Attachment 1 - PWS_Wellness Retreat_2 April 2024.pdf

PERFORMANCE WORK STATEMENT

CHILDCARE SERVICES FOR JBAB WELLNESS RETREAT 2024

2 April 2024

1. Description of Services. The contractor shall furnish all labor, tools, materials, equipment, facilities, food, childcare, personnel, management, and supervision necessary to provide for an integrated resilience retreat, in support of a Chaplain Corps led Retreat for personnel stationed at Joint Base Anacostia-Bolling (JBAB), DC. Retreat events will accomplish Chaplain Corps HC Next 2.0 Line of Effort 1, Fortify Warfighter Readiness: Airmen, Guardians and their families; spiritually prepared for personal and professional success. No later than 15 days prior to event start, the contractor(s) shall coordinate and communicate with the retreat Religious Support Team (RST) regarding organization and execution of the event; to include items but not limited to room assignments, food, childcare needs, event signage and pre-check-in.

2. Retreat Dates/Location. The contractor shall provide resort-style lodging (American Automobile Association [AAA] Travel Three or Four-Diamond Rated or equivalent), meals in accordance with requirements detailed in this Performance Work Statement (PWS) paragraph 7, and training space at a site coordinated with the retreat RST within a 2-hour drive of Joint Base Anacostia-Bolling, Washington, DC, from May 3-5, 2024; for up to forty-five (45) total adults and children and up to forty-five (45) rooms; intended for double occupancy and suites as required by family size or other factors. 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 retreat attendee is solely responsible for payment of such charges associated with the guest room (e.g., movies, mini-bars, laundry, room service, telephone calls from or charged to guest rooms, or any other hotel charges other than those specifically provided in this contract).

3. Concessions. The following concessions will be offered at no additional charge to the retreat attendees and speakers:

3.1. Wireless internet - Complimentary wireless internet access for all guests/speakers in their rooms, in the meeting rooms, and the lobby area shall be provided.

3.2. Parking- Complimentary parking for one (1) vehicle per room and for up to 2 speaker(s).

3.3. Pre-Check In - Rooms must be checked-in prior to the group’s arrival. The hotel will provide at least one key per adult, per room. The contractor shall provide a check-in table, separate from the front desk, to hand out keys and schedules upon guest arrival.

4. Conference Rooms. The contractor shall provide a total of four (4) separate conference rooms. Two (2) conference rooms for the Wellness Retreat space for up to 45 participants and two (2) additional independent spaces for childcare for up to 30 children (one room for ages 0- 4 and a separate room for ages 5-12), preferably one that does not share a wall with the conference room for adults.

5. Facilities. The contractor shall provide all lodging, dining, large group training/conference space, childcare spaces and required audio/visual hardware/software, to include one (1) microphone (clip), projector(s), screen(s) and speakers appropriate to the room size.

5.1. The contractor shall provide one (1) large banquet/ballroom space for training with full audio-visual (AV) capabilities, with a seating capacity of up to forty-five (45) participants for May 3-5, 2024 for retreat sessions.

5.2 The contractor shall provide one (1) large banquet/ballroom private dining space capable of accommodating meals and comfortably seating up to forty-five (45) participants on May 3, 2024, May 4, 2024, and May 5, 2024. The room shall have full AV capabilities and shall be physically separate from the childcare spaces.

5.3 The contractor shall provide two (2) appropriate private on-site spaces for childcare to accommodate up to thirty (30) children during the resiliency training sessions, breakouts, and meals. This room shall be configured to allow for children age-appropriate dining and recreation and shall be physically separate from the programming/workshop space; these rooms will not share a wall with the adult conference room. Food for the children will be provided in their occupancy space with child-friendly foods such as: pizza, chicken fingers, etc.

6. Signage. The contractor shall allow for appropriate signage to be displayed in the hotel during the events. 11 WG/HC personnel shall be permitted to provide signage in any agreed upon contracted meeting space, function space, applicable foyer space, and hotel lobby. Additional décor, signage, are also 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). All meals must be sufficient to feed up to forty-five (45) adults and children, with a vegetarian option and allowances for dietary restrictions if needed. The contractor shall provide and arrange seats and tables for all diners in accordance with CDC guidance to accommodate safe social distancing. All meals will be served and consumed in the designated private dining area. 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. Specific catering requirements and meals to be served are as follows:

7.1 May 3, 2024, 5:30 p.m. to 6:30 p.m. full dinner for up to forty-five (45) adults and children in a private dining space.

