19-21 July 24 Hot Springs Retreat PWS.pdf

Performance Work Statement

19 MSG/HC, 19 AW/HC, 2 BW/HC Retreat (19-21 JUL 24)

1. Description of Services. The contractor shall furnish all labor, tools, materials, equipment, facilities, and personnel necessary to provide for the 19 MSG Chaplain’s 2024 Single Airman Retreat (19-21 JUL 24) serving personnel stationed at Little Rock AFB, AR and Barksdale AFB, LA.

2. Training Dates/Location. The contractor shall provide lodging, either buffet or plated food selections sufficient to provide four full meals, and a training space at a site coordinated with 19 MSG/HC in Hot Springs, AR from 19-21 JUL 24. The venue must house 90 individuals, a minimum of 90 single occupancy rooms. The contractor is responsible for all lodging, meals, incidentals, and any other costs incurred by the contractor. Incidentals shall not include items charged to guest rooms; the service member is solely responsible for payment of such charges associated with the guest room.

3. Scope of Work. The contractor is responsible for supplying lodging of a AAA 3-diamond rating or higher (or equivalent rating system). This includes offering a choice in coordination with 19 MSG/HC between buffet, to-go, or plated food options to cover 4 complete meals, providing parking services upon request, and ensuring a conference space is available. All services and activities must be provided on the resort premises. The location for these services must be arranged in collaboration with 19 MSG/HC and should be conveniently situated no more than a .5 mile walk from Bathhouse Row, including entertainment, dining, and recreational activities. The contractor shall provide a designated individual(s) on-site as an event coordinator(s) who shall act as a 24 hour point of contact for retreat staff to resolve issues that arise during the retreat included but not limited to dining, lodging, convention space, AV systems, and facilities. The contractor shall make the name and contact information (email and phone number) of the event coordinator known to retreat staff at least two weeks prior to the start of the retreat. Furthermore, the contractor shall designate a point of contact for pre-event coordination that shall be accessible by phone and email, and shall make the name and contact information of the pre-event point of contact known to retreat staff within one week of award.

4. Lodging. The contractor shall provide all coordination and procurement of lodging facilities that shall come equipped with central A/C and heating, daily housekeeping, a fitness center, free Wi-Fi for all participants, linens, towels, and other supplies adequate for the occupancy rate. The lodging facility must provide a complementary breakfast to all retreat participants and staff. All lodging facilities shall be cleaned according to applicable state law prior to guest arrival, and either daily or upon occupant request. Final numbers of attendees will be provided to the contracted vendor 48 hours prior to the event. Parking must be provided to all retreat participants. All reservations will be made as guaranteed 4:00 pm arrival rooms. Reservations may be cancelled by the government by giving the lodging facility 48 hours notice before check-in. Reservations cancelled within this specified time will not be charged to the Government. The lodging venue must house a maximum of 90 individuals. Any charges to the room for bar tab, meals, movies, and/or services is solely chargeable to the guest. The location must provide on-site activities included but not limited to an indoor pool, spa, fitness center, on site restaurant and/or buffet style dining. Parking must be provided free of charge to all retreat staff and participants.

4.1. For couples without children or single retreat participants: The contractor shall provide one (1) room with at least one (1) queen or king sized bed.

5. Meeting Space. The contractor shall provide one (1) private adult meeting room for the event. The private adult meeting room shall be at least 2700 square feet and able to accommodate up to 90 individuals banquet style in accordance with posted fire code and local law. Individuals shall be seated in groups of 6-10 at round or rectangular tables. Retreat staff and retreat participants shall have access to the conference space for the entire duration of the retreat. The meeting space must have functioning air-conditioning and heating climate control that maintains a temperature between 69-73 degrees Fahrenheit at maximum occupancy. Each meeting space requirement includes audio/visual support, podium (if requested), tables, and chairs to support the participants. Proposals shall include any and all applicable service or set-up fees.

5.1. The audiovisual requirements for all meeting spaces shall include an integrated (not portable) AV system that includes a projector, screen, and sound system viewable and audible from the entire room. There shall be speakers capable of projecting sound throughout the room, with two cordless microphones, and HDMI, USB A and C, VGA, and Lightning (Apple) hookups, cables, and adapters. An A/V technician familiar with the systems in the room shall be available on-site for assistance in set up and troubleshooting, and the contractor shall ensure all AV systems are fully functioning prior to and during the event. The adult meeting space must be of sufficient size to comfortably seat a maximum of 90 individuals.

