Performance Work Statement.pdf

PERFORMANCE WORK STATEMENT FOR FAMILY RESILIENCY

RETREAT

1. DESCRIPTION OF SERVICES: The 688 CW Chaplain Corps has a requirement for one nonpersonal services as described in this PWS. Each requirement is for up to 21 adults and up to 22 children, plus two (2) Chaplain Corps Staff, 12 Rooms for two (2) nights. Provide family-oriented recreational activities, team building facilities, Breakfast, Lunch, Dinner Meals, and conference rooms to accommodate guests for activities. Tables and seating for adults and children, audio visual equipment for presentations, changing tables, and highchairs, etc. Breakfast, Lunch, and Dinner Buffet in the conference rooms. All included in the price of the nightly room. The accommodation must be smoke free family friendly resort.

1.1 The 688 CW Chaplain Corps provides specialized forms of support services for Active Duty and Reserve members and their eligible dependents. These service personnel are enabled to develop personal and spiritual resources and to grow toward increased functional ability, mental toughness, spiritual maturity, and acceptance of responsibility. Personnel are helped to resolve personal and professional concerns to be of greater useful service in their military occupations and relationships.

The primary form of ministry the Chaplain Corps uses is a retreat format. Retreats are held at civilian site to remove participants from the pressures and entanglements of daily life.

2. DATES AND TYPE OF RETREAT: Dates range from availability.

• 14-16 August May 2026 – Family retreat (21 Adults, 22 Children + 2 Chaplain Corps Staff, 12 Lodging Rooms

Regarding alternate dates, the Government may have to re-schedule a retreat due to unforeseen circumstances. The Government reserves the right to re-schedule at no additional cost to an alternate date providing at least 30-90 days’ notice is given to the Contractor in writing. The Contractor shall offer new dates for the rescheduled retreat. The government will not be held liable for individual room charges.

3. LODGING: The Contractor shall provide lodging for two (2) nights for the dates listed above. The lodging rooms will be available for check-in by 4:00 p.m. on the Friday, and check-out will be at 11:00 a.m. on the Sunday of each requirement.

3.1. Family Retreat Lodging: The Contractor shall provide 10 rooms with double queen beds for 40 participants and 2 rooms with double queen beds for Chaplain Corps Staff, total rooms 12:

The participant and Chaplain Corps Staff rooms shall be able to accommodate at least family of four (4) and have two king or queen size beds with an additional option of a sofa bed. Each unit shall have a shower, tub, refrigerator, a safe and access to a microwave.

4. LOCATION: The venue shall be within 120 miles of the Lackland Air Force Base as to accommodate traveling families from their workplaces and residences to attend the event.

4.1. The venue shall be located less than two hours from Lackland Air Force Base, striking a necessary balance. It is distant enough to allow participants to disengage from work-related stress but close enough to facilitate a rapid return in case of an official recall or emergency.

PERFORMANCE WORK STATEMENT FOR FAMILY RESILIENCY

RETREAT

6. MEETING SPACE: The Contractor shall provide at a minimum, two clean/sanitized meeting rooms to accommodate a minimum of 45 participants with audio visual support 15 August 2026 on Saturday. The audio-visual support will include power cords, projection screen, audio support and onsite technical support for the meeting room. One (1) meeting room with be for childcare and one will be for adult conferencing. The meeting room shall be on the same property as the lodging and no more than a five (5) minute walk from lodging.

6.1 The adult meeting room shall have seasonal air conditioning. Water, coffee, assorted coffee creamers, snacks, notepads, and pens shall be provided each day in the meeting room to accommodate the number of participants in accordance with paragraph two (2). Venue shall provide visible signage on display mediums with event information.

6.2 Family Retreats: The Contractor shall provide at least ten (10) round tables with the ability to seat six (6) individuals at each table with black or white tablecloths. There shall be six (6) chairs placed around each table. There shall be two (2) long tables for materials. All participants shall be able to have an unobstructed view of the front while seated.

6.3 The child meeting room shall have seasonal air conditioning, water, snacks for children, access to a bathroom or close to bathrooms for infant and toddler care. The room shall have the ability to separate babies from toddlers, to prevent unforeseen accidents. Video and audio equipment DVD compatible to watch movies. Other entertainment options such as streaming i.e. Netflix, Hulu, etc. will suffice and meet the requirements of the children’s conference room.

6.4 Childcare: The Contractor shall provide at least ten (10) round tables with the availability to seat six (6) individuals at each table with tablecloths. Four (4) Highchairs and Changing tables. There shall be two (2) long tables for children’s entertaining materials. All children shall be able to have adequate space to be entertained.

7 MEALS: The contractor shall provide (5) meals for each for adult and children’s participants. Meals shall consist of the following:

7.1 Two (2) Catered Breakfast buffets prepared onsite to ensure quality and freshness on Saturday and Sunday served the group.

7.2 Meal vouchers for one (1) lunch, and two (2) dinners for each family. Food quality shall be equal to the commercial market meal value and priced to accommodate the size of each family. The Contractor shall provide meals in a room separate from the meeting area and/or shall provide each participant meal vouchers or certificates to be used at restaurant(s) on property. The contractor shall support specific dietary requirements and restrictions as requested (e.g., Vegetarian, Vegan options, food allergies) prior to the event start by the event leader.

8 RECREATIONAL AND TEAM-BUILDING FACILITIES: The Contractor shall provide on-site, family-oriented recreational facilities and activities capable of accommodating 23 adults and 22 children (ranging in age from toddlers to teenagers). The provided facilities must support the retreat’s objectives of enhancing family resiliency, spiritual maturity, and team-building.

• Aquatic/Recreational Amenities: Access to on-site aquatic facilities (e.g., temperature-controlled pools, splash areas, or equivalent water-based recreation) suitable for all age groups.

• Team-Building Infrastructure: Access to on-site activities, spaces, or structured programs that facilitate group problem-solving and physical engagement.

• Family Bonding Activities: Diverse, age-appropriate entertainment options available on the premises to allow for unstructured family bonding time outside of formal curriculum hours.

• Group Rally Point: A designated, reserved staging area (e.g., a pavilion, reserved seating section, or hospitality room) near the primary recreational amenities to allow for group coordination and a centralized resting space.