1 AF NCR Chaplain Corps Retreats BPAs PWS_29May24.pdf

PERFORMANCE WORK STATEMENT

Retreats Blanket Purchase Agreements in support of the

Air Force Chaplain Corps

Supporting the National Capital Region

Attachment 1 29 May 2024

1. Description of Services. The Event/Meeting Planner Contractor of the Retreats Blanket

Purchase Agreements shall furnish all labor, materials, equipment, lodging, meals, conference room, childcare, personnel, management, and supervision necessary to provide for a retreat (workshop, conference, wellness event) for authorized Active-Duty personnel and their families assigned to Military Bases in the National Capital Region (NCR).

Retreat events will accomplish the Chaplain Corps’ HC Next 2.0 Line of Effort 1, Fortify Warfighter Readiness: spiritually preparing members for growth in their personal and professional lives. Call Orders will be made against the resultant Blanket Purchase Agreements by issuance of a Retreat Scope of Work (SOW). This SOW, which will be completed by the Retreat Program Manager (RPM) residing within the Air Force Chaplain Corps within the NCR, will include the specific requirements of the retreat – including but not limited to, lodging location and capacity, meals, childcare facilities, conference space, audio visual, and extracurricular recreational activities.

2. Lodging and Location. The contractor shall provide resort-style lodging (American Automobile Association (AAA) Travel Three or Four-Diamond Rated or equivalent) with the capacity to also provide meals as specified in the retreat SOW and in accordance with the requirements detailed in this Performance Work Statement (PWS). The applicable SOW will require lodging within a 2-hour drive of the NCR. The parameters for desired location will be specified in the individual Call Order SOW. Incidentals shall not include items charged to guest rooms; the event attendee(s) is solely responsible for payment of such charges associated with the guest room (e.g., 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 the Retreat SOW.

2.1. Concessions. The following concessions will be offered at no additional charge to the retreat attendees and speakers:

2.1.1. Wireless internet. Complimentary wireless internet access for all guests/speakers in their rooms, in the meeting rooms, and the lobby area shall be provided.

2.1.2. Parking. Complimentary parking for one (1) vehicle per room and for up to 2 speaker(s).

2.1.3. Pre-Check In. Rooms may be checked-in prior to the group’s arrival. The hotel will provide at least one key per adult, per room. The contractor shall coordinate with the lodging facility to provide a check-in table, separate from the front desk, to hand out keys and schedules upon guest arrival.

2.1.4. Late Checkout. Contractor shall contract with a venue to make every effort to allow families a late checkout of at least 12:30 p.m.

2.1.5. Use of Facilities. Contractor shall contract with a venue that allows families to use the venue amenities as part of their room rental (e.g., gym, pool, etc.).

3. Facilities/Audio-Visual Equipment. The contractor shall reserve/provide all dining, large group event/conference space, childcare spaces, and required audio/visual hardware/software, to include, but not limited to one (1) microphone (clip), projector(s), screen(s) and speakers appropriate to the room size. The desired number of attendees and required event space capacity will be specified in the individual Call Order Retreat SOW.

3.1. The contractor shall reserve/provide one (1) large banquet/ballroom space for training with full audio-visual (AV) capabilities, with a seating capacity according to the Retreat SOW for event sessions. RPM personnel to coordinate with facility on event set-up.

3.2.The contractor shall reserve/provide one (1) large banquet/ballroom private dining space capable of accommodating meals and comfortably seating up to the number of participants identified in scope of work/call order. The room shall have full AV capabilities and shall be physically separate from the childcare spaces.

3.3.The contractor shall reserve/provide appropriate private on-site spaces for childcare to accommodate children during the resiliency event sessions, breakouts, and meals. One room shall be for ages 0-4, and if applicable, a separate room for ages 5-12. These rooms shall be configured to allow for age-appropriate dining and recreation and shall be physically separate from the event space; these rooms will not share a wall with the adult conference room. Food for the children will be provided in their event space with child-friendly foods such as: pizza, chicken fingers, etc.

4. Signage. The contractor shall allow for appropriate signage to be displayed in the hotel during the events. Government Personnel shall be permitted to provide signage in any agreed upon contracted meeting space, function space, applicable foyer space, and hotel lobby. Additional décor, signage, are also permitted subject to hotel approval, which shall not be unreasonably withheld.

