Attachment 2 Singles Retreat_SON_26-28March.pdf
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- Attached to
- 2026 MXG/MSG Single's Retreat
- Solicitation number
- FA468626QS010
About this file
This is a Statement of Need for a resort-style lodging venue to host a winter resiliency retreat for single airmen from the 9th Maintenance Group (MXG) and 9th Mission Support (MSG) from March 26–28, 2026. The event, part of the DAF-approved Strong Bonds program, is designed to enhance spiritual resiliency for Beale AFB personnel. The contractor must provide accommodations for 45 total attendees (40 participants and 5 chaplain staff), requiring either 45 single rooms or 20 double bedrooms for participants, plus 4 single bedrooms and 1 double bedroom for staff. The venue must be AAA Travel Three or Four-Diamond Rated or equivalent, located within 15 minutes of either South Tahoe or Tahoe City, and must include wireless internet, complimentary parking, pre-check-in, entertainment facilities (pool, hot tub, fitness center, spa), outside hiking options, and access to local attractions and ski slopes with complementary transportation if necessary.
The contractor shall provide a large group conference space accommodating 45 adults with audio/visual hardware including a TV projection screen, podium, and appropriate speakers for scheduled meetings on March 26 (6:00 PM–9:00 PM), March 27 (8:00 AM–10:00 AM and 6:00 PM–9:00 PM), and March 28 (8:00 AM–10:00 AM). The contractor must supply complete and nutritious buffet-style breakfasts and dinners for all four meal periods with appropriate beverages (no alcohol), provide seating, tables, plates, bowls, cups, cutlery, and napkins, and handle all cleanup and waste disposal. The Prime Contractor must establish direct communication between the government event lead and the hotel's event coordinator with a 3-hour or less response time expectation. The contractor shall permit 9 MXG/9 MSG personnel to display branding and signage throughout contracted spaces, with hotel approval not to be unreasonably withheld.
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Text version
Statement of Need For
9th MXG/HC Single Airman’s Retreat
1. Description. The 9th Maintenance Group (MXG) and 9th Mission Support (MSG) chaplain team is seeking a resort-style lodging venue to host a winter resiliency retreat for single airmen from Thursday 26 March – Saturday 28 March 2026. This event, part of the DAF-approved Strong Bonds program, is designed to enhance the spiritual resiliency of Beale AFB personnel.
2. Scope of Work. The contractor needs to provide resort-style lodging (American Automobile Association (AAA) Travel Three or Four-Diamond Rated or equivalent), meals in accordance with requirements detailed in paragraph 5 and a conference room to host meals/training for participants and training staff. The retreat attendance is expected to be (40) participants and (5) Chaplain staff members totaling (45) attendees. This will require a total of either (45) single rooms or (20) double-bedrooms for participants and (4) single-bedrooms and (1) double bedroom for staff members. The location needs to be within a 15-minute commute from either South Tahoe or Tahoe City. Amenities should include (but not limited to):
a. Wireless internet
b. Complementary parking for attendees/staff
c. Pre-Check In
d. Entertainment facilities including Pool and hot tub, Fitness Center and spa
e. Outside hiking options
f. Accessible to local attractions and ski slopes (either on site access or complementary transportation provided by the venue in question)
3. Communication. The Prime Contractor must arrange for direct communication between the Government's event lead and the hotel's event coordinator for all operational planning and during the course of the event. The Prime Contractor remains the main point of contact for all contractual issues, including accountabilities for all third-party coordination with a 3-hour or less response time expectation. If there is a lack of response within the designated response time, an escalation path will be adhered to, such as the issuance of a cure notice, a show-cause letter followed by termination of contract.
4. Meeting Space Facilities. The contractor shall provide a large group training/conference space to accommodate up to (45) adults and require audio/visual hardware/software to include one (1) TV projection screen, podium, and speakers appropriate to the room size. The scheduled time for meeting space usage will be as follows:
a. Thursday, March 26, 2026 from 6:00PM-9:00PM
b. Friday, March 27, 2026 from 8:00AM-10:00AM
c. Friday, March 27, 2026 from 6:00PM-9:00PM
d. Saturday, March 28, 2026 from 8:00AM-10:00AM
5. Meals. The contractor shall provide complete and nutritious meals for breakfasts and dinners buffet-style with meal appropriate beverage selection (no alcohol). All meals must be sufficient to feed up to
(45) adults in the dining area. The contractor shall provide and arrange seats and tables for all slots mentioned below. 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:
a. Thursday, March 26, 2026 from 6:00PM-9:00PM. Full dinner buffet for up to (45) adults in the meeting area.
b. Friday, March 27, 2026 from 8:00AM-10:00AM. Full breakfast buffet for up to (45) adults in the meeting area
c. Friday, March 27, 2026 from 6:00PM-9:00PM. Full dinner buffet for up to (45) adults in the meeting area.
d. Saturday, March 28, 2026 from 8:00AM-10:00AM. Full breakfast buffet for up to (45) adults in the meeting area.
6. Signage. The 9 MXG/ 9 MSG shall inform the hotel of the appropriate signage to be displayed in the hotel during the events. 9 MXG/ 9 MSG personnel shall be permitted to provide branding and signage in any contracted guest rooms, meeting space, function space, applicable foyer space, and hotel lobby.
Additional décor, signage, and branding are also permitted subject to hotel approval, which shall not be unreasonably withheld.
File details come from the government source that posted it. Updated .