2nd_Chapel_Retreat_SOW_clean.docx

STATEMENT OF WORK

Grand Forks AFB Resiliency Retreats

1. DESCRIPTION OF SERVICES: The Contractor shall provide lodging, meals, meeting spaces, and recreational activity opportunities for the dates and number of participants noted in the corresponding paragraphs. The location of the lodging and meeting facility shall be at minimum sixty (60) miles and maximum three hundred thirty (330) miles from Grand Forks Air Force Base (AFB), North Dakota and be located in the United States. Total commute time from Grand Forks AFB to the lodging and meeting facility shall be less than five hours under normal driving conditions. Due to events being a retreat and to enable participants use of outdoor and indoor recreational areas during leisure times, the location of the lodging and meeting facilities shall be within five (5) miles of a 25,000 square feet or greater indoor waterpark and 30 miles of a ski resort.

2. DATES AND TYPE OF RETREAT

· September 25-27 2015- Singles Retreat (22 Participants, 12 Rooms)

· October 16-19 2015 - Marriage Retreat (40 Participants, 20 Rooms)

· January 8-10 2016 – Singles Retreat (22 Participants, 12 Rooms)

· February 5-7 2016 - Marriage Retreat (40 Participants, 20 Rooms)

· February 26-28 2016 – Family Retreat (70 Participants, 1 Condo and 17 Rooms)

· March 11-13 2016 – Family Retreat (70 Participants, 1 Condo and 17 Rooms)

· April 1-3 2016 - Marriage Retreat (40 Participants, 20 Rooms)

· May 20-22 2016 – Singles Retreat (22 Participants, 12 Rooms)

The Contractor may propose alternate Fridays, Saturdays and Sundays within the same month for marriage and single retreats. 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 7-days’ notice is given to the Contractor in writing. The Contractor shall offer new dates for the rescheduled retreat. The end date cannot exceed 31May 2016.

3. LODGING: The Contractor shall provide lodging for each retreat. The lodging rooms will be available for check-in at 2:00 p.m. on the first day of each retreat and check-out will be at 1:00 p.m. on the last day of each retreat.

3.1 Marriage Retreat Lodging: The Contractor shall provide 20 rooms for 40 participants: The rooms shall be able to accommodate a married couple and have a king or queen size bed. There shall be at least two (2) individual one (1) bedroom units to accommodate the two (2) Chaplain Corps personnel facilitating the retreat. Each unit shall have a shower, tub, refrigerator, and microwave.

3.2 Singles Retreat Lodging: The contractor shall provide any combination of 12lodging rooms to accommodate 22 participants. The rooms may consist of one, two, three or four bedroom units sleeping one individual per king, queen or full bed size bed. There shall be at least two (2) individual bedroom units to accommodate the two (2) Chaplain Corps personnel facilitating the retreat. Each unit shall have shower, tub, refrigerator, and microwave.

3.3 Family Retreat Lodging: The contractor shall provide any combination of 18 lodging rooms to accommodate 70 participants. The rooms may consist of two, three, four or five bedroom units sleeping two individual per king or queen bed size bed and one individual per twin size bed that can accommodate a family of five. Each unit shall have shower, tub, refrigerator, and microwave.

4. MEETING SPACE: The Contractor shall provide at a minimum, one meeting room with audio visual support from 1:00 p.m. on Friday till 2:00 p.m. on Sunday of each event. The audio visual support will include power cords, projection screen, audio support and onsite technical support for the meeting room. The meeting room shall be on the same property as the lodging and no more than a five (5) minute walk from lodging. The meeting room shall have seasonal air conditioning. Water, coffee, assorted coffee creamers, notepads, and pens shall be provided each day in the meeting room to accommodate the number of participants in accordance with paragraph two (2).

4.1 Marriage Retreats: The Contractor shall provide at a minimum, one 1,600 square foot the meeting room and shall have at least five(5) round tables with the availability to seat eight (8) individuals at each table. There shall be eight (8) 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.

4.2 Single Retreats: The contractor shall provide at a minimum, one 1,600 square foot meