355 MXG Chaplain Retreat 2 PWS 7 -9 July.pdf

Performance Work Statement For

Resiliency Development Training Services

1. Description of Services. The contractor shall furnish all labor, tools, materials, equipment, facilities, food, personnel, child-care, management, and supervision necessary to provide Resiliency Development Training in support of a Chaplain-led Retreat for 355th Maintenance Group (355 MXG) personnel stationed at Davis-Monthan AFB (DMAFB), AZ. No later than 35 days prior to event start, the contractor(s) shall coordinate and communicate with Chaplain Resiliency Team regarding organization and execution of the event; to include items but not limited to rooms assignments, food, event signage, childcare, pre-check in and COVID safety/prevention measures.

2. Training Dates/Location. The contractor shall provide resort-style lodging (American Automobile Association (AAA) Travel Three or Four-Diamond Rated or equivalent), meals in accordance with requirements detailed in this Performance Work Statement (PWS) paragraph 7, on-site childcare, and training space at a site coordinated with the DMAFB chaplain resiliency team within 25 miles of Davis- Monthan Air Force Base, Tucson, AZ, from July 7-9, 2023; for 30 (30) adults, fifty (50) children, and eighteen (18) rooms; intended for double occupancy and suites as required by family size or other factors.

The contractor shall provide 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 (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 this contract.)

a. The following concessions will be offered at no additional charge to the 355 MXG guests and speakers:

i. Wireless - Wireless internet access for all guests/speakers in their rooms, in the meeting rooms, and the lobby area shall be provided complimentary

ii. Parking- Complimentary parking for one (1) vehicle per room and speaker

iii. Pre-Check In - Rooms must be checked-in prior to the group’s arrival. The hotel will provide two keys per person per room. The contractor shall provide a check-in table, separate from front desk, to hand out keys and schedules upon guest arrival.

3. Conference Rooms. The contractor shall provide conference rooms for Resiliency Development Training space for up to 60 adult participants and independent space for child-care for up to 50 children.

4. Childcare. The contractor shall provide appropriate eating, napping, and playing space as well as on-site childcare providers (caregivers) on July 7, 2023, from 6:30 p.m. to 8:30 p.m., July 8, 2023, from 8:30 a.m. to 10:00 a.m. and 6:00 p.m. to 8:00 p.m., and July 9, 2023, from 8:30 a.m. to 10:00 a.m. Childcare is designated for infants to 12 years of age. All personal child care items (diapers, wipes, diaper cream, etc.)

will be provided by the parent. The ratio of caregivers to children shall be 1 to 5, in accordance with Air Force Instruction (AFI) 34-144, Child and Youth Programs, dated 2 July 2019, and in keeping with current Centers for Disease Control and Prevention (CDC) guidelines for safety and prevention in the spread of COVID. Caregivers are responsible for, but not limited to, helping children receive food and drinks, preparing the classroom before the children arrive, providing entertainment (games, activities, arts, crafts, small toys, etc.) and cleaning the area at the conclusion of each function. Regarding food, the contractor shall compensate for food allergies, as identified by parents. The contractor shall offer a pre-check in for childcare on Friday night prior to dinner, and include the menu of foods and drinks to be served during childcare hours. Food and drinks will be in accordance with pediatric health recommendations.

4.1. Educational and experience requirements

a. Cardiopulmonary Resuscitation (CPR)/First Aid Certified.

b. The contractor shall verify that individual child-care workers have passed a comprehensive background check, in accordance with Department of Defense Instruction (DoDI) 1402.05, Background Checks on Individuals in DoD Child Care Services Programs, dated September 11, 2015, Incorporating change 1 effective July 14, 2016 prior to the event.

c. Be at least 18 years or older.

d. Minimum two years of professional child-care experience.

e. Citizen of the United States and legally able to work in the United States.

5. Facilities. The contractor shall provide all coordination and procurement of lodging, dining, large group training/conference space, and required audio/visual hardware/software, to include one (1) microphone (clip), projector(s), screen(s) and speakers appropriate to the room size.

a. The contractor shall provide one (1) large banquet/ballroom space for training with full audiovisual (AV) capabilities, with a seating capacity of thirty (30) adults from 6:30- p.m. to 8:30 p.m. July 7, 2023, in accordance with CDC COVID social distancing guidelines.

b. The contractor shall provide a one (1) large banquet/ballroom private dining space capable of accommodating breakfast and comfortably seating a minimum of thirty (30) adults and up to fifty

(50) children on July 8, 2023, and July 9, 2023. The room shall have full AV capabilities and shall be physically separate from the childcare space.

c. The contractor shall provide appropriate private on-site space for child-care able to accommodate up to fifty (50) children during the resiliency training sessions, breakouts, and evening socials in a safe and easily monitored environment in accordance with CDC COVID guidelines. This room shall be configured to allow for children’s age appropriate dining and recreation, and shall be physically separate from the programming/workshop space. Food for the children will provided in their occupancy space with child-friendly foods such as: pizza, chicken fingers, etc.

6. Signage. The 355 MXG shall inform the hotel of the appropriate signage to be displayed in the hotel during the events. 355 MXG personnel shall be permitted to provide branding and signage in any contracted guest rooms, meeting space, function space, applicable foyer space, and hotel lobby.

Additional décor, signage, and branding are also permitted subject to hotel approval, which shall not be unreasonably withheld.

