Attachment 1-37 TRG Family Retreat PWS (Updated 6 Aug 26).pdf

PERFORMANCE WORK STATEMENT (PWS)

FOR

37 TRG FAMILY RETREAT

19-20 September 2026

1. Description of Services.

1.1. Requirement With Background. The 37 TRG True North Religious Support Team (RST) in San Antonio, Texas, has a requirement for non-personal services as described in this PWS. This is a requirement for a 1-night, 2-day resiliency retreat for 22 military families to include 22 services members, 22 spouses, and approximately 45 children on 19-20 September 2026. The 37 True North RST seeks an offsite hotel/resort facility which can host a Family Retreat with the intent of assisting with building healthy family relationships between military members and their children. The resort must include a conference room with audio visual equipment for briefings and family-oriented amenities, such as an indoor water park, arcade, bowling, and outdoor activities to strengthen family cohesion, as learned through the educational briefings taught by chapel staff.

1.2. Requirements. Contractor and resort shall provide the following amenities for 19-20 September 2026.

1.2.1. Provide 22 double rooms for 19-20 September 2026, with double beds. A few single rooms would be acceptable. Resort amenities will include an indoor waterpark.

1.2.3. Contractor shall provide all day on the 19-20 September 2026, access for attending members to waterpark, arcade games, restaurants, food, beverages, and rock-climbing, etc.

1.2.4. Contractor shall provide all day access to the waterpark from the 19-20 September 2026.

1.2.5. Families will be required to pay for arcade games and any rides on location.

1.2.6. Provide 2 catered breakfast buffets and conference room for a two-hour block, 9:00-11:00am on Saturday, 19 September and Sunday, 20 September. Note: The two hour blocks (9:00-11:00am) only 1 room will be needed as families will eat breakfast together. 2 Conference rooms will be needed for the four-hour block (7:00pm-11:00pm) used for family training workshop and childcare on 19 September.

1.2.7. Provide 2 conference rooms for a four (4) hour block, 7:00pm-11:00pm, on Saturday, 19 September. One conference room will be used for an adult training workshop while one conference room will be used for childcare. Adjacent conference rooms are requested audio/visual equipment for presentations. Must be able to sit approximately 89 total members during the meal portions of the retreat.

• Conference Room #2: Accommodate approximately 45 children, with tables, chairs, and audio/visual equipment. No more than 45 children will be receiving childcare services, and the children approved by the facility to escort themselves are authorized to use the water park and other amenities. Childcare will begin at 5:00pm.

• Hotel will provide staff members to trouble shoot any technical issues which may arise during set-up/staging/ and occupation of the conference rooms.

• Conference Room #1: Tables and seating for 44 adults with audio/visual equipment for presentations.

• Conference Room #2: Accommodate no more than 45 children, with tables, chairs, and audio/visual equipment. No more than 45 children will be receiving childcare services, and the children approved by the facility to escort themselves are authorized to use the water park and other amenities.

• Shall provide beverages such as sweet tea, unsweet tea, lemonade, water, and coffee.

1.2.8. Both breakfast buffets need to be large enough to feed all guests and provide guests the option to go back for more throughout the lessons.

• Shall provide beverages such as sweet tea, unsweet tea, lemonade, water, and coffee.

1.3. Contractor shall provide tables, chairs, audio visual equipment, and set up for two conference rooms on 19 September 2026.

• Audio/visual equipment for Conference room #1 and #2 on 19 September.

1.3.1. Contractor shall provide audio/visual equipment assistance during the time the conference rooms are being occupied.

1.3.2. Provide one meal voucher per household.

• One meal voucher will be provided per family (22 total vouchers) to cover any meal outside of the provided buffets on 19 Sep 26, 9:00-11:00am and the morning of 20 Sep 26, 9:00-11:00am.

1.3.3. Provide free parking for all attending families.

2. Retreat Details.

2.1. Retreat shall be hosted in its entirely at awarded resort.

2.2. Two conference rooms will be needed on 19 September 2026. 20 September 2026 will be the check-out date and guests can utilize the provided voucher mentioned in 1.3.2 to cover meals outside of the buffets provided.

2.3. Conference rooms will be needed for the following days and times:

• 19 September one conference room will be needed from 9:00am-11:00am. to host breakfast for the families and then to host the workshop.

• 19 September two conference rooms will be needed from 7:00pm-11:00pm for seminars for the families and then to host the workshop and childcare.

• 20 September 2026 (Morning): Breakfast buffet shall be provided from 9:00am-11:00am.

2.4. Two conference rooms will require audio/visual equipment (projection screens, projectors, audio/visual assistance if needed) as well as tables and chairs to accommodate workshop portions of retreat 19 September 2026.

2.5. Dates and times for buffets shall be:

• 19 September 2026 (Morning): Breakfast buffet shall be provided from 9:00am-11:00am.

• 20 September 2026 (Morning): Breakfast buffet shall be provided from 9:00am-11:00am.

2.6. Specific requirements for the Hotel/Resort are as followed:

• Allow either an early check-in or late checkout.

• Add liability fee to total quote.

• Allow members to access waterpark if their hotel room is not yet ready at check-in.

• Must have restaurants on location to allow easy access to food for retreat attendees. *Food and beverage outside of meal voucher and featured buffets must be paid for by retreat attendees.*

• Must have family activities on location to allow ease of access to resources for family entertainment.