Attachment 1 - Performance Work Statement.pdf

PERFORMANCE WORK STATEMENT (PWS)

FOR

FAMILY RESILIENCE RETREAT SERVICES

SPANGDAHLEM AIR BASE, GERMANY

8 JULY 2026

1. BACKGROUND

1.1 This Blanket Purchase Agreement (BPA) is for retreat services designed to support resiliency events for active-duty military members and their families. The location must provide the atmosphere and ambiance for married couples and singles to be in a relaxed and non-stressful environment. The purpose of these retreats is to enhance singles, married couples and families to sustain positive, enriched relationships for Airman.

2. SCOPE

2.1 The resort shall provide accommodation for a two to three-day overnight conference, as well as food and beverage services and hotel amenities. Additionally, the contractor shall supply all necessary support at the location to fulfill the retreat requirements set forth by the 52 FW/HC, 703 MUNSS/HC, and 470 ABS/HC.

2.2 The retreats shall provide overnight enrichment in a resort setting located within a four-hour driving distance of Spangdahlem Air Base, Germany. It should feature a Wellness Club that offers a variety of ways for both adults and children to unwind and relax. For this BPA, a resort is defined as a commercial lodging facility that provides overnight accommodation, conference facilities, food and beverage services, wellness and recreational amenities, and can support all requirements identified in this Performance Work Statement.

2.3 The contractor is responsible for providing sleeping accommodations, conference space, food and beverage service, family activities, staff support for venue setup, meal service, venue cleaning, and teardown. Check in and checkout dates will be communicated during event preparation. The resort shall accommodate up to 165 participants, both adults and minors, along with up to 6 retreat staff members and their families (a total of 165 people). to include comfortable hotel style rooms. Each hotel style room shall accommodate at least 2 adults. The location shall provide on-site family entertainment and activities, including Wellness Packages, a sauna and spa, an on-site fitness center, indoor and outdoor pools, and various outdoor activities. Retreat participants should receive passes to resort activities for the duration of their stay. All lodging facilities shall be cleaned and come equipped with linen, towels, and other supplies adequate for the occupancy rate. Final numbers of attendees will be provided to the contracted vendor 24 hours prior to the event.

2.4 The contractor shall provide sufficient onsite conference room(s) for training on each day a retreat is held. The room space will be coordinated between vendor and the Chaplain Corps team during event preparation. The room shall be furnished with chairs, tables, and a podium/speaking stand. The conference space shall be set up with Audio/Visual Equipment. The contractor shall provide A/V equipment for all retreat days to include projector, screen, & sound (computer & microphone sound connections). The contractor shall ensure electrical outlet usage is possible and connection cables are available.

2.5 Recreational Activity: The intent of this activity is to assist in developing attendees through challenging obstacles, socialization, and competition. Activities should be those that develop personal growth, camaraderie, and individual fortitude. Amenities/activities should include, but not be limited to, walking paths, health club with full complement of free weights and cardio equipment, swimming pools, spa, restaurants, shops, and other recreational activities for retreat members.

2.6 Participants are responsible for their own transportation to and from the resort, as well as during the retreat, using their own vehicles. The resort facility must be open year-round.

3. GENERAL INFORMATION

3.1 The total proposed prices for the line items shall be all-inclusive (include any incidental charges, i.e. conference fees, surcharges, meal prices, etc.). The quantities (rooms per night and maximum guests per event) and charges for each item must not exceed those listed on the approved price list. The resort must be capable of providing all services and facilities specified in this statement of work on-site.

3.2 The dates for the retreats will be coordinated between the Chaplain Team and the chosen vendor(s) within a maximum 30 calendar day notice to ensure that there is space available.

4. AUTHORIZED POINTS OF CONTACT:

4.1 The Government is obligated only to the extent of Authorized Calls placed against the BPA.

The Authorized Caller shall coordinate with the contractor as necessary. The contractor is required to provide a designated individual or individuals on-site to serve as event coordinators.

These coordinators will serve as a 24-hour point of contact for retreat staff to address any issues that may arise during the retreat, including, but not limited to, dining, lodging, convention space, audiovisual systems, and facilities. The contractor must provide the event coordinator's name and contact information (email and phone number) to retreat staff at least 2 weeks before the retreat begins.

5. RESERVATIONS

5.1 The contractor shall accept reservations 24 hours a day, 7 days a week, on a first-come, first-served basis. All reservations must be made directly by authorized callers; individual members are not permitted to enter into a rental agreement without an authorized call list provided by a contracting officer. All reservations will be treated as guaranteed for 4:00 PM arrival. The authorized callers will provide a list identifying each person who is authorized to lodge. If no double rooms are available, the contractor may designate single rooms at no additional cost.

5.2 All reservations shall only be made through the Authorized Callers. Room reservations will be booked from least expensive to most expensive until the requirement is fulfilled.

5.3 The Authorized Caller may cancel reservations by giving the lodging facility a minimum of 24 hrs. or maximum of 48 hrs. notice before check-in. Reservations canceled within this specified time will not be charged to the Government.

