FY_20_ASEP-B_PWS_Tysons_V2.doc

PERFORMANCE WORK STATEMENT (PWS)

DESCRIPTION/SPECIFICATIONS

ASEP-B Conference Support and Lodging (V2: As Of 23 JAN 2019) Date specified:

Period of Performance: FY20 26 OCT-07 NOV 2019

1.0 Background

1.1 Purpose: To provide lodging, meeting space and meals for the United States Army War College (USAWC) Army Strategic Education Program Basic (ASEP-B) Course to be held in the National Capital Region (NCR), in October/November 2019.

1.2 Intent: The Center for Strategic Leadership (CSL) serves as a U.S. Army War College (USAWC) educational center and high technology laboratory focused on the decision making process at the strategic, interagency, and operational levels; the strategic use of land power in joint and combined operations; and national policy decision making. CSL received direction from the Chief of Staff of the Army (CSA) in FY 2017 to develop and execute a General Officer (GO) Professional Military Education (PME) program to be called the Army Strategic Education Program (ASEP). He further directed the development and execution of a Basic Course (ASEP-B) to educate newly selected general officers and their spouses on strategic and executive leadership skills. The intent of the ASEP-B program is to provide an experience that is both broadening and educational. It is focused on preparing these Army leaders to serve effectively as key strategic leaders and executives, as general officers, in critical positions of authority and responsibility for the Department of the Army (DA), Joint staff and command.

To ensure that the maximum number of strategic level presenters and mentors from across the Army Enterprise and Interagency could participate in ensuring the quality of the executive subject matter and academic content, the course must be conducted at an efficiently located, high-quality venue within the National Capital Region (NCR.) The course will seek notable and talented strategic level subject matter experts/presenters from joint military, interagency, inter-governmental, non-governmental, business, media, and academic communities to address foundational academic theory and contemporary and future leadership, management, strategic and security issues. The site must allow conduct of all aspects of the course at a single location, and provide safe, fast access to transportation hubs and the Pentagon, as well as off-site, cultural, dining, and shopping venues. While providing ease of access, senior leadership also wanted a location outside the D.C. Beltway in order to prevent the distraction of students based in the Pentagon by their offices, ruling out Pentagon City and Crystal City. Over the 11 year history of the preceding course, The Tysons Corner area emerged at the optimal location site which best met all of the quantitative and qualitative needs of the ASEP-B Course.

1.3 Course Description: The ASEP–Basic Course is an executive-level development course for all Brigadier General/Brigadier General-selects to assist in their transition by offering instruction, discussion and insight on the principles of strategic leadership, with emphasis on strategic character and ethics, executive health, influencing and leading organizational culture, and shaping strategic communication. The ASEP-B course is an annual two-week mandatory training course. The course exposes the attendees to the dynamics of the internal and external strategic environments, learning habits to adapt in the Joint operating environment, and an awareness of strategic leader skills, competencies, and professional military responsibilities. Per AR 350-1, spouses are invited and encouraged to attend the first six days of the course and receive training specific to their new role.

1.3.1 Course Construct:

· Course Execution Dates: 26 October to 7 November 2019

· Saturday 26 October: Staff arrival day and setup.

· Sunday 27 October: Student arrival day.

· Monday 28 October – Saturday 2 November. Week 1 courses with spouses.

· Sunday 3 November. Spouse departure day; Day of no scheduled activity (DONSA); Read/write reflect/prepare.

· Monday 4 November to Thursday 7 November. Week 2 courses. Staff and Student departure after 1300 on 7 November.

· Student Load: All newly selected Brigadier Generals are directed to attend. Their spouse are invited to attend.

· Week 1 (26 October-02 November): General Officer Students:122; Spouses:100; Staff/Speakers: 43. Total daily attendees: Day1-3, 5-6: 265; Day 4: 341 (Surge Day)

· Week 2 (02-07 November): General Officer selects:122; Spouses:0; Staff/Speakers: 25. Total attendees: 147;

2.0 Scope

The contractor shall provide lodging, meals, meeting, education, operations, and office spaces and support services in a single integrated facility to support the execution of the Army Strategic Education Program Basic course (ASEP-B) from 26 October to 7 November 2019. The contracted facility must be located within 35 minutes driving time of the Pentagon, have a current 3-star or better designation according to the Mobil Travel Guide process of rating, and be capable of hosting a maximum of 341 attendees on two surge days during the course.

3.0 Summary of Requirements

3.1 General:

· The hotel property and rooms shall meet or exceed industry standards for cleanliness and décor. Each room and public area must be suitable for nationally distinguished civilian and military guests. All rooms shall be as contiguous as possible and shall be located within the same hotel. Furniture, fixtures, carpets, and linens shall not be at the end of their life cycle, showing worn or shabby appearance.

