Attachment 2 - 67 CW and 67 COG PWS- 14 Aug.pdf

67 CW/HC RESILIENCY RETREAT – MARRIAGE PERFORMANCE

WORK STATEMENT (PWS)

14 August 2025

1. Background for Marriage Retreat

1.1. The 67th Cyberspace Wing (CW) Religious Support Team (RST) and Cyberspace Operations Group (COG) RST assigned to Joint Base San Antonio (JBSA), Texas, has a requirement for non-personal services for resiliency retreats targeting different demographics. They seek resort-style accommodation, to include rooms, training material, meals, parking, and activities that may include but not limited to water park, rock climbing, bowling, and SPA access. The purpose of this retreat is to promote exploration and diversity of environment to the Airmen and their family, as well as promote mental resilience. This retreat will be targeting married couples to include their children. The 67th CW and COG RSTs are seeking a hotel/resort facility that has the capacity for the target audience to assist with the intent to build a healthy marriage.

1.2. The 67th CW/HC & 67th COG/HC teams specialize in forms of support services for active duty, reserve members on active orders, and their eligible dependents. These service personnel are enabled to develop personal and spiritual resources to grow toward increased functional ability, mental toughness, spiritual maturity, and acceptance of responsibility.

Personnel are helped to resolve personal and professional concerns to be of greater useful service in their military occupations and relationships. The primary form of ministry the chaplain corps uses is a retreat format. Retreats are held at civilian sites to remove participants from the pressures and entanglements of daily life.

2. Scope of Work for Marriage Retreat

2.1. The requirements needed for this contract are lodging, training material (including pens and paper), meals, parking, conference rooms, and entertainment.

2.2. Chapel funds will not be used to purchase any alcohol at all. If guests wish to partake in alcohol, it will be under their own risk and budget.

2.3. The contractor shall provide on-site recreation activities that may include but are not limited to the following: fitness center, outdoor/indoor swimming pool, rock climbing, bowling and spa access.

2.4. Parking will be provided for all those who are attending.

2.5. 67 CW RST requires lodging space for up to 60 adults (30 couples) and a minimum of 32 children or what will be fulfilled in accordance with the provided budget. At a minimum, 30 double rooms will be provided for the families attending the marriage retreat.

2.6. 60 COG RST requires lodging space for up to 24 adults (12 couples) and up to 10 children. At a minimum, 10 double rooms will be provided for the families attending the marriage retreat.

2.7. Lodging will be provided for the Chapel Staff of both teams. The Chapel Staff will need 4 double rooms. Each member will have their own room.

2.8. The total number of attendees will be up to 93 adults and 42 children.

3. Meeting Space for Marriage Retreat

3.1. The Vendor shall provide, at a minimum, 1 on-site clean/sanitized meeting room to accommodate a minimum of 93 participants with audio visual support. The audio-visual support will include power cords, a projection screen, audio support and onsite technical support for the meeting room.

3.2. The meeting room shall have seasonal air conditioning. Water, coffee, assorted coffee creamers, snacks, notepads, and pens shall be provided each day in the meeting room to accommodate the number of participants in accordance with paragraph two (2). Venue shall provide visible signage on display mediums with event information.

3.3. Provide staff member(s) to trouble shoot any technical issues that arise during the use of the conference room.

4. Lodging for Marriage Retreat

4.1. The Vendor shall provide lodging for two (2) nights for the dates listed above. The lodging rooms will be available for check-in by 3:00 p.m. – 6:00 p.m. CDT on the Friday, and the check-out will be at 11:00 a.m. CDT.

4.2. Each couple will have their own private room, which will include either a king- or double queen- sized bed.

4.3. All rooms must include, at minimum, the following amenities: private bathroom, television, and free Wi-Fi. The rooms will include the following: refrigeration, microwave, and coffee machine.

4.4.Alcohol will not be covered at all. Purchase will be at guests’ expense.

4.5. Lodging assigned will be in accordance with city guidelines. A combination of rooms will be offered to families depending on the size and ages of children. Families of a larger size, seven or more, will be offered suites or double rooms. If there are any additional charges for exceeding hotel accommodation, it will be charged at the expense of the guest.

4.6. All day access for attending members to hotel/resort restaurants and entertainment. Families will be required to pay for any additional activities not provided by the Chapel teams.

4.7. Total amount of lodging rooms needed is 48 rooms.

5. Marriage Retreat Details

5.1. Locations of Retreat: The proposed location shall be between at least 75 miles and at most 200 miles from JBSA-Lackland Air Force Base, Texas.

