Attachment 1 - Couples Retreat PWS.pdf

Performance Work Statement For

355 MXG Couples Retreat

1. Description of Services. The contractor shall furnish all labor, tools, materials, equipment, facilities, food, personnel, child-care, management, and supervision necessary in support of a Chaplain-led Couples Retreat for the 355th Maintenance Group personnel stationed at Davis-Monthan Air Force Base (DMAFB), Arizona. No later than 30 days prior to event start, the contractor(s) shall coordinate and communicate with Chapel Resiliency Team regarding organization and execution of the event; and including, but not limited to room assignments, food, event signage, childcare, and pre-check in.

2. Training Dates/Location. The contractor shall provide resort-style lodging (American Automobile Association (AAA) Travel Four-Diamond Rated or equivalent), meals in accordance with requirements detailed in section 7 of this Performance Work Statement (PWS), available outdoor activities such as hiking trails within a 5-mile radius, pools etc., on-site childcare, and training space at a site coordinated with the Davis-Monthan AFB (DMAFB) chapel team within 5 miles of Pima Canyon Trailhead, Tucson AZ or within 6 miles of Ventana Canyon Trailhead, Tucson, AZ from 16-18 May 2025 for fifty (50) adults, thirty five (35) children and twenty five (25) rooms; intended for double occupancy, king or queen beds for couples, and suites/ adjoining rooms as required by family size or special guests.

Family Size Room Requirements

Family of 2 1 King/Queen sized bed

Family of 3-4 2 King/Queen sized beds

Family of 5 2 King/Queen + Pullout bed

Family of 6 2 King/Queen + 2 Pullout beds or adjoining rooms

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 guests are solely responsible for payment of such charges associated with the guest room. Check out will be a late checkout at 1:00 p.m. on Sunday.

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

i Wireless - Wireless internet access for all guests/speakers in their rooms, in the meeting rooms, and the lobby area will be provided, free of charge.

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

iii Pre-Check In - Rooms must be checked-in prior to the group’s arrival. The hotel will provide one key 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 at 3:00 p.m. on Friday.

3. Scope of Work. The contractor shall provide conference rooms for Resiliency Development Training space for up to 50 adult participants and independent space for child-care for up to 35 children.

4. Childcare. The contractor shall provide appropriate eating, napping, and playing space as well as on-site childcare providers (caregivers) on Friday from 3:00 p.m. to 7 p.m.; Saturday from 9:00 a.m. to 5:00 p.m. and again on Sunday from 9:00 a.m. to 12:00 p.m. Childcare is designated for infants to 12 years of age. The ratio of caregivers to children shall be 1:4 trained adult to infant, 1:6 for toddlers 1 – 3 years, 1:10 for preschool-aged children, and 1:12 for youth between the ages of 5 and 12, in accordance with Air Force Instruction (AFI) 34-144, Child and Youth Programs, dated 2 July 2019.

Caregivers are responsible for, but not limited to, helping children receive food and drinks, preparing the childcare area 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 the parent. 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 guidelines established by the USDA Child and Adult Food Program per 7 CFR 226.20 and MUST have alternative options to accommodate food allergies, as noted by the parent/guardian to childcare staff. Known food allergies will be provided during check in. Food and drinks will be in accordance with pediatric health recommendations. Food recommendations for kids will be pizza, chicken fingers, macaroni and cheese, mashed potatoes (separate from adults’ food).

Age Group Ratio

Infant 0-1 years 1:4

1-3 years 1:6

3-5 years 1:10

5-12 years 1:12

Educational and experience requirements:

a. Cardiopulmonary Resuscitation (CPR)/First Aid Certified for infants and children.

b. 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, social, exercise, large group training /conference space, and required audio/visual hardware/software, to include microphones (clip), projector, screen, and speakers.

a. The contractor shall provide one (1) group training space with full audiovisual (AV) capabilities.

On Saturday from 8:00 a.m. to 5:00 p.m., one open-space area that allows for 50 adults to be seated but also get up and move around the room, to hear a speaker and then play games/ice breakers.

b. The contractor shall provide one (1) large banquet/ballroom private dining space capable of accommodating breakfast, lunch, and dinner meals and comfortably seating fifty (50) adults and thirty-five (35) children. The room shall have full AV capabilities and shall be physically separate from the childcare.

c. The contractor shall provide appropriate private, on-site space for child-care able to accommodate up to thirty-five (35) children during the resiliency event for the requested times: Friday 3 p.m. to 7 p.m.; Saturday 9:00 a.m. to 5:00 p.m. and again on Sunday from 9:00 a.m. to 2:00 p.m. in a clean, sanitized, safe and easily monitored environment in accordance with CDC 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.

6. Signage. The contractor shall inform the hotel of the appropriate signage to be displayed in the hotel during the events. 355th Maintenance Group 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 will also be 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) within the specified distance of all facilities (on-site). Specific requirements to guide menu construction are included in Addendum 1, Performance Menu Guidelines, of this PWS. 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. All meals must be sufficient to feed fifty (50) adults and thirty-five (35) children. Specific catering requirements and meals to be served are as follows:

a. Friday, Dinner #1: Dinner food service shall be from 6:30 p.m. to 8:30 p.m. Full dinner for a minimum of fifty (50) adults and thirty-five (35) children attendees in a private dining space.

b. Saturday, Breakfast #1: Breakfast food service shall be from 8:00 a.m. to 9:30 a.m. Full breakfast for a minimum of fifty (50) adults and thirty-five (35) children attendees to include both hot and cold breakfast choices, as well as coffee/tea and juices.

c. Saturday, Lunch #1: Lunch food service shall be from 12:00 p.m. to 1:30 p.m. and include One