7.2 May 4, 2024, 7:30 a.m. to 8:30 a.m. full breakfast for up to forty-five (45) adults and children in a private dining space. 11:30 a.m. to 12:30 p.m., full lunch for up to forty-five

(45) adults and children in a private dining space. 5:30 p.m. to 6:30 p.m. full dinner up to forty-five (45) adults and children in a private dining space. This dinner will be setup in two separate spaces, one for adults and one in a separate room for all the children, to grant parents one meal as a couple.

7.3 May 5, 2024, 7:30 a.m. to 8:30 a.m., full breakfast for up to forty-five (45) adults and children in a private dining space.

7.4 All meals will be provided to the children by the event venue. One meal (dinner on Saturday, 4 May 2024) will be provided to the children by the event venue, in the childcare rooms, separate from their parents and facilitated by childcare workers. A detailed itinerary will be provided at time of award. Childcare workers will need to purchase meals separately.

7.5 All meals must meet the following criteria:

7.5.1 Breakfast. Contractor shall provide its standard hot buffet breakfast or menu selection at an appropriate facility on site as agreed to by the vendor and the designated Government Representative.

7.5.1.1 Breakfast should consist of a hot main entree, including a vegetarian option, hot and cold side dish options, and a non-alcoholic beverage (water, juice, soft drinks, and tea/coffee) and be consistent with a value sufficient for a complete breakfast meal.

7.5.2 Lunch. Contractor shall provide its standard hot buffet luncheon or menu selection at an appropriate facility on site as agreed to by the vendor and the designated Government Representative.

7.5.2.1 Lunch should consist of a hot and cold main entree, including a vegetarian option, hot and cold side dish options, dessert, and a non-alcoholic beverage (water, juice, soft drinks, and tea/coffee) and be consistent with a value sufficient for a complete luncheon meal.

7.5.3 Dinner. Contractor shall provide its standard hot buffet dinner or menu selection at an appropriate facility on site as agreed to by the vendor and the designated Government Representative.

7.5.3.1 Dinner should consist of a hot main entree, including a vegetarian option, hot and cold side dish option, dessert, and a non-alcoholic beverage (water, juice, soft drinks, and tea/coffee) and be consistent with a value sufficient for a complete luncheon meal.

8. Training Workshop Space. Except as explicitly annotated below, the contractor shall provide audio/visual hardware/software, to include one (1) microphone (clip), projector(s), screen(s) and speakers appropriate to the room size and facilities for experts arranged by 11 WG/HC personnel to facilitate one (1) large workshop at 6:30 p.m. to 7:30 p.m. on May 3, 2024, 9:00 a.m. to 11:30 a.m. on May 4, 2024, 1:30 p.m. to 3:30 p.m. on May 4, 2024, and 9:00 a.m. to 11:30 a.m. on May 5, 2024.

9. Childcare. The contractor shall provide all labor, tools, equipment, materials, and personnel necessary to provide childcare services to the families of the 11th Wing personnel attending the JBAB Wellness Retreat from 3 May 2024 through 5 May 2024. The contractor shall provide sufficient certified personnel to care for up to thirty (30) children ranging in age from infant to 12 years with the appropriate personnel per child.

9.1. Childcare Licensing. The contractor shall hold an active Day Care License issued by a State Licensed Center or provide childcare personnel from a State Licensed Center in order to comply with Maryland, District of Columbia, and Virginia’s Department of Human Services childcare licensure regulations. The contractor shall provide a sufficient child/staff ratio to meet the Childcare Rules and Regulation standards. Maryland, District of Columbia, and Virginia’s Childcare Staff Credentials (CF-FSP) certified preferred, but not required.

9.2. The contractor shall possess skills for all children under the childcare services such as health, safety, nutrition, supervision, and a compassionate attitude. Children shall always be under proper supervision of certified personnel.

