HOTEL SERVICES IN PANAMA CITY, PANAMA

HOTEL SERVICE PERFORMANCE WORK STATEMENT U.S. Southern Command Conference Panama City, Panama August 2026 1 | P a g e 1. GENERAL: The United States Southern Command (USSOUTHCOM) is hosting a conference in Panama City, Panama. The event participants include Ministers from the U.S., Panama and several Partner Nation countries as well as national and international diplomats from various organizations. This Performance Work Statement (PWS) details the lodging, meals, conference rooms and audiovisual requirements in support of the conference with a period of performance of 10-13 August 2026. 2. TIMELINE: 8-12 August 2026 • 3 August Arrival of security • 6 August Arrival of support personnel • 9 August Arrival of briefing personnel • 10 August Arrival of delegations • 11 August Conference • 12 August Departure of delegations • 12-14 August Departure of support personnel 3. DESCRIPTON OF SERVICE 3.1. HOTEL LOCATION: The contractor shall be in a safe and secure location. The contractor shall be in a metropolitan area and no more than three miles from USSSOUTHCOM. 3.2. HOTEL REPRESENTATIVE. The contractor shall provide a representative to act as a liaison with the Government Representative. 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 Government’s Representative with a list of on-call hotel points-of- contact who have the authority to resolve issues affecting their areas of support. 3.3. HOTEL SERVICE BREAKDOWNS. The contractor shall ensure that any maintenance or repairs of hotel equipment, to include guest rooms, elevators, kitchen equipment, 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 within one (1) hour. All equipment shall be repaired within one (1) hour or replaced within two (2) hours of the reported malfunction. 3.4. 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. 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, except for the contracted lodging and meals. The contractor’s staff shall inform guests during check-in, which services shall not be covered by the Government. The contractor’s staff will request a credit card -- 1 of 7 -- HOTEL SERVICE PERFORMANCE WORK STATEMENT U.S. Southern Command Conference Panama City, Panama August 2026 2 | P a g e from all guests upon check-in. Charges not covered by the contract are to be resolved between the guests and the hotel. 3.5. 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 and/or conference fees are to be charged to conference attendees who are not registered in the hotel. 4. LODGING 4.1.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 expenses incurred during their extended stay. 4.2. ROOMS REQUIRED. Requirements are in Table 1. August 2026 Mon 3 Tue 4 Wed 5 Thu 6 Fri 7 Sat 8 Sun 9 Mon 10 Tue 11 Wed 12 Thu 13 Total nights Contracted Single Occupancy Rooms nights 0 0 0 0 0 0 5 85 85 5 0 180 Self -Pay Single Occupancy Rooms nights 3 3 3 10 18 26 55 65 65 30 20 298 Total Rooms per night 3 3 3 10 18 26 50 150 150 35 20 478 4.3. CONTRACTED ROOMS: The Government’s Representative will only pay for rooms used Contracted. The Government intends to utilize all the rooms requested. However, the possibility exists that due to unforeseen circumstances a few participants may have to cancel their attendance; therefore, the Government reserves the right to cancel the reservation up to 24 hours in advance. If there is no show, the Government will only pay for the first night for that reservation as a cancellation fee. -- 2 of 7 -- HOTEL SERVICE PERFORMANCE WORK STATEMENT U.S. Southern Command Conference Panama City, Panama August 2026 3 | P a g e 4.4. SELF-PAY ROOMS: Contractor shall provide a website link, phone number or code that Self- Pay participants may utilize to make their reservations. The Government will not be responsible for Self-Pay participants who did not pay for their reservations before arriving at hotel. The contractor shall provide the Government with a deadline/cut-of date for self-pay guests to make their reservations and provide their credit card information. The quantities provided are based on estimates and are subject to change at any time. Any changes or cancellations to “self-pay” reservation must be made at least 72 hours prior to arrival to avoid forfeiture of one night's room. 4.5. ROOM LIST: The Government’s Representative will furnish the contractor a rooming list with all the participant’s names for the contracted room by July 31, 2026, but may change the names of the guests up to the day of occupation. 4.6. QUALITY STANDARDS FOR ROOMS: All rooms shall include high standards of hygiene, private bath with full toilet and shower facilities, hot and cold running water, and clean linens daily, electricity, and color television with cable, internet service, and appropriate furniture. All regular…