· The facility must provide an accommodation support package that includes free parking, free WiFi in all rooms and areas, a business center, and fitness facility nearby or organic to the lodging facility.

3.2 Meals. The contract will include both the daily breakfast and lunch meals for students and staff 26 October to 2 November and 4 November to 7 November, a welcome reception on 26 October as well as one formal dinner on 30 October. Menu options will accommodate special dietary requirements, with Gluten Free and Vegan options at a minimum.

• Attendee/meal quantities are estimates only. The government will only pay for meals actually consumed. In order to provide the contractor maximum visibility and flexibility in the purchasing and preparing of meals, the ASEP-B staff will update the Attendee/Meal requirement estimate in this PWS weekly beginning 9 September until 25 October 2019, then daily until course completion.

3.2.1 Meal Quantities by Meal/by Day

Table 1 Week 1 26 October to 2 November 2018

Breakfast

Lunch

Dinner/Reception

Table 2 Week 2 03-7 November 2018

3.3 Room Types and Quantities by Day

Table 3 Week 1 26 October to 02 November 2018

ROOM(S)

1 27 October reception will be a mix of standing and seated tables.

Table 4 Week 2 03-7 November 2018

ROOM(S)

3.3.1 Specific Room Requirements

· The contract will include the costs of all room types and related A/V support.

· Guest room quantities are estimates only. The government will only pay for rooms actually used. In order to provide the contractor maximum visibility and flexibility to rent non-required rooms, the ASEP-B staff will update the initial Guest Room requirement estimate in this PWS weekly beginning 9 September until 25 October 2019, then daily until course completion.

· Guest Rooms:

· Each room will be occupied by up to two persons, and must have at minimum one Queen or King bed, or two double beds.

· Each room must have central or individual climate control units for air conditioning/heating throughout (no window fans).

· Each room must have a private bath or shower.

· Each room must have a television.

· Each room must have a desk and chair, a wired telephone, and wireless internet connection available to allow high-speed simultaneous access by at least 3 devices per room.

· Suite: In addition to the standard Guest Room requirements above, suites must have, separate from the sleeping area, an area suitable for meetings of small groups of up to 5 people.

· Operations Center: The Operations Center will be set up and available no later than 3 PM on Saturday, 26 October 2019, and be utilized through 3:00 PM on 7 November 2019. Doors must have locking capability and access keys will be required for Operations Center personnel. It will be sufficient to accommodate 10 persons and include 8 rectangular tables, a television with cable access for monitoring any security threats in the city, a water point to be refreshed regularly, and a small refrigerator.

· Communications: The room will include high speed internet capability for exclusive use by ASEP Operations Center personnel via one dedicated hard-wired internet line that can be split with a splitter to have seven laptops connected to it. Hard-line capacity must be 1.5 megabytes or larger. It will also provide a wireless internet connection able to support high-speed simultaneous access by at least 8 devices.

· General Session Room: Minimum Capacity of 250.

· Seating in rounds – 8 Person tables

· Communications/IT: wired or WIFI internet access x 2 to support AV displays

· AV: Sufficient size and number of screens to fully support visibility and comprehension by all 265 executive leaders present of both our guest speakers and their slide/video presentations. A high quality audio system to ensure uniform volume and clarity throughout the space of our guest speaker’s presentations.

· Green Room. Capacity of 5

· Spouse Session Room: Minimum Capacity of 115.

· Classroom Seating

· Communications/IT: wired internet access x 2 to support AV displays

· AV: Sufficient size and number of screens to fully support visibility and comprehension by all 115 executive leaders present of both our guest speakers and their slide/video presentations. A high quality audio system to ensure uniform volume and clarity throughout the space of our guest speaker’s presentations.

· Breakout Rooms: 10 simultaneous breakout rooms with a capacity of 20+ each.

· Conference or 5 person rounds seating

· Communications/IT: Wireless internet connection available to allow high-speed simultaneous access by at least 3 devices per room.

· Offices/Private Meeting Rooms: 5 rooms suitable for visiting VIPs to have private phone calls and meetings (up to 5 people), and for one on one mentorship/career advisement sessions by the General Officers Management Office (GOMO).

· Communication/IT: Wireless internet connection available to allow high-speed simultaneous access by at least 3 devices per room.

· Boardroom/Conference Room: 1 conference room set up as an executive board room, with minimum seating capacity of 10.

· Communication/IT: Wireless internet connection available to allow high-speed simultaneous access by at least 3 devices per room.

· Dining Room:

· General: Seating capacity for 265 persons in 8-10 person tables.

