2. SOW Strong Bonds Event.pdf

Statement of Work

Seymour Johnson Air Force Base, 4th Fighter Wing/HC 19-21 June 2026

1. General Description of Services:

This is a non-personal services contract to provide lodging, meal services, and conference facilities for a Strong Bonds Marriage Retreat. The purpose of the retreat is to enrich marital relationships through the "7 Habits for Military Families" curriculum, which will be taught by Government (USAF) personnel. The contractor shall provide the logistical support for the event, while all instruction and curriculum delivery will be performed by Government personnel.

2. Requirements:

The contractor shall provide the following:

• 2.1.1.1 Proposed Dates: 19-21 June 2026, dates are subject to flexibility.

• 2.1.1.2 Alternate Dates: The Government may have to re-schedule the event due to unforeseen circumstances. The Government reserves the right to re-schedule at no additional cost to an alternate date, providing at least 5-days' notice is given to the contractor in writing. The contractor shall offer new dates for the rescheduled conference.

• 2.1.1.3 Reimbursement/Credit: The Government may have unused/vacant rooms due to unforeseen circumstances. The Government shall be reimbursed the cost of unused/vacant rooms or be provided a credit of equal value for rooms or services on future contract dates, if applicable.

3. General Responsibilities:

• 3.1.1.1 The Contractor shall provide lodging accommodations for three days/two nights for approximately 45 adults and approximately 40 children. This includes 20 rooms for participating families, 3 rooms for children’s program staff and 2 rooms for event staff (Total: 25 rooms).

• 3.1.1.2 The Contractor shall provide meals and refreshments for up to 45 adults and approximately 40 children, as detailed in Section 5.

• 3.1.1.3 The Contractor shall provide meeting space and audio/visual support for group teaching sessions and a separate, appropriate space for childcare, as detailed in Section 6.

4. Other Significant Requirements:

• 4.1.1.1 Location: The Contractor’s facility must be a beachfront property or located within one (1) mile of a public beach access point. The facility must also be located sixty (60) miles or less from a regional airport and must be within one hundred (100) miles of Seymour Johnson AFB or Goldsboro, NC.

• 4.1.1.2 System for Award Management (SAM): The Contractor must have and maintain an active registration in the System for Award Management (SAM.gov) throughout the contract period.

• 4.1.1.3 Facility Compliance: The Contractor shall ensure all lodging rooms are accessible via interior corridors and that the facility is compliant with the Americans with Disabilities Act (ADA) and the Hotel and Motel Fire Safety Act (FEMA ID approved).

• 4.1.1.4 Parking: The Contractor shall provide complimentary parking for all event attendees.

• 4.1.1.5 Cut-Off Date: The Contractor shall agree to a flexible cut-off date, allowing the Government to adjust final participant numbers up to 72 hours prior to the event start date without penalty.

• 4.1.1.6 Invoicing: The Contractor shall provide a final, itemized invoice within five

(5) calendar days of the event's conclusion.

5. Additional Meal Requirements:

• 5.1.1.1 Day 1 Dinner (Friday): A buffet dinner including options for adults and children. Dinner must also include water, iced tea, lemonade, coffee, and assorted soft drinks.

• 5.1.1.2 Day 2 Breakfast (Saturday): A buffet breakfast including hot options (e.g., eggs, breakfast meat), pastries, and fruit. Service must include water, juice, coffee, and tea.

• 5.1.1.3 Day 2 Coffee Break (Saturday): Refreshment break to include freshly brewed coffee, teas, water, and assorted soft drinks.

• 5.1.1.4 Day 2 Lunch (Saturday): A buffet lunch including options for adults and children, with starters, accompaniments, and dessert. Service must include water, iced tea, lemonade, coffee, and assorted soft drinks.

• 5.1.1.5 Day 2 Dinner (Saturday): A buffet dinner including options for adults and children. Dinner must also include water, iced tea, lemonade, coffee, and assorted soft drinks.

• 5.1.1.6 Day 3 Breakfast (Sunday): A buffet breakfast including hot options (e.g., eggs, breakfast meat), pastries, and fruit. Service must include water, juice, coffee, and tea.

6. Conference & Childcare Areas:

• 6.1.1.1 Conference Center: Must be located in close proximity to lodging. The conference center shall accommodate 44 people with tables and chairs arranged to provide clear sight lines to the projection screen and speaker. The room shall be equipped with a video projector, projection screen, sound system with speakers, a handheld microphone, and a dry-erase board. Access to a high speed wifi no less than 30 Mbps. All appropriate cables and extension cords to connect a portable laptop (HDMI or high input cables) to both the projector and sound system are required.

• 6.1.1.2 Children’s Program Room: A separate, dedicated meeting room (not a guest suite) must be provided for childcare services. The space must meet a minimum requirement of 35 square feet per child for up to 40 children.

• 6.1.1.3 Technical Support: A hotel technician must be available to support the initial setup and any troubleshooting of the audio-visual system throughout the event.

7. Conference Itinerary: The following itinerary is for informational purposes and is subject to change.

DAY 1 (FRIDAY)

• 5:00 p.m. Arrival / Check-in

• 6:00 p.m. – 7:00 p.m. Dinner

• 7:00 p.m. – 8:00 p.m. Welcome / Session #1 (Government Led)

DAY 2 (SATURDAY)

• 7:00 a.m. – 8:00 a.m. Breakfast

• 8:00 a.m. – 10:00 a.m. Session #2 (Government Led)

• 10:00 a.m. – 11:00 a.m. Session #3 (Government Led)

• 11:00 a.m. – 12:00 p.m. Lunch

• 12:00 p.m. – 3:00 p.m. Session #4 (Government Led)

• 3:00 p.m. – 6:00 p.m. Free Time / Date Night Opportunity

• 6:00 p.m. – 7:00 p.m. Dinner

DAY 3 (SUNDAY)

• 7:00 a.m. – 8:00 a.m. Breakfast

• 8:00 a.m. – 11:00 a.m. Session #5 (Government Led)

• 11:00 a.m. Dismissal

• 11:00 a.m. – 12:00 p.m. Check-out and return home at leisure.