PWS_Hotel_VIP_Lodging.pdf

PERFORMANCE WORK STATEMENT (PWS)

Distinguished Visitor Hotel Lodging

HQ US SOUTHCOM

Miami, Florida, USA

INTRODUCTION: The Commander of the United States Southern Command (USSOUTHCOM) will be hosting several Four (4) Star events throughout each fiscal year, which includes all Ministers of Defense, Chiefs of Defense, Ministers from the Caribbean, Central and South America, cabinet level Assistants from the US Government and several senior executives from private and public enterprises. The senior level event invitees are ranked equivalent to or higher than a Four Star General Officer. The venue shall reflect the prestige and executive quality of a Political - Military event of this magnitude. The lodging consists of approximately 25 - 100 participants per requirement. In addition, senior officials from several US Government Departments and agencies, as well as several General officers will be attending these events. This Performance Work Statement (PWS) details the general hotel lodging, welcome reception, and meals (if applicable) required in support of these USSOUTHCOM requirements.

The Government is considering multiple blanket purchase agreements in support of this requirement.

1.0 OBJECTIVE: The Contractor shall provide lodging, meals and welcome reception support services in and around Miami, Doral, Coconut Grove and Coral Gables, Florida as specified in each line item issued under this Blanket Purchase Agreement (BPA). Individual BPA calls shall specify details of required lodging, meals and welcome reception support services such as dates of events, how many participants, time of arrival etc.

2.0 PERIOD OF PERFORMANCE: The period of performance for this effort will be approximately forty one

(41) months from the award date.

XX December 2016 through 23 April 2020

3.0 GENERAL REQUIREMENTS.

3.1 HOTEL LOCATION: The Contractor shall be located within the metropolitan and international airport area.

The hotel shall be in a location which shall pass a Government vulnerability security assessment in accordance with DODI 2000.16, DOD 2000.12 & AR 525.13. Hotel vulnerability security assessment will be conducted for the hotels awarded this BPA. Hotels shall be located within twenty (23) miles of HQ Southern Command, 9301 NW 33rd St, Doral, FL 33172. The hotel shall provide lodging and meals within their main facilities with all lodging rooms in close proximity of each other. The Contractor shall provide lodging and meals, within their main facilities as directed by the U.S. Government.

3.2 HOTEL SECURITY/ INSPECTION: The Contractor shall have a modern professional system of internal and external security. The Contractor shall heighten security posture starting the morning before the arrival of the first guests and shall continue until the last guest departs from hotel. If external security augmentation is exercised, the hotel security manager shall ensure complete and unlimited access and seamless coordination between the hotel’s organic security systems and the external augmentation units.

3.3 HOTEL REGULATIONS: The hotel shall conduct the operation in strict conformance with all current applicable Federal, State and Local requirements and with applicable provisions of:

3.3.1 29 CFR 1910 of the Occupational Safety and Health Act

3.3.2. Hotel and Motel Fire Safety Act of 1990

3.3.3. Fire Administration Authorization Act of 1992

3.4 HOTEL SAFETY:

3.4.1. Fire Alarm System: Hotels shall certify fire alarm system inspection is current.

3.4.2. Smoke Detectors: Hotel shall have hardwired single-stationed smoke detectors in accordance with Hotel and Motel Fire Safety Act of 1990 installed in each guest room of all public accommodations used for housing of Federal employees.

4.0. SECURITY REQUIREMENTS:

4.1 Security Plan: The Contractor shall certify they have a security plan. The Contractor’s security plan shall be available for review before award of a BPA agreement. The Contractor shall have a modern, professional system of internal and external security. The contractor shall heighten security posture for Distinguish Visitors (DVs) starting the morning before the arrival of the first guests and shall continue until the last (DVs) guest departs. Upon request, the hotel shall provide the Government Conference Security Director an orientation and meeting with the hotel security manager and a direct contact on the hotel staff for resolving security issues. The Government, at its discretion, may augment the hotel security systems by arranging for the presence of independent professional security personnel such as local Police Officers and/or special security detachments at the hotel during the period of the conference. If external security augmentation is exercised, the hotel security manager shall ensure complete and unlimited access and seamless coordination between the hotel’s organic security systems and the external augmentation units.