· 27 OCT: Welcome reception for 230 people. A Mix of standing and seated tables. Heavy Hors D’oeuvres only. Cash bars

· 30 OCT: Seating capacity for a 250 person formal dinner in 8 person round tables. Cash bars.

· Theater: Seating for 60 + students.

3.3.2 Specific Audio/Visual Requirements

· Copier/Scanner Support: (located in Operations Room)

· General: 2 networked color printer/copier/scanners/fax machines capable of:

· 30 PPM printing

· Dual-sided printing

· Scan-to-email

· Paper sizes up to 11” x 17”

· 50 page automatic feed

· 1500 page paper capacity

· General Session Room

· Requirements

· Event Description: Rounds style setup for 265 students. Students must be able to clearly and easily see and hear all presenters and their presentations regardless of location in the room.

· Support Personnel Requirements: Audio/visual operator(s) to receive, upload, display and troubleshoot A/V presentations and operate all equipment.

· Minimum Equipment Requirements:

Visual

Audio

75 (Week 1)

40 (Week 2) Table top microphones for use by students (1 per 3 students as a planning factor)

· Spouse Session Rooms

· Requirements

· Event Description: Round Tables of 8 setup for 115 students. Students must be able to clearly and easily see and hear all presenters and their presentations regardless of location in the room.

· Support Personnel Requirements: Audio/visual operator(s) to receive, upload, display and troubleshoot A/V presentations and set up/operate all equipment.

· Minimum Equipment Requirements:

Visual

Audio

35 (Week 1&2)

Table top microphones for use by students (1 per 3 students as a planning factor)

· Dining Room: 27 OCT Welcome Social

· Requirements

· Dates/Times Required: 27 OCT (1800-2030)

· Event Description: students. Social reception for 230+ individuals. Limited audio support required for 2-3 speakers to make opening and welcome remarks for course.

· Support Personnel Requirements: Audio operator to set up, operate and troubleshoot audio equipment.

· Minimum Equipment Requirements:

Audio

· 10 Breakout Rooms:

· Requirements: No AV Requirements.

3.4 Security Considerations

· Hotel security procedures and methods shall be discussed with the government security representative as necessary.

· The hotel's designated Security Manager shall cooperate with ASEP-B personnel in the conduct of a risk assessment two weeks prior to the stay. The risk assessment involves the analysis of the hotel's preparation and readiness to prevent and respond to emergencies. These emergencies include crime, fire, medical, shelter-in-place and evacuation procedures.

· Operations security best practices will be complied with by hotel staff. Hotel staff will not discuss or advertise to the public that US Army students, staff, and personnel are staying at the hotel. In addition, operations associated with this stay will not be discussed outside of the hotel unless the person or business have a valid need to know in order to provide support or service for the stay.

· If reserved parking spaces are used for VIP or other attendees, those parking spaces will not be marked in any way that indicates the attendees name, rank, affiliation with the military or government, or with the ASEP-B Course being conducted.

3.5 Safety Requirements. The contractor shall comply with all applicable federal, state and local safety regulations and ensure all customers are provided with a secured and safe environment. The contractor shall be responsible for ensuring that their employees are familiar with and follow normal safety precautions typical in the work environment.

3.6 Coordination Meetings

· Prior to award, the USAWC ASEP staff may conduct a site visit as a part of the evaluation process.

· Involved hotel staff and the ASEP-B representative will meet three (3) months prior and one (1) month prior to the scheduled start of the event. These meetings are to coordinate the details of the contract. A meeting will also be scheduled for the afternoon of Day 1 between the hotel staff and USAWC representatives for final coordination.

4.0 Deliverables

Provide daily breakfast and lunch meals for students and staff, as well as one formal dinner and one welcome reception IAW the requirements expressed in Para. 3.2, to support the attendee meal numbers expressed in Para 3.2.1, Tables 1 and 2 as updated by the ASEP-B Operations Staff before and during the course.

Note#1: Quantities are estimates only.

IAW Summary of Requirements Paras 3.2, 3.2.1, Tables 1 and 2, and Period of Performance Para 7.2

Comply with all applicable Army security regulations and procedures.

IAW para 3.4 Security Requirements

5.0 Qualifications.

6.0 Quality It is the responsibility of the contractor to ensure that all deliverables (draft or final) meet the Government's evaluation standards.

7.0 Other Qualifications

7.1 Place of Performance. The Contractor shall perform the work at the contracted facility and must meet all criteria delineated in paragraphs 3 through 5.

7.2 Period of Performance. Period of performance shall be 26 October thru 7 November 2019.

7.3 Security and Safety Requirements. The contractor shall comply with all appropriate Government Security and Safety directives and regulations when performing work in support of this contract. (see Paras 3.4 - 3.5)