FA252125QB135 PWS AFTAC 25 Jul 25.pdf

PERFORMANCE WORK STATEMENT

AFTAC CHAPLAIN CORPS MARRIAGE RETREAT SUPPORT SERVICES

AFTAC Chaplain Corps Single Airman Retreat

Revised

25 Jul 25

1. Description: AFTAC Integrated Resiliency Team/Chaplain Corps conducting weekend-long (from Friday to Sunday) AFTAC Chaplain Corps Marriage Retreats to provide military couples and Single Airman Retreat with transformative experience through dynamic seminars in a relaxing environment.

1.1 Scope of Work: The contractor shall furnish lodging accommodation for AFTAC Integrated Resiliency Team/Chaplain Corps conducts weekend-long (from Friday to Sunday) AFTAC Chaplain Corps Marriage Retreats to provide military couples with transformative experience through dynamic seminars in a relaxing environment.

AFTAC Chaplain Corps Single Airman Retreat conducting a weekend-long (from Friday to Sunday) single retreats to provide military Airman with transformative experience through dynamic seminars in a relaxing environment.

1.2 Experience Requirements: The contractor shall have experience in event planning, Hospitality Management and managing large groups/events in providing hotel lodging for small and large groups consisting of adults/ or children.

1.3 Blanket Purchase Agreement (BPA): Providing single and double occupancy hotel/or rooms reservations for a specified number of rooms and beds for a specified period when called for by the Contracting Officer or designated representative.

1.4 Contracting Officer (CO) Authority: The Contracting Officer is the only person authorized to approve any of the requirements under this BPA and not withstanding any provisions contained elsewhere in this BPA. The said authority remains solely with the Contracting Officer. In the event the contractor effects any such change at the direction of any person other than the Contracting Officer, the changes will be considered to have been made without authority and no adjustments will be made in the BPA price to cover any increase in cost incurred as a result thereof.

1.5 Contractor Additional Requirements: The contractor shall complete the following additional requirements: System for Award Management (SAM). The contractor shall have an active registration in the SAM (www.sam.gov) and maintain an active registration for the duration of the BPA Period of Performance (POP). The awardee shall provide yearly documentation to the Contracting Officer.

1.5.1 Contracting Officer on or before the award date (month and day) showing their active status in SAM. Failure to retain an active registration will prevent the government from using the BPA, cause delayed payments, and up to a unilateral cancellation of the BPA by the Government.

1.52 If a contractor is to change ownership, they shall provide a written notice to the Contracting Officer within sixty (60) calendar days or greater before ownership changes. This documentation http://www.sam.gov/ shall include all necessary information such as the new owner, change in Cage Code/Unique Entity ID, etc. if this information is not received within the timeframe can result in the BPA to be suspended and/or unilateral cancellation by the government.

1.6 Administrative Authority: This BPA shall be administered by 45 CONS Contracting Squadron (45 CONS/PKBB) identified on block 9, page one (1) of the BPA.

Contractual problems, of any nature, which might occur during the life of the BPA must be handled in conformance with very specific public laws and regulations (e.g. Federal Acquisition Regulations), must be referred to the Contracting Officer for resolution.

Only the Contracting Officer is authorized to formally resolve such problems. Therefore, the user and contractor are hereby directed to bring all such contractual problems to the immediate attention of the Contracting Officer.

Any request for BPA changes/modifications shall be submitted to the Contracting Officer in writing.

All correspondence concerning this BPA, such as requests for information, explanation of terms and conditions, and BPA interpretations, shall be submitted to the Contracting Officer.

1.7 Authorized Callers: The individual or individuals designated in writing to the contractor as being authorized to assign lodging, place calls, and make advance reservations for lodging. The written designation must be issued and executed by the Contracting Officer.

