DRAFT - Chapel Retreats PWS 30 Apr 2026.docx

Sol# FA480121Q0013

PERFORMANCE WORK STATEMENT (PWS)

CHAPEL RETREATS

Holloman Air Force Base, NM XXXXXXX

REVIEWED BY:

APPROVED BY:

Attachment 1 – PWS

TABLE OF CONTENTS

1.0. DESCRIPTION OF SERVICES: This is a non-personal service to provide retreat services at the Contractor’s location with the purpose of providing a friendly, spiritual, bonding, and regenerative experience. The Contractor shall provide all personnel, equipment, tools, materials, supervision, and other items necessary for these services.

1.1. Scope of Work: The Contractor shall provide an all-inclusive retreat facility within 60 miles of Holloman Air Force Base (HAFB) with classroom facilities, meals, recreational activities, and lodging for day and/or overnight retreats for Airman and families. The Contractor shall provide facilities, meals, lodging, and activities to accommodate a maximum of 40 attendees of all ages.

1.2. Specific Tasks:

1.2.1. Day Retreats. Day Retreats will be utilized by HAFB squadrons/units/leadership events, and deployed family events. The Contractor shall be available for an average of 26 Day Retreats per performance period. The minimum number of attendees for each Day Retreat is 10 attendees with a maximum of 40 attendees. Per performance period the estimated number of adult attendees is 920. Per performance period the estimated number of children attendees is 80. Day Retreats shall include meals, indoor/outdoor activities, classroom type setting (as coordinated), and staff (provided by the retreat facility) for assistance/guidance. Two meals per guest (at least one hot meal) will be provided, by the Contractor, to include breakfast and lunch. At least three (3) activities will be available for all ages and necessary precautions must be taken to ensure safety of all retreat attendees.

1.2.2. Overnight Retreats. Overnight Retreats will be utilized for squadron, unit, leadership, deployed families, and Single Airmen events. The Contractor shall be available for an average of 14 Overnight Retreats per performance period. The minimum number of attendees for each Overnight Retreat is 10 attendees with a maximum of 40 attendees. Per performance period the estimated number of adult attendees is 480. Per performance period the estimated number of children attendees is 80. Overnight Retreats shall include meals, indoor/outdoor activities, classroom setting (as coordinated), adequate lodging, and staff (provided by location) for assistance/guidance. Four meals per guest (at least three hot meals) will be provided by the Contractor to include two (2) breakfast, one (1) lunch, and one (1) dinner. At least three (3) activities will be available for all ages and necessary precautions must be taken to ensure safety of all retreat attendees.

1.2.3. Retreat Activities. The Contractor will provide indoor and outdoor activities appropriate for all age groups. These activities will have staff and facilitators present to mitigate risk and ensure the safety of HAFB members and/or families. Contractor will provide the Contracting Officer’s Representative (COR) or HAFB authorized caller(s) with a list of available activities at time of reservation. Day and Overnight Retreats should include at least three (3) different activity time slots occurring at various times during the retreat. Multiple activities shall be provided per time slot. Example activities include but are not limited to: horseback riding, zip lining, ropes course, indoor rockwall, and paintball. Group sporting activities, such as volleyball or basketball, are not acceptable activities. Availability of staff, group dynamics, inclement weather, and other unforeseen circumstances may affect available activities.

1.2.4. Retreat Facilities and Lodging. The facility must be able to accommodate a maximum of 40 attendees (adults and children) for Day and Overnight Retreats. The retreat facility must be safe, well maintained, and sanitary. Air conditioning/heating/ventilation is preferred for facilities, lodging, and for any indoor activities/meals. Facilities must be able to pass all health, fire and safety inspections. The facility shall have handicap accommodation.

1.2.4.1. When inclement weather is a concern an indoor space shall be available to attendees necessary to safely accomplish retreat activities.

1.2.4.2. The Contractor shall provide an indoor space appropriate for classroom style training and meetings. When required, this space will be coordinated during scheduling.

1.2.4.3. When lodging is required for Overnight Retreats, an adequate number of rooms, beds, sheets, restrooms, and temperature control (cooling/heating) is required for attendees. Dormitory and open bay style lodging is not acceptable.

1.2.4.3. Meal accommodations shall be made for attendees that have allergies. The COR or authorized caller will inform the Contractor of any food allergies when scheduling a retreat.

