Attachment 1 Statement of Work.pdf

ANGRC Strong Bonds – SOW

Statement of Work Event Planning Services for Air National Guard Readiness Center (ANGRC)

Strong Bonds Couples (Resiliency) Event

1. INTRODUCTION. The ANGRC pastoral care team will conduct a Strong Bonds event at retreat/resort style hotel within a 90-mile radius of Joint Base Andrews MD on 21 Jun 2024 through 23 June 2024 and an event planning vendor is required to make this happen. The ANGRC is seeking a premium FEMA registered facility to accommodate lodging, conference, childcare and dining accommodations to include catering for each scheduled event. The designated government representative holding this event is not authorized to change the terms and conditions of the resulting contract.

1.1. Hotel Representative. The hotel shall provide a liaison for the event. The hotel representative (HR) must be vested with the authority to resolve issues involving event execution and payments as they arise. The HR shall be available through the duration of the event. The hotel will provide a list of on-call points-of-contact who have the authority to resolve issues affecting their particular areas of support, (for example: room maintenance, security, banquets, payment, etc.).

2. GENERAL REQUIREMENTS.

2.1. LODGING.

2.1.1. Quality Room Standards. Thirty-two (32) rooms shall be provided. Each room will be occupied by one (1) family, (1) couple, or (1) single individual (unless extenuating circumstances exist). Rooms should include one king or two queen beds, individual/private sleeping rooms with private toilet and shower/tub facilities, hot and cold running water, clean linen on a daily basis, working electricity, color television with cable, clock, and telephone. The room should be appropriately furnished. Two queen beds are preferred for family events to maximum space utilization. All attendees will be placed on the same floor, if possible.

2.1.2. The U.S. Government is responsible for contractual payments indicated in the schedule.

The lodging rate for this event will not exceed the Government Lodging Per Diem rate specified for the location of the hotel.

2.1.3. The designated Government Representative will identify individuals on the guest list whose rooms will be procured under the proposed contract.

2.1.4. The US Government will not pay for telephone calls, mini-bar, room service, in room internet (if not provided at no cost), parking, room service, movie/game rentals, restaurant invoices, gift shop purchases, damages, hotel charges and etc. other than those specifically provided for in this contract. Charges not covered by the US Government should be resolved between the guests and the hotel. Incidentals will be paid by the individual member.

2.1.5. The US Government will only pay for rooms and services actually used and any applicable penalties due to late cancellations. Attendees will be provided a 72-hour cancellation policy or better. In case of unforeseen mission requirements or confirmed emergency, members under this room block and reservation code will not be held liable for failure to cancel and will not be charged first night’s stay. A letter signed by the appropriate Commander or an Official Order must be submitted in this case.

2.1.6. Check-in/out. The designated government representative will contact the hotel directly and provide the hotel with a list of names for all support staff for each room reservation using the designated reservation code established by the hotel and provided to the requestor of these services. In some cases, participants may show up earlier than the regular check-in time. The hotel should accommodate early arrivals if there is availability of rooms. Requested early check-in for all attendees, upon arrival. Check-out time for all attendees will be designated at 1:00 PM and the support staff will be designated to be at 3:00 PM. The hotel should provide a secure storage area for personal luggage when early check-in is not possible.

2.1.7. Extended Stays. Conference guests wishing to extend their stay in the hotel must check-out within the designated time on the specified end date. Guests who wish to extend their stay at the hotel may do so at the hotel’s discretion and the guests’ financial resources.

2.1.8. Announcement boards. The hotel should provide appropriate announcement boards at each hotel entrance and the main conference room welcoming and directing conference participants.

The designated Government Representative will provide the exact wording of the announcement to the hotel.

3. EVENT FACILITIES.

3.1. GENERAL REQUIREMENTS.

3.1.1. At a minimum, the lodging establishment shall meet International Hospitality Association (IHA) Three Star rating criteria.

3.1.2. The contractor is responsible for providing suitable event room spaces. The event rooms may be used on a twenty-four-hour basis. The designated Government Representative will coordinate with the hotel representative for the conference room set-up.

The Government defines suitable conference room space as follows:

3.1.3. The event facility should be ready for use by US Government personnel not later than 3:00 PM on Friday, June 21, 2024.

3.1.4. Contractor shall provide meeting rooms for one General Meeting room, one Childcare room, and one Meal room. The necessary days, times, and accommodation requirements are as follows:

a. Friday, June 21, 2024: 3:00 PM to 10:00 PM

b. Saturday, June 22, 2024: 7:00 a.m. to 5:00 p.m.

c. Sunday, June 23, 2024: 7:00 a.m. to 1:00 p.m.

3.1.4.1. General Meeting room to accommodate approximately 120 attendees, set in round style seating.

Social Distancing Guideline: seating to accommodate social distancing COVID guidelines; no more than 3 couples per “round table”.

One (1) room with “round style” seating to accommodate 120 participants. The meeting space shall not contain pillar(s) and/or structural objects that could obstruct attendees’ view. 2 large Audiovisual projector screens, audio speakers, or house sound compatible with computer laptop, 2 LCD/LED/DLP projectors, lectern, OR podium with 1 microphone mounted stand and house sound centered. Wireless Internet capabilities, 1 wireless (clip on) microphone), and 1 handheld microphone.

3.1.4.2. Childcare room:

One (1) Childcare room shall have tables and chairs to accommodate up to sixty (60) children. Need for duration of the weekend. Exclusive use of childcare room allowing event supplies, materials, and equipment to remain in place throughout the event.

Childcare room must have wireless internet access for up to sixty (60) children. Childcare room shall be designated for this event only allowing conference supplies, materials, and equipment to remain in place throughout the conference.

