Strong_Bonds_PWS_Attachment_for_Posting.pdf

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Performance Work Statement Lodging, Meals and Conference Facilities

LA ANG Strong Bonds Event New Orleans, LA 23-25 June 2017

1. INTRODUCTION. The LA ANG will conduct a Strong Bonds Event Located in the downtown city center (within zip codes, 70130, 70112, 70113, or 70116) of New Orleans, LA area on June 23-25, 2017. The Strong Bonds Event is seeking a premium FEMA registered facility to accommodate lodging, training, breakout, and dining accommodations to include catering for a total of 50 service members only or accompanied by their spouses/dependents and along with support staff for the Strong Bonds Event June 23-25, 2017. The Strong Bond’s Coordinator holding these events is not authorized to change the terms and conditions of the resulting contract.

1.1. Hotel Representative. The hotel shall provide a liaison list no later than one week prior to the event. The hotel representative (HR) must be vested with the authority to resolve issues involving event execution and payments as they arise. The HR shall be available through the duration of the event. The hotel will provide a list of on-call points-of-contact who have the authority to resolve issues affecting their particular areas of support, (for example: room maintenance, security, banquets, payment, etc.).

2. GENERAL REQUIREMENTS.

2.1. LODGING. Hotel must be SAM registered, with a CAGE code: https://www.sam.gov/

2.1.1. Room Quality Standards. The rooms will be occupied by one (1) Service Member or Service Member and spouse under this contract. At a minimum, rooms must be double occupancy, individual/private sleeping rooms with private toilet and shower/tub facilities, hot and cold running water, clean linen on a daily basis, working electricity, color television with cable, clock, and telephone, one (1) queen/king bed per room. The room should be appropriately furnished.

2.1.2. The U.S. Government is responsible for contractual payments indicated in the schedule. The lodging rate for this event will not exceed the Government Lodging Per Diem rate for the New Orleans, LA area. Individuals designated as “self-pay” are responsible for their bills; the rooms should be provided at the contracted price.

2.1.3. The estimated lodging of twenty (50) Sleeping rooms will be required for 2 nights (Fri & Sat nights) 23-25 June 2017.

2.1.4. The Strong Bonds Coordinator will identify individuals on the guest list whose rooms will be procured under the proposed contract. All other rooms and services shall be the responsibility of the individual (“self-pay”) and the Government will not be held liable.

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2.1.5. The US Government will not pay for telephone calls, mini-bar usage, room service, in room internet (if not provided at no cost), parking, movie/game rentals, restaurant invoices, gift shop purchases, hotel room damages, hotel charges and etc. other than those specifically provided for in this contract. Charges not covered by the US Government should be resolved between the guests and the hotel. Incidentals will be paid by the member who booked the room and shall be billed to the individual’s personal credit card account which was provided during check-in.

2.1.6. The US Government will only pay for rooms and services actually used and any applicable penalties due to late cancellations. Service members will be provided a 72 hour cancellation policy or better. In case of unforeseen mission requirements or confirmed emergency, members under this room block and reservation code will not be held liable for failure to cancel and will not be charged first night’s stay. A letter signed by the appropriate Official must be submitted in this case.

2.1.7. Check-in/out. The Strong Bonds Coordinator will contact the hotel directly and provide the hotel with a list of names for all service members and/o r spouse for each room reservation using the designated reservation code established by the hotel and provided to the requestor of these services. The deadline for providing the list of names for room reservations to the hotel by the Government POC will be no later than one week prior to the event start date. Any rooms not reserved as required by the list provided in the LA ANG Strong Bonds Event room block by this deadline (one week prior to the event) shall be released from the block and made available for sale to the general public. In some cases service members may show up earlier than the regular check-in time. The hotel should accommodate early arrivals, if there is room availability. The hotel should also accommodate guests with late departures to check out later than the regular time when possible. The hotel should provide a secure storage area for personal luggage when neither early check-in nor late check-out is possible. Check- out time for all service members will be designated to be at 1100 hrs.

2.1.8. Extended Stays. Conference guests wishing to extend their stay in the hotel must check- out within the designated 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.

2.1.9. Announcement boards. The hotel should provide appropriate announcement boards at each hotel entrance and the main conference room welcoming and directing conference service members. The Strong Bonds Coordinator will provide the exact wording of the announcement to the hotel.

3. EVENT FACILITIES.

3.1. GENERAL REQUIREMENTS.

3.1.1. The Hotel is responsible for providing suitable ON-SITE event room space.

The Government defines suitable conference room space as follows:

3.1.2. The event facility should be ready for use by US Government personnel not later than 7:00 AM each morning of the event.

