PWS_(SOUTHDEC_19).pdf

PERFORMANCE WORK STATEMENT (PWS)

SOUTH AMERICAN DEFENSE CONFERENCE 2019, (SOUTHDEC 19)

Natal, Brazil Hotel Services

TCA #JEVB-006-CON-BRA

1.0 GENERAL: The Commander of the United States Southern Command (USSOUTHCOM) and the Chief of Defense of Brazil, are co-hosting The South American Defense Conference 2019 (SOUTHDEC 19). The event will have the participation of Chiefs of Defense and General Officers from South America, in addition to other foreign and US Government dignitaries. This Performance Work Statement (PWS) details the lodging, meals, conference rooms and audio visual requirements in support of the SOUTHDEC 19. The period of performance is 13 thru 24 August, 2019.

1.1 TIME LINE: 13 August 2019 to 24 August 2019.

13 August 2019: Advance party arrivals begins 19 August 2019: Delegations (35 plus) participants arrive 20 August 2019: Delegations, remaining participants arrive.

21 thru 22 August 2019: Conference 23 August 2019: All participants and most staff depart 24 August 2019: Remaining staff departs

2.0 DESCRIPTION OF SERVICE.

2.1 HOTEL LOCATION: The Contractor shall be located in a safe, secure location. The Contractor shall be located in or near a metropolitan area and International airport.

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 of 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.

2.3 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 period of contract performance. The contractor shall provide the GR with a list of on-call hotel points-of-contact who have the authority to resolve issues affecting their areas of support.

2.4 FOOD AND WATER RISK ASSESMENT (FWRA) INSPECTION. Contractor must successfully pass a US Government FWRA inspection.

2.5 FORCE PROTECTION INSPECTION. The Conference and hotel facilities are subject to to a Force Protection Inspection by a US SOUTHCOM Force Protection Assessment

Team. Contract award is contingent upon certification of facilities by a favorable Force Protection Inspection report.

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

2.7 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 in this contract.

2.7.1 Lodging, movies, mini-bars, service charges, etc. shall 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.

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

2.8 HOTEL ITEMS/AMENITIES INCLUDED IN CONTRACT. The Contractor shall provide a fitness center with a variety of fitness equipment. All regular hotel guest facilities and amenities, to include the hotel business center and the spa facilities, shall be made available for all participants who are registered at the hotel. No cover or conference fees are to be charged to conference attendees who are not registered in the hotel, for attending the conference.

3.0 LODGING.

3.1 The contractor shall allow guests an early check-in time (if available) on arrival day and late check-out on departure date at no extra cost. Conference participants wishing to extend their stay in the hotel must check out within the designated checkout time on the specified end date.

These guests are fully responsible for any incurred expenses during their extended stay.

3.2 ROOMS REQUIRED. Lodging requirements are shown in the next table.

Table 1

August 2019

Tue

Wed

Thu

Fri

Sat

Sun

Mon

Tue

Wed

Thu

Fri

Total

Single Occupancy

Rooms nights contracted

12 48 48 48 156

Single Occupancy

Rooms nights self -pay

10 12 16 20 22 45 82 82 82 3 376

Total rooms/suites nights required (contracted and self-pay) = 532

3.3 QUALITY STANDARDS FOR ROOMS. All rooms shall include: high standard of hygiene, private bath with full toilet and shower facilities, hot and cold running water, and clean linens on a daily basis, electricity, and color television with cable, internet service, and appropriate furniture. All regular hotel guest facilities and amenities, to include the hotel business center and the exercise facilities, shall be made available for conference attendees free of charge as long as they are registered in the hotel. The Contractor shall provide two (2) bottles of water per day (8 to 10 ounces) and internet/Wi-Fi service in each contracted room at no extra cost to the Government.

3.4 ROOM INFORMATION. The GR will only pay for rooms used (under contract). The Government intends to utilize all rooms requested; however, the possibility exists that due to unforeseen circumstances a few may have to cancel their attendance; therefore the Government reserves the right to fill the rooms with alternate personnel for any room, without penalty up to 24 hours in advance. If there is a no-show, the Government will only pay for the one (1) night.

Additionally, there will be an undetermined number of participants that will pay for their own lodging. They will not be included in the Lodging contract. They are noted in Table 1 as Self-pay.

3.5 ROOM LIST. The GR will furnish the Contractor a rooming list with all of the participant’s names by 6 August 2019, but may change the names of the guests up to the day of occupation.

4.0 CONFERENCE/MEETING FACILITIES. 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.

4.1 ADMINISTRATION ROOM: The Contractor shall provide a room to be used as an Administration or operations room. This room will be used by the conference staff personnel as an event command/administrative center and shall be furnished with tables and chairs (exact amount of tables and chairs and room configuration in “U” shape, will be determined by GR).

