FY18_-_PWS_(Hotel_Lodging).docx

PERFORMANCE WORK STATEMENT

12th CENTAM Regional Intelligence Conference (CRIC) Lodging+ Santo Domingo, Dominican Republic

SCJ2-003-CON-DOM

24-26 July 2018

1.0 INTRODUCTION: This is a non-personal services contract for lodging, meals, conference rooms, and other services to support the 12th CENTAM Regional Intelligence Conference (CRIC). Event dates are 19-28 July 2018 in Santo Domingo, Dominican Republic.

1.1 PLACE OF PERFORMANCE:

1.1.1 Santo Domingo, Dominican Republic

1.3 SCOPE: The Contractor shall provide lodging, meals, conference facilities, equipment, tools, materials, supervision, and incidental services to the US Southern Command, also referred to herein as “the Government”, in support of the 12th CRIC as defined in this Performance Work Statement (PWS), with the exception of those items specified as government furnished property and services. Attendees will start to arrive on 23 July 2018, attend the conference, and depart 27 July 2018. This is a senior-level event; invitees are of equal or higher rank than the US SOUTHCOM Commander. The venue shall reflect the prestige and executive quality of a Political – Military event of this magnitude. The meeting consists of approximately 75 participants.

2.0 HOTEL REQUIREMENTS.

2.1 HOTEL LOCATION: The Contractor shall provide lodging, meals, and conference requirements within their main facilities with all conference rooms/spaces in close proximity of each other and on the same floor level, as directed by the US Government (USG).

2.2 HOTEL SECURITY/INSPECTION. The hotel shall provide the Government’s Representative (GR) an orientation and meeting with the hotel security manager, and a direct contact on the hotel staff for resolving security issues. If external security augmentation is used, 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. Where possible, all conference activities shall be conducted in designated areas located above the ground floor level.

2.2.1 FWRA INSPECTIONS. Before time of award, the Hotel shall be able to pass a US Government Food and Water Risk Assessment (FWRA) inspection, as required.

2.2.2 FORCE PROTECTION INSPECTION. The conference rooms and hotel facilities are subject to a Force Protection Inspection. Contract award is contingent upon certification of facilities by a favorable Force Protection Inspection report.

2.3 HOTEL REPRESENTATIVE: The Contractor shall provide a representative to act as a liaison with the GR. The Contractor representative shall be of sufficient authority to resolve issues as they arise and shall be available during the entire 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 after the contract award.

2.4 HOTEL SERVICE BREAKDOWNS: The Contractor shall ensure that any maintenance or repairs of hotel equipment, to include guest rooms, conference room, administrative room, breakout rooms, elevators, kitchen equipment, audio visual, etc., shall be corrected immediately at the Contractor’s expense without further cost to the USG to ensure the success of the conference and the meals served therein. In the event of power failure(s), the Contractor shall provide back-up power sources. All equipment shall be repaired within one (1) hour or replaced within two (2) hours of reported malfunction.

2.5 EXCLUDED FROM CONTRACT: The USG 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.

2.5.1 Lodging, movies, mini-bars, service charges, etc. shall be itemized separately on service bills. Hotel guests will be responsible for all legitimate charges appearing on their lodging statements.

2.5.2 The 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 the conference shall be resolved between the guests and the hotel.

2.6 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.

2.6.1 BUSINESS CENTER: The Hotel Business Center shall be available to all conference participants, and offer internet connectivity, photocopy, and fax documents.

2.7 VET INSPECTIONS: Before contract award, the hotel shall be able to pass a US Government VET inspection. The inspection will be coordinated between the GR and the hotel representative.

3.0 PARKING: The Contractor shall provide fifteen (15) parking spots at no additional cost to the Government from 20-28 July 2018 and valet parking. Parking spots shall be available 24 hours a day during the period of this contract.

4.0 REGISTRATION TABLES AND AREA: The Contractor shall provide an adequate area/room adjacent to the front/check in desk for staff personnel to in-process conference attendees as they arrive between the dates of 22-23 July 2018. The area/room shall be large enough to accommodate four (4) tables and chairs, and private enough to conduct administrative business with the guest. The Contractor shall provide 4 easels for signs, as required.