9.3. Criminal Background Check. Contractor personnel shall meet the criminal background record standards in accordance with (IAW) FAR 37.103(d) and 42 U.S.C. 13041. The criminal background record shall not display any disqualifying information for the health and welfare for the care of children.

9.4. CPR. The contractor shall provide proof of Cardiopulmonary Resuscitation (CPR) First Aid certifications for assigned employees to this event.

9.5. Times of Childcare Services:

9.5.1. Friday, 3 May 2024 5:15 p.m. – 8:15 p.m.

9.5.2. Saturday, 4 May 2024 8:45 a.m. – 11:45 a.m.

9.5.3. Saturday, 4 May 2024 1:15 p.m. – 8:15 p.m.

9.5.4. Sunday, 5 May 2024 8: 45 a.m. – 12:00 p.m.

9.6. Activity Plan. The contractor shall provide the Government point of contact (POC) an activity plan, by age group, from 3 May 2024 to 5 May 2024. The activity plan shall be submitted no later than five (5) calendar days prior to the event start date and shall be approved by the Government POC prior to implementing the proposed activity plan.

9.6.1. Age groups for childcare shall be broken down for purposes of activity planning as follows:

9.6.1.1. Age range 0-2

9.6.1.2. Age range 3-5

9.6.1.3. Age range 6-9

9.6.1.4. Age range 10-12

9.6.2. Potential activities include:

9.6.2.1. Arts and crafts/painting

9.6.2.2. Finger/hand puppet-style plays

9.6.2.3. Age-appropriate movies

9.6.2.4. Sports/lawn games (as appropriate)

9.6.2.5. Other age-appropriate activities for each age range

9.7. All supplies for activities shall be provided by the contractor.

9.8. The contractor shall provide cots/beds or similar items for babies/children during nap time.

9.9. Attire. Contractor employees shall present a neat appearance and be easily recognized as contractor employees. This may be accomplished by wearing distinctive clothing bearing the name of the company or by wearing appropriate badges, which contain the company name and employee name. All articles of clothing shall be reasonably clean, in good repair, and shall not display any obscene or objectionable words, phrases, sketches or pictures. Contractor employees shall not smoke or vape near/around the children.

9.10. Childcare Provider Room and Meals. The contractor will be responsible for providing hotel room(s) and meals for all childcare providers.

9.11. Damages. The contractor shall be responsible for the repair or replacement of any property damaged by any childcare provider(s) at no expense to the government.

9.12. Attire. Childcare providers shall present a neat appearance and be easily recognized as contractor employees. This may be accomplished by wearing distinctive clothing bearing the name of the company or by wearing appropriate badges, which contain the company name and employee name. All articles of clothing shall be reasonably clean, in good repair, and shall not display any obscene or objectionable words, phrases, sketches or pictures. Contractor employees shall not smoke or vape near/around the children.

9.13. Reporting. The contractor shall report to the Government POC any information that would pose a threat to the security and safety of children during the performance period.

9.13.1. The contractor has a duty to report all mishaps to parents/guardians of anyone under their care.

9.13.2. The contractor will provide a tracking system/sign in and sign out sheet to the

Contract Manager or alternate.

10. Definitive Schedule. The Government will provide a confirmation of the final number of participants by five (5) calendar days prior to the scheduled retreat start date and the quantity given to the contractor shall be final for invoicing.

11. On-Site Manager. The contractor shall have an available on-site manager, and mode of contact with the chosen Government representatives. The name of the on-site manager(s) and an alternate(s) shall be designated in writing to the Contracting Officer. The on-site manager and alternate must be able to read, write, speak, and understand English.

12. 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.

13. 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.

14. 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.

15. For Official Use Only (FOUO). The contractor shall comply with the requirements of DoD

5400.7, DoD Freedom of Information Act (FOIA) Program. This regulation sets policy and procedures for the disclosure of records to the public and for marking, handling, transmitting, and safeguarding FOUO material.

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.

17. Late Checkout. Contractor shall allow families a late checkout of at least 12:30 p.m.

18. Use of Facilities. Contractor shall allow families to use amenities (e.g., gym, pool, etc.).

11. On-Site Manager. The contractor shall have an available on-site manager, and mode of contact with the chosen Government representatives. The name of the on-site manager(s) and an alternate(s) shall be designated in writing to the Contracting Offic...