Attachment 2 - SOW_BPA_Retreat.pdf

BLANKET PURCHASE AGREEMENT

STATEMENT OF WORK

673 ABW CHAPLAIN CORPS RETREATS

16 JANUARY 2020

1. Description of Agreement. An all-inclusive resort facility is needed for an off-site military marriage retreat, singles retreats, and off-site meetings. The location must provide the atmosphere and ambiance for married couples and singles to be in a relaxed and non-stressful environment. The purpose of these retreats is to enhance singles, married couples, and families to sustain positive, enriched relationships for Airmen and Soldiers. The contractor shall provide lodging, conference space, developmental activities, food, eating area with the staff necessary to set up, serve, and clean up the area after eating. The contractor shall provide all support needed at the location for retreat services that fulfill the 673 ABW, 673 CEG/LRG/MSG, 3 MXM True North (TN) Chaplain Corps-led retreat requirements. Retreats include lodging, food, refreshments, conference space, and a variety of recreational/developmental activities offered within walking distance. The retreat requirements include the following task areas:

a. Site Location

i. Must be at least 40 miles away from Joint Base Elmendorf-Richardson (JBER), have recreational opportunities available, and be open year round.

b. Points of Contact

i. The 673 ABW Chaplain Corps Teams shall be the lead for all retreats. The Chaplain Corps Teams shall coordinate with the contractor as needed. The contractor shall provide responsible points of contact to resolve any problems or concerns that might occur during the retreat. Also, the contractor shall provide 24 hour emergency points of contact for lodging and facility issues.

c. Lodging Facilities

i. Lodging shall be available for up to three nights per retreat. The vendor must be capable of providing all services and facilities listed in this solicitation/statement of work on the premises. Lodging shall be provided for all retreat attendees that are attending multi day retreats. Check in and checkout dates will be communicated during event preparation. Lodging shall consist of space for up to 30 singles or 40 couples to include comfortable hotel style rooms with 2 queen sized beds or 1 king sized bed, private baths, and modern amenities. Each hotel style room shall accommodate at least 2 adults. All lodging facilities shall be cleaned according to applicable state law and come equipped with linens, towels, and other supplies adequate for the occupancy rate. Final numbers of attendees will be provided to the contracted vendor 24 hours prior to the event.

1. Deliverable: Provide a price list for lodging to include: number of beds, occupancy limitations, cost of each available lodging space and any regular blackout dates shall be provided in submittal.

d. Dining Area and Food Catering Requirements

i. The contractor shall provide buffet style or provide vouchers for each individual for restaurant dining:

breakfast, lunch, and dinner (vegetarian options for all meals). Meals will be provided throughout the duration of the retreat. Contractor shall provide coffee/water/juices with breakfast meal and tea/water/soft drinks with lunch and dinner. Provide napkins, silverware, cups and all other necessities to facilitate consumption of food and beverages. A coffee/tea, water service shall be provided throughout each day in the conference room.

1. Deliverables: The contractor shall provide menus for breakfast, lunch, and dinner and cost of each in your proposal. The contractor shall provide a diagram of table and chair arrangements in proposal.

2. The contractor will include price list for buffet meals and for vouchered meals at the restaurant per person per meal.

e. Parking

i. Contractor is responsible for providing parking for all retreat attendees.

f. Conference Room

i. The contractor shall provide sufficient onsite conference room(s) for training on each day a retreat is held. The room space will be coordinated between vendor and the Chaplain Corps team during event preparation. The room shall be furnished with chairs, tables, and a podium/speaking stand. The conference room shall have air-conditioning and heating capability for climate control. The conference space shall be set up with Audio/Visual Equipment. The contractor shall provide A/V equipment for all retreat days to include projector, screen, & sound (computer & microphone sound connections). The contractor shall ensure electrical outlet usage is possible and connection cables are available.