The room shall be large enough to accommodate office space for staff of twenty (20) personnel.

Rooms shall also include space and electrical hook-ups. Adequate lighting must be available.

The Contractor shall provide a “house phone” for inside hotel and local calls only. The Contractor shall provide the Government access to this room 24 hours a day. The administrative room shall be physically secured by the GRdaily to prevent unauthorized access by non-

Government personnel during the contract period of performance. Set up for the admin room shall be accomplished no later than 0800 on 15 August, 2019. There are no audiovisual requirements for this room.

4.1.1 ADMINISTRATION ROOM, INTERNET REQUIREMENTS:

Hotel must provide internet Ethernet drops, with a 50MB bandwidth or better. Dedicated internet line via Ethernet connection with a static IP assigned and bypassing or disabling any “splash page” the Hotel may have. Also, if applicable, isolate the Administration room from other hotel guests. Request 110v power outlets, if 110v is not available, Hotel shall provide transformers to safely operate equipment. Surge protection will be needed to accommodate 20 laptops, two (2) printers and four (4) telephones (equipment will be US Government issued).

The requested configuration could also be provided by allowing the SOUTHCOM IT Tech staff to directly connect to the Hotel’s source of internet. Hotel IT specialist must be available on site during the set up and installation of the Administrative Room. Table 2 shows US Government requirements for meeting spaces.

4.2. CONFERENCE ROOM I. The Contractor shall provide a main conference room for one hundred and fifty (150) participants (twenty (20) in a U-shaped table and one hundred and thirty (130) in classroom style). Sessions shall be conducted in comfort and with minimum distractions. This room will be our largest and most important space during the conference.

Priority shall be given at all times to the events conducted here. This room shall be no smaller than 5,200 square feet or 483 square meters. Set-up for the main conference room shall be accomplished no later than 12:00 PM on 20 August 2019 and shall be made available for use all day, during 21-22 August 2019. 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. The conference room configurations and usage times can be changed at any time prior to the conference to accommodate last minute directives and fluctuating requirements. The contractor shall provide flags of equal size and quality of the following countries: USA, Peru, Argentina, Brazil, Bolivia, Colombia, Chile, Paraguay, Uruguay, Ecuador, Suriname and Guyana. If additional chairs or tables are required, the GR will coordinate with the hotel representative. The main conference room must be completely cleaned. Contractor personnel shall be available for changes in room configuration as needed, at the request and direction of (and only of) the GR on site.

4.3 BILATERAL MEETINGS ROOMS. The Contractor shall provide three (3) meeting rooms or small Board rooms adjacent to, or next to each other. Such rooms are for smaller private meetings of 6 to 10 conference participants on 21-22 August 2019. Each room shall be furnished with small tables and chairs or small sofas or love seats (exact amount, type and configuration of furnishings will be determined by GR on site). There are no audiovisual requirements for these rooms.

4.4 LUNCH ROOM. The Contractor shall provide a room, next or within close proximity to the Main Conference Room, where all conference participants will have lunch on 21-22 August 2019. Specific times for these lunches will be provide by the GR on site, prior to the start of the conference. More information will follow under the Food and Beverage section.

4.5. CONFERENCE ROOM II. The Contractor shall provide a medium size conference room for fifty (50) participants (30 in a U-shaped table and 20 in classroom style). Sessions shall be conducted in comfort and with minimal distractions. This room shall be no smaller than 2,400 square feet or 230 square meters. Set-up for this room shall be accomplished no later than 12:00 PM on 19 August 2019 and shall be made available for use all day, during 20, 21 and 22 August 2019. 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. This conference room’s configurations and usage times can be changed at any time prior to the conference to accommodate last minute directives and fluctuating requirements. Space should also be large enough to accommodate interpretation equipment (or Booth) and interpreters. If additional chairs or tables are required, the GR will coordinate with the hotel representative. Contractor personnel shall be available for changes in room configuration as needed, at the request and direction of (and only of) the GR on site.

4.6. CONFERENCE ROOM III. The Contractor shall provide a small sized conference room for twenty (20) participants with a U shaped table, where sessions can be conducted in comfort and with minimum distractions. Set up for this room shall be accomplished no later than 12:00 PM on 20 August 2019 and shall be made available for use all day, during 21 and 22 August 2019. 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. This conference room’s configurations and usage times can be changed at any time prior to the conference to accommodate last minute directives and fluctuating requirements. Space should also be large enough to accommodate interpretation equipment (or Booth) and interpreters. If additional chairs or tables are required, the GR will coordinate with the hotel representative. Contractor personnel shall be available for changes in room configuration as needed, at the request and direction of (and only of) the GR on site.