(1) hot lunch meal to include choice of soup and salad, 2 hot entrees, and a dessert option per guidelines in addendum 1.

d. Saturday, Dinner #2: Dinner food service shall be from 6:30 p.m. to 8:30 p.m. Full dinner for a minimum of fifty (50) adults and thirty-five (35) children attendees in a private dining space setup in an ambient date night setting.

e. Sunday, Breakfast #2: Breakfast food service shall be from 8:00 a.m. to 9:30 a.m. Full breakfast for a minimum of fifty (50) adults and thirty-five (35) children attendees to include both hot and cold breakfast choices, as well as coffee/tea and juices.

f. Except as explicitly annotated below, the contractor shall coordinate facilities for experts arranged by the DMAFB chaplain(s) and 355 Wing personnel to facilitate two (2) workshop/trainings as follows: Friday, 5:00 p.m. to 9 p.m.; Saturday, 10 a.m. to 12:00 p.m. and 2 p.m. to 5 p.m., one large meeting space to facilitate a workshop. Sunday, 16 March, workshop(s) from 9:00 a.m. to 12:00 p.m.

g. Water, coffee, and snacks will be available at all times in the conference room.

h. Water, juices, and kid friendly snacks will always be available at all times in the childcare areas.

General Information:

8. Contract Manager. The contractor shall have available an on-site contract manager, and mode of contact, 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.

9. 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.

10. 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 DoD Directive 5500.7, Standards of Conduct.

11. 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.

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.

12. 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.

13. 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.

14. Controlled Unclassified Information (CUI). CUI is unclassified information requiring safeguarding and dissemination controls, consistent with applicable law, regulation, or government-wide policy.

In accordance with Department of the Air Force Instruction (DAFI) 16-1403, Controlled Unclassified Information (CUI), the contractor shall protect CUI, regardless of its form, at all times in a manner that minimizes the risk of unauthorized disclosure while allowing for access by authorized holders.

Contractor personnel working with CUI shall be careful not to expose CUI to unauthorized users or others who do not have a lawful government purpose to see it. When not under continuous monitoring or physical control, the contractor shall store hardcopy CUI documents in a locked desk, file cabinet, or similar means, where only authorized personnel have access. The following are examples of CUI:

- Personally Identifiable Information (PII)

- Sensitive Personally Identifiable Information (SPII)

- Proprietary Business Information (PBI)

- Unclassified Controlled Technical Information (UCTI)

- Operational Information

- Protected Health Information (PHI)

- Sensitive but Unclassified (SBU) Information

- Financial Information

15. Protection of Personally Identifiable Information. Personally Identifiable Information (PII) refers to information that can be used to distinguish or trace an individual’s identity either alone or when combined with other information that is linked or linkable to a specific individual. PII may range from common data elements such as names, addresses, dates of birth, and places of employment, to identity documents, Social Security numbers (SSN) or other government-issued identity, precise location information, medical history, and biometrics. The contractor shall protect all PII encountered in the performance of services in accordance with Department of Defense Directive 5400.11, Department of Defense Privacy Program, and DoD 5400.11-R, Department of Defense Privacy Program. If a PII breach results from the contractor's violation of the aforementioned policies, the contractor shall bear all notification costs, call-center support costs, and credit monitoring service costs for all individuals who's PII has been compromised.

16. 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.

Addendum 1: Performance Menu Guidelines

(Reference: See POL 6-18 ARSOF Performance Menu Guidelines, Appendix D)

Menu Item(s) Minimum Requirements

Specifications

Meats & Entrée Options

Minimum of 2 whole protein choices available per meal.

Minimum requirement of 6 oz. protein portion per individual per meal.

Preferred cuts may include, but are not limited to round, loin, leg, breast, tenderloin, etc. with any visible fat trimmed.

Available selections at each meal must include either a white meat (poultry/pork) or beef/steak/fish option.

Vegetarian option shall be offered in the numbers sited in PWS, as well as vegan and dairy-free options.

Lean red meat served at least once daily and fish offered at least twice per week with preference for fatty fish (tuna, salmon).

Only lean ground meats (90% lean or higher) are to be used and shall include no fillers or extenders.

Preference breakfast stations: omelet station with vegetables (spinach, peppers, mushrooms, onions), Greek yogurt and oatmeal station with toppings of dried fruit, mixed salted nuts and fresh fruit, etc.

Eggs and Dairy

Eggs offered daily at breakfast; low-fat dairy products offered at minimum of 1 choice per meal.

Egg white alternatives shall be offered in the menu

No ‘processed cheese products’ are to be used.

Cheeses offered shall be reduced fat or made from 2% milk and included on the side unless integral to the recipe.

1% or skim milk is preferred and should be labeled to reflect fat content.

Preference for low-fat cottage cheese and/or low-fat Greek yogurt to be offered at each meal.

Grains and Starches

Minimum of two hot starches shall be offered per meal.

One non-fried hot starch served per meal without added fat (i.e. potatoes, rice, pasta, quinoa, couscous, oatmeal, grits, etc.).

One legume/bean served at least 3 times per week.

At least one bread offered that is 100% whole grain (>3g fiber per serving) at meals.

At least one hot cereal without added fat or sugars at breakfast.

Minimum of half of cold cereals offered must list 100% whole grain as first ingredient.

Fruits and Fruit Juices

Minimum of 1 cut fruit (ready to eat) and 1 whole fruit option offered per meal

Preference should be given to in-season fruits when available.

Fruit juices should be 100% fruit.

Fresh fruits should always be the preferred option at all meals. If necessary, frozen unsweetened fruit options may replace 1 cut

Between Meal Enhancements

Offered after at the end of breakfast meal.

Also, during lunch to support between meal energy needs.