5. Meals. The contractor shall provide complete and nutritious meals for breakfast, lunch, and dinners with meal appropriate beverage selection (no alcohol). All meals must be sufficient to feed adults and children, with a vegetarian option and allowances for dietary restrictions, if needed. All meals will be served and consumed in the designated private dining area. The contractor shall ensure plates, bowls, cups, glass, cutlery, and napkins are provided for all meals. The contractor shall coordinate with the event space to ensure appropriate collection and disposal of dining waste, resulting in a clean dining space. An example itinerary for specific dining requirements and meals to be served can be found below. Details will be provided by the RPM in the Retreat SOW at the time of the individual BPA Call Order.

5.1 Day 1 – 5:30 p.m. to 6:30 p.m. full dinner for up to forty-five (45) adults and children in a private dining space.

5.2 Day 2 – 7:30 a.m. to 8:30 a.m. full breakfast for up to forty-five (45) adults and children in a private dining space. 11:30 a.m. to 12:30 p.m., full lunch for up to forty-five

(45) adults and children in a private dining space. 5:30 p.m. to 6:30 p.m. full dinner up to forty-five (45) adults and children in a private dining space. This dinner will be setup in two separate spaces, one for adults and one in a separate room for all the children, to grant parents one meal as a couple.

5.3 Day 3 – 7:30 a.m. to 8:30 a.m., full breakfast for up to forty-five (45) adults and children in a private dining space.

5.4 All meals will be provided to the children by the event venue. When applicable, meals provided to children in a separate location from their parent(s) shall be provided in the childcare rooms and facilitated by childcare workers. Childcare workers will need to purchase meals separately and will not be included in the number of retreat dining attendees.

5.5 All meals must meet the following criteria:

5.5.1 Breakfast. Contractor shall provide its standard hot buffet breakfast or menu selection at an appropriate facility on site as agreed to by the vendor and the designated RPM.

5.5.1.1 Breakfast should consist of a hot main entree, including a vegetarian option, hot and cold side dish options, and a non-alcoholic beverage (water, juice, soft drinks, and tea/coffee) and be consistent with a value sufficient for a complete breakfast meal.

5.5.2 Lunch. Contractor shall provide its standard hot buffet luncheon or menu

5.5.2.1 Lunch should consist of a hot and cold main entree, including a vegetarian option, hot and cold side dish options, dessert, and a non-alcoholic beverage (water, juice, soft drinks, and tea/coffee) and be consistent with a value sufficient for a complete luncheon meal.

5.5.3 Dinner. Contractor shall provide its standard hot buffet dinner or menu

5.5.3.1 Dinner should consist of a hot main entree, including a vegetarian option, hot and cold side dish option, dessert, and a non-alcoholic beverage

(water, juice, soft drinks, and tea/coffee) and be consistent with a value sufficient for a complete luncheon meal.

6. Childcare. The contractor shall secure/provide all labor, tools, equipment, materials, and personnel necessary to provide childcare services to the families of Air Force Chaplain Corps personnel attending the Retreat. The contractor shall provide sufficient certified personnel to care for up to thirty (30) children ranging in age from infant to 12 years with the appropriate personnel per child. The contractor shall possess skills for all children under the childcare services such as health, safety, nutrition, supervision, and a compassionate attitude. Children shall always be under proper supervision of certified personnel.

6.1. Childcare Licensing. The venue or contractor providing childcare shall hold an active

Day Care License issued by a State Licensed Center or provide childcare personnel from a State Licensed Center to comply with Maryland, District of Columbia, and Virginia’s Department of Human Services childcare licensure regulations. The contractor shall provide a sufficient child/staff ratio to meet the Childcare Rules and Regulation standards. Maryland, District of Columbia, and Virginia’s Childcare Staff Credentials (CF-FSP) certified preferred, but not required.

6.2. Criminal Background Check. Personnel providing childcare shall meet the criminal background record standards in accordance with FAR 37.103(d) and 42 U.S.C. 13041.

The criminal background record shall not display any disqualifying information for the health and welfare for the care of children.