5.2. The adult meeting space shall be accessible to only the members of the retreat during times of use and shall be separate from public access areas, to include but not limited to, the front entry, dining area; this space should be enclosed to allow an acceptable amount of privacy from other resort patrons while complying with safety standards for 90 retreat attendees. The conference space must have drinks and light refreshments available to participants during the event and must be cleaned by resort staff after each conference session. Specific times for use of the conference space will be coordinated between Chaplain Corps staff and the vendor during event preparation.

6. Dining Area and Meals. The contractor shall provide a private dining area capable of accommodating 90 individuals for the meals as specified below. The room shall include, but are not limited to, either a digital projector, with projection screen(s), or flatscreen television(s) within clear view of all event attendees. There shall be speakers capable of projecting sound throughout the room, with two cordless microphones, and HDMI, USB, and Lightning (Apple) hookups, cables, and adapters.

6.1. The dining area does not have to be a physically separate area from the meeting spaces so long as the requirements from paragraph 5 and its subpoints are met. Otherwise, separate dining and meeting spaces are required.

6.2. The contractor shall provide either hot buffet or plated meals on-site for the specified meals with appropriate beverage selections. The government will not purchase alcohol/bar service. All meals provided will allow the opportunity for at least 2,000 daily calories to be consumed. They will be served in or nearby the designated private dining area. The contractor shall provide all necessary tableware and flatware for all meals. The contractor shall be responsible for the collection and disposal of dining waste and cleaning the dining space at the conclusion of each meal. Meals must accommodate vegetarian diets and other common allergies (peanut, soy, dairy, etc.). Allergies and dietary restrictions will be communicated to the contractor by the retreat staff no later than 48 hours prior to the event. Breakfast must be provided by the lodging facility as a complementary meal for all participants and retreat staff. Lunch will be a to-option for all participants and staff as coordinated with retreat staff prior to the retreat and must be ready for pick up at least 15 minutes prior to the conclusion of breakfast. Meals must be ready to serve at least 15 minutes prior to each conference session or the designated start time as communicated by retreat staff. Specific times for meals will coordinated between retreat staff and the contractor during event preparation.

Contractor shall provide a menu consisting of at least two dining options for each meal for approval by retreat staff at least one week prior to the event. Menus for in house meals must include at least two protein options, at least two fruit/vegetable options, at least two starches, at least two drink options, and a dessert. Lunch must consist of at least three sandwich options, chips, a fruit, canned soft drinks and bottled water, and a dessert. To go lunches will be individually packaged.

6.3. The contractor shall provide 4 meals for 90 individuals. The specified meals required are:

6.3.1. Complementary Breakfast, 20 July 2024

6.3.2. To go Lunch, 20 July, 2024

6.3.3. Dinner, 20 July, 2024

6.3.4. Complementary Breakfast, 21 July, 2024

6.4. Coffee (with creamer and sugar), water, tea and light snacks shall be provided in the adult meeting room during meeting sessions.

7. Alternate Dates. The government will provide two projected dates for an event: Primary Date: 19-21 July 2024 and Alternate Date: 12-14 July 2024. The government or contractor may re-schedule an event due to extenuating circumstances, to be interpreted based on the principles of reasonableness, fairness, and the specific circumstances impacting contract performance. Examples might include natural disasters, unforeseen government actions, or other significant events beyond the control of the contracting parties. Both parties reserve the right to re-schedule to the alternate date at no additional cost to the government by providing a written notice to the other party at least five (5) business days prior to the event start date.

8. Pre arrival inspection

8.1. The contractor shall permit inspection of the premises by the customer in accordance with Federal Acquisition Regulation (FAR) Subpart 46.4, Government Contract Quality Assurance and 46.202-3, Standard Inspection Requirements.

8.2. The contractor shall provide reasonable access to the designated areas of work to authorized representatives of the customer for the purpose of inspecting work progress, quality, and compliance with contract requirements. Such inspections shall be conducted at mutually agreed-upon times during regular business hours or as otherwise specified in the contract, to occur no later than 20 business days prior to execution of the contract.

8.3. The contractor shall ensure that all necessary arrangements are made to facilitate efficient and effective inspections, including but not limited to providing advance notice of any access restrictions or safety requirements. The contractor shall cooperate fully with the customer's inspectors and promptly address any deficiencies or discrepancies identified during inspections.