractor shall provide the Government’s Security Director or Representative with an orientation, during the post award meeting or at another agreed date and time. The hotel security manager shall meet with the Government security director or representative to establish a direct point of contact within the hotel staff to solve security issues.

5.4 Hotel Contract Manager. The Contractor shall provide a hotel representative as a liaison. The hotel representative (HR) shall be vested with the authority to resolve issues and payment as they arise. The HR shall be available throughout the time period the hotel is in use by the Government. The contractor 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.).

5.5 Service Breakdowns. The contractor shall ensure required maintenance or repairs for hotel equipment, to include guest rooms, ballrooms, conference facilities, breakout rooms, elevators; kitchen equipment, etc. are corrected at the expense of the contractor. All equipment shall be repaired within a reasonable amount of time, not to exceed two to three hours of reported malfunction.

5.6 Baggage Service. The contractor shall have baggage handling equipment available for hotel guests during check-in and check-out.

5.7 Extended Stays. Guests wishing to extend their stay in the hotel must check out within the designated checkout time on the specified end date according to the contracted date. Guests who wish to extend their stay at the hotel beyond contracted date may do so at the hotel’s discretion and the guests’ own financial resources. If flights are delayed/cancelled due to inclement weather the participants covered under the lodging contract shall be allowed to come back to the Hotel and use the facilities while awaiting transportation. If the delay/cancellation is such that guests must stay an extra night/s awaiting transportation, they will have the option of checking back in at the U.S. Government expense, subject to room availability.

5.8 Meals:

5.8.1 Hotel Meal Program. The contractor shall serve food in a way that adheres to safety protocols in accordance with current COVID environment guidance and provided in a safe and contactless manner. Contractor shall use voucher system to account for meals consumed, the contractor shall provide vouchers to the COR or agree to use vouchers provided by the COR for issuing to room guests staying under the contract to account for meals served. Personnel staying under the Self-Pay rooms will pay for each meal consumed, by either paying at the end of each meal or charged to their rooms, paid at the end of their stay. The vouchers for contracted meals shall be used to provide a consumption list (head count) at the end of each business day to the COR with an invoice showing actual charges for each meal. Only personnel staying under the contracted rooms will be entitled use of vouchers for meals. The Government will only pay for meals consumed and accounted for by vouchers. Contractor shall submit receipts and other billing information as requested by the KO or COR. NOTE: Payment for any drinks containing alcohol is the responsibility of and must be paid for separately by the guest requesting such beverages. The contractor shall also provide and account for self-pay meal requirements and shall accommodate for self-pay personnel to eat at same location and times as contracted meals personnel. At no time, alcoholic beverages shall be charged directly to contracted rooms. Any unauthorized charges shall be billed directly to the individual guests.

5.8.2 Breakfast. The contractor shall provide a breakfast at the restaurant, or an appropriate on-site facility as agreed to by the vendor and the Government based on the schedules and for the guest quantities as stated in the table 3 below paid by the contract, unless breakfast is included as part of the rate. Breakfast shall, be consistent with a value sufficient to provide a complete breakfast meal. At a minimum, breakfast shall consist of, choice of eggs, (fried, scrambled or omelet), choice of bacon or sausage, toast, pancakes or waffles, oatmeal, cereal, pastries, fresh fruits, and a non-alcoholic beverage such as water, juice, soft drinks, tea and/or coffee, to include and all associated condiments. Any unauthorized charges shall be billed directly to the guest.

5.8.2.1 Breakfast Schedule:

a. On 1-4 Aug 2022, breakfast shall be served and consumed from 6:00-7:30 AM.

b. On 5-12 Aug 2022, breakfast shall be served and consumed in two major group schedules, 1st group from 5:00-6:30 AM and 2nd group from 8:00-9:30 AM.

c. On 13 Aug 2022, breakfast shall be served during normal hotel business hours.

5.8.3 Lunch: N/A, no lunch services will be required for this contract.

5.8.4 Dinner: The contractor shall provide at the restaurant, or an appropriate on-site facility as agreed to by the vendor and the Government based on the schedules and for the quantity of guest staying in contracted rooms as stated in the table 3. Dinner shall, be consistent with a value sufficient to provide a complete dinner meal. At a minimum, consist of main entrees, side dishes, dessert or fresh fruit, and a non-alcoholic beverage such as water, juice, soft drinks, tea and or coffee. The contractor shall provide a minimum of two-three choices for its dinner menu selection(s) which shall be different each day. Any unauthorized charges shall be billed directly to the Guest.

5.8.4.1 Dinner Schedule:

a. On 31 Jul 2022, Dinner Shall be served during normal hotel business hours.

b. 1-4 Aug 2022, dinner shall be served and consumed from 6:00-8:00 PM

b. 5 Jul – 12 Aug 2022, dinner shall be served and consumed in two major group schedules, 1st group from 4:30-6:00 PM and 2nd group from 8:00-9:30 PM.

