Bismarck Marathon Resiliency Retreat PWS.pdf

5 BW/HC Bismarck Marathon Resiliency Retreat

Performance Work Statement

Dated: 18-20 September 2026

1. Description of Services. The Contractor shall provide lodging, meals, meeting space, and activities to conduct a Resiliency Retreat for Minot AFB Airmen, Guardians & Family as further identified in the Performance Work Statement. This event shall be facilitated by a

Chaplains from the Minot AFB Chapel. The Chaplain Corps is a religiously distinct component of the military and provides for the free exercise of religion in a pluralistic environment.

Therefore, the contractor shall work in an ecumenical environment sensitive to all participating in the events and abide by all Department of War, Federal laws, rules, and guidelines. The contractor shall be willing to facilitate weekend events for all eligible military personnel and their families. The contractor shall ensure that no coercion to conform a participant to a particular religious denomination or faith group shall be manifested directly or indirectly. Proper respect for all religious faith groups shall be maintained.

2. Airmen Retreats. These events shall include sleeping room accommodation, meals, meeting space, and ministry activities (weather permitting) for the Bismarck Marathon Retreat, 600 E Boulevard Ave, Bismarck, ND 58505, 18-20 September 2026.

2.1. Description of Lodging. The Contractor shall provide lodging in Bismarck, ND, in close proximity to the marathon start point. Check-in: Available by 3:00 p.m. (CST) on Friday, 18

September 2026. Check-out: No later than 11:00 a.m. (CST) on Sunday, 20 September 2026. -

The final number of participants will be confirmed no later than seven (7) days prior to 18

September 2026.

2.2. Guest Rooms. The Contractor shall provide a block of 18 rooms, each containing two (2) queen-sized or two (2) double-sized beds, for a required minimum of 36 total beds. A final rooming list will be provided no later than seven (7) days prior to the retreat start date, unless a different cut-off date is mutually agreed upon.

2.3. Meeting Space/General Session Rooms and Catered Meals.

2.3.1. Friday 18 September 2026: Meeting Space (3:00 PM – 10:00 PM CST): A room with a minimum capacity for 50 people, equipped with a podium, projector, and AV system.

2.3.2. Dinner (5:30 PM – 7:00 PM CST): The Contractor shall provide a pasta-based meal for

50 participants, served in the meeting space. Service must include water, juice, soda, and coffee.

If the hotel cannot provide this meal, the Contractor is responsible for arranging catering from an outside vendor (e.g., Olive Garden) and ensuring it can be served in the meeting space.

2.3.3. Sunday 20 September 2026: The Contractor shall ensure all registered retreat participants have access to the hotel's complimentary breakfast.

2.3.4. No other meeting space is needed on 19 September or 20 September.

3. Activities.

3.1. Race Registration. The Contractor shall register and pay for up to 30 participants for the

Bismark 5K/10K/Half/Full Marathon on Saturday, 19 September 2026. The final number of participants will be confirmed no later than seven (7) days prior to 19 September 2026.

3.2. Additional experience. The Contractor shall arrange and cover the costs for a dinner for up to 50 participants at Fogão Gaúcho Brazilian Steakhouse Bismarck on 19 September 2026.

Dinner shall be served between 5:00 PM and 6:00PM CST . The meal shall include one fountain drink per participant. A private dining room is not a requirement.

4. Alternate Dates. The Government may have to reschedule events due to unforeseen circumstances. The Government reserves the right to reschedule an event at no additional cost, if at least a five (5) day notice is provided to the contractor in writing. The contractor shall propose dates for the rescheduled event(s).

5. Cancellation. In the event of total cancellation, the government will provide fair and reasonable consideration to the contractor as deemed appropriate by the specific circumstance. In the event of postponement, the contractor shall work with the Government in good faith to reschedule the event.

6. 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(s) 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(s) must be able to read, write, speak, and understand the English language.