5.2. The reason for the minimum requirement is to promote exploration and diversity of environment to the Airmen

5.3. Dates of the retreat need to be any weekend (Friday-Sunday) before September 29, 2025.

5.4. Regarding alternate dates, the Government may have to re-schedule a retreat due to unforeseen circumstances. The Government reserves the right to re-schedule at no additional cost to an alternate date providing at least 3-day notice is given to the Vendor in writing. The Vendor shall offer new dates for the rescheduled retreat. The government will not be held liable for individual room charges. These dates must fall in September.

5.5. Conference/Childcare Spaces for Marriage Retreat:

5.5.1. Provide a conference space for the adults on Friday from 1830-2030 and Saturday

0900-1300

5.5.2. Conference rooms will be used for training and meals times.

5.5.3. Provide space for childcare (to be provided by a separate company) on Friday from

1830-2030 and on Saturday from 0900-1330. The childcare room should be adjacent to the meeting room or within a .25 miles distance of the retreat’s location.

5.5.4. The RSTs will be paying for a maximum of 42 children in total for childcare across the entire guest list. Childcare will be provided by a separate company.

5.5.5. Set-Up Requirements: Enough tables and chairs to seat the attendees comfortably.

Technical and other equipment for the instructor (i.e. podium, microphones, projector, speaker, etc.). Additionally, provide writing pads and utensils to attendees.

6. Meals & Snacks for Marriage Retreat

6.1. The guests, instructors and children shall be provided with 5 meals. The meals that must be provided are: 2 breakfasts, 1 lunch, and 2 dinners.

6.2. Meals will be catered to guests’ dietary needs, restrictions, and allergies.

6.3. Provide full buffet service on Friday 19 September from 1830-2000.

6.3.1. Dinner will be served separately from the children in childcare and the adults in the spaces provided.

6.4. Provide full buffet lunch service on 20 September (Saturday) from 1130-1330.

6.4.1. Lunch will be served separately from the children in childcare and the adults in the spaces provided.

6.5. Provide Breakfast buffet service on Saturday and Sunday 19 and 20 September

6.6. Provide beverages during the time meeting space and childcare space are occupied.

Beverages include water, coffee, teas, sodas, flavored drinks, juice, etc.

6.7. Provide snacks during time meeting space and childcare space are occupied. Snacks include bread, jams, pastries, crackers, cheeses, meats, etc.

6.8. Activities:

6.8.1. The location should provide on-site recreational activities that may include but are not limited to the following: on-site fitness center, outdoor/indoor swimming pools, water park, and spa access.

7. Security and Safety Requirements for Marriage Retreat

7.1. The members attending shall reflect Air Force standards and are not disruptive to other events or guests at the venue.

7.2. Members as well as employees at the hosting location will not respond to any media inquiries nor provide interviews, comments, or any other responses to the media related to this contract. All inquiries from the media or other sources shall be immediately relayed to the contracting officer.

7.3. Front desk staff shall not provide guest room numbers, or personal information to others over the phone or in person.

7.3.1. Key control procedures will be implemented to ensure security. Do not print room numbers on the key, key chain, or electronic door openers. If room numbers are already placed on keys or key chains, place the key in a small envelope to conceal the room number until replaced.

7.3.2. Do not issue replacement keys to guests when another key is requested without positive identification confirming that the guest is assigned to that room.

7.3.3. All entrance doors to rooms shall have interior security locks (deadbolt or double locking). All locks shall be free from defects.

7.4. Lodging location property must be certified in compliance with the Hotel and Motel Fire and Safety Act. All properties must be referenced on the Federal Emergency Management Administration (FEMA) Master list and in compliance with the Hotel and Motel Fire and Safety Act.

Property must be in full compliance with the Americans with Disabilities Act.

7.5. Properties must be in full compliance with the safety standards outlined in AFOSH 91-001, Billeting Operations.

8. General Information for Marriage Retreat

8.1. The location must offer a Tax-Free Status. They will recognize the 67 CW/HC office’s tax-free status and offer pricing without tax (sales, city, card, etc.)

8.2. The contractor shall include all gratuities in the set price with no other charges or fees added to the price after agreement. If the price changes after the initial contract, it will be brought up by the customer (67 CW/HC).

8.3. The agenda for the event is listed in diagram 9.3.1.

Diagram 9.3.1

Agenda for Marriage Retreat

Friday (19 September) 1600-1800: Check into rooms

1800-1830: Childcare check-in

1830-2000: Dinner/Introduction to course

Saturday (20 September) 0730-0845: Breakfast

0845-0900: Childcare Check-in

0900-1200: Training w/ breaks

1200-1330: Lunch in assigned rooms and continued teaching 1330: Families are released

Sunday (21 September) 0730-1000: Breakfast

1100: Hotel Checkout