4.2 Security Screening: Contractor shall allow access to hotel facilities for pre-screening by Government personnel at least four (4) hours before first guest arrival for all DV’s. Government personnel will coordinate security activities with local hotel security.

4.3 Cameras: The Contractor shall have a modern professional system of internal and external security cameras, strategically located to monitor the interior and exterior of the hotel.

5.0. HOTEL REPRESENTATIVE: The Contractor shall provide a representative to act as a liaison with the Designated Government Point of Contact. The Contractor representative shall be of sufficient authority to resolve issues involving conference execution and payment as they arise and shall be available during the period of contract performance. The Contractor shall provide a list of on-call hotel points-of-contact who have the authority to resolve issues affecting their areas of support.

5.1 HOTEL SERVICE BREAKDOWN: The Contractor shall ensure that any maintenance or repairs for hotel equipment including, but not limited to guest rooms, elevators, and kitchen equipment shall be corrected immediately at no additional cost to the Government.

5.2 HOTEL ITEMS/AMENITIES EXCLUDED FROM THE CONTRACT: The Government will not pay for movies, mini-bars, laundry, room service, telephone calls from or charged to guest rooms, or any other hotel charges other than those specifically provided for in this contract.

5.2.1. Lodging, movies, mini-bars, service charges, etc. must be itemized separately on service bills. Hotel guests shall be responsible for all legitimate charges appearing on their lodging statements, with the exception of the contracted lodging and meals.

5.2.2. Contractor’s staff shall inform guests, during check-in, which services will not be covered by the event. The Contractor’s staff shall request a credit card from guests upon check-in. Charges not covered by this contract are to be resolved between the guests and the hotel.

5.3 HOTEL ITEMS/AMENITIES INCLUDED IN CONTRACT.

All regular hotel guest facilities and amenities shall be made available for all guests as long as they are registered in the hotel. Amenities include the fitness center, business center, and internet.

5.3.1 The Hotel Business Center shall be available to all conference participants and offer internet connectivity, photocopy, and fax capabilities.

6.0 LODGING. The Contractor shall allow guests an early check in time on arrival day and late check out on departure date (if applicable by each BPA call).

6.1 ROOMS REQUIRED. Provide single occupancy rooms as early as 0800 (8:00 AM) on check in day and as late as 1900 (7:00 PM) on check out day (if applicable). Any other rooms, suites, and services are the responsibility of participants arranging them and the Government will not be held liable. The Government may request additional rooms or suites at any time and the Contractor shall give the Government priority on all unoccupied lodging of similar quality. The Government requires rooms to be paid under this contract and reservations for rooms to be paid by individual guests outside the scope of this contract as specified below.

6.1.1 OFFICIAL GUESTS: The Designated Government Point of Contact will identify all individuals for whom it will pay lodging by submitting a group list.

6.2 ROOM INFORMATION. The Government will only pay for rooms and suites used (under contract). The Government intends to utilize all rooms requested; however, the possibility exists that due to unforeseen circumstances a few might have to cancel their attendance, therefore, the Government reserves the right to cancel rooms up to 24 hours in advance, without penalty.

6.3 QUALITY STANDARDS FOR ROOMS. All rooms shall include fully functional air conditioning systems, high standard of hygiene, and private bath with full toilet and shower facilities, hot and cold running water, clean linen on a daily basis, electricity, color television with cable service, and appropriate furniture.

6.3.1 Room Types & Quality Standards:

6.3.1.1Standard Hotel Rooms

Room Type Number of occupants per room

Room Quality Standard

Description

SINGLE - Regular

Shall include a king bed or double beds with pillows, work desk with high-speed internet access & appropriate furniture. High standard of hygiene, hot and cold running water, clean linen on a daily basis, electricity, individual heat and air conditioning control. Private bath with full toilet, tub or shower & vanity.

Color TV with cable TV channels, 24-hour room service. In-room safe, hairdryer, iron & board, and refrigerator.

DOUBLE - Regular

6.3.1.2 DV Hotel Rooms

Room Type Number of occupants per room

Room Quality Standard

Description

DV Jr. Suite

Note: All suites shall be located higher than the sixth (6th) floor.

Shall include all regular room amenities plus: Robes, mini-bar, DVD-Player, elegant furniture with a separate living room, convenient for those who wish to receive visitors or conduct business meetings, and an executive work desk with high speed internet connection on a secured and private network.