1.8 Period of Performance (POP): The effective POP of this BPA is defined in Section 9.8 Deliveries or Performance. The POP can be reduced to a shorter POP determined best to meet Government needs or be extended up to six months at any time by the Contracting Officer Such changes shall be documented via a bilateral modification to the Contractor

The Government retains the right to cancel/end the BPA at any time for any reason with a written thirty (30) day calendar notice to the contractor stating when the agreement will be cancelled/ended.

This will be executed via unilateral modification.

1.9 Automatic Cancellation Provisions: If cancellation does not take place before the designated time, the contractor reserves the right to charge the government the per-diem room rate for that night only, not the duration of the stay.

In case of overbooking, personnel will be transported to, and accommodated in, another commercial lodging facility of equal quality at no additional expense to the government.

1.10 Methods of Payment: Contractor shall submit their invoice in WAWF in accordance with in accordance with DFAR 252.232-7006 Wide Area Workflow Payment Instructions (Jan 2023).

1.12 Room Rates: All room rates shall be in accordance with General Services Administration GSA) authorized Per Diem Rates for local area of the hotel/resort or lower that is offered to the general public at the requested times and shall be tax exempt. GSA Per Diem Rates can be found at gsa.gov.

Tax Exemption: AFTAC is a federal government entity, and such is exempt from all local, state, and federal taxes, including but not limited to sales taxes and lodging taxes. Any charges or invoicing that includes taxes shall be disputed/declined by the Government.

Charges for incidental products or services, movie rentals, food, drinks, room service, pet charges, laundry, dry cleaning, etc. are not authorized to be charged to the Government. The Commercial Lodging facility is responsible to secure payment of incidental or other charges at the time of check-in/check-out by a cash or credit card deposit of one or more of each room’s occupants.

Problems or questions concerning the correct charge for the BPA room rate should be settled between the contractor and contracting officer or the designated representative. Problems or questions concerning the correctness of other items on the bill (phone calls, food, drinks, laundry and dry cleaning, and number of days in the room) should be settled between the contractor and the traveler in accordance with Florida Innkeeper Laws.

Additional Charges: No additional charges may be added to this Blanket Purchase Agreement (BPA) by conference attendees including room service, additional food, and beverages to include alcohol, and souvenirs.

Damages: Government shall not be held liable for any room or other damages by attendees to hotel property. All damages shall be charged to the individual.

1.13 The Quality Assurance Personnel (QAP): shall review compliance with BPA terms. All findings of incomplete or unsatisfactory performance will be recorded, verbal notice given, and confirmed in writing to the contractor in the form of a Contractor Discrepancy Report. The contractor will reply in writing, giving the reasons for the unsatisfactory condition, the corrective action taken, and the procedures developed to prevent recurrence.

The contractor shall establish and maintain a complete quality control program for the duration of this agreement that is of industry standards or exceeds industry standards and that comply with all local, state and federal regulations.

1.14 The contractor shall provide the following services stated below:

• The AFTAC Chaplain Corps Marriage Retreat hotel/resort shall be within three (3) hours radius of Patrick Space Forces (PSFB), FL.

• The Airman Single Retreat hotel/resort shall be within the Orlando area

• Restaurants within close walking distance from hotel/resort.

• If applicable, the hotel shall be within walking distance of the beach.

• Multiple dining options within 10-mile radius of hotel for off-site date night.

1.15 Hotel Amenities Shall Include:

• On site free breakfast

• Onsite fitness center, pool

• Recreation areas, pools, outdoor recreation activities, and outdoor seating areas.

• If applicable, on-site Spa services. Note: spa services will not be funded on the BPA, services to be paid by induvial guess.

• On-site complimentary parking secure parking estimate can vary from fifteen (15)-seventy- five personnel.

• All rooms shall include mini fridge, iron, ironing board, hairdryer, television, telephone, and WI-FI accessibility.

1.16 Check-In/Check-Out Service: The contractor must provide a check-in/out service on a 24-hour basis, seven days per week. The desk area shall be clean, efficiently designed to process multiple check- ins/outs simultaneously, and sufficiently staffed with trained employees.