5.8.5 Midnight Snack Boxes: The Contractor shall provide To-Go snack boxes in accordance with the schedule and for the quantity specified in Table 3 below. Snack boxes shall be consistent with a value sufficient to provide a complete snack that consists of a sandwich or wrap, a fresh fruit, bag of chips, cookie, and a non-alcoholic beverage, such as a water, juice, soft drink or tea. The contractor shall provide two choices of snack box each day, snack boxes shall be labeled, and snack box contents shall be different each day. Snack boxes shall be prepared no later than 7:30 PM daily and ready for pick up by military personnel by 8:00 PM.

Table 3 Estimated Schedule of Contracted Meals

Breakfast Contract Meals 5:00 – 6:30 am 8:00-9:30am (Approx. 122 x day) Estimated Dinner Contract Meals 4:00-6:00pm 8:00 – 9:30 pm (Approx. 122 x Day) Estimated Midnight Snack Box Contract Meals 8:00PM Pick Up (Approx 25 x Day)

5.9 Ballroom/Conference Rooms/Event rooms: The Contractor shall provide Ballroom spaces for icebreaker, closing ceremony and farewell events on designated dates specified below. Ballroom event rooms shall be large enough to accommodate a minimum of 225 personnel and up to a maximum of 250 personnel. Ballroom Event room spaces shall be set up according to diagrams provided as attachments 2-4.

5.9.1 Icebreaker Event: The Contractor shall provide a ballroom event room space on 1 Aug 2022, from 6:00 pm – 9:00 pm for an Icebreaker Event. Ballroom event room shall be set up, no later than, 5:00 pm. The Ballroom Event room shall be large enough to accommodate approximately, 225-250 personnel. Ball Room shall be set up with bar style high tables with white table clothes, no chairs. Contractor shall provide and set up two (2) No-host, pay as you go bars within or right outside of the ballroom event room, where guests and attendees can purchase liquor and beer at their own expense during the event. Ballroom shall be equipped with one podium with sound. Ballroom Event room shall be set up according to the diagram provided as Attachment #2.

5.9.2 Ballroom/Event Room for Closing Ceremony Event: The Contractor shall provide a Ballroom event room space on 11 Aug 2022 from 4:00-6:00 PM for the PANAMAX 22 Closing Ceremony. Ballroom/event room shall be set up, no later than, 3:00 PM. The Ballroom shall be large enough to accommodate approximately, 225-250 personnel. Ballroom shall be set up with chairs in an auditorium/presentation style seating, no tables. Ballroom/event room shall be equipped with two (2) podiums with sound, according to the diagram provided in Attachment #3.

5.9.3 Ballroom/Event Room for Farewell Reception Event: The Contractor shall provide a ballroom/event room Space on 11 Aug 2022, from 6:00 pm - 9:00 pm for the PANMAMAX 22 Farewell Reception Event. Ballroom/event room shall be set up, no later than, 5:00 pm. The Ballroom/conference room shall be large enough to accommodate approximately, 225-250 personnel. Room shall be set up with bar style high tables with white table clothes, no chairs. Contractor shall provide and set up two (2) No-host, pay as you go bar within or right outside of the ballroom/event room, where guest and attendees can purchase liquor and beer at their own expense during the event. Ballroom shall be equipped with one podium with sound, according to the diagram provided in Attachment #4.

5.10 Automation, Audio/Visual (AV) Specifications: The Contractor shall provide Automation, Audio/Visual (AV) support on the specified dates for conference and Social Events during the contracted period.

5.10.1 Ballroom event rooms: The contractor shall provide and set up podiums with microphone/sound, projector with screen. Set up required in accordance with Attachments #2, #3, and #4 diagrams.

5.11 Parking. Contractor shall provide 2ea. dedicated “self-park” clearly marked reserved parking spaces from 31 Jul – 13 Aug 22. Parking must be in a safe environment with adequate lighting and security. Hotel staff shall be made aware of reserved parking spaces. If parking is not free at the hotel, Contractor shall provide validated free parking for reserved parking spaces as well as for all participants visiting the hotel and attending the Icebreaker, Closing Ceremony and Farewell Reception events. Hotel guests that are using the “self-parking” service shall be provided with validated free parking as well.

5.12 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 available for guest free of charge if 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).

5.13 Airport Shuttle Service. The Contractor shall provide a courtesy shuttle service to and from San Antonio International airport as part of their standard business practices offered to any registered guest staying at their hotel.

5.14 Lobby Space: The Contractor shall provide a table with two-three (2-3) chairs at an agreed designated area within the lobby/reception area for use by Military Reception Team to set up a reception/accountability desk on the following days; 31 Jul, and on 13 Aug 22, from 5:00am – 5:00pm.