6.4 ROOM LIST. The Designated Government Point of Contact will furnish the Contractor a room roster with participants’ names no later than ten (10) days prior the event for all rooms, but may change the names for the rooms up to the day of occupation.

7.0 PARKING REQUIREMENTS/ TAXI ACCESS

7.1 Parking shall be in a secure area with adequate lighting and security at no additional cost to the participants.

The contractor shall provide (minimum of six (6) reserved parking) spaces each day in the hotel parking lot for guests staying at the hotel. Reserved parking places shall be clearly designated. Parking shall be in a secure area with adequate lighting and security. The contractor’s staff shall be aware of reserved parking spaces. The specific number of parking spaces shall be specified in the individual BPA call.

7.2 The Contractor shall have a readily responsive, 24 hour taxi, limo, or shuttle service at the hotel, to be used and paid by the conference participants and staff.

8. 0 FOOD & BEVERAGES

8.1 LOCATION. The contractor shall provide meals in any of the restaurants in the hotel or in the main conference room (to be specified by the Government Representative in each BPA call). Contractor shall develop a meal voucher system to support government-funded meals which shall be determined on each BPA call.

8.2. ROSTER: The government will provide a roster identifying the number of conference participants receiving meals under the terms of the purchase agreement and those paying individually. The contractor shall honor the same price as the meals under each individual BPA Call Order as for those that are paying individually. All hotel-provided meals shall include all gratuities, surcharges, etc. *Note: The number of meals shall be specified in the individual BPA call.

8.3. MEAL VOUCHER SYSTEM. The contractor shall provide the identified conference participants with meal vouchers upon registering. The vouchers shall be color coded and identified as breakfast/lunch/dinner vouchers.

The vouchers shall note that they cannot be used for alcoholic beverages. Each voucher shall be signed by the participants and annotated with the participant’s room number. All meal receipts and vouchers associated with this conference shall be submitted daily to the Government Representative for verification and accountability. The Contractor shall identify meal vouchers in two categories, government authorized and non-government authorized (Non-Government Authorized vouchers shall be paid by individual guest). The Government will provide a list of participants for government-authorized vouchers to the hotel staff.

8.4 MEALS (SELF-PAY). The Contractor shall have a full restaurant on site. Such restaurant shall serve breakfast, lunch and dinner on a daily basis. Some conference participants might have meals there, at their own

*VIP/DV

Suites

Note: All suites shall be located higher than the sixth (6th) floor.

Regular Suite: Shall include all Jr. suite room amenities plus: 24-hour room & catering services. Three (3) telephones including one (1) cordless.

Diplomatic Suite: Shall include all regular suite room amenities plus: The furniture shall be comfortable, creating an elegant and restful ambience. The lounge area shall be furnished with comfortable sofas, wood and glass tables, remote-control television, voicemail, in-house video & audio equipment.

Presidential Suite: Shall include all diplomatic suite room amenities plus: a visitors' bathroom, a private study with writing desk and library. (Use of Presidential Suites will be used in very limited situations) cost; these will not be covered in this agreement. The Contractor shall develop a meal voucher system to support government-funded meals which shall be determined on each BPA call.

8.4.1 ROSTER. The government will provide a roster identifying the number of conference participants receiving meals under the terms of each BPA Call Order and those paying individually. The contractor shall honor the same price as the meals under each BPA Call Order as for those that are paying individually. All hotel-provided meals shall include all gratuities, surcharges, etc.

*Note: The number of meals shall be specified in the individual BPA call.

8.4.2The government will identify any individuals with special dietary restrictions. The contractor shall strive to accommodate special diets where feasible and within purchase agreement meal rates.

8.4.3 Food served in buffet style shall be labeled in English and other appropriate languages to accommodate guests.

8.5 MEAL SCHEDULE. Generally, the contractor shall provide meals per the following schedule:

*Note: Times may vary and shall be coordinated with the Government Representative (GR) for each individual BPA call.

Breakfast:

Time & Minimum services: 0630 – 0830 (6:30 AM – 8:30 AM)

The contractor shall provide to identified conference participants:

Full breakfast with a buffet or a selection of standard menu items to include but not limited to a mixture of fruits, pastries, fresh hot baked breads and cold deli meat items ready for consumption each morning and replenished as needed. Breakfast shall also include a variety of juices, sodas, lemonade, iced tea, ice water, coffee or hot tea throughout the meal.