1.3. General Requirements:

1.3.1. Retreat Staff. Retreat staff will work with COR and authorized caller(s) to schedule retreats, plan activities, and discuss billing concerns. Staff should be available for attendees during all hours of the retreat. Staff must be present to ensure safety requirements are being met during activities. Staff will be professional and aware of the potential presence of different faith groups attending the retreat. Prior to any scheduled event, chapel will be advised of any attendees with faiths need which might not be easily accommodated. Staff will accommodate lodging needs as well as cook and serve all meals the retreat facility is providing.

1.3.2. Scheduling. Retreats will be scheduled by the COR or designated authorized caller. Retreats will be planned 30 days prior to requested date to avoid scheduling conflicts. The Contractor shall be able to accommodate scheduling requests made 30 days prior to requested date. Retreats may be scheduled 14 days prior to the requested date when the Contractor has determined that availability exists.

1.3.3. Cancellations. Cancellations will be coordinated at least two (2) weeks in advance. HAFB will not be held liable for cancellations that occur due to inclement weather or acts of God. If situations occur which affect scheduled retreats, the COR or designated authorized caller will discuss rescheduling options with the Contractor.

1.4. Deliverables:

1.4.1. Monthly Report: The Contractor shall submit a monthly activity report to the COR and Contracting Officer (CO) by the fifth business day of the following month. This report shall be on Contractor letterhead with the associated contract number. The report must also contain the following information for each event held during that period: date of event, type of event, number of attendees (adult & children), and associate invoice number.

1.4.2. Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office IAW Federal Acquisition Regulation Subpart 42.5. The CO, COR, and other Government personnel, as appropriate, may meet periodically with the Contractor to review the Contractor's performance. At these meetings the CO will apprise the Contractor of how the Government views the Contractor's performance and the Contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be held via telephone or virtual platform and at no additional cost to the Government.

2.0 SERVICE SUMMARY (SS):

SS-1 The Contractor shall accommodate scheduling requests made one month prior to requested date.

1.3.2

No more than 2 unavailability’s per month

SS-2 The Contractor shall provide the requested number of meals, to include hot meals, and shall make accommodations for attendee with food allergies.

1.2.1, 1.2.2, & 1.2.4.3

No more than 2 complaints per month

SS-3 The Contractor shall provide appropriate lodging and facilities for scheduled events.

1.2.4 No more than 1 complaint per month

SS-4 The Contractor shall provide multiple, safe, activities for all ages.

1.2.3

100% of the time

SS-5 Contractor shall submit the monthly report by the fifth business day of the following month.

1.4.1

No more than 2 late submissions per performance period

SS-6 Retreat staff shall be professional and aware of the potential presence of different faith groups attending the retreat.

1.3.1

No more than 2 complaints per month

3.0 GOVERNMENT AND CONTRACTOR FURNISHED SERVICES:

3.1. Government Furnished Items and Services: The Government will not be providing any facilities, equipment, materials, or services for the performance of this requirement.

3.2. Contractor Furnished Items and Services: The Contractor shall furnish everything required to perform the services required. All equipment, materials, and services supplied by the Contractor shall conform to applicable safety and health standards as established in Title 29 of the Code of Federal Regulations Part 1910, Occupational Safety and Health Standards.

4.0 GENERAL INFORMATION:

4.1. Contractor Quality Control (QC) Plan. The Contractor is responsible for Quality Control (QC). The Contractor shall develop QC procedures via a Quality Control Plan (QCP). At a minimum, the plan shall include the following:

4.1.1. Document should be on Contractor letterhead or include Contractor Name, Address, Phone Number & Email.

4.1.2. The Contract Number (located in Block 2 of the SF1449) shall be included.

4.1.3. The plan shall define the role of management.

4.1.4. The plan shall provide an organizational flow chart (can be very simplistic) and identify the individual(s) who will be performing quality control checks.

4.1.5. The plan shall address Contractor's inspection system that will be used to cover the services stated in the Service Summary (Section 2.0) of PWS.

4.1.6. The plan shall identify Contractor's method(s) for:

· identifying defects in the quality of how services are performed:

· identifying how to prevent defects in the quality of service;

· state how founded defect(s) are recorded;

· include preventative measures to preclude recurrence;

· Describe the method for identifying and recording corrective actions taken

· Identifying recording QC inspections conducted

4.1.7. The plan shall address specific tasks of the contract requirement, not just items listed under Section 2.0. If using random and/or periodic performance checks, please outline. Include any written work instructions, procedures, processes or checklists used to meet the contract terms.