7. Meals. The contractor shall provide complete and nutritious meals for breakfast, lunch, and dinners with meal appropriate beverage selection (no alcohol). Specific requirements to guide menu construction are included in Addendum 1 at the end of this document. All meals must be sufficient to feed a minimum of thirty (30) adults and up to fifty (50) children, with allowances for five (5) vegetarian diets, two (2) dairy-free diets and two (2) vegan diets. The contractor shall provide and arrange seats and tables for all diners in accordance with CDC guidance to accommodate safe social distancing. All meals will be served and consumed in the designated private dining area. The contractor shall provide plates, bowls, cups, cutlery, and napkins for all meals. The contractor shall collect and dispose of dining waste, and clean the dining space to include tables and chairs. Specific catering requirements and meals to be served are as follows:

a. July 7, 2023, 6:00 p.m. to 6:30 p.m. Full dinner for a minimum of thirty (30) adults and fifty (50) children attendees in private dining space.

b. July 8, 2023, 8:00 a.m. to 8:30 a.m. Full breakfast; 1100 to 1200, Lunch, and 6:00 p.m. to 6:30 p.m.

dinner for a minimum of thirty (30) adults and fifty (50) children attendees in private dining space.

c. July 9, 2023, 8:00 a.m. to 8:30 a.m., Full breakfast for a minimum of thirty (30) adults and fifty (50) children attendees in private dining space.

8. Professional Development Workshops. Except as explicitly annotated below, the contractor shall provide audio/visual hardware/software, to include one (1) microphone (clip), projector(s), screen(s) and speakers appropriate to the room size and facilities for experts arranged by the DMAFB chaplain(s) and 355 MXG personnel to facilitate one (1) large workshop at 6:30 to 8:30 p.m. on July 7, 2023, 8:30 a.m. to 10:00 a.m. and 6:00 p.m. to 8:00 p.m. on July 8, 2023, and 8:30 a.m. to 10:00 a.m. on July 9, 2023 in compliance with CDC COVID guidelines.

9. Keynote Speaker. The contractor shall provide audio/visual hardware/software, to include one (1) microphones (clip), projector(s), screen(s) and speakers appropriate to the space and will also provide conference room-type space (dining space) accommodating at least thirty (30) adults for keynote speakers, arranged by the DMAFB chaplain(s) and 355 MXG personnel at 6:30 to 8:30 p.m. on July 7, 2023, 8:30 a.m. to 10:00 and 6:00 p.m. to 8:30 p.m. on July 8, 2023, and 8:30 a.m. to 10:00 a.m. on July 9, 2023.

General Information

10. Contract Manager. The contractor shall have available an on-site contract manager, and mode of contact with the chosen Government representative (that will be responsible for communicating with the contractor’s contract manager), who shall be responsible for the contract performance and can act for the contractor on all matters relating to the contract. The name of contract manager(s) and an alternate(s), who shall act for the contractor when the manager is absent, shall be designated in writing to the Contracting Officer. The Contract Manager and alternate must be able to read, write, speak, and understand English.

11. Contract Employees. The Contracting Officer reserves the right of the Government to restrict the employment under the contract 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.

12. Employee Restrictions. The contractor shall not employ any person who is an employee of the United States Government if the employment of that person would create a conflict of interest. The contractor shall not employ any person who is an employee of the Department of the Air Force, either military or civilian, unless such person seeks and receives approval in accordance with Department of Defense (DoD) Directive 5500.7, Standards of Conduct.

13. Military Members. The contractor is cautioned that off-duty active military personnel hired under this contract may be subject to permanent change of station, change in duty hours, or deployment.

Military reservists and National Guard members are may be subject to recall to active duty. The abrupt absence of these personnel could adversely affect the contractor’s ability to perform services. The absence of these personnel at any time shall not constitute an excuse for nonperformance under this contract.

14. Contractor Employee Appearance. Contractor personnel shall present a professional, conservative, and neat appearance. Contractor personnel shall dress in a professional manner, in appropriate attire befitting a professional environment, and in keeping with normally accepted commercial standards of dress for the work being performed.

15. 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 is 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.

16. For Official Use Only (FOUO). The contractor shall comply with the requirements of DoD 5400.7, DoD Freedom of Information Act (FOIA) Program. This regulation sets policy and procedures for the disclosure of records to the public and for marking, handling, transmitting, and safeguarding FOUO material.

17. 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.

19. COVID-19 Allowances. Upon contract award, the contractor shall submit a plan to the Contracting Officer addressing the precautions the contractor will take in order to provide a safe environment to retreat participants due to COVID-19. The contractor shall ensure the event meets all current and future changes to CDC guidelines for COVID mitigation up through the event weekend as well as any Arizona State or Pima County Departments of Health or Tucson city level requirements for large, private gatherings to occur. At a minimum, the plan shall include the following information.

a. Room set up for meals, workshops, training spaces, and child-care.

b. Cleaning protocols for meal, workshops, training, meetings, child-care spaces and hand sanitizing stations.

c. The personal protective equipment that will be used by contractor and lodging personnel.

Precautions the contractor childcare givers will employ when helping children receive food and drinks, preparing the classroom before the children arrive, and providing entertainment (games, activities, arts, crafts, small toys, etc.)

d. Lodging facility rules for guests in common areas, exercise rooms, golf course, tennis courts, and swimming pool(s).

e. Other precautions the contractor and lodging staff will take to protect retreat participants.

f. Process for identifying and completing any potential waivers or paperwork the state, county, or city of Tucson may require to hold this training event to include paying for any possible application fee, or deposit.