3.1.4.3. Meal room:

The contractor shall provide one (1) meal room with tables and chairs to accommodate up to 135 attendees. This room shall be maintained in a clean and hygienic condition at all times. The meal room shall continuously contain water stations and/or pitchers filled with water, coffee, tea, juice, and glasses/cups to accommodate up to 135 attendees.

Beverages shall be replenished continuously.

3.1.5. The hotel is responsible for ensuring all equipment is operable at all times.

3.1.6. The hotel shall provide grounded electrical connections with extension cords and surge protectors to support office equipment.

3.1.7. The rooms must be locked to prevent unauthorized access. Only the designated Government Representative is authorized to receive keys to the rooms.

3.1.8. The hotel representative is responsible for coordinating set-up with the designated Government Representative and/or the Contracting Officer. The setup includes a typical conference set-up that includes but is not limited to:

• Projector Screens

• Presentation Clicker

• Tables w/tablecloths,

• Padded chairs,

• Podium

• Audiovisual equipment needed in 3.1.5.1

• Other miscellaneous equipment (i.e., microphones as noted)

Government is permitted to connect its equipment to the contractor’s electrical outlets, house sound and AV connections within the facility and for the duration of the event weekend with no additional cost to the government for use of contractor’s electrical power service.

3.1.9. Internet. The hotel is responsible for providing high speed internet connection for US Government personnel.

3.2. EVENT REQUIREMENTS.

3.2.1 General. This event is focused on building strong family relationships and includes a curriculum that focuses on family interaction, team building, and trust building events which will be facilitated by the on-site recreational activities available.

3.2.2. Estimated lodging requirements.

3.2.2.1 Friday, June 21, 2024, 32 sleeping rooms

3.2.2.2 Saturday, June 22, 2024, 32 sleeping rooms

3.2.3. Estimated catering requirements.

DATE BREAKFAST LUNCH DINNER TOTAL

Friday, June 21, 2024 N/A N/A 135 135

Saturday, June 22, 2024 135 135 135 405 Sunday, June 23, 2024 135 N/A N/A 135

4. MEALS.

4.1. GENERAL REQUIREMENTS. The hotel is responsible for providing meals during the event which must remain at or under the cost of the per diem rate to include all beverage breaks.

The scheduled meals are prepared according to predetermined menus. The meal includes two beverages: non-alcoholic juice, tea, soft drinks, or coffee. The designated Government Representative will identify individuals with dietary restrictions. The hotel should be able to package any of the meals allowing individual consumers to transport and eat at their convenience if previously coordinated.

*NOTE* The Government will only pay for final meal and guest lodging quantities received by the deadlines.

4.2. Schedule of Contracted Meals:

4.2.1. Breakfast. The hotel 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.

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

4.2.2. Lunch. The hotel 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

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

4.2.3. Dinner. The hotel 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

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

**NOTE: The U.S. Government is not responsible for paying for Alcoholic beverages.

4.3. COFFEE BREAKS: The hotel will continuously provide coffee/tea service in close proximity to the main conference room. This will include both regular and decaf coffee.

4.4. Menu selections or substitutions should be coordinated with the designated Government representative. Setup should be completed by the scheduled time and promptly removed at the direction of the designated Government Representative.

5. CHILDCARE.

5.1. The contractor shall ensure childcare services are provided by 6 childcare staff members in the Childcare Room for 60 children. Each childcare staff member shall meet the following minimum requirements:

5.1.1. Must be at least 18 years of age

5.1.2. Must have nationally recognized CPR and First Aid Certification

5.1.3. Must pass Federal and State Background Check

5.1.4. Must complete the Alison Childcare – Health and Safety Online Course

6.0. ADDITIONAL SUPPORT ITEMS

6.1. The contractor shall provide two tables with skirts and chairs in the registration area on Friday, June 21, 2024, for attendee event registration and in-processing from 3:00pm to 6:00pm.

6.2. The contractor shall provide up to six (6) display stands/easels able to support standard poster sized signage to place throughout the Event(s) area.

6.3. The contractor shall provide a means to communicate with contractor staff, handheld radios, or other means to communicate quickly with Hotel Staff during the event periods.

6.4. The contractor shall provide a dedicated Audio/Visual person on-site to be available to assist during all event days.

7. PARKING. The hotel shall provide parking spaces in the hotel parking lot Friday, June 21, 2024, through Sunday, June 23, 2024. Parking shall be included. Staff and attendees shall not be individually billed for parking.

8. BUSINESS CENTER. The hotel shall provide access to the business center for all participants.

Access includes copies, fax, and Internet capability charged to the individual (in the case that it is not included in the lodging package).

9. SECURITY. The hotel shall have an internal security program, which meets the requirements of the Government’s Regional Security Officer. The Government will inspect the contractor’s facilities. The hotel shall make its security plan available upon request. Contract award is contingent upon certification by a force protection inspection and approval. The hotel shall (if requested) provide the Government’s security director an orientation. The hotel security manager and Government security director to establish a direct point of contact within the hotel staff to solve security issues.

10. Designated Government Representative. The contractor will only take direction from the Contracting Officer prior to the event. The contractor will not receive payment for purchases outside of the contract terms.

11. CHANGES TO CONTRACT. The only person authorized to make changes to the contract is the Contracting Officer. Failure to clear changes with the Contracting Officer IN ADVANCE of providing service may result in non-payment to the Contractor. Accordingly, the Contracting Officer SHALL be notified prior to any additional services/performances necessitating contract modification (that is, those resulting in changes in cost to the Government).

12. INVOICES. All invoices must be submitted electronically through Wide Area Workflow. All invoices submitted for payment shall be submitted in English and shall be billed in US Dollars. Invoice must have all required information as described by the Contracting Officer. Lodging, service charges, taxes (exempt from sales tax), etc. must be itemized separately on the invoices.