Attach 1_23 STS SOW.pdf

STATEMENT OF WORK

24 SOW CHAPLAIN-LED SECIAL TACTICS FAMILY CONNECTION (ST-FC)

PROGRAM FOR 23 STS HURLBURT FIELD, FL

1. DESCRIPTION OF SERVICES: The contractor shall provide a 4-star or above hotel/retreat style lodging (as rated according to tripadvisor.com user reviews) in accordance with (IAW) paragraph 1.4, meeting spaces IAW paragraph 1.2., meals throughout the event in meeting spaces IAW paragraph 1.3, and childcare for the participants of the event IAW paragraph 1.5.

Location shall be within 30 miles of Destin, Florida.

1.1 Description of Service: The contractor shall provide one (1) event complete with lodging, meeting spaces, children’s activities, meals, and childcare, on the dates and for the number of participants noted in paragraph 1.6.

1.2 Meeting Space: The contractor shall provide one (1) adult meeting room per event for sessions, large enough to contain all attendees (including children) while eating meals, and one

(1) childcare meeting room per event. Room for child-care can be accomplished by utilizing one large room with dividers. Each meeting space requires tables and chairs to support the participants. Proposals shall include any and all applicable service or set-up fees.

1.2.1 For the event, provide one (1) large adult meeting space to accommodate the numbers of participants defined in paragraph 1.6 with audio-visual support, round tables (8 top preferred), and chairs available from 4:00 p.m. until 9:00 p.m. on Friday; 8:00 a.m. until 11:00 pm on Saturday; and 8:00 a.m. until 12:00 noon on Sunday. The audio-visual support shall include power cords, projection screens, projector, projector cart, MP3 (e.g., iPod) audio-in jack to room sound, audio support, easels, and onsite technical support for each adult meeting room.

1.2.2 For the event, provide one (1) childcare meeting rooms to facilitate younger and older children from 5:00 p.m. until 9:00 p.m. on Friday; from 8:30 a.m. until 12:30 p.m. and from 5:30 p.m. until 11:00 p.m. on Saturday; and 8:30 a.m. until 12:00 p.m. on Sunday. Both childcare rooms shall have a television with DVD player and/or movie-playing equipment.

1.3 Meals: The contractor shall provide four (4) meals for each participant, to include children, during each of the events: two (2) breakfasts, one (1) lunch, and one (1) dinner. One (1) additional dinner shall be provided for children only on Saturday evening. The meals shall be provided in or near the meeting spaces or at a location agreed upon by the government. The contractor shall coordinate with the government on meal selection. Meal examples: Full hot breakfast buffets, buffet lunch, and dinner buffets. All shall include vegetarian and non-vegetarian items and vegan or other dietary needs as specified prior to the event. Proposals shall include proposed food selections and any and all applicable service fees.

1.3.1 Children shall be served Friday dinner, Saturday lunch, and Saturday dinner separate from adults by childcare providers. Adults and children shall eat breakfast together Saturday and Sunday.

1.3.2 Coffee, water, fresh fruit and snacks shall be provided for both adults and children throughout the meeting times including the afternoon sessions, and mealtimes and shall be refreshed as needed.

1.3.3 Childcare snacks shall consist of, at a minimum: water, 100% juices, milk, and healthy snacks (e.g., fruit, yogurt, trail mix, granola, etc.) on Friday night, Saturday morning and evening.

1.4 Lodging: The contractor shall provide the number of lodging rooms on the given dates listed in paragraph 1.6. For the event, the lodging rooms shall be available for check-in at 3:00 p.m. on the first day of the event and check-out no earlier than 1:00 p.m. on the last day of the event. A variety of lodging rooms must be available to meet the needs of larger families, smaller families, couples, and attendees without children. Any charges to the room for bar tab, meals, movies, and/or services shall be charged to the guest, not the government.

1.4.1 For families and spouses w/ three (3) or more children, lodging rooms shall have three (3) separate sleeping areas from the main living area or a minimum of at least one queen bed, two single beds or one set of bunk beds and a pull-out sofa sleeper. If the contractor is unable to meet this capability in a singular room, the contractor shall provide two (2) connecting rooms to accommodate families of this size.

