SOW - CARE Summit FY20 - Venue.pdf

2020 AFSOC C.A.R.E. SUMMIT

VENUE – STATEMENT OF WORK

1. DESCRIPTION OF SERVICES: The contractor shall provide 4-star hotel or deluxe resort type quality near/around mountains and within 2 miles of hiking trails, preferred lodging in accordance with paragraph 1.3, meeting rooms in accordance with paragraph 1.1, and meals provided throughout the retreat in accordance with paragraph 1.2. The location of the hotel or resort shall be in Gatlinburg, TN.

The contractor shall provide lodging, meals, and meeting rooms for the dates of 26 April 2020 through 2 May 2020 for the number of participants noted in paragraph 1.4. The contractor shall review paragraph 1.4.3 for confirmation on the number of participants attending the retreat.

1.1 Meeting Rooms: The contractor shall provide the following meeting rooms for the retreat: 1 large general session meeting room for adults with audio visual support; 2 additional breakout rooms for adults; tables and chairs for the number of adult participants in each meeting room; and 4 separate breakout rooms for children ages 0-2, 3-5, 6-9, and 10 and up in accordance with paragraph 1.5, and for the following times:

Sunday/26 April 2020 6:00 p.m. – 9:00 p.m.

Monday/27 April 2020 7:00 a.m. – 9:00 p.m.

Tuesday/28 April 2020 7:00 a.m. – 9:00 p.m.

Wednesday/29 April 2020 7:00 a.m. – 9:00 p.m.

Thursday/30 April 2020 7:00 a.m. – 9:00 p.m.

Friday/1 May 2020 7:00 a.m. – 9:00 p.m.

Saturday/2 May 2020 6:00 a.m. – 11:00 a.m.

1.2.1 The contractor shall coordinate with the Government POC prior to the scheduled event, and include each meeting room name and location for the event itinerary.

1.2.2 Meeting room support will include: tables and chairs, Wi-Fi access, mics with house sound, projector with cart & screen, or video monitors, power and PC connection cords, iPod audio-in jack, and onsite technical support for all meeting rooms. One table will be provide in the lobby of the hotel on Sunday 26 April for Welcome/Registration.

1.2.3 The contractor shall provide a fire pit, or semi-private lounge area for informal social gatherings for five of the event nights at no additional cost. The contractor shall coordinate with the Government POC with seating for at least 24 to accommodate evening group discussions.

1.2 Meals: The contractor shall provide 7 meals for each participant: 6 breakfasts, 5 lunches, and 6 dinners, and support a no-host, “Ice-Breaker” (Social) on Sunday evening. Meal examples; full hot breakfast buffets, lunch buffets, and dinner buffets. All meals shall include vegetarian and non-vegetarian options and take into consideration any other allergies/dietary restrictions. The contractor shall coordinate with Government POC on meal selection. With the exception of family breakfasts and dinners annotated “family dinner”, children will be provided separate meals.

1.3.1 Coffee, tea, and water will be provided during meeting times.

1.3 Lodging: The contractor shall provide the number of lodging rooms on the given dates listed in paragraph 1.1. Lodging with a separate room or area for the children is a must for families (executive suite or condo layout). For couples without children or single attendees, lodging shall be a studio room. Lodging rooms shall be available for check-in at 4:00 p.m. on Friday/24 April (for overseas participants and support staff) and 4:00 p.m. on Saturday/25 April for all other attendees and check-out no earlier than 11:00 a.m. on Saturday/2 May 2020. All lodging shall be within walking distance of meeting rooms.

1.4 Requested Dates and Requirements

Event Title: 2020 AFSOC C.A.R.E. (Caregiver and Resilience Education) Summit Event Dates: 26 April – 2 May 2020

Lodging: 25 rooms Participants: Approximately 70 (30 adult participants, 15 children, and 10 staff members) Meeting Rooms: 1 large general session meeting room for adults and family dining (26 Apr-1 May; 2 breakout rooms for adults (27-29 Apr), 1 breakout room (30 Apr-1 May);

4 separate breakout rooms for children ages 0-2, 3-5, 6-9, and 10 and up (26 Apr-1 May)

1.4.1 Alternate Dates: The government or contractor may have to reschedule the retreat due to unforeseen circumstances. The government or contractor reserves the right to reschedule at no additional cost, to an alternate date providing at least a 5-days’ notice given to the government or contractor in writing. The contractor shall offer new dates for the rescheduled retreat.

1.4.2 Reimbursement/Credit: The government may have unused/vacant rooms due to unforeseen circumstances. The government will be reimbursed the cost of unused/vacant rooms.

1.4.3 Definitive Participants: The government shall provide a confirmation of number of participants on 01 April 2020. All quantities shall be definitive by 10 April 2020.

1.5 Activities: The contractor shall provide daily use of activities to include the following:

onsite fitness center, swimming pool, spa, whirlpools, cable television, and free parking.

2. GENERAL INFORMATION

2.1 Contractor Personnel

2.1.1 Contract Manager: The contractor shall provide an onsite contract manager who shall be responsible for the performance of the work. The name of this person and an alternate or alternates, who shall act for the contractor when the manager is absent, shall be designated in writing to the contracting officer prior to the contract start date. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operations of this contract. The contract manager and alternate/alternates must be able to read, write, speak, and understand the English language.

2.2 Re-performance of Service: When service performed does not conform to contract requirements, or when service was not performed in a specific area, the contractor shall perform or re-perform the service in conformity with contract specifications at no additional cost to the government. Performance or re-performance of these services shall commence immediately upon notification by contracting officer. The contractor shall have a sufficient workforce dedicated to ensure corrections are accomplished before noon the next workday without degradation to normal scheduled services.

2.3 Government Remedies: The contracting officer shall follow FAR 52.212-4(a), Inspection and Acceptance Clause, for contractor’s failure to perform satisfactory services or failure to correct non-conforming services.