4.1 CONFERENCE ROOM FOR DINNER: The Contractor shall provide a private room for afternoon/evening dinners (in accordance with table on para 9.6). The conference room shall support a dinner for 75 persons with round table seating. Audio/visual shall be required in support of presentations, movie clips, and music.

5.0 LODGING

5.1 The Contractor shall allow guests with an early check in time on arrival date and late check out on departure date.

5.2 ROOMS REQUIRED: The Contractor shall provide single occupancy rooms or suites as illustrated in Table 1 below as early as 0800 (8:00am) on check in day and as late as 1900 (7:00pm) on check out day. The US Government is only responsible, and will only pay under this contract, for 208 room-nights. The Contractor shall allow the US Government to block rooms for “Self-Pay” personnel for a total of 100 room-nights. Total room nights for both contracted and Self-Pay personnel are 308 room-nights. The US Government may request additional rooms or suites at any time. The Contractor shall give the Government priority on all unoccupied lodging of similar quality. Anticipated lodging schedule for contracted room-nights and “Self-Pay” room-nights is as follows:

TABLE 1

Room-Nights / To Be Paid Under This Contract

July 2018 Thurs Fri Sat Sun Mon Tue Wed Thu Fri Sat Total

Single Occupancy Room-Nights Contracted

Room-Nights for Self-Pay Personnel / To be paid by individual occupying room

July Thurs Fri Sat Sun Mon Tue Wed Thu Fri Sat Total

Single Occupancy Room-Nights Self-Pay

Total Room-Nights: 308

5.3 OFFICIAL GUESTS: The GR will identify all individuals covered under this contract by submitting a “by name” list highlighting the contracted rooms. The Contractor’s staff shall request a credit card from all guests upon check-in.

5.4 ROOM INFORMATION: The US Government will only pay for rooms and suites used (under contract). The Government intends to utilize all requested rooms, however, the possibility exists that, due to unforeseen circumstances, a few potential conference attendees might have to cancel their attendance; therefore, the Government reserves the right to cancel room reservations up to 24 hours in advance. Changes made with at least 24-hour notice shall incur no penalty to the USG. Moreover, the USG has no control over the conference participants or the air lines; therefore, last minute "No-Shows" may be experienced. All No-Shows will be brought to the attention of the hotel POC immediately. If any, only one room-night may be charged to the USG for No-Shows.

5.5 QUALITY STANDARDS FOR ROOMS: All rooms (contracted and self-pay) shall include a high standard of hygiene, private bath with full toilet and shower facilities, hot and cold running water, clean linen on a daily basis, electricity, color television with cable, internet service, and appropriate furniture. Housekeeping shall be conducted on a daily basis in all spaces occupied by the USG. The Contractor shall provide two (2) bottles of water (minimum 16.9 oz ea) per day and internet service/WI-FI in each room that is included in the price of the room.

5.6 ROOM LIST: The GR will furnish the Contractor a room roster with guest names no later than 1600 (4:00pm) on 22 July 2018 for all rooms. However, the GR may change the names for the rooms up to the day of occupancy. The only personnel authorized to change names for the rooms are the GR and the Contracting Officer Representative (COR).

6.0 CONFERENCE FACILITIES

6.1 MAIN CONFERENCE ROOM: The Contractor shall provide a main conference room of at least 3,000 square feet to accommodate approximately 100 participants in comfort, with minimum distractions, and with a full unobstructed view of the screens. The conference room shall be of a shape that allows for a configuration inclusive of a U-shaped table for 30 principal participants; classroom style tables for the rest of the audience (70 persons); 2 projection screens of at least 8x8’ two side audio visual equipment operators’ tables to accommodate 2 individuals each; two side note takers’ tables to accommodate 4 individuals each; 1 podium equipped with microphones and lights; stage platform to accommodate a panel table of 6 seats. The podium shall be situated at least 2 feet off the floor; 1 each 4x6 or 5x8 size flags for each of the participating countries; and room for an interpretation booth of at least 8x8 at the rear of the conference room. The conference room itself shall be clean, with a relatively newer carpet and painted door frames and moldings. Preferably, all required conference rooms shall be on the same level. The main conference room shall be inspected by the SOUTHCOM (SC) team before guests have arrived. Set-up for the main conference room shall be accomplished no later than 1200 (12:00pm) on 22 July 2018. The conference room shall have dimmer switches and black out curtains (or similar) to allow for slide/audio visual presentations. All seats shall be cushioned and tables shall be covered with white tablecloths with blue tablecloths over the white. In the event that those colors are not available, Contractor shall coordinate with the SC team for alternate colors. The conference room configuration and usage times may be changed at any time by the USG prior to the start of the conference to accommodate last minute directives and fluctuating requirements. If additional chairs or tables are required, the Government Representative will coordinate with the hotel representative. The main conference room shall be completely cleaned and free of any undesirable smells. Contractor personnel shall be available during the set-up and present to accommodate any changes in room configuration, as needed. The Government Representative will provide instructions to the Contractor regarding the exact configuration of the room.

