19th LRAFB Marriage Retreat (23-25 Aug 2024)-PWS.pdf

Performance Work Statement 19th AW/HC Marriage Retreat (23-25 August 2024)

1. Description of Services. This is A Firm Fixed Price contract for a resiliency event for active-duty military members and their families by offering overnight couple enrichment in a resort within walking distance of the Hot Spring Convention Center. Sleeping room accommodations, two-day conference space, food and beverage, and hotel services are required. The dates must be from 23-25 August 2024

2. Training Dates/Location. The dates must be from 23-25 August 2024. The location must include two conference spaces accommodating our people with snacks, sweet tea, and water for Saturday morning, Saturday afternoon, and Sunday morning. The setup shall be as follows: The first conference room must accommodate six to eight people per table and be able to accommodate 70 people, and the second will be for childcare services accommodation for 60 children and staff. The conference space must have audio, visuals, and a microphone that enables everyone to see and hear the program within their table location.

The resort facility must accommodate 35 rooms for Friday and Saturday night. Families attending will do late checkout on Sunday. The site must be within walking distance of the Hot Spring Convention Center.

3. Scope of Work. The contractor is responsible for supplying lodging of a AAA 3-diamond rating or higher (or equivalent rating system). The resort facility must accommodate 130 individuals with in-house breakfast, lunch, and dinner catering options. The meals must be buffet-type for children, plated for adults, and served separately from the general public. Meals must be served by hotel staff.

4. Lodging. The contractor shall provide a resort facility to accommodate 35 rooms for

Friday and Saturday night. 25 rooms with a minimum occupancy space of 6 individuals and 10 rooms with a minimum occupancy space of 4 individuals. All coordination and procurement of lodging with central A/C and heating, daily housekeeping, gym, and access to free Wi-Fi. The lodging venue must house a maximum of 130 individuals. A variety of lodging rooms shall be available to meet the needs of larger families, smaller families, couples, and single spouse attendees without children. Any charges to the room for bar tab, room service meals, movies, and/or services is solely chargeable to the guest.

5. Meeting Space. The location must include two conference spaces accommodating our people with snacks, sweet tea, and water for Saturday morning, Saturday afternoon, and Sunday morning. The setup shall be as follows: The first conference room must accommodate six to eight people per table and be able to accommodate 70 people, and the second will be for childcare services accommodation for 60 children and staff. The conference space must have audio, visuals, and a microphone that enables everyone to see and hear the program within their table location.

6. Dining Area and Meals: The resort facility must accommodate 130 individuals with in-house breakfast, lunch, and dinner catering options. The meals must be buffet-type for children, plated for adults, and served separately from the general public. Meals must be served by hotel staff. Meals will be served as follow:

6.1.1. Meal 1 – 24 August: breakfast 0700-0845

6.1.2. Meal 2 – 24 August: lunch 1230-1330

6.1.3. Meal 3 – 25 August: breakfast 0700-0845

7. Childcare. The contractor shall provide childcare by a licensed provider for 19AW/HC children during all session times: Saturday, 24 August 2024, 0845 – 1245, 1800 – 2215.

Childcare providers must be licensed within the state where services are provided. If alternative dates are required IAW paragraph 8, adjust childcare dates to reflect the weekend required.

7.1 The childcare provider will deliver a physically and mentally active program. Saturday night movie is acceptable but must be approved by the government before showing.

7.2 Childcare providers shall submit a childcare activity plan for the event to the government for approval no later than five (5) business days prior to the event start date.

8. Alternate Dates. The government will provide two projected dates for an event: 20-22

September 2024 and TBD. The government or contractor may re-schedule an event due to extenuating circumstances, to be interpreted based on the principles of reasonableness, fairness, and the specific circumstances impacting contract performance. Examples might include natural disasters, unforeseen government actions, or other significant events beyond the control of the contracting parties. Both parties reserve the right to re-schedule to the alternate date at no additional cost to the government by providing a written notice to the other party at least five (5) business days prior to the event start date.

9. Pre-arrival inspection

9.1. The contractor shall permit inspection of the premises by the customer in accordance with Federal Acquisition Regulation (FAR) Subpart 46.4, Government Contract Quality Assurance and 46.202-3, Standard Inspection Requirements.

9.2. The contractor shall provide reasonable access to the designated areas of work to authorized representatives of the customer for the purpose of inspecting work progress, quality, and compliance with contract requirements. Such inspections shall be conducted at mutually agreed-upon times during regular business hours or as otherwise specified in the contract, to occur no later than 20 business days prior to execution of the contract.

9.3. The contractor shall ensure that all necessary arrangements are made to facilitate efficient and effective inspections, including but not limited to providing advance notice of any access restrictions or safety requirements. The contractor shall cooperate fully with the customer's inspectors and promptly address any deficiencies or discrepancies identified during inspections.