5.15 Laundry Services: Contractor shall provide laundry services for Non US personnel only that are registered as guest under the contracted rooms. Laundry services shall be provided during the period of 1-13 AUG 22. The Government will only pay for actual laundry services provided. Each registered guest staying in a contracted rooms are authorized to turn in no more than two (2) bundles of clothes during the contract period. Total charges for laundry services shall not to exceed (NTE) a total of 244 bundles throughout the contract period. Laundered clothing items shall be returned to customers by NLT 1800 the following day. An average size laundry bundle can be classified as ten (10) pieces of laundry. Any type of the following items may be laundered but is not limited to military uniform items, civilian clothes to include under garments, socks, and handkerchiefs. Contractor shall not accept requests for special handling or pressing/starching of uniforms or civilian clothes. Laundry shall be cleaned, dried, fluffed and folded only. The Contractor shall be liable for any property damaged or lost. The contractor shall have full responsibility for the costs of any damage or lost laundry articles due to negligence of the contractor or his employees.

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

PART 7

ATTACHMENT/TECHNICAL EXHIBIT LISTING

7. Attachment/Technical Exhibit:

7.1. Attachment 1 – Performance Requirements Summary

7.2. Attachments 2-4 Ballroom/Event Rooms Set up Diagrams

7.3Technical Exhibit 1 - UNIVERSAL CONTROL MEASURES TO MITIGATE RISK OF FOODBORNE ILLNESS

ATTACHMENT 1

Performance Requirements Summary The contractor service 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

1. Combating Trafficking in Persons FAR 52.222-50 c The Contractor shall Notify its employees of

a. The United States Government's zero tolerance policy described in paragraph (b) of this clause The actions that will be taken against employees for violations of this policy. Such actions may include, but are not limited to, removal from the contract, reduction in benefits, or termination of employment

PRS # 1

The Contractor shall provide non-personal services and deliver to the Government, Lodging, Contract Meals, laundry services, and ballroom/conference rooms spaces with audio visual equipment, as specified in Tables 1-3, Attachments 1-4, and Technical Exhibit 1 in coordination with the Contracting Officer (KO) and COR. PWS para. 1.4 The contractor provided correct number of rooms, meals, laundry and ballroom space as specified in Tables 1-3, Attachment 1-4, and Technical Exhibit 1 in coordination with the KO or COR.

PRS # 2

The COR will identify individuals with dietary restrictions, if applicable. Food will be served in a way that adheres to safety protocols in accordance with current COVID environment guidelines and provided in a safe and contactless manner. Non-alcoholic beverages such as juice, soft drinks, coffee, or tea shall be included with meals. If Voucher, Sign-in, or any other system is used, it shall be controlled/approved by either the Contracting Officer or the COR. The hotel restaurant facilities shall have a City of San Antonio Food Establishment Inspection score of 90 or above. Contractor personnel shall comply with Technical Exhibit 1, Universal control measures to mitigate risk of foodborne illness.

PWS para. 1.1.11

PRS # 3 Sanitation and cleaning of rooms and areas: The Contractor shall conduct additional cleaning and sanitation of all provided ballrooms, conference rooms and individual’s rooms in accordance with current COVID environment guidelines. Conference rooms shall be sanitized and cleaned twice a day. Contractor shall ensure all conference rooms have been sanitized and cleaned prior to commencing operations for the day and again during the lunch break. Contractor shall also ensure hand sanitizers are available in each conference room. PWS Para 1.1.12

PRS # 4

Contractor shall provide laundry services for Non US personnel only that are registered as guest under the contracted rooms

PWS Para 5.15 The Contractor shall tag clothing in each person’s bundle with a unique number.

Clothing is inventoried, tagged, and on customer receipt.

Contractor provides a receipt with inventory sheet of items placed in the bag to customer or attached to the bundle.

Contractor provides a 24 hr turn around service

ATTACHMENT 2

Ballroom/Event room Icebreaker set up diagram 1 Aug, 22 6:00 - 9:00 pm

ATTACHMENT 3

Ballroom/Event room Closing Ceremony set up diagram 11 Aug, 22 4:00 - 6:00 pm

ATTACHMENT 4

Ballroom/Event room Icebreaker set up diagram 11 Aug, 22 6:00 - 9:00 pm

Exhibit 1

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. Fruits and vegetables that are cooked for hot holding will be cooked to a temperature of 135F/57C. Cut fruits and vegetables under refrigeration will be held at 41F/5C or less until cooked or served.

3. Foods held hot will be maintained at 135F/57C or higher. Temperatures need to be verified with a properly sanitized thermometer. Hot foods not kept at 135F/57C or greater since preparation will be discarded after 4 hours. Cold foods served and not held at 41F/5C or less will be discarded after 4 hours.