6.1.1 MAIN CONFERENCE ROOM REQUIREMENTS

2000 (8:00pm) 0630 (6:30am) - 2400 (12:00am) 0630 (6:30am) 2400 (12:00am) 0630 (6:30am) 2400 (12:00am) 0630 (6:30am) 2400 (12:00am)

6.2 ADDITIONAL CONFERENCE ROOM (Seminar). The Contractor shall provide one (1) additional conference room large enough to accommodate approximately 35 participants in comfort, with minimum distractions, and with a full unobstructed view of the screens. The room shall be of a shape which allows for a configuration of 20 participants in classroom style, a U-shaped table for 15 principal participants, or round tables of 10ea; one side note taker table; one side IT personnel table, one projection screen of at least 4.5x6’. The conference room itself shall be clean. Preferably, all required conference rooms shall be on the same level. Conference rooms shall be inspected by the SC team 45 days before the start of the conference. Set up for Conference room #2 shall be accomplished no later than 1200 (12:00pm) on 22 July 2018. Conference room #2 shall have dimmer switches and black out curtains (or similar) to allow for slide/audio visual presentations. All seats shall be cushioned and tables shall be covered with white tablecloths and blue tablecloths over the white. In the event that those colors are not available, the Contractor shall coordinate with the SC team for alternate colors. The conference room configurations and usage times may be changed by the government at any time prior to the conference to accommodate last minute directives and fluctuating requirements. If additional chairs or tables are required, the Government Representative will coordinate with the hotel representative. Conference room #2 shall be completely cleaned and free of any undesirable smells. Contractor personnel shall be available during set up to facilitate changes in room configuration, as needed. The Government Representative will provide instructions to the Contractor regarding the exact configuration of the rooms.

6.2.1 ADDITIONAL CONFERENCE ROOM REQUIREMENTS

(6:30am) (12:00am) (6:30am) (12:00am) (6:30am) (12:00am) (6:30am) (12:00am)

6.3 ADMINISTRATION ROOM: The Contractor shall provide one (1) administration room adjacent to or near the conference room for staff personnel working at the conference. This room shall be used as the conference command/administrative center and shall be furnished with tables and chairs (exact amount of tables and chairs and room configuration shall be determined by the Government Representative). The room shall be large enough to accommodate office space for staff of 20 personnel. Room shall also include space and electrical hook-ups, and internet drops. The Contractor shall provide “Wi-Fi” internet speed levels that shall ensure all equipment and software can function without any issues or delays. Extra power drops and/or surge protection may be needed to accommodate 12 laptops, three (3) printers and four (4) telephones (equipment will be Government issued). Adequate lighting shall be available. The Contractor shall provide the Government access to this room 24 hours a day. The administrative room shall be physically secured at the end of the conference day by the GOVERNMENT POC to prevent unauthorized access by non-Government personnel during the contract period of performance. Set up for the administration room shall be accomplished no later than 0900 (9:00am) on 19 July 2018. There are no audiovisual requirements for this room. Contractor shall include a beverage stand from 0700-1600 from 21-27 Jul in the Administration Room.