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3.1.3. General Session Event Space to accommodate approximately 50 service members, set in Classroom Style seating to also comfortably accommodate meal service, Medium Sized Risers or Fixed Stage/ Lectern or Podium Centered, AV booth near outlets and house sound connections if available. Option to bring in government owned PA system to hook into house sound system. An additional rectangular table(s) will be set to accommodate 10 support staff. Audiovisual screen(s) is required as noted below. Use of house sound (and projection only if built into ballroom). A/V freedom- we will make use of our technicians and equipment, projecting onto contracted screens. Wireless Internet capabilities and a lavaliere or hand-held mic.

a. Friday, 23 June, 2017, 8:00 a.m. to 7.:00 p.m.

b. Saturday, 24 June, 2017, 7:00 a.m. to 6:30 p.m.

c. Sunday, 25 June, 2017, 7:00 a.m. to 1:00 p.m.

The event rooms may be used on a twenty-four hour basis. The Strong Bonds Event will coordinate with the hotel representative for the conference room set-up.

3.1.4. The hotel is responsible for ensuring all equipment is operable at all times.

3.1.5. The hotel shall provide grounded electrical connections with extension cords and surge protectors to support office equipment.

3.1.6. The event rooms must be locked when not occupied to prevent unauthorized access.

Only the designated Strong Bonds Coordinator or assigned staff member will be authorized to receive keys to the conference rooms.

3.2. Main Event Room. The main event room should be available for use starting 23 June 2017/7:00 a.m.- 7:00 p.m..

24 June 2017/7:00 a.m.- 6:30 p.m.

25 June 2017/7:00 p.m.- 1:00 p.m.

The event room must comfortably seat 40 individuals, and 10 support staff as noted above.

3.2.1. The hotel representative is responsible for coordinating set-up with the Strong Bonds Coordinator and/or the Contracting Officer.

a) The setup includes a typical conference set-up, which includes but is not limited to:

Tables w/tablecloths, Padded chairs, Podiums and Other miscellaneous equipment.

Tripod--capable of holding a 1-meter by 1-meter sign at door entrance

b) Podium, microphone, screen(s), stage, AV/booth, A/V connections to house sound and projector (if built into the ballroom), and internet service, in main conference space or ballroom, times specified above.

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c) Screens, sound hook up and wireless internet usage in breakout rooms and must be large enough to accommodate the audience in full. Two screens, one on either side of stage in main ballroom/conference space is acceptable.

d) Hotel will provide setup and LCD projectors if built into their conference space otherwise the hotel will provide projectors. Government will provide laptop computers to be used in the conference room and breakout rooms.

Government is permitted to connect its equipment to the hotel’s electrical outlets, house sound and AV connections with in the facility and for the duration of the event weekend with no additional cost to the government for use of hotel’s electrical power service.

3.2.3. Each table should be appropriately supplied with drinking water.

3.2.4. Internet. The hotel is responsible for providing high speed internet connection for all service members.

4. MEALS.

4.1. GENERAL REQUIREMENTS. The hotel shall be responsible for providing meals during the event that shall remain at or below the specified per diem rate to include all snacks and beverage breaks. The scheduled meals are prepared according to predetermined menus.

The meal includes one beverage: non-alcoholic juice, soft drinks, or coffee. The Strong Bonds Coordinator will identify individuals with dietary restrictions. The hotel should be able to package any of the meals allowing individual service members to transport and eat at their convenience when previously coordinated.

4.2. Hotel Meal Program. The hotel will account for meals served to service members by providing a consumption list (head count) at the end of each business day to the Strong Bonds Coordinator with an invoice showing actual charges for each meal. The hotel may be required to submit receipts and other billing information per the Contracting Officer’s request.

4.3.1. Individuals designated as “self-pay” are responsible for paying for their individual meals.

4.3.2. Schedule of Contracted Meals.

4.3.2.1. Breakfast. The hotel shall provide its standard buffet breakfast or menu selection at an appropriate facility on site as agreed to by the vendor and the Strong Bonds Coordinator.

The voucher or sign-in system shall apply to authorized personnel, unauthorized charges shall be billed directly to the user.

4.3.2.2. Lunch. The hotel shall provide its standard buffet luncheon or menu selection at an appropriate facility on site as agreed to by the vendor and the Strong Bonds Coordinator. The voucher or sign-in system shall apply to authorized personnel, unauthorized charges shall be billed directly to the user.

4.3.2.3 Lunch should consist of a main entree, side dishes, dessert, and a non-alcoholic beverage (water, juice, soft drinks, and tea/coffee) and be consistent with a value sufficient for a complete luncheon meal.