4.7. PRESS ROOM. The Contractor shall provide a medium sized conference room for twenty (20) participants in classroom style, and enough space to accommodate a table, sound system and flags of Brazil and USA. This room will be used for a press conference, after the end of the event (22 August 2019), for approximately two hours (2PM to 4PM). Contractor personnel shall be available for changes in room configuration as needed, at the request and direction of (and only of) the GR on site.

Table 2 August 2019 Thu

Fri

Sat

Sun

Mon

Tue

Wed

Thu

Fri

Administration Room (20 pax) 4.1

½ day

Conference Room I (120 pax) 4.2

Set up

Bi Lateral Meetings Rooms (Board Rooms) 4.3

Lunch room 4.4 1 1

Conference Room II (30 pax)

Press Room (20 pax) 4.7

Conference Room III (20 pax) 4.6

1 1

5. AUDIOVISUAL. The contractor shall provide audiovisual equipment as shown in the following table:

Table 3

6.0 PARKING REQUIREMENTS/ TAXI ACCESS

6.1 The Contractor shall provide during 16 – 22 August, 20 (twenty) reserved parking spaces for local conference participants and conference staff in the hotel parking lot during the conference. Parking shall be in a secure area with adequate lighting and security. Contractor’s staff shall be aware of reserved conference parking spaces.

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

7.0 FOOD AND BEVERAGE. Table 4 shows all of our requirements for Food and Beverage.

7.1 MEALS. The Contractor shall provide meals to specific participants as directed by the GR. The Government will indicate which participants or guests are covered by this contract.

7.2 LUNCHES. On conference dates (21 and 22 August, 2019) lunches will be served buffet style, in a room adjacent, near the Conference Rooms. The Contractor shall serve lunch with a selection of items, which shall offer a variety of salads, hot dishes (various options, Audio Visual Requirements, and Quantities (20-22 August 2019)

Conference Room I

Conference Room II

Conference Room III

Press Room

Screen Size 6’x 6’ to 8’x 8’ (or comparable standard)

3 3 3 (smaller screens )

Internet access 1 1 1

Speaker System with two (2)wireless Microphones and Podium

1 1 1

2 table top microphones with sound system. Podium with microphone.

chicken, beef, pork, fish, pasta) and desserts and shall include a variety of juices, sodas, lemonade, iced tea, ice water, coffee or hot tea throughout the meal.

7.2.1 LUNCHES. On the arrival and departure days (19, 20 and 23 August, 2019) The Contractor shall serve meals at the hotel restaurant with a selection of standard menu items from the Hotel Restaurant. No special arrangements or specific rooms are necessary for these meals, the Hotel restaurant and its standard menu will be sufficient. The Government will only pay for meals consumed by the invited participants which will identify themselves and their room number prior to the meal. Before the start of the conference, the Government will provide a list to the Hotel naming which participants will receive paid lunches on these dates. This process will be controlled with GR supervision.

7.3 DINNERS. The Contractor shall provide Dinners to selected conference participants, during 19 thru 22 August at the hotel restaurant with a selection of standard menu items from the Hotel Restaurant. No special arrangements or specific rooms are necessary for these meals, the Hotel restaurant will be sufficient. The Government will only pay for dinners consumed by the invited participants and will identify themselves and their room number prior to the meal.

Before the start of the conference, the Government will provide a list to the Hotel naming which participants will receive paid dinners during the entire length of the conference. This process will be controlled with GR supervision.

7.4 ALCOHOL POLICY. The Government will NOT pay for alcoholic beverages during any meal or any other time during this event. Participants eating meals at the government’s expense must receive separate invoices for food and alcohol. All meal receipts associated with this conference shall be submitted daily to the GR for verification and accountability. If an alcoholic beverage is served, the hotel will give the conference participant a separate receipt with that alcoholic purchase and expect payment from that participant, not from the Government. The hotel will only issue “food” receipts to the Government.

7.5 BEVERAGE STATIONS. The Contractor shall set up a permanent coffee, tea, and water beverage station inside the administration room by 7:30 AM daily. This beverage station is to stay in place and be replenished during the conference working hours of 7:30 AM to approximately 5:00 PM daily or later as coordinated by the GR. A similar beverage station shall be placed in the vicinity of the Conference Room I for its participants to use during working hours of the conference.

7.6 COFFEE BREAKS (AM/PM).

7.6.1 Morning breaks. The Contractor shall provide “coffee breaks” for one hundred (100) on 21 and 22 August 2018. Morning break stations shall be setup outside the Conference Room I and will serve all participants using all Conference Rooms. The break menu shall be varied daily and the service should include utensils and all necessary equipment.

