Attachment 1 Statement of Work Resilience Weekend Retreats.pdf

Version 1.3 Page 1 of 7

STATEMENT OF WORK

501st Combat Support Wing CHAPLAIN-LED EVENT

RAF Fairford Resilience Weekend

Version 1.3 Page 0 of 7

TABLE OF CONTENTS

Section Page Number

Scope of Requirement

Services Summary

Government-Provided Equipment

General Requirements

Version 1.3 Page 1 of 7

1. SCOPE OF REQUIREMENT: The contractor shall provide four-star hotel or deluxe resort quality lodging in accordance with (IAW) paragraph 1.4, meeting spaces IAW paragraph 1.2., meals throughout the event in/near meeting spaces IAW paragraph 1.3, and childcare for the participants of the events IAW paragraph 1.5. The contractor shall provide all personnel and incidental equipment necessary for performance IAW this Statement of Work (SOW).

1.1. Description of Service: The contractor shall provide one (1) event complete with, meeting spaces, meals, and childcare room on the date and for number of participants noted in paragraph 1.6.

1.2. Meeting Space: The contractor shall provide one (1) adult meeting room and one (1) childcare meeting room for each the event. Each meeting space requirement includes audio visual support, tables and chairs to support the participants. Proposals shall include any and all applicable service or set-up fees.

1.2.1. For each event, provide one adult meeting space to accommodate the numbers of participants defined in paragraph 1.6 with audio visual support, round tables (8 top preferred), and chairs available from 4:00 p.m. until 9:00 p.m. on Friday; 7:00 a.m. until 11:00 p.m. on Saturday; and 7:00 a.m. until 12:00 noon on Sunday. The audio visual support shall include power cords, projection screens, projector cart, MP3 (e.g. iPod) audio-in jack to room sound, audio support, easels and onsite technical support for each adult meeting room.

1.2.2. For each event, provide one childcare meeting rooms to facilitate younger and older children from 5:00 p.m. until 9:00 p.m. on Friday and 9:00 a.m. until 1:00 p.m. and from 5:00 p.m. until 11:00 p.m. on Saturday and from 10:00 a.m. until 12:00 p.m. on Sunday. The childcare room shall have a television with DVD player.

1.3. Meals: The contractor shall provide five (5) meals for each participant of each event: 2 breakfasts, 1 lunch, and 2 dinners. The meals will be provided in the meeting spaces. The contractor shall coordinate with the POC on meal selection. Meal examples: Full hot breakfast buffets, buffet lunch, and dinner buffets. All shall include vegetarian and non-vegetarian items and vegan or other dietary needs as specified prior to the event. Proposals shall include food selections and any and all applicable service fees.

1.3.1. Children shall be served Friday dinner, Saturday lunch and dinner separate from adults by childcare providers. Adults and children will eat breakfast together Saturday and Sunday.

1.4. Lodging: The contractor shall provide the number of lodging rooms on the given dates listed in paragraph 1.6. For all events, the lodging rooms shall be available for check-in at 3:00 p.m. on the first day of each event and check-out no earlier than 1:00 p.m. on the last day of the event. A variety of lodging rooms must be available to meet the needs of larger families, smaller families, couples, and spouse/single airmen attendees without children.

1.4.1. For families, spouses and single airmen with 3 or more children, (2) lodging rooms will have bedroom/s separated from the main living area or a minimum of at least one queen bed, two single beds or one set of bunk beds and a pull-out sofa sleeper.

Version 1.3 Page 2 of 7

1.4.2. For families, spouses, and single airmen with 1-2 children, (2) lodging rooms will have bedroom/s separated from the main living area.

1.4.3. For couples without children and leadership, (16) lodging rooms with at least a studio style room.

1.4.4. For single airmen, (36) lodging rooms will have two single (or larger) beds.

1.5. Childcare: The contractor shall provide childcare by a licensed provider for event on Friday from 5:00 p.m. until 9:00 p.m. and on Saturday from 9:00 a.m. until 1:00 p.m. and from 5:00 p.m. until 11:00 p.m. and from 10:00 a.m. until 12:00 p.m. on Sunday.

1.5.1. The childcare provider will serve Friday dinner, Saturday lunch and dinner to all children.

Meals shall be provided by the contractor to the childcare contract employees.

