Draft SOW True North Family Retreat.pdf

Statement of Work Travis Air Force Base

True North Family Retreat 08-10 August 2024

1. General Description of Services

a. This retreat aims to support the military families of the 821st CRG, 60th MXG, and 60th MSG by providing a structured yet relaxing environment aimed at improving relationships and family dynamics amidst the unique challenges of military life. The retreat will feature activities to bolster family ties and overall quality of life, facilitated by the contractor, who will provide comprehensive services, including lodging, food, venue accommodations, and entertainment.

2. Scope of Work

a. To organize a retreat for up to 60 military families for a maximum of 300 people of the 821st CRG, 60th MXG, and 60th MSG from 08-10 August 2024, aimed at strengthening family bonds and improving dynamics amidst the unique challenges of military life.

b. Services Required

i. The contractor shall be responsible for providing a full range of services including lodging, catering, conference facilities, a space for childcare, and entertainment, ensuring a conducive and supportive environment for the participating families.

1. Lodging

a. Provision of 60 Family Suites for a maximum of 300 people as follows:

b. 60 suites with two queen-size beds and a full-size sleeper sofa, accommodating 6 people each.

c. Amenities: Each suite must include a complete bathroom, semi-private living space, television, and internet access.

2. Food and Beverage Services

a. The contractor is tasked with providing comprehensive meal and beverage services throughout the duration of the retreat, adhering to the following detailed requirements to cater to the diverse dietary needs and preferences of up to

300 attendees. A total of 5 main meals, 1 snack, and continuous access to a variety of beverages are required.

i. Detailed Meal Schedule and Requirements

1. Day 1 Dinner

a. Components: The meal must feature a minimum of two different entrees, accompanied by an appetizer, sides, and dessert options.

b. Beverages: A selection including water, iced tea, lemonade, coffee, and a variety of soft beverages.

c. Dietary Accommodations: Provision must be made for vegetarian options and alternatives for attendees with food sensitivities.

2. Day 2 Breakfast

a. Components: Breakfast shall include at least two types of egg or meat entrees, along with pastries and fruit options.

b. Beverages: Availability of water, iced tea, lemonade, coffee, and hot tea.

c. Dietary Accommodations:

Vegetarian options and alternatives for food sensitivities must be provided.

3. Day 2 Snack

a. Components: An assortment of cookies and brownies (with nut-free options), fresh fruit, granola bars, along with a selection of fresh juices.

b. Beverages: Freshly made coffee, teas, water, and an assortment of soft beverages.

c. Dietary Accommodations: Include alternatives suitable for vegetarians and those with food sensitivities.

4. Day 2 Lunch

a. Components: The lunch should comprise at least two main course options, an appetizer, sides, and dessert.

b. Beverages: A variety of beverages including water, iced tea, lemonade, coffee, soft drinks, and hot tea.

c. Dietary Accommodations: Ensure the availability of vegetarian options and alternatives for attendees with food sensitivities.

5. Day 2 Dinner

a. Components: Dinner must include a minimum of two entree choices, along with an appetizer, sides, and dessert.

b. Beverages: Provide water, iced tea, lemonade, coffee, and a selection of soft beverages.

c. Dietary Accommodations:

Vegetarian options and alternatives for those with food sensitivities must be available.

6. Day 3 Breakfast

a. Components: Breakfast shall offer at least two types of egg or meat-based entrees, complemented by pastries and fruit.

b. Beverages: Ensure the availability of water, iced tea, lemonade, coffee, and hot tea.

c. Dietary Accommodations: Include vegetarian options and alternatives for attendees with food sensitivities.

c. Compliance and Standards

i. The contractor is expected to adhere strictly to high-quality standards in food preparation and service, ensuring all meals are prepared in a clean and safe environment. Food items must be fresh and properly handled to meet health and safety standards. All dietary accommodations should be clearly labeled and segregated as necessary to avoid cross-contamination.

ii. The contractor must work closely with the event organizers to confirm the number of attendees requiring special dietary accommodations well in advance of the retreat start date, ensuring adequate preparation and availability of alternative meal options.

d. Conference Space and AV Support

i. Facilities: Conference space to accommodate up to 300 people, equipped with tables, chairs, and necessary AV equipment including a video projector, projection screen, sound system, handheld microphone, and connectivity for a portable laptop via VGA port.

ii. Technical Support: A technician must be available on-site for setup and troubleshooting of the audio-visual system throughout the retreat.

e. Entertainment and Leisure Activities

i. Daily passes for each family for hotel entertainment options, which should be included in the lodging package without additional charges.

ii. Complimentary parking for all attendees.

f. Conference Space and Childcare

i. The conference space must accommodate up to 100 children for childcare services provided by an external vendor during the event. The resort will not offer childcare; a licensed childcare provider will be contracted to supply necessary materials and oversee the children's care. The family retreat center is solely responsible for providing the space.

g. Reimbursement and Credit for Unused Services

i. Should there be unused or vacant rooms due to unanticipated events, the contractor must provide a reimbursement or credit option for the government, applicable towards future bookings or services.