4.1.8. The plan shall address how the company recruits and maintains employees to ensure no lapse of service.

4.1.9. Government Review and Acceptance. The initial QC Plan shall be submitted to the CO for acceptance no later than ten (10) days after award. The Government will review the Contractor’s proposed QC Plan, and if found to be acceptable, will provide written approval to the Contractor. If the plan is unacceptable, the unacceptable areas will be identified to the Contractor in writing. The Contractor shall correct the unacceptable areas and submit a revised plan within ten (10) calendar days. The Contractor shall perform required services in accordance with the Government accepted plan to facilitate Government quality assurance processes.

4.1.10. Revision. If the Contractor desires to revise the plan at any time during the life of this contract, the proposed revisions shall be submitted to the CO for review and acceptance. The Contractor shall not implement any revised plan until the Government has accepted the revised plan in writing.

4.1.11. The COR will periodically assess the Contractor's performance through intermittent on-site inspections to ensure services are received not only in accordance with (IAW) the contract/PWS, but also IAW the Contractor's QCP and from any receipt of complaints from base personnel.

Government inspection rates and/or methods may vary throughout the life of the contract to ensure standards are maintained. The Contractor shall be responsible for providing its own QC inspection system, and shall not rely upon the Government's QA program to identify performance defects.

4.2. Hours of Operation: The Contractor shall provide services Monday through Sunday from 8:00 a.m. – 4:00 p.m. for Day Retreats. Overnight Retreats will begin at 8:00 a.m. on the first day and end at 12:00 p.m. on the following day.

4.3. Recognized Holidays: Contractor is not required to perform services on Federal holidays:

4.4. Records Management, Freedom of Information Act (FOIA) and Privacy Act Requirements (March 2020):

4.4.1. Records Management (RM). IAW AFI 33-322, Records Management and Information Governance Program – Records (section 1.3.6) the Contractor shall provide accountability and ensure all records and documents generated during the period of this contract are made available to the Government at all times. Records relating to work that contractors perform are maintained according to AFI 33-322- Records Management and Information Governance Program, Air Force Records Information Management System (AFRIMS RDS), Federal Records Management (https://www.archives.gov/records-mgmt/policy/records-mgmt-language), the Federal Acquisition Regulation, and the Defense Federal Acquisition Regulation Supplement, as applicable. When contractors create data for the government’s use, the contract must identify the background data that contractors must deliver to the government for possible reuse. Before identifying background data that contractors must deliver to the government, program and contracting officers must coordinate with stakeholders. These include records and information managers, historians and other United States Government agencies as appropriate. This is to ensure that all government needs are met, particularly when the data supports new missions or programs. When the background data includes records, the contractor must deliver enough technical documentation to allow the Air Force or other agencies to use the data. Manage all data created for government use or legally controlled by the government according to the records management procedures in this instruction.

4.4.2 Freedom of Information Act (FOIA) and Privacy Act (PA). The Contractor shall comply with DoDM 5400.7_R, DoD Freedom of Information Act (FOIA) Program, DoD5400_7-R_AFMAN33-302, Freedom of Information Act Program, and AFI 33-332, Air Force Privacy and Civil Liberties Program. These regulations set policy and procedures for the disclosure of records to the public and for marking, handling, transmitting, and safeguarding Personally Identifiable Information (PII) material.

4.4.3 Contractor Records. The Contractor shall maintain all government records IAW AFI 33-322, Records Management and Information Governance Program – Managing Records (Chapter 3), in order to support the COR who is responsible for all lifecycle record management and all duties assigned to the organization's Record Professional (RP) (Tier-1 (T-1)). [AFI 33-360, Publications and Forms Management, Table 1.1 outlines description of the authorities for T-1.]

4.5. Controlled Unclassified Information (CUI): Any information transmitted by the Government or stored by the Contractor in performance of this contract that is considered CUI shall be marked accordingly. Examples of CUI can be found at https://www.archives.gov/cui/registry/category-list. According to the aforementioned website, some examples of CUI are “material and information relating to, or associated with, the acquisition and procurement of goods and services, including but not limited to, cost or pricing data, contract information, indirect costs and direct labor rates.”

Attachment 1 – Appendix A