Statement of Work 2 - MXG Family Retreat Mar 2020.pdf

STATEMENT OF WORK

509th Maintenance Group Chaplain Corps

True North Strong Family Structure Retreat

Dates: March 20-22 2020

This is a request for a Firm Fixed Price type contract for sleeping room accommodations, conference space, audio-visual equipment, food, beverages, hotel services, and one kid-friendly family activity (such as indoor ropes course, indoor waterpark, indoor laser-tag, or indoor obstacle course).

The period of performance for this requirement will be March 20-22 2020.

Requirement: The hotel shall accommodate 15 sleeping rooms and 2 meeting spaces (or 1 meeting space that can be divided with a wall into 2 meeting spaces), which must be housed in the same facility as the sleeping rooms. The hotel also shall provide all requirements specified for the Strong Family Structure Retreat needs below. Additionally, the hotel must provide audio-visual equipment, meals, beverages, and at least one kid-friendly family activity on-site or within 5 miles from the hotel.

CLIN: 0002 MXG Strong Family Structure Retreat

Guest Rooms 15 rooms per night with check-in on Friday, March 20, 2020 and check-out on Sunday, March 22, 2020 Friday 15 rooms Saturday 15 rooms Sunday Group Checks Out

Guest rooms must accommodate family size up to 4-6 persons. A rooming list may be provided and/or individuals may call-in their own reservations by a cut-off date of no more than 2 weeks prior to the program unless another mutually agreed upon reservation cut-off date has been established. Internet connectivity is a requirement for the conference room as needed for presentations. Access to a fitness room, while not a requirement is an added value.

CLIN 0002 shall not be priced or awarded on the subsequent contract.

Meeting Space Hotel will provide one (1) podium/standing lectern and audio-visual equipment to include, but not limited to, projector, cart, screen, sound system and a microphone. The first meeting space is to accommodate estimated 30 adults for seminars and the second meeting space is to accommodate estimated 30 children for childcare during the adult seminars. A large meeting space that can be divided into two spaces with a wall also meets this requirement. Both meeting spaces are to have tables with 6 people per table, without pillars or other structures that may obstruct the view of presentations. The first meeting space for adult seminars shall accommodate a head table for 3 people and a standing lectern to the side of the screen projection, a staff table in the back of the room, and a table in the front for audio-visual equipment. Both rooms shall be available starting on Saturday, March 21, 2020 at 8:00 a.m. until Sunday, March 22, 2020 at 12:00 p.m. 24-hour hold on meeting space is required. Wireless and/or wired internet connectivity is required in both meeting spaces.

Registration Area Registration area must be large enough to accommodate 1 standard 6ft table and must be part of the meeting room. The registration area shall be available on Saturday, March 21, 2020 at 8:00 a.m.

Audio Visual Requirements The 509th Maintenance Group Chaplain Corps / True North needs audio-visual equipment for this event. The 509th Maintenance Group Chaplain Corps / True North will provide their own laptop but screen, projector, sound equipment must be provided by the hotel for both meeting spaces.

Food and Beverage Breakfast will include a full service-sit down meal served on March 21 & 22, 2020 between 7:30 a.m. and 9:00 a.m. Lunch will be a full service-sit down meal on March 21, 2020 between 12:00 pm and 2:00 p.m. Special dietary needs (i.e. vegetarian or gluten free) should be available with a special request made by the 509th Maintenance Group Chaplain Corps / True North 1 week before the event.

Coffee, tea, water and juice should be available to attendees during their stay. Access to these beverages should be in both meeting spaces or at a regular beverage station available to guest if it is within close proximity.

Snacks consisting of such things as granola bars, cookies, bananas, oranges, apples or other fruit being provided in both meeting spaces at all times is an added value.

Food and beverage pricing must include service charges, labor fees, union labor fees and any other applicable fees.

Location The venue location must include at least one kid-friendly family activity on-site or within 5 miles from the hotel for families to spend quality time together. In addition, the venue location must be within a 100 mile radius of Whiteman Air Force Base.

Kid-Friendly Family Activity Kid-friendly family activity may include, but not limited to, indoor ropes course, indoor waterpark, indoor laser-tag, or indoor obstacle course on-site or within 5 miles from the hotel. A standard hotel or motel pool size will not suffice for the kid-friendly amenity due to the number of families attending the Strong Family Structure Retreat. Cost of the activity must be included within the Firm Fixed Price.

Check-Out Check-out will be on March 22, 2020 at 12:00 p.m. The hotel will hold luggage in a secure location if attendees choose to stay in the location beyond the 12:00 p.m. check-out time.

Other Requirements Offer and provide terms of cancellation including all potential associated costs. Include possible damage fees that may be incurred.