Bismarck Marathon Resiliency Retreat PWS - Updated.pdf
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- Attached to
- Bismarck ND Marathon Retreat
- Solicitation number
- FA452826QPB10
About this file
This is a Performance Work Statement for a Resiliency Retreat to be conducted for Minot Air Force Base personnel at the Bismarck Marathon event, scheduled for September 18-20, 2026. The contractor must provide lodging in Bismarck, North Dakota, in close proximity to the marathon start point at 600 E Boulevard Ave. The contractor shall secure a block of 18 guest rooms, each containing two queen-sized or two double-sized beds (minimum 36 total beds), with check-in available by 3:00 p.m. CST on Friday, September 18 and check-out no later than 11:00 a.m. CST on Sunday, September 20. All lodging must be clean, safe, and include complimentary breakfast. The final rooming list will be provided no later than seven days prior to the retreat start date unless mutually agreed otherwise.
The contractor must provide catered meals and meeting space throughout the retreat. On Friday, September 18, a meeting room with capacity for 50 people equipped with podium, projector, and AV system is required from 3:00 p.m. to 10:00 p.m. CST, with a pasta-based dinner for 50 participants from 5:30 p.m. to 7:00 p.m. CST including water, juice, soda, and coffee service. If the hotel cannot provide this meal, the contractor must arrange catering from an outside vendor. On Sunday, September 20, the contractor must ensure all registered participants have access to the hotel's complimentary breakfast. Additionally, the contractor shall register and pay for up to 30 participants for the Bismarck 5K/10K/Half/Full Marathon on Saturday, September 19, with final participant numbers confirmed seven days prior. The contractor must also arrange and cover costs for a dinner for up to 50 participants at Fogão Gaúcho Brazilian Steakhouse Bismarck on September 19 between 5:00 p.m. and 6:00 p.m. CST, with one fountain drink included per participant. The event must be facilitated in an ecumenical environment by Minot AFB Chapel Chaplains, respecting all religious faith groups with no coercion toward any particular denomination. A contract manager fluent in English with full authority for daily operations must be designated in writing to the contracting officer prior to contract start. The government reserves the right to reschedule events with five days' notice at no additional cost; in total cancellation, the government will provide fair and reasonable consideration to the contractor.
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5 BW/HC Bismarck Marathon Resiliency Retreat
Performance Work Statement
Dated: 18-20 September 2026
1. Description of Services. The Contractor shall provide lodging, meals, meeting space, and activities to conduct a Resiliency Retreat for Minot AFB Airmen, Guardians & Family as further identified in the Performance Work Statement. This event shall be facilitated by a
Chaplains from the Minot AFB Chapel. The Chaplain Corps is a religiously distinct component of the military and provides for the free exercise of religion in a pluralistic environment.
Therefore, the contractor shall work in an ecumenical environment sensitive to all participating in the events and abide by all Department of War, Federal laws, rules, and guidelines. The contractor shall be willing to facilitate weekend events for all eligible military personnel and their families. The contractor shall ensure that no coercion to conform a participant to a particular religious denomination or faith group shall be manifested directly or indirectly. Proper respect for all religious faith groups shall be maintained.
2. Airmen Retreats. These events shall include sleeping room accommodation, meals, meeting space, and ministry activities (weather permitting) for the Bismarck Marathon Retreat, 600 E Boulevard Ave, Bismarck, ND 58505, 18-20 September 2026.
2.1. Description of Lodging. The Contractor shall provide lodging in Bismarck, ND, in close proximity to the marathon start point that is clean, safe, and offers a complimentary breakfast.
Check-in: Available by 3:00 p.m. (CST) on Friday, 18 September 2026. Check-out: No later than 11:00 a.m. (CST) on Sunday, 20 September 2026. - The final number of participants will be confirmed no later than seven (7) days prior to 18 September 2026.
2.2. Guest Rooms. The Contractor shall provide a block of 18 rooms, each containing two (2) queen-sized or two (2) double-sized beds, for a required minimum of 36 total beds. A final rooming list will be provided no later than seven (7) days prior to the retreat start date, unless a different cut-off date is mutually agreed upon.
2.3. Meeting Space/General Session Rooms and Catered Meals.
2.3.1. Friday 18 September 2026: Meeting Space (3:00 PM – 10:00 PM CST): A room with a minimum capacity for 50 people, equipped with a podium, projector, and AV system.
2.3.2. Dinner (5:30 PM – 7:00 PM CST): The Contractor shall provide a pasta-based meal for
50 participants, served in the meeting space. Service must include water, juice, soda, and coffee.
If the hotel cannot provide this meal, the Contractor is responsible for arranging catering from an outside vendor (e.g., Olive Garden) and ensuring it can be served in the meeting space.
2.3.3. Sunday 20 September 2026: The Contractor shall ensure all registered retreat participants have access to the hotel's complimentary breakfast.
2.3.4. No other meeting space is needed on 19 September or 20 September.
3. Activities.
3.1. Race Registration. The Contractor shall register and pay for up to 30 participants for the
Bismark 5K/10K/Half/Full Marathon on Saturday, 19 September 2026. The final number of participants will be confirmed no later than seven (7) days prior to 19 September 2026.
3.2. Additional experience. The Contractor shall arrange and cover the costs for a dinner for up to 50 participants at Fogão Gaúcho Brazilian Steakhouse Bismarck on 19 September 2026.
Dinner shall be served between 5:00 PM and 6:00PM CST . The meal shall include one fountain drink per participant. A private dining room is not a requirement.
4. Alternate Dates. The Government may have to reschedule events due to unforeseen circumstances. The Government reserves the right to reschedule an event at no additional cost, if at least a five (5) day notice is provided to the contractor in writing. The contractor shall propose dates for the rescheduled event(s).
5. Cancellation. In the event of total cancellation, the government will provide fair and reasonable consideration to the contractor as deemed appropriate by the specific circumstance. In the event of postponement, the contractor shall work with the Government in good faith to reschedule the event.
6. Contractor Personnel. The contractor shall provide a 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(s) shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract manager and alternate(s) must be able to read, write, speak, and understand the English language.
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