1.16.1 Contractor agrees to inform all government personnel assigned accommodation under this agreement of the required checkout time. Checkout time must be prominently posted.

1.16.2 Government personnel, who incur a late check-out charge because of failing to meet the required check out time, do so at their own expense. The government incurs no liability in this instance.

1.17 Telephone And Extra Service: A telephone shall be provided in each room at no charge to the guest. Clear instructions and explanation of toll charges must be prominently displayed. Each room guest shall pay for all toll calls they make. Services provided shall be available 24 hours per day, seven days per week.

1.17.1 All extra services not specified in this statement of work, or not normally included in the room rate, shall be paid by the individual requesting and receiving the extra service.

1.18. Custodial/Sanitation Services: Daily housekeeping services must be provided seven days per week and include, but are not limited to, room cleaning, bed making, changing towels, bathmats, washcloths, linen exchange (as required), adequate quantities of amenities (soap, shampoo, etc.), sanitized drinking glasses, facial tissues, and emptying trash receptacles.

1.19 AFTAC Chaplain Corps Marriage Retreat Itinerary: The contractor shall provide the following services stated below:

Note: the AFTAC Chaplain Corps Marriage Retreat will be a yearly event until otherwise stated.

• AFTAC Chaplain Corps Marriage Retreat Attendees Arrival Friday 15 August 2025 (2:00PM - 8:00PM)

Saturday 16 August 2025 (7:30AM -10:00PM) Sunday 17 August 2025 (7:30AM -12:30PM)

• AFTAC Chaplain Corps Marriage Retreat Attendees Arrival Friday 22 August 2025 (2:00PM - 8:00PM) Saturday, 23 August 2025 (7:30AM -10:00PM) Sunday, 24 August2025 (7:30AM - 12:30PM)

1.19.1 AFTAC Chaplain Corps Marriage Retreat/Banquet Area: Contractor shall provide conference/banquet room with ballroom style setup to accommodate up to 15 couples to accommodate five (5) round tables with the ability to seat eight (8) individuals at each table conference room table, chairs.

1.19.2 There shall be two (2) long tables for materials for Chaplains to place material and a podium along with 4 easels to include chairs for the presenter and assistant.

1.19.3 The room should be large enough to accommodate group activities for meeting while maintaining ADA compliance and Health & Safety standards.

1.19.4 The meeting space shall be equipped with:

• A/V & Sound system which has wireless microphones.

• Equipped or able to provide a digital projection system including screen(s) visible to all participants.

• The room shall be equipped with a DVD player.

• Shall be equipped with a projector, that must work with a DVD player and government laptop computer windows operated through HDMI input.

• The room shall be equipped with sufficient outlets and power capacity for all equipment.

• The room shall be equipped with dimmable lighting.

• Seminar tables will have a crisp white or soft Air Force blue color.

• Banquet tables will have an ivory, champagne, or soft gold tablecloth with blush

Pink/rose gold or burgundy/wine napkins as one option and a navy blue, charcoal gray, or silver/platinum tablecloth with a crisp white or soft silver/gray or dusty rose/lavender or emerald, green napkins as option two.

• The room should have WI-FI internet access (wired or wireless).

• All participants shall be able to have an unobstructed view of the Chaplain in front while sitting.

• The room should have a dance floor, removable if applicable.

1.20 Babysitting Services: The contractor shall arrange reliable and safe babysitting/childcare services for AFTAC Chaplain Corps Marriage Retreat participants with children.

1.20.1 The babysitter/care giver shall have comprehensive background checks (including criminal history and sex offender registry checks) and possess current certifications in First Aid, CPR (including infant and child CPR), and AED.

• The background checks shall not be an additional cost to the government.

• Documentation of these checks and certifications shall be provided prior to the start of the retreat(s).