6. NO SHOWS

6.1 The Government will be responsible for, and guarantee payment of rooms reserved but not used.

The hotel office will check in all no-show personnel after the 11:00 pm hold time period. The hotel must provide a list of no-shows to the Authorized Callers by 10:00 am the day after the occurrence.

7. CONFERENCE SPACE:

7.1 The location must include a convention center and provide two private conference spaces, consisting of at least two rooms, no smaller than 3500 square feet, that can accommodate a minimum of 165 individuals seated in banquet style, in accordance with the posted fire code and local law.

7.2 Individuals shall be seated in groups of 6-10 at round or rectangular tables throughout the scheduled retreat. The room/rooms shall be furnished with at least chairs, tables, and a podium/speaking stand to accommodate the final number of participants.

7.3 Specific times for use of the conference space will be coordinated between Chaplain Corps staff and the vendor during event preparation.

7.4 The conference space must have an integrated (not portable) AV system that includes a projector, screen, sound system with microphones, podium, and at least HDMI, with additional USB-C and VGA ports. The contractor shall ensure all AV systems are fully functioning before and during the event.

7.5 The conference space must have drinks and light refreshments available to participants during the event and must be cleaned by resort staff after each conference session.

7.6 The second room will be used for childcare.

8. DINING

8.1 The resort facility must accommodate up to 165 people, with hot breakfast, lunch, and dinner, and in-house dining and catering options for the duration of the retreat. Meals must accommodate vegetarian diets and other common allergies (peanut, soy, dairy, etc.).

8.2 Allergies and dietary restrictions will be communicated to the contractor by the retreat staff at least 48 hours before the event. Specific mealtimes will be coordinated between Chaplain Corps staff and the vendor during event preparation.

8.3 Contractor shall provide a menu consisting of at least two dining options for each meal for approval by retreat staff at least one week before the event. Menu for in-house meals must include at least two protein options, at least two fruit/vegetable options, at least two starches, at least two drink options, and a dessert.

9. LODGING

9.1 The resort facility must provide hotel-style accommodation for up to 165 individuals, including both adults and minors, and families ranging from 3 to 8 members. Each room should feature either one king-sized bed, two queen-sized beds, or a combination of beds and sleeper sofas, with the option for interconnected hotel rooms that can accommodate a family of eight.

Rooms must be equipped with sufficient linens, towels, and other supplies to meet the expected occupancy. Additionally, sleeping arrangements for infants must be available upon request.

9.2 Check-in and check-out dates and times will be communicated to the resort in advance of the event. All lodging facilities must be cleaned according to applicable state laws before guests arrive and daily thereafter, or upon request from occupants.

9.3 Final attendee numbers will be provided to the contracted vendor 24 hours prior to the event.

Adequate parking must be made available for all retreats. Additionally, lodging for staff will be arranged the day before the event; staff members will arrive the night before the retreat to ensure everything is prepared for participants.

10. AMENITIES

10.1 The resort center must offer suitable and essential amenities:

A. Free Wi-Fi for all participants B. Private conference space to accommodate up to 165 attendees C. Conference space with Audio System with a provided microphone D. Conference space with Visual System (Screen) with HDMI Plug in Capabilities E. In-house dining (restaurant or catered) for all participants F. On-site fitness center G. In room phone H. Free or comped parking I. Cable/Satellite TV in room J. Private bathroom and bath facilities in each hotel style room.

K. Additionally, the contractor must provide recreational activities for all retreat participants, including passes to available on-site family-oriented recreational amenities and attractions such as, but not limited to, water parks, spas, marinas, miniature golf, arcades, playgrounds, sports facilities, or similar recreational activities.

Individuals authorized to purchase under the BPA. A list of personnel authorized to place calls under this agreement and the dollar limitation per call for each individual shall be furnished to the contractor by the contracting officer through a separate letter.

Purchase Limitation. The Government Purchase Card will be the form of payment. No individual call under this agreement shall exceed $40,000.00.

Delivery tickets. All services under the agreement shall be accompanied by delivery tickets or sales slips that shall contain the following minimum information:

a. Name of contractor

b. Blank Purchase Agreement number

c. Date of Call

d. Call number

e. Itemized list of supplies and/or services furnished

f. Quantity, unit price, and extension of item less applicable discounts

g. Date of delivery or shipment

11. Delivery Receipt. An itemized receipt shall be provided for each event for payment when services are been complete.

Price List:

a. The contractor shall submit a price list to the Contracting Officer for approval on a yearly basis or as needed. Subsequent changes in prices must be coordinated with the Contracting Officer at least 30 days prior to the effective date of the requested change. All price lists must be approved by the Contracting Officer prior to being incorporated into the agreement.

b. The contractor may offer voluntary price reductions for previously approved items without written approval. These deductions should be shown as Voluntary Price Reductions (VPR) on the invoice.

c. Items to be addressed on the Price List will be included separately.

Negotiation Clause:

a. Chaplain Corps reserves the right to negotiate specific desires/requirements directly with potential vendor (i.e. amount of people in attendance and number of rooms needed) and coordinate compensation accordingly.