1.5.2. The childcare provider will deliver a physically and mentally active program. Saturday night movie is acceptable but must be approved by the event POC before showing.

1.5.3. Childcare providers shall submit a childcare activity plan to the event POC for approval prior to start date.

1.6. Requested Dates and Attendance:

Event Title: RAF Fairford Resilience Weekend Event Dates: 7-9 August 2020 Hotel Rooms: 56 Total People 110 Childcare: 10 children Meeting Spaces: Adult room for 100 & Childcare room for 10

1.6.1. Alternate Dates: The government or contractor may have to re-schedule an event due to unforeseen circumstances. The government reserves the right to re-schedule at no additional cost, to an alternate date providing at least a 5-day notice is given to the contractor in writing.

The contractor shall offer new dates for the rescheduled event(s).

1.6.2. Reimbursement/Credit: The Government may have unused/vacant rooms due to unforeseen circumstances. The Government shall not be charged for unused/vacant rooms.

1.6.2.1. The Contractor shall verify attendees to assigned rooms and submit proof of rooms being occupied, prior to final payment.

1.7. Activities: The contractor shall provide daily use of activities at no additional costs to include the following: on-site fitness center, pool, whirlpools, cable television, free parking and close proximity of beach/vacation activity areas.

Version 1.3 Page 3 of 7

1.8. Contractor Personnel: The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate or alternates, who shall act for the contractor when the manager is absent, shall be designated in writing to the contracting officer prior to the contract start date. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract manager and alternate or alternates must be able to read, write, speak, and understand the English language.

Version 1.3 Page 4 of 7

2. SERVICES SUMMARY

Criterion Performance Objective SOW Para.

Reference Performance Threshold

Meeting Spaces Provide 1 adult meeting room and 1 childcare meeting room on Friday 4 pm until 9 pm, on Saturday 7 am until 11 pm, on Sunday 7 am until 12 pm.

1.2 – 1.2.2 100% Compliance

Meals Provide 5 meals for each participant.

Include vegetarian and non-vegetarian items. Accommodate dietary needs as specified prior to the event.

1.3 – 1.3.1 100% Compliance

Lodging Provide the number of rooms on the dates given. Rooms will have sleeping arrangements based on household size.

1.4 – 1.4.4;

1.6

100% Compliance

Childcare Provide childcare by a licensed provider for the entire event.

Provide meals to children, Provide physical and mental activities for children.

1.5 – 1.5.3 100% Compliance

Dates and Attendance

Flexibility with rescheduling due to unforeseen events. Verification of attendance, and reimbursement for unused rooms.

1.6 – 1.6.2 100% Compliance

Key Personnel Provide a contract manager and an alternate to oversee performance of this SOW. Provide licensed childcare providers.

1.6 – 1.6.2;

1.8

100% Compliance

Version 1.3 Page 5 of 7

3. GOVERNMENT-PROVIDED EQUIPMENT

The government will provide activities for adult attendees. Attendees will utilize their own means of transportation to attend the event. The government will provide audio equipment.

4. GENERAL REQUIREMENTS

4.1. Use and Safeguarding of Information: The Contractor shall comply with Department of Defense (DoD) Regulation DoD 5400-7-R, Chapter 4, DoD Freedom of Information Act (FOIA) Program requirements. This regulation sets policy and procedures for the disclosure of records to the public and for marking, handling, transmitting, and safeguarding For Official Use Only (FOUO) material.

4.2. Manpower Reporting. The contractor shall report all contractor labor hours (including subcontractor labor hours) required for performance of services provided under this SOW via secure data collection site. The contractor is required to completely fill-in all required data fields at http://www.ecmra.mil. Reporting inputs will be for the labor executed during the period of performance for each Government fiscal year (FY), which runs 1 October through 30 September.

4.2.1. While inputs may be reported at any time during the FY, all data shall be reported no later than 31October of each calendar year. Contractors may direct questions to the ECMRA help desk.

4.2.2. Uses and Safeguarding of Information: Information from the secure website is considered to be proprietary in nature when the contract number and contractor identify are associated with the direct labor hours and director labor dollars. At no time will any data be released to the public with the contractor name and contract number associated.

4.2.3. User Manuals: Data for Air Force service requirements must be input at the Air Force CMRA link. User manuals for contractor personnel are available at the Army ECMRA link at http://www.ecmra.mil.