• The contractor shall establish a secure check-in/check-out System for child pick-up.

1.21 Children Room Area: Contractor shall provide conference/meeting room(s) with ballroom style setup for age-appropriate groups, ranging from eighteen months (18 months) to twelve (12) years old a minimum of twenty (20) children.

• The government shall provide activities and games.

• The room shall be large enough to accommodate age-appropriate group activities, while maintaining ADA compliance and Health & Safety standards.

• The room shall be secured with doors that can be locked/controlled from the inside, not easily accessible to the general public.

• The room shall have sufficient room for various activities (active play, quiet time, eating, sleeping/napping) without overcrowding.

• The room shall be childproof for appropriate age groups.

• Pre-package refreshment, lunch and dinner shall be serviced in the same location.

1.22 Refreshments: Light snacks shall be provided for breaks which include fruit and pre-packaged snacks (i.e. granola bars, chips, etc.) for both couples and children.

1.23 During breaks specified above, the contractor shall provide water, coffee, hot water, and tea bags shall be provided in close proximity to the meeting rooms.

1.24 Menu: Contractor shall meet and review the menu for final approval from the Contracting Officer prior to finalizing the menu. All meals shall include a gluten-free option, a vegetarian option and a non-vegetarian option.

1.24.1 Lunch/Dinner: Contractor shall provide the buffet style meal options for lunch, dinner, and banquet to consist of:

• Chicken

• Beef

• Fish

• Vegetarian

• Gluten-free option

• Dessert

• Coffee/tea/water

• Friday Dinner, in AFTAC Chaplain Corps Marriage Retreat conference room in accordance approve menu

• Saturday Lunch, in AFTAC Chaplain Corps Marriage Retreat conference room in accordance approve menu

• Saturday Banquet, in AFTAC Chaplain Corps Marriage Retreat conference room in accordance approve menu

1.25 DJ Services: Shall DJ shall experience in providing the following services:

• DJ for religious AFTAC Chaplain Corps Marriage Retreat.

• The DJ shall adhere to a professional dress code suitable for the event

• DJ shall maintain a courteous and respectful demeanor when interacting with attendees, the chaplain, and venue staff.

• DJ setting the ambiance by playing appropriate soft, romantic, or upbeat background music as couples arrive and find their seats.

• DJ to motivate couples to join the dance floor with popular dance tunes, a mix of genres to appeal to different tastes (pop, R&B, country, classic rock).

• DJ shall have experience in managing clean pop music events with no profanity speaking or music, including song selection

• DJ shall avoid songs about heartbreak, infidelity, divorce, or any negative aspects of relationships.

• DJ shall demonstrate versatility across genres (e.g., classic love songs, appropriate pop, R&B, country, swing) while strictly adhering to the "clean content" and "positive theme" filters.

• DJ shall play only music that contains clean edits and lyrics, free from profanity, vulgarity, explicit sexual references, or highly suggestive content.

• DJ shall provide a finalized customized playlist to Contracting Officer for approval prior to start of retreat.

2. AFTAC Chaplain Corps Single Airman Retreat Itinerary: The contractor shall provide the following services stated below:

Note: the AFTAC Chaplain Corps Single Airman Retreat will be a yearly event until otherwise stated.

Note: dates and times are tentative may change.

• AFTAC Chaplain Corps Single Airman Retreat Attendees Arrival Thursday 4 September 2025 (Time to Be Determined)

Sunday 7 September (Time to Be Determined)

• AFTAC Chaplain Corps Single Airman Retreat Attendees Arrival Thursday 11 September 2025 (Time to Be Determined) Sunday 14 September (Time to Be Determined)

2.1 AFTAC Chaplain Corps Single Airman Retreat Conference/Meeting Area: Contractor shall provide conference/banquet room with ballroom style setup to accommodate up to 80 - 100 people to accommodate round tables with the ability to seat eight (8) individuals at each table conference room table, chairs.