1. Deliverable: Diagram of assigned facilities with cost of each conference room w/capacity and cost of audio/visual shall be provided in submittal for conference area.

g. Recreational Activity

i. The intent of this activity is to assist in developing attendees through challenging obstacles, socialization, and competition. Activities should be those that develop personal growth, camaraderie, and individual fortitude. Amenities/activities should include, but not be limited to, walking paths, health club with full complement of free weights and cardio equipment, swimming pools, spa, restaurants, shops, and other recreational activities for retreat members.

1. Deliverable: Provide list of available activities outlining cost per person, time length of activity, and any prohibitions for activities.

2. General Information. The total proposed prices for the line items shall be all-inclusive (include any incidental charges, i.e. conference fees, surcharges, meal prices, etc.). The dates for the retreats will be coordinated between the Chaplain Team and the chosen vendor(s) within a reasonable time frame to ensure that there is space available. The quantities (rooms per night, max people per event) and charges for each item shall not exceed what is on the approved price list.

3. Extent of Obligation. The Government is obligated only to the extent of authorized calls actually placed against the Blanket Purchase Agreement. The prices given to the Government shall be as low as or lower than those charged by the contractors to its most favored customers, in addition to any discounts for prompt payment. The proposed price shall be all inclusive (include any incidental charges, i.e. conference fees, surcharges, meal prices, etc.). The contractor is not obligated to provide services to the government under this blanket purchase agreement until availability is determined, a reservation is made and a call is placed by the authorized caller.

4. Purchase Limitation. The Government Purchase Card will be the form of payment. No individual call under this agreement shall exceed $35,000.00.

5. Individuals authorized to purchase under the BPA. A list of personnel authorized to place calls under this agreement and the dollar limitation per call for each individual shall be furnished to the contractor by the contracting officer through a separate letter.

6. Delivery tickets. All services under the agreement shall be accompanied by delivery tickets or sales slips that shall contain the following minimum information:

a. Name of contractor

b. Blank Purchase Agreement number

c. Date of Call

d. Call number

e. Itemized list of supplies and/or services furnished

f. Quantity, unit price, and extension of item less applicable discounts

g. Date of delivery or shipment

7. Delivery Receipt. An itemized receipt shall be provided for each event for payment when services are been complete.

8. Price List:

a. The contractor shall submit a price list to the Contracting Officer for approval on a yearly basis or as needed.

Subsequent changes in prices must be coordinated with the Contracting Officer at least 30 days prior to the effective date of the requested change. All price lists must be approved by the Contracting Officer prior to being incorporated into the agreement.

b. The contractor may offer voluntary price reductions for previously approved items without written approval.

These deductions should be shown as Voluntary Price Reductions (VPR) on the invoice.

c. Items to be addressed on the Price List will be included separately.

9. Personnel:

a. The contractor shall furnish the contracting officer a list of employees who can act with full authority for the contractor in his/her absence.

b. The contractor shall not employ any person who is an employee of the United States Government if employment of that person would create a conflict of interest, nor shall the contractor employ any person who is an employee of the Department of the Air Force, either military or civilian, unless such person seeks and receives approval in accordance with the Air Force Instruction (AFI).

c. The contractor will ensure that all required specifications are met and guarantee all services performed.

10. Negotiation Clause:

a. Chaplain Corps reserves the right to negotiate specific desires/requirements directly with potential vendor (i.e.

amount of people in attendance and number of rooms needed) and coordinate compensation accordingly.

b. To be eligible for award, contractor must:

i. Be registered in the System for Award Management Registration (SAM) database. NO EXCEPTIONS. To register your entity or update your registration, please continue to use SAM.gov.

A DUNS (Dun and Bradstreet) number is required in order to register.

ii. A contractor can contact SAM by calling the Federal Service Desk 1-866-606-8220.

iii. Accept payment via the Government Purchase Card. NO EXCEPTIONS.

iv. Allow for attrition changes (specifically names) up to one day prior to the event at NO CHARGE to the Government.