6.3.1 ADMINISTRATION ROOM REQUIREMENTS

Fri Sat Sun Mon

Sat

0600- 0600- 0600- 0600- 0600- 0600- 0600- 0600-

Surge Protectors for Computers

3EA

3 EA

Dry Easel Board with paper and markers

1EA

1 EA

Secure Internet Connectivity W/Technician support

Mbps

Mbps

6.4 TWO (2) SMALL MEETING ROOMS/SUITES (Bi-Lats): The Contractor shall provide two (2) small meeting rooms/suites adjacent to or next to each other and near the large conference room for small private meetings of conference participants during the dates 24-26 July 2018. Each room shall be furnished with sofas, chairs, and small tables (exact amounts, types and configurations of furnishing will be determined by the Government Representative). Each room/suite shall be large enough to accommodate a private meeting for eight to ten (8 – 10) personnel. Adequate lighting shall be available. The room/suite itself shall be clean. Preferably, all required conference rooms/suites shall be on the same level. Conference rooms shall be inspected by the SC team 30 days before the start of the conference. Set up for rooms/suites shall be accomplished no later than 0630 (6:30am) on 24 July 2018. The rooms/suites configurations and usage times may be changed by the government at any time prior to the conference to accommodate last minute directives and fluctuating requirements. If additional chairs or tables are required, the Government Representative will coordinate with the hotel representative. The rooms/suites shall be completely cleaned and free of any undesirable smells. Contractor personnel shall be available during the set up and available for changes in room configuration, as needed. The Government Representative will provide instructions to the Contractor regarding the exact configuration of the rooms. There are no audiovisual requirements for these rooms/suites. Contractor shall include a beverage stand for 24-26 July in these rooms.

6.4.1 TWO (2) SMALL MEETING ROOMS/SUITES REQUIREMENTS

(6:00am) (12:00am) (6:00am) (12:00am) (6:00am) (12:00am)

7.0 MISCELLANEOUS

7.1 Bottled water and supplies, such as note pads, pens/pencils, shall be provided during each conference date for the Main Conference Room.

7.2 The Contractor shall have technical personnel available to operate/repair the conference room equipment during normal work hours and on weekends. Lighting shall be adequate, with dimmers to allow for an ideal conference room environment that maximizes the use of slides or projectors.

7.3 The Administration Room shall be physically secured by the GR to prevent unauthorized access by non-Government personnel during the contract period of performance.

8.0 COFFEE BREAKS.

8.1 COFFEE BREAKS: The Contractor shall provide morning and afternoon coffee breaks that shall be set up outside the main conference room. The coffee break services shall be organized according to the hours of the conference, normally 0900 (9:00am) until 1530 (3:30pm), and shall be set up 30 minutes prior to each scheduled break time. The GR will coordinate with designated staff every evening during the conference, NLT 1700 (5:00pm), to discuss the following days’ coffee break times. The menu (see Para 8.4 and Para 8.5 for more details) shall be varied daily and the service shall include utensils and all necessary equipment. The Contractor shall provide adequate hotel staff for each coffee break, to change and renew glasses and cups, and to refresh the main and small conference rooms’ beverage stations during each conference break.

COFFEE BREAKS SCHEDULE

Outside Main Conference Room (55 persons) Coffee Break AM Coffee Break PM

Coffee Break PM

8.3 All changes shall be coordinated with the Contractor at least 24 hours in advance. The Contractor shall provide all service and eating utensils.

8.4 The menu for the morning coffee breaks shall include, but is not limited to the following: assorted fruit, local pastries, muffins, danish, croissants, regular and decaffeinated coffee, assorted teas, juices, and water for 55 persons between the dates of the conference 24-26 July 2018. Actual menu will be selected and provided to the Contractor five (5) days prior to the start of the conference.

8.5 The menu for the afternoon coffee breaks shall include but is not limited to the following: pastries, regular and decaffeinated coffee, assorted teas, juices and sodas for 55 persons between the conference dates 24-26 July 2018. Actual menu will be selected and provided to the Contractor five (5) days prior to the start of the conference.

9.0 MEALS & BEVERAGES

9.1 MEALS: The Contractor shall provide meals (breakfast, lunch and dinner) to specific participants as directed by the Government Representative. One non-alcoholic juice, soft drink, or beverage and coffee or tea shall be included with meals. The Government will only pay for meals consumed by the invited participants covered under this contract. The conference participants will identify themselves and their room numbers to the hotel staff prior to the meal. The Contractor shall provide a location other than the event’s main conference room in which to serve breakfast, lunch, and dinner so that participants can be served in a buffet style, if available. The Government will not pay for alcoholic beverages during meals. All meal receipts associated with this conference shall be submitted daily to the Government Representative for verification and accountability. Direct specification of these meals will be discussed between the Hotel and the Government Representative. The Contractor shall be prepared to provide meals for “Self-Pay” personnel (see Para 9.7 for approximate number of meals) at the contracted price. Any meals consumed by “Self-Pay” personnel shall be paid for by the individual consuming the meal.