6.3. Cardiopulmonary Resuscitation (CPR). The contractor shall provide proof of CPR

First Aid certifications for assigned employees providing childcare to this event.

6.4. Sample times of Childcare Services. Actual times to be specified in the Retreat SOW:

6.4.1. Friday, X Month Year 5:15 p.m. – 8:15 p.m.

6.4.2. Saturday, X Month Year 8:45 a.m. – 11:45 a.m.

6.4.3. Saturday, X Month Year 1:15 p.m. – 8:15 p.m.

6.4.4. Sunday, X Month Year 8: 45 a.m. – 12:00 p.m.

6.5. Activity Plan. The contractor shall work with the childcare providers to produce an activity plan by age group and provide it to the RPM no later than five (5) calendar days prior to the event start date and shall be approved by the RPM prior to implementing the proposed activity plan.

6.5.1. Age groups for childcare shall be broken down for purposes of activity planning as follows:

6.5.1.1. Age range 0-2

6.5.1.2. Age range 3-5

6.5.1.3. Age range 6-9

6.5.1.4. Age range 10-12

6.5.2. Potential activities include:

6.5.2.1. Arts and crafts/painting

6.5.2.2. Finger/hand puppet-style plays

6.5.2.3. Age-appropriate movies

6.5.2.4. Sports/lawn games (as appropriate)

6.5.2.5. Other age-appropriate activities for each age range

6.6. All supplies for activities shall be provided by the childcare provider and included in the price sheet under the Childcare price.

6.7. The contractor shall provide cots/beds or similar items for babies/children during nap time, as applicable.

6.8. Attire. Contractor employees shall present a neat appearance and be easily recognized as contractor employees. This may be accomplished by wearing distinctive clothing bearing the name of the company or by wearing appropriate badges, which contain the company name and employee name. All articles of clothing shall be reasonably clean, in good repair, and shall not display any obscene or objectionable words, phrases, sketches or pictures. Contractor employees shall not smoke or vape near/around the children. Childcare Provider Room and Meals. The contractor will be responsible for providing hotel room(s) and meals for all childcare providers. If this is not included with the lodging price, then it shall be included in the Childcare price of the price sheet.

6.9. Damages. The contractor shall be responsible for the repair or replacement of any property damaged by any childcare provider(s) at no expense to the government.

6.10. Reporting. The contractor shall report to the RPM any information that would pose a threat to the security and safety of children during the performance period of the Retreat.

6.10.1. The contractor has a duty to report all mishaps to parents/guardians of anyone under their care.

6.10.2. The contractor will provide a tracking system/sign in and sign out sheet to the Contract Manager or alternate.

7. Definitive Schedule. The RPM will provide a confirmation of the final number of participants no later than five (5) calendar days prior to the scheduled event start date and the quantity given to the contractor shall be final for invoicing.

8. On-Site Manager. The contractor shall have an available on-site manager, and mode of contact with the chosen Government representatives. The name of the on-site manager(s) and an alternate(s) shall be designated in writing to the Contracting Officer. The on-site manager and alternate must be able to read, write, speak, and understand English.

9. Contract Employees. The Contracting Officer reserves the right of the Government to restrict the involvement under the BPA of any contractor employee or prospective contractor employee identified as a potential threat to the health, safety, security, general well-being, or operational mission of the installation and its population.

10. Safety. The contractor shall comply with all applicable laws and safety regulations.

Compliance with OSHA and other applicable laws and regulations for the protection of contractor employees are exclusively the obligation of the contractor, and the Government will assume no liability or responsibility for the contractor’s compliance or noncompliance with such responsibilities. The contractor is responsible for providing contractor employees with all necessary and required personal protective clothing and equipment.

11. Controlled Unclassified Information (CUI). CUI is information that requires safeguarding or dissemination controls pursuant to and consistent with applicable law, regulations, and government-wide policies but is not classified. The Contractor shall protect the CUI transmitted and/or provided for in performance of this contract.

12. Reporting Requirements. Contractor personnel shall immediately report to an appropriate Government authority any information or circumstances of which they are aware may pose a threat to the security of Department of Defense personnel, contractor personnel, resources, and classified or unclassified defense information.