4. Potentially Hazardous Foods (PHF) will be thawed in one of the following manners (listed most to least desirable):

(a) In refrigeration, that maintains the food temperature at 41F/5C or less.

(b) Completely submerged under running potable water at a water temperature of 70F (21C) or below with sufficient water velocity to agitate and float off loose particles in an overflow.

(c) Microwave (only if cooked immediately thereafter).

5. Refrigerated foods will be protected/wrapped properly and clearly marked with time/date of preparation or opening and use-by date (7 days or less) and stored at 41F/5C or less.

6. Frozen foods need to be clearly marked with time/date of preparation or packaging and use by date (45 days or less) and stored frozen at 0F/-18C or less.

7. Shell eggs at receipt will be at 45F/7C or below and stored under refrigeration at 41F/5C or less.

8. Obtain products from wholesale distributors that deliver food at the proper temperature and in sealed packages with labels identifying the product. Food products stored in packages other than their original container or package shall be labeled with original product name and time/date when original container/package was first opened.

9. Under no circumstances will leftover food be reheated, mixed with fresh ingredients, or served again for future meals; however, bakery items may be served again at the next scheduled meal.

10. The following foods may not be served in a ready-to-eat (RTE) form: (a) raw animal food (such as Sushi or raw-marinated fish, raw molluscan shellfish, and steak) (b) partially cooked food (such as lightly cooked fish, rare meat, and soft-cooked eggs) (c) raw seed or bean sprouts (d) ice, unless from an authorized/approved ice plant or other authorized potable water source. Non-potable/non-approved ice used for cooling will not come in direct contact with the food item being cooled (e) Unpasteurized fruit juices or dairy products.

C. CROSS-CONTAMINATION MEASURES

1. Cross contamination of food will be prevented by: (a) separating raw animal foods during storage and preparation from RTE foods and cooked foods. This can be accomplished by using separate equipment (cutting boards, utensils) and during storage – by arranging RTE items over products requiring lower cooking temperatures and products requiring higher cooking temperatures on the bottom (b) all cutting boards, utensils, and food contact surfaces used for potentially hazardous foods (PHF) will be cleaned and sanitized throughout the day at least every 4 hours or at any time during the operation when contamination may have occurred.

2. Before being peeled, cut, combined with other ingredients, or offered in a RTE form, raw fresh fruits and vegetables will be:

(a) Thoroughly washed in potable water to remove soil and other contaminants.

(b) When chlorine solution is used for disinfecting whole fresh fruits and vegetables, it is used at a 50-200 ppm concentration level.

(c) Completely immerse FF&V for at least 1 minute in the disinfecting solution.

3. Food will be protected from contamination by storing the food in a clean dry location; where it is not exposed to splash, dust, or other contamination; and at least 15 cm/6 in above the floor. During preparation, unpackaged food will be protected from environmental sources of contamination.

4. Recommend holding tank for bulk water (designated for kitchen and shower use, etc…) be secured with a lock and that bulk water be maintained at 1.0 ppm free available chlorine and checked daily.

5. Food service workers shall eat, drink, or use any form of tobacco ONLY in designated areas where the contamination of exposed food; clean equipment, utensils, and linens; unwrapped single service and single use articles; or other items needing protection cannot result.

D. FOOD CONTACT SURFACES MEASURES

1. Utilize the 3 compartments sink as follows:

(a) First compartment (WASH) - equipment and utensils will be thoroughly washed with detergent and hot water at no less than 110F/43C.

(b) Second compartment (RINSE) - Equipment and utensils rinsed in clean water no less than 120F/49C.

(c) Third compartment (SANITIZE) - Sanitize equipment and utensils in one of the following manners:

1. Immerse in hot water 171F/77C or above for at least 30 seconds.

2. Immerse in approved sanitizer (ex. chlorine solution for at least 15 seconds at temperature of 75F/24C and concentration of 100-ppm chlorine (5 ppm FAC). Add 16 tsp (80 ml) of 5% liquid bleach to 40 L of water to achieve 5 ppm FAC. Chlorine test strips should be provided at each sink.

2. Ware washing machines that use hot water to sanitize will achieve a dishware/utensil surface temperature of 160F (71C).

3. Cleaned and sanitized equipment and utensils will be stored: (a) in a clean and dry location (b) where they are not exposed to splash, dust, or other contamination (c) on a rack above the floor that permits air-drying (d) either covered or inverted.

4. Plates and utensils will be allowed to air-dry after washing and sanitizing to prevent recontamination.

5. Cleaning cloths used for wiping food spills will be reasonably clean and stored in a chemical sanitizer solution between 50-100 ppm chlorine/5 ppm FAC (or equivalent) solution and used for food contact and non-food contact surfaces, OR use single use clean…