7.6.2 Afternoon breaks. The Contractor shall provide “coffee breaks” for sixty (60) on 21 and 22 August 2019. Afternoon break stations shall be setup outside the Bilateral meeting Rooms area. The break menu shall be varied daily and the service should include utensils and all necessary equipment. Please see Table 4 for correct amounts.

7.6.3 Breaks, Additional information. The menu selected, time and schedule of such breaks shall be discussed and determined with the GR prior the conference start.

7.7 BREAKFASTS. The Contractor shall serve breakfasts meals at the hotel restaurant with a selection of standard buffet style breakfast food. No special arrangements or specific rooms are necessary for these meals, the Hotel restaurant will be sufficient. Before the start of the conference, the Government will provide a list to the Hotel naming which participants will received paid breakfasts during the length of the conference. The Government will only pay for meals consumed by the invited participants and will identify themselves and their room number prior to the meal. This process will be controlled with GR supervision.

7.8 BREAKFASTS. If the negotiated nightly rate includes breakfasts for all hotel guests, the contractor will disregard paragraph 7.7 and provide breakfasts to all contracted and self-pay guests participating in this event.

Table 4 August 2019 Food and Beverage

Thu

Fri

Sat

Sun

Mon

Tue

Wed

Thu

Fri

Totals

Administration Room - Continuous Beverage station

10 20 20 20 20 20 25 25 150

Conference Room I Continuous Beverage Station

100 100 200

Coffee breaks AM 100 100 200

Coffee breaks PM 60 60 120

Breakfast (see para.

7.8)

50 50 50 50 200

Lunch (21 and 22 august)

100 100 200

Lunch (19, 20 and 23 august)

20 40 40 100

Dinner 20 20 30 40 10 120

8.0 ADDITIONAL REQUIREMENTS.

8.1 TESTING OF ANY EQUIPMENT. The Contractor shall install and be ready to conduct a full communications test of all equipment/systems in Conference Room I, by 12:00 PM on 20 August, 2019. Contractor shall coordinate with GR before testing to assure GR is present during the testing.

8.2 APPLICABILITY. Tax exemption, if any, applies to self-funded as well as contract funded attendees; therefore, taxes shall be removed from the bill once forms have been submitted to the hotel by the Government Representative.

9.0 ADDITIONAL INFORMATION.

9.1 GOVERNMENT REPRESENTATIVE. A Government Representative (GR) will 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.

9.2 ANNOUNCEMENT. The Contractor shall provide appropriate announcement boards at each entrance to the hotel and at elevator and main conference room welcoming and directing conference participants. The exact wording of the announcement will be provided to the hotel by the GR.

9.3 SMOKING. Ashtrays shall not be placed in the main conference room or any other rooms as smoking will not be permitted at indoor conference functions.

9.4 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.

The government per diem rates shall be extended to all participants to include those who are self-pay.

9.5 APPLICABILITY. Tax exemption applies to self-pay as well as contract funded attendees, therefore, taxes shall be removed from bill once forms have been submitted to Hotel by the GR.

9.6 PAYMENT. The United States Government will pay for all contracted items under the terms of this purchase agreement as allowed under US law. All payments under this contract will be accomplished by the VISA Government Purchase Card. Payment will be made only after services have been rendered, and a complete invoice of all costs associated with this contract has been submitted to the paying official. All invoices will be submitted in English and in US Dollars. Prices shall be all inclusive. Any miscellaneous charges incurred by guest(s) are the responsibility of the individual guest.

9.7 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.

9.8 CHANGES TO CONTRACT. The only person authorized to make changes to the contract is the Contracting Officer (not the Designated Government Point of Contact (GR)). Failure to clear changes in the contract with the Contracting Officer will result in the Hotel not receiving compensation for costs incurred. Accordingly, the Contracting Officer will be notified prior to any additional services performances and a contract modification should be issued to the Hotel (changes in cost to the

Government). The Hotel shall only take change orders from the Contracting Officer. Purchases or changes from unauthorized persons may result in the Hotel not receiving payment for costs incurred.

9.8.1 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 Hotel and any other person be effective or binding on the Government. When/if, in the opinion of the Hotel, an effort outside the existing scope of the contract is requested, the Hotel shall promptly notify the Contracting Officer in writing. No action shall be taken by the Hotel under such direction unless the Contracting Officer has issued a contractual change or otherwise resolved the issue.

9.9 OPERATIONAL SECURITY (OPSEC). The Hotel 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 in order to receive a Government contract award. Offerors may register with SAM at http://www.sam.gov/.

THE GOVERNMENT WILL NOT AWARD A CONTRACT TO ANY CONTRACTOR THAT IS

NOT REGISTERED IN THE SAM DATABASE.

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 privacy of contract directly with lodging facility providers. Offers from third parties shall be considered non-responsive and will be excluded from consideration for award.