19HC - Branson Retreat PWS.pdf

PERFORMANCE WORK STATEMENT

25.1 RETURNING DEPLOYER RETREAT

1. Work Details. The contractor shall provide lodging for all retreat staff and participants (para 2), four (4) meals (para 3), a meeting space (para 4), and miscellaneous services (para 5) for a chapel-led retreat serving personnel stations at Little Rock AFB, Arkansas for the projected dates of 25-27 July 2025. The contractor is responsible to pay for all lodging, meals, rental fees, incidentals, and any other costs incurred as outlined in this PWS.

1.1. The chapel POC for this retreat shall be hereafter noted as 19 AW/HC.

Primary POC: Ch, Capt Nathan Cantu, nathaniel.cantu.1@us.af.mil

Secondary POC: Ch, Major Shay Bailey, micheal.bailey.1@us.af.mil

1.2. Transportation to and from the retreat facility and in the local area during the retreat is the responsibility of each participant, contractor, or staff member by POV.

2. Lodging. The contractor is responsible for supplying lodging of a AAA 4-diamond rating or equivalent, located in Branson, MO.

2.1. The location must include on-site entertainment, restaurant or buffet style dining, and recreational activities included but not limited to a marina, indoor and outdoor swimming pools, a spa, a 24 hour fitness center, guest laundry, outdoor activities such as hiking, tennis, pickleball, etc.

2.1.1. A single indoor or outdoor pool or combination thereof does not meet this requirement.

2.1.2. All services and activities for the retreat (including but not limited to all meals, group meetings, etc.) must be provided on the resort premises unless pre-approved by 19 AW/HC.

2.2. The venue must house 34 families, with a minimum capacity of 140 individuals, and a maximum capacity of 204 individuals, in a minimum of 35 rooms. All retreat participants must be housed in the same lodging facility or resort property.

2.2.1. A maximum of 180 individuals shall be adult and minor retreat participants.

2.2.2. A maximum of 24 individuals shall be retreat staff and their adult and minor dependents.

2.2.2.1. For families with three (3) or more children: The contractor shall provide a suite or adjoining rooms or combination thereof with sleeping arrangements of a mix of queen and king sized beds and pull out couches that ensure no more than two (2) individuals share a bed.

2.2.2.2. For families with one or two (1-2) children: The contractor shall provide a

(1) single room equipped with at least two (2) separate beds, one for parents and one for children, e.g., a (1) king bed, and a (1) pull-out couch, or two (2) queen beds, or a (1) queen bed and a (1) roll away, etc.

2.2.2.3. 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.

2.2.2.4. Infant sleeping accommodations must be provided by the lodging venue or contractor if requested.

2.2.2.5. Infant sleeping accommodations shall be clean, odor and stain free, and meet all applicable federal, state, and local safety requirements.

2.3. The contractor shall provide all coordination and procurement of lodging facilities for all participants that shall come equipped with central A/C and heating, daily housekeeping, free Wi-Fi for all participants, linens, towels, and other supplies adequate for the occupancy rate.

2.3.1. All lodging facilities shall be cleaned according to applicable state law prior to guest arrival, and either daily or upon occupant request.

2.3.2. All reservations will be made as guaranteed 4:00 PM arrival rooms, with provisions for retreat participants to arrive as late as the resort front desk is able to provide check in services.

2.3.2.1. 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.

2.3.2.2. Final numbers of attendees will be provided to the contracted vendor by

19 AW/HC 48 hours prior to the event.

2.3.2.3. Retreat staff will be provided early check in as precoordinated with the contractor by 19 AW/HC prior to the event. Early check in may be up to 24 hours in advance of the start of retreat participant check in.

2.3.3. Check out shall be no earlier than 11:00 AM on the final day of the retreat.

2.3.4. Any charges to the room for bar tab, meals, movies, and/or services is solely chargeable to the guest. Individual members/families will be required to pay for their own incidentals, included but not limited to bar tab, room service, movies, and/or other services not listed in this PWS, (which shall include items charged to their respective guest room(s)); the service member is solely responsible for payment of such charges associated with the guest room.

2.3.5. Parking must be provided free of charge to all retreat staff and participants.

3. Meals. The contractor shall provide 4 meals for all individuals listed in para 2.2. The specified meals required are:

-Breakfast, 26 July 2025

-To Go Lunch, 26 July 2025

-Dinner, 26 July 2025

-Breakfast, 27 July 2025

If alternative dates are required IAW para 6, adjust meals to reflect the dates required.