Lunch:

Time & Minimum services: 1230 – 1330 (12:30 PM – 1:30 PM)

The contractor shall provide to identified conference participants:

Buffet style with a selection of standard menu items, including a variety of salads, hot dishes, desserts, and a variety of juices, sodas, lemonade, iced tea, ice water, coffee or hot tea. Food and beverages shall be plentiful and replenished as needed throughout the meal.

Dinner:

Time & Minimum services: 1800 - 2100 (6:00 PM – 9:00 PM)

The contractor shall provide to identified conference participants:

Buffet style with a selection of standard menu items, including a variety of salads, hot dishes, desserts, and a variety of juices, sodas, lemonade, iced tea, ice water, coffee or hot tea. Food and beverages shall be plentiful and replenished as needed throughout the meal.

9.0 WELCOME RECEPTION. The government may host welcome receptions at the contractor’s facility when authorized. The menu for the welcome reception shall be specified and selected by the Government Representative, depending on the nature of the event. Reception shall be set up in buffet style with tables to support up to 200 participants, napkins, center pieces and decorations. Decorations shall be coordinated and approved by the

Government Representative in advance. The Government Representative will confirm the number of participants 24 hours in advance. The contractor shall provide an outdoor area for a reception between 7:00PM to 9:00PM. The event shall be carried out in a room that is set aside for this event alone, with no traffic from other guests in the hotel. The Contractor will provide the following items: Carving station, Hors-d’oeuvres station, Passed hot and cold Hors-d’oeuvres. Contractor shall provide two bartenders per every 15-20 participants. Additional details of reception will be provided by the Government.

*Note: If a welcome reception is required, the number of attendees shall be specified in the individual BPA call and, depending on the event, the welcome reception shall be specified as one of the following types:

9.1 Welcome Reception WITHOUT Alcoholic Beverages: Reception shall consist of an assortment of hot & cold appetizers (hors d’oeuvre) and an assortment of cold & hot beverages (e.g. juices, soft drinks, coffee & tea) selected by the Government Representative.

9.2 Welcome Reception WITH Alcoholic Beverages: Reception shall consist of an assortment of hot & cold appetizers (hors d’ oeuvre) and an assortment of cold & hot beverages including juices, soft drinks, beers, red and white wines and mixed drinks selected by the Government Representative. Alcohol requirements shall be identified on individual BPA call.

9.3 Welcome Reception with Cash Bar Only – Reception shall consist of an assortment of hot & cold appetizers (hors d’oeuvre) and an assortment of non-alcoholic beverages including cold & hot beverages (e.g. juices, soft drinks, coffee & tea) selected by the Government Representative. Reception shall include a cash bar consisting of an assortment of beers, red & white wines and mixed drinks selected by the Government Representative. The Contractor shall provide personnel for cash bar setting.

9.4. Welcome Reception for DV with Full Dinner: Reception shall include a full dinner buffet and an open bar (consisting of an assortment of juices, soft drinks, cocktails, wines and mixed drinks) selected by the Government Representative. Note: This type of welcome reception shall be located in a private room with minimal interruption.

Alcohol requirements shall be identified on individual BPA call.

10.0 ADDITIONAL REQUIREMENTS.

10.0.1 Other Services: The Contractor shall provide the following services

Service Type Minimum Requirements

Commercial • Express check-out

• Manager on duty 24 hours

• Fully equipped fitness and spa

• Minimum of one (1) restaurant

• Lounge bar

• Laundry

• Safety-deposit boxes in guest rooms and front office

• Valet parking and car park

Service Type Minimum Requirements

Clerical Business Center facility including at least the following range of services: photo-copying, translation, fax and courier, PC workstations with multimedia, fax-modem, internet access and a laser color printer.

10.1 MAINTENANCE. The Contractor shall ensure that all equipment and services are in proper working order throughout the contract period. All scheduled maintenance shall be performed prior to the start of this contract.

Any unscheduled maintenance or breakdowns shall be corrected within two (2) hours, or they shall be substituted.