9.2 For meals on 24 and 26 Jul. If a sign-in sheet is used, the Contractor shall ensure that names on the sign-in sheet are legible and shall be checked against the names on the list of personnel covered under this contract. Contractor shall not be paid for any meals consumed by an individual not in the authorized list.

9.3 SCHEDULE: The Government Representative will coordinate times with the Contractor; however, the conference pace will dictate the times for the meals. The Contractor and the Government Representative will discuss and agree on such times. The following schedule of meal times is only a close estimation.

9.4 BREAKFAST: The Contractor shall provide a full breakfast with a buffet (at the hotel restaurant) or a selection of standard menu items to be ready for consumption each morning by conference participants, as identified by the Government Representative. Breakfast shall offer an assortment of items and shall include eggs, breads, cold and hot cereals, meats, fruits, cheese, and a variety of juices, ice water, coffee or hot tea throughout the meal.

9.5 LUNCH: The Contractor shall provide lunches to conference participants (see schedule below). On 24, 25, and 26 July 2018, buffet style lunches shall be served to conference participants identified by the GR. Lunches shall include at least three (3) entrée options (chicken, beef, and seafood), and offer a variety of salads, hot dishes and desserts, and shall include a variety of non-alcoholic juices, sodas, lemonade, ice tea, ice water, coffee or hot tea throughout the meal. The Government Representative will select menus 5 days prior to the event.

9.6 DINNER: The Contractor shall provide dinners to conference participants (see schedule below) identified by the GR. On 24 and 26 July 2018, plated style meals shall be served to conference participants identified by the GR. The Contractor shall serve a selection of standard menu items, which shall include at least three (3) entrée options (chicken, beef, and seafood), and offer a variety of salads, hot dishes and desserts, and shall include a variety of juices, sodas, lemonade, ice tea, ice water, coffee or hot tea throughout the meal. The GR will select menus five (5) days prior to the event. The following table is an approximation of food and beverage requirements:

Date:

July 2018 Fri Sat

Sat

TOTAL

Meals for “Self-Pay” Personnel / To Be Paid by the Individual

Date:

July 2018

TOTAL

10.0 ADDITIONAL REQUIREMENTS

10.1 MAINTENANCE: For quality and accuracy of products and services, (IAW FAR 12.208) the USG will rely on the Contractor’s existing quality assurance systems. The Contractor shall be responsible for ensuring that the quality and accuracy of its products and services are maintained, including making any requested corrections or changes at no cost to the Government. 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 shall be performed and breakdowns corrected within two (2) hours or the equipment/item shall be substituted with serviceable equipment/items.

10.2 Government’s Representative: After contract award, the USG will provide a Government Representative (GR) to coordinate administrative, logistical, and miscellaneous issues with the Contractor. The GR will not make any changes to the terms, conditions, standards, or cost of the contract. The GR 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 in terms and conditions to the contract, and has no funding implications.

10.3 APPLICABILITY: Guests of the hotel are Government Officials from the U.S. and other nations.

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

10.5 INVOICE INFORMATION: All invoices submitted for payment shall be in English and US Dollars. Invoices shall contain all required information, as described by the Contracting Officer.

11.0 ADDITIONAL INFORMATION.

11.1 CHANGES TO CONTRACT: The GR will act as the Contracting Officer Representative for technical matters, providing technical direction and discussion, as necessary, with respect to the specifications and monitoring the progress and quality of Contractor performance. The GR does not have the authority to take any action, either directly or indirectly, that would change the pricing, quantity, quality, place of performance, delivery schedule, or any other terms and conditions of the contract, or to direct the accomplishment of any effort that goes beyond the scope of the PWS in the contract.

11.2 It is emphasized that only the 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 USG. 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. No action shall be taken by the Contractor under such direction unless the Contracting Officer has issued a contractual change in writing.

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

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