ATTCH_1_SOW.pdf

AFSOC CARE SUMMIT

Hurlburt Field, Florida

CAO 26 January 2018

1. DESCRIPTION OF SERVICES: The contractor shall provide 4-star hotel or deluxe resort type quality with water access, preferred lodging in accordance with paragraph 1.4, meeting rooms in accordance with paragraph 1.2, meals provided throughout the retreat. The location of the resort or hotel shall be within 45 miles of Hurlburt Field, Florida.

1.1 The contractor shall provide lodging, meals and meeting rooms for the dates of 03 June 2018 through 08 June 2018 for the number of participants noted in paragraph 1.5. The contractor shall review paragraph 1.5.3. Definitive participants for confirmation on the number of participants for the retreat.

1.2 Meeting Rooms: The contractor shall provide the following for meeting rooms for the retreat: (1) large general session meeting room for adults, (3) breakout rooms with audio visual support, tables, and chairs for the number of adult participants, and (2) meeting rooms for children ages 0-2 and ages 3-5, and (2) meeting rooms for children ages 6-11 and ages 11 and up in accordance with paragraph 1.5, and for the following times:

Monday 12:00 p.m. – 10:00 p.m.

Tuesday 7:00 a.m. – 8:00 p.m.

Wednesday 7:00 a.m. – 8:00 p.m.

Thursday 10:00 a.m. – 8:00 p.m.

Friday 7:00 a.m. – 11:00 a.m.

1.2.1 The audio visual support shall include: power cord, projection screen, projector cart, iPod audio-in jack, house sound and onsite technical support for all meeting rooms.

1.2.2 Child Care Rooms: The contractor shall provide (2) childcare rooms during the period of performance. This shall be located near the meeting rooms for training.

1.2.3 The contractor shall provide at least (2) fire pits for two of the event nights at no additional cost. The contractor shall coordinate with the Government POC with seating for at least 24 to accommodate evening group discussions.

1.2.4 The contractor shall coordinate with the Government POC prior to the scheduled event, and include each meeting room name and location for the event itinerary.

1.3 Meals: The contractor shall provide (9) meals for each participant: (3) breakfasts, (3) lunches, and (3) dinners, and hors d’oeuvres. For example, full hot breakfast buffets, lunch buffets, and dinner buffets. All meals shall include vegetarian and non-vegetarian options and take into consideration any other allergies/dietary restrictions. The contractor shall coordinate with Government POC on meal selection.

1.3.1 Coffee, juice, water, fresh fruit, and snacks will be provided in all meeting rooms during use.

1.4 Lodging: The contractor shall provide the number of lodging rooms on the given dates listed in paragraph 1.1. Lodging for families must have a separate room or area for the children which can sleep up to 4. For families with 4 or more children, lodging rooms shall have 3 separate bedrooms from the main living area. For families with 3 or less children, lodging rooms shall have 2 separate bedrooms from the main living area. For couples without children or single attendees, lodging shall be a studio room. Lodging rooms shall be available for check-in at 3:00 p.m. on Monday, 03 June 2018 and check-out no earlier than 11:00 a.m.

on Friday, 08 June 2018. All lodging shall be in walking distance of meeting rooms.

1.5. Requested Dates and Requirements

Event Title: AFSOC CARE (Caregiver and Resilience Education) Summit

Event Dates: 03 June 2018-08 June 2018

Lodging: 45 rooms

Participants: 110 (60 Adults and 50 Children)

Meeting Rooms:

(1) Large general session room

(3) Adult breakout/meeting rooms

(2) Childcare Rooms; ages 0-2 and ages 3-5

(2) Children training rooms; ages 6-9 and ages 10 and up

1.5.1 Alternate Dates: The government or contractor may have to reschedule the retreat due to unforeseen circumstances. The government or contractor reserves the right to reschedule at no additional cost, to an alternate date providing at least a 5-days’ notice given to the government or contractor in writing. The contractor shall offer new dates for the rescheduled retreat.

1.5.2 Reimbursement/Credit: The government may have unused/vacant rooms due to unforeseen circumstances. The government will be reimbursed the cost of unused/vacant rooms.

1.5.3 Definitive Participants: The government shall provide a confirmation of number of participants on 14 May 2018. All quantities shall be definitive by 21 May 2018.

1.6 Activities: The contractor shall provide daily use of activities to include the following:

tasteful décor, onsite fitness center, swimming pool, spa, whirlpools, cable television, free parking, close proximity to beach/vacation activity areas, and shuttle transportation to local attractions.

1.6.1 Additional Amenities: The following should be available for participants (if fees are applicable, a rate sheet shall be provided; however, this shall not be included in proposal submission): beach chairs and umbrella set-up for two, and bicycles.

2. GENERAL INFORMATION

2.1 Contractor Personnel

2.1.1 Contract Manager: The contractor shall provide an onsite contract manager who shall be responsible for the performance of the work. The name of this person and an alternate or alternates, who shall act for the contractor when the manager is absent, shall be designated in writing to the contracting officer prior to the contract start date. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operations of this contract. The contract manager and alternate/alternates must be able to read, write, speak, and understand the English language.

2.2 Re-performance of Service: When service performed does not conform to contract requirements, or when service was not performed in a specific area, the contractor shall perform or re-perform the service in conformity with contract specifications at no additional cost to the government. Performance or re-performance of these services shall commence immediately upon notification by contracting officer. The contractor shall have a sufficient workforce dedicated to ensure corrections are accomplished before noon the next workday without degradation to normal scheduled services.

2.3 Government Remedies: The contracting officer shall follow FAR 52.212-4(a), Inspection and Acceptance Clause, for contractor’s failure to perform satisfactory services or failure to correct non-conforming services.