3. Contractor Responsibilities

a. Contract Management

i. The contractor must appoint a contract manager to oversee the execution of all services, providing the contracting officer with the name and contact information of this individual and any alternates.

ii. Quality Assurance

1. Ensure all services meet the specified standards and are executed as per the agreement. Non-compliance or service failures must be addressed promptly at no additional cost to the government.

iii. Flexibility and Adaptability

1. Be prepared to adjust services as needed to meet the dynamic needs of the retreat and its participants.

iv. Compliance and Reporting

1. The contractor is required to comply with all Department of the Air Force instructions, as well as any local, state, and federal regulations applicable to the services provided. Regular reports and updates shall be provided to the contracting officer, especially in the event of any changes or adjustments to the services.

4. Conference Itinerary:

a. The itinerary outlined below is designed for the True North Family Retreat and serves as a structured framework for event planning and execution. Please note, the schedule is intended for guidance purposes and may be subject to modifications to better serve the retreat's objectives and participants' needs.

i. Detailed Itinerary

1. Day 1 - Arrival and Introduction

a. 15:00 - 16:45: Participant Check-in and Registration.

Attendees are welcomed and settled into their accommodations.

b. 17:45-1845: Dinner & Evening Session - An introductory session to welcome the families, outline the retreat's objectives and foster initial connections among participants and a communal dinner providing a variety of entrees, sides, and desserts, followed by a session aimed at deepening family bonds.

c. 18:45 - 21:00: Official End of Day's Activities - Families may retire to their accommodations or enjoy the hotel's entertainment options.

2. Day 2 - Engagement and Bonding

a. 08:30 - 10:30: Breakfast & Morning Session - Start the day with a nutritious breakfast and a session designed to engage families in meaningful conversations and activities.

b. 10:30 - 12:30: Family Time - A period allocated for families to engage in personal or organized activities, fostering individual family bonding.

c. 12:30 - 14:00: Lunch & Midday Session - A lunch session that includes a variety of meal options, followed by a workshop focusing on enhancing communication and relationship skills within families.

d. 14:00 - 18:30: Extended Family Time - Additional time for families to explore retreat facilities, participate in activities, or simply relax together.

e. 18:30 - 21:00: Dinner & Evening Session - Another opportunity for communal dining and an evening session focused on reinforcing the day's learnings and experiences.

f. 21:00: Dismissal - Conclusion of scheduled activities, with free time for families to enjoy as they wish.

3. Day 3 - Conclusion and Departure

a. 08:30 - 10:30: Breakfast & Closing Session - A final gathering for breakfast followed by a session to summarize the retreat, share experiences, and discuss applying the insights gained to everyday life.

b. 11:00: Check-out and Departure - Families check out of their accommodations and depart from the retreat, taking with them the strengthened bonds and memories created.

5. General Information

a. Contract Manager.

i. The contractor must offer a contract manager who is responsible for overseeing the completion of the work. Prior to the contract's start date, the contracting officer must receive in writing the name of this individual and any alternate(s) who will act on behalf of the contractor in the manager's absence. The contract manager or substitute shall have complete power to represent the contractor in all aspects pertaining to the daily operation of this contract. The contract manager and any alternates must be proficient in reading, writing, speaking, and comprehending the English language.

ii. Re-performance of Service. When a service performed does not adhere to contract criteria or when a service was not done in a certain location, the contractor must perform or re-perform the service at no additional cost to the government. The execution or re-performance of these services shall begin immediately following the Contracting Officer's notification. The contractor must allocate a sufficient number of personnel to ensure adjustments are completed before noon on the next weekday without degrading regularly scheduled services.

iii. Government Remedies. The contracting officer must adhere to FAR

52.212-4(a), Inspection and Acceptance Clause, if the contractor fails to perform satisfactory services or fails to correct nonconforming services.