10.2 DESIGNATED GOVERNMENT POINT OF CONTACT (POC). The Government will provide a Designated Government Point of Contact to act as the Government Representative (GR) to coordinate administrative, logistical and miscellaneous issues with the Contractor. This representative shall not make any changes to the terms, conditions, standards, or cost of the contract. This individual has authority to provide technical direction to the Contractor as long as the direction is within the scope of the contract, does not constitute a change, and has no funding implications.

10.3 ROOM RATES. Room rates plus any mandatory hotel fees such as gratuities / hotel service fees / resort fees cannot exceed effective government per diem rates for the period of the conference.

10.4 APPLICABILITY. Tax exemption applies to self-funded, as well as contract funded attendees; therefore, taxes shall be removed from bill once forms have been submitted to hotel by the Designated Government Point of Contact.

10.5 AIRPORT SHUTTLE SERVICE. The contractor shall provide daily round trip transportation from the hotel to Miami International Airport. The Government Representative will provide the contractor with hotel guest itineraries, if applicable.

10.5.1 VEHICLE CONDITION. All vehicles shall be in excellent mechanical condition and fully operational.

Vehicles shall be in compliance with all local vehicle and/or transportation regulations during the period of purchase agreement performance. Vehicles shall be equipped with a fully functioning air conditioning system. Additionally, they shall be equipped with standard safety equipment as required by local transportation laws. Requirements shall include, but are not limited to, serviceable seat belts.

10.5.2 INSURANCE. The contractor shall be responsible for providing all insurance for their drivers and vehicles as may be required by local laws. In the event of an accident, the contractor shall be solely responsible for all damages to its property and/or any damage to a third party.

11.0 ADDITIONAL INFORMATION.

11.1 CANCELLATIONS/ ADDITIONS. The Government may change the requirement with a 24-hour notice with no penalty. The Government will only pay for actual services received.

11.2 CHANGES TO PURCHASE AGREEMENT. The only person authorized to make changes to the contract is the Contracting Officer (not the Designated Government Point of Contact). Failure to clear changes in contract with the Contracting Officer will result in the Contractor not receiving compensation for costs incurred. Accordingly, the Contracting Officer will be notified prior to any additional services performed and a contract modification should be issue to the Contractor (changes in cost to the Government). The Contractor shall only take change orders from the Contracting Officer. Purchases or changes from unauthorized persons may result in the Contractor not receiving payment for costs incurred.

11.2.1 It is emphasized that only a Contracting Officer has the authority to modify the terms of the contract, therefore, in no event will any understanding, agreement, modification, change order, or other matter deviating from the terms of the basic contract between the contractor and any other person be effective or binding on the Government. When/if, in the opinion of the contractor, an effort outside the existing scope of the contract is requested, the contractor shall promptly notify the Contracting Officer in writing. No action shall be taken by the contractor under such direction unless the Contracting Officer has issued a contractual change or otherwise resolved the issue.

12.0 PRICE QUOTES. Prices shall be all inclusive. Note: Local taxes and Federal taxes need to be outlined separately since the Government is a tax exempt organization.

13.0 The Contractor shall not cite conference names, conference locations, pictures or any other Government information on any website to include their company website.

NOTE: Offerors are required to be registered with the SAM database to receive a Government contract award. Offerors may register with SAM at http://www.sam.gov/.

NOTE: Offers will not be accepted from third party agencies. Offers will be accepted directly from Lodging Facility providers only. In accordance with the PWS requirements, the successful offeror shall provide a point of contact of sufficient authority to authorize changes. In order for this and other PWS requirements to be met, the Government must maintain privity of contract directly with lodging facility providers. Offers from third parties shall be considered non-responsive and will be excluded from consideration for award.

NOTE: The Contractor shall not cite conference names, conference locations, pictures or any other Government information on any website to include their company website.

14.0 DEFINITIONS & ACRONYMS

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.

Blanket Purchase Agreement (BPA): Is a simplified method of filling anticipated repetitive needs for supplies or services by establishing “charge accounts” with qualified sources of supply.

KO: Contracting Officer

PoP: Period of Performance

VIP & DV: Very Important Person & Distinguished Visitor

AAA: American Automobile Association

WAWF: Wide Area Work Flow http://www.sam.gov/

XX December 2016 through 23 April 2020