3.1. For all meals served on the resort premises (breakfast and dinner) meals must be hot buffet or plated meals.

3.1.1. All meals provided will allow the opportunity for at least 2,000 daily calories to be consumed.

3.1.2. Meals will be served in the designated private meeting area (para 4).

3.1.3. The contractor shall provide all necessary tableware and flatware for all meals.

3.1.4. The dining space shall be cleaned after each meal.

3.1.4.1. The contractor shall be responsible for the collection and disposal of dining waste and cleaning the dining space at the conclusion of each meal.

3.1.5. Meals must accommodate vegetarian or religious (Kosher/Halal) diets and other common allergies (peanut, soy, dairy, etc.) as requested. Allergies and dietary restrictions will be communicated to the contractor by the retreat staff no later than 48 hours prior to the event.

3.1.6. Lunch may be a to-go option for all participants and staff as coordinated with 19 AW/HC prior to the retreat.

3.1.6.1. If the to go option is exercised, lunch must be ready for pick up at least 15 minutes prior to the conclusion of breakfast, or 15 minutes prior to the time designated by 19 AW/HC.

3.1.7. Meals must be ready to serve at least 15 minutes prior to each conference session or the designated start time as communicated by 19 AW/HC. Specific times for meals will be coordinated between 19 AW/HC and the contractor during event preparation.

3.1.8. Contractor shall provide a menu consisting of at least two (2) dining options for each meal for approval by 19 AW/HC at least one (1) week prior to the event.

3.1.9. Menus for in house meals must include at least two (2) protein options, at least two (2) fruit/vegetable options, at least two (2) starches, at least two (2) drink options, and a (1) dessert.

3.1.10. Lunch must consist of at least three (3) sandwich options, a vegetarian option, chips, a fruit, canned soft drinks and bottled water, and a dessert.

3.1.11. To go lunches will be individually packaged.

3.1.12. The government will not purchase alcohol/bar service.

4. Meeting Space. The contractor shall provide (1) private meeting/dining space for the event.

The private meeting area shall be used for both dining and conference sessions.

4.1. The private adult meeting room shall be at least 3000 square feet and able to accommodate all retreat participants listed in para 2.2 sat banquet style in accordance with posted fire code and local law.

4.2. Individuals shall be seated in groups of 6-10 at round or rectangular tables.

4.3. Retreat staff and retreat participants shall have access to the conference space for the entire duration of the retreat.

4.4. The meeting space must have functioning air-conditioning and heating climate control that maintains a temperature between 69-73 degrees Fahrenheit at maximum occupancy.

4.5. Each meeting space requirement includes audio/visual support, podium (if requested), tables, and chairs to support the participants.

4.5.1. Proposals shall include any and all applicable service or set-up fees.

4.5.2. The audiovisual requirements for all meeting spaces shall include an integrated

(not portable) AV system that includes at least one (1) projector, and screen viewable from the entire room.

4.5.3. There shall be speakers capable of projecting sound throughout the room, with at least two (2) cordless microphones, HDMI, USB A and C, VGA, and Lightning (Apple) hookups, cables, and adapters.

4.5.4. 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.

4.6. 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 all retreat attendees.

4.7. The conference space must be cleaned after each meal and conference session.

4.8. Specific times for use of the conference space will be coordinated between 19 AW/HC and the contractor during event preparation.

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

5. Miscellaneous Services. The contractor shall provide a designated individual(s) that shall be 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.

5.1. The contractor shall make the name and contact information (email and phone number) of the event coordinator and an alternate (if able) known to 19 AW/HC at least two (2) weeks prior to the start of the retreat.

5.2. The contractor shall designate a point of contact and an alternate 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 19 AW/HC within three

(3) business days of award.

5.3. The contractor shall provide a table in the resort lobby near the resort front desk on the first day of the retreat (30 May 2025). This table will be used to check retreat participants in and verify their attendance.

5.3.1. The table shall be in place no later than 30 minutes prior to the arrival of retreat staff as precoordinated.

5.3.2. The table shall have a sign with the words “Little Rock AFB Retreat Check In” and the Air Force Chaplain Corps logo. The text and image shall be high quality and readable, and not distorted, pixelated, or obscured in any way. The sign shall be large enough to be visible to retreat participants as they enter the resort lobby.

5.3.3. The table shall have a neutral-colored tablecloth that is clean, wrinkle free, and fitted to the table, and at least two (2) chairs.

5.3.4. The table shall be located within reasonable distance (less than 6 feet) of an electrical outlet.

6. Alternate Dates. The government will provide two projected dates for an event: Primary Date: 25-27 July 2025 and Alternate Date: 05-07 September 2025.

6.1. 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.

6.2. The government reserves the right to re-schedule to the alternate date at no additional cost to the government by providing a written notice to the contractor at least five (5) business days prior to the event start date.

7. Pre arrival inspection

7.1. 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.

7.2. 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.

7.3. 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.