1.4.2 For families and spouses w/ one to two (1-2) children, lodging rooms shall have two (2) separate sleeping areas from the main living area or a minimum of at least one (1) queen bed and two (2) single beds, one (1) set of bunk beds or a pull-out sofa sleeper.

1.4.3 For couples, spouses and single airmen without children, lodging rooms shall have a minimum of a studio style room with king or queen bed.

1.5 Childcare: The contractor shall provide childcare by a licensed provider for the event on Friday from 5:30 p.m. until 10:00 p.m.; from 8:30 a.m. until 1:30 p.m. and from 5:30 p.m. until 11:00 p.m. on Saturday; and from 8:45 a.m. until 12:00 p.m. on Sunday. Childcare provider must be licensed to provide services within the same state as the event. All contracted childcare personnel must have a completed background check that is in compliance with DoDI 1402.5, Criminal History Background Checks on Individuals in Childcare. This includes but is not limited to a FBI criminal history background check conducted through the Criminal Justice Identification Services Division of the FBI and SCHR checks through State repositories of all States that a provider or contractor lists as current and former residences. The investigation must have been completed within the last 5 years. Copies of current state licensing and verification of background checks for both the company and individual providers shall be provided to 23

STS/HC.

1.5.1 The childcare provider shall serve Friday dinner, Saturday lunch and Saturday dinner to all children. Meals shall be provided by the food caterer for the childcare contract employees to serve.

1.5.2 The childcare provider shall deliver a physically and mentally active program. Saturday night movie is acceptable but must be approved by the government prior to showing.

1.5.3 Childcare providers shall submit a childcare activity plan to the government for approval prior to start date.

1.5.4. Childcare providers shall ensure a provider/child ratio of 1-6. Each childcare meeting area shall have a minimum of two (2) providers assigned. Providers shall maintain line of sight supervision on children at all times. For smaller children and infants, contractor shall, at a minimum, specify frequency of diaper checks, how often each child shall be held, and provide a list of supplies for parents to bring (diapers, formula, wipes, etc.) to provide optimal care for each child. Any deviation from childcare standards set forth in this SOW shall be reported to the individual parent immediately via phone call.

1.5.5. Emergency Contact. Childcare provider shall obtain & record a mobile phone number for the parent or guardian of each child and instruct the parent or guardian to keep their phone available and ringer or vibrate mode on in case of need for contact during childcare sessions. In case of emergency with a child, the childcare providers shall contact their parent or guardian to provide necessary intervention and/or care.

1.5.6. Details of credentials, childcare itinerary, and care standards, as outlined in the SOW, shall be made available in a printable document to provide to each parent, along with the contact information for the provider.

1.6: Requested Dates and Requirements:

Event Title: 23 STS Resiliency Weekend Event Dates: 12-14 April 2024

Hotel Rooms: 35 Total People 120 (70 Adults / 50 Children) Childcare: 50 Children Meeting Spaces: One (1) Adult room for 120 One (1) Childcare room for 50

1.6.1 Alternate Dates: The government may have to re-schedule an event due to unforeseen circumstances. The government reserves the right to re-schedule at no additional cost, to an alternate date providing at least a 30-day notice is given to the contractor in writing.

1.6.2 Reimbursement/Credit: The Government may have unused/vacant rooms due to unforeseen circumstances. The Government shall not be charged for unused/vacant rooms as long as the Government provides a minimum of five (5) days’ notice prior to the event start date.

1.7 Activities/Parking: The venue shall have high quality children’s and family-oriented activities on-site, no more than 10 minutes walking distance from lodging rooms. A normal hotel pool does not meet the activities requirement. The requesting entity will make the determination on whether the activities meet the intent of the event. The contractor shall provide daily use of activities at no additional costs to include the following: onsite fitness center, children’s/family activities, adult hot tubs/whirlpools, Wi-Fi, cable television, and free venue parking for entire event.

2. GENERAL INFORMATION

2.1 Contractor Personnel: The contractor shall provide a 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 operation of this contract. The contract manager and alternate or alternates must be able to read, write, speak, and understand the English language.