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4.3.2.3. Dinner. The hotel shall provide its standard dinner buffet or menu selection at an appropriate facility on site as agreed to by the vendor and the Strong Bonds Coordinator.

4.3.2.3.1 Dinner should consist of a main entree, side dishes, dessert, and a non-alcoholic beverage (water, juice, soft drinks, tea and or coffee) and be consistent with a value sufficient for a complete dinner meal.

Refreshments The hotel will provide buffet style refreshment breaks in close proximity to the main conference room and conference breakout rooms. The refreshments/coffee should be enough for 50 people.

The coffee break menu should be varied daily. The breaks are as follows:

A.M.--water, coffee, tea, fruits and pastries.

P.M.-- water, coffee, tea, and sodas, fruit snack, and an assortment of finger sandwiches

a. Friday, 23 June Friday from 12:00 p.m.-8:00 p.m. (registration area)

a. AM menu (Breakfast) Saturday, 24 June from 07:00 am – 9:00 am

b. PM menu (Lunch) Saturday, 24 June from NLT 12:00 p.m. – 1:30 pm

a. AM menu (Breakfast) Sunday, 25 June from 07:00am- 9:00 am

b. PM menu (Lunch) Saturday, 25 June from NLT 12:00 p.m. – 1:30 pm

4.4. Estimated Number of Contracted Meals up to 50 service members. All other service members are responsible for their own meals.

Table 4. NON US PERSONNEL CONTRACTED MEALS

DATE BREAKFAST LUNCH DINNER TOTAL

23 June 17 0 0 50 50 24 June 17 50 50 50 150

25 June 17 50 50 0 100

TOTAL 100 100 60 300

**NOTE: The U.S. Government is not responsible for paying for Alcoholic beverages.

4.5. COFFEE BREAKS: The hotel will provide buffet style refreshment breaks in close proximity to the main conference room and conference breakout rooms. The refreshments/coffee should be enough for 50 people.

4.5.1. The coffee break menu should be varied daily. The breaks are as follows:

A.M.--water, coffee, tea, fruits and pastries.

P.M.-- water, coffee, tea, and sodas, fruit snack, and an assortment of finger sandwiches.

4.5.2. Menu selections or substitutions should be coordinated with the Strong Bonds Coordinator. Setup should be completed by the scheduled time and promptly removed at the direction of the Strong Bonds Coordinator.

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The Government shall provide hotel with a final count of personnel to be served refreshment breaks no later than one week prior to the event date. The government will not be responsible for any cost above the final count provided and all refreshments per that headcount will be left out and available to our service members until they refreshments have been consumed or the Strong Bonds Coordinator directs/agrees to discontinue refreshment service. Pre-packaged, canned, bottled, and non- perishable leftovers will be provided to the Strong Bonds Coordinator on site.

5. PARKING. The hotel should provide 50 “self-park” parking spaces in the hotel parking lot 23- 25 June 2017 for local service members not residing in the hotel. Service members using the “self- parking” service will be validated by the Strong Bonds Coordinator.

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

7. SECURITY. The hotel shall have an internal security program, which meets the requirements of the Government’s Regional Security Officer. The Government will inspect the hotel’s facilities. The hotel shall make its security plan available upon request. Contract award is contingent upon certification by a force protection inspection and approval.

7.1. The hotel shall provide the Government’s security director an orientation. The hotel security manager shall meet with the Government security director to establish a direct point of contact within the hotel staff to solve security issues.

8. Contracting Officer. The Hotel will only take direction from the Contracting Officer. The limitations of the designated work are contained within this Performance Work Statement. The hotel will not receive payment for purchases outside of the contract terms.

8.1 The Strong Bonds Coordinator (SBC) is MSgt Crystal McMillon.

9. CHANGES TO CONTRACT. The only person authorized to make changes to the contract is the Contracting Officer. Failure to clear changes with the Contracting Officer IN ADVANCE of providing service may result in non-payment to the Hotel. Accordingly, the Contracting Officer SHALL be notified prior to any additional services/performances necessitating contract modification (that is, those resulting in changes in cost to the Government).

10. INVOICES. All invoices submitted for payment shall be submitted in English, and shall be billed in US Dollars. Invoice must have all required information as described by the Contracting Officer. Lodging, service charges, taxes, etc. must be itemized separately on the invoices. Vendor will send the invoice statements to Strong Bonds Coordinator contact and contracting office. All payments of invoices shall be submitted through Work Area Work Flow (WAWF), website:

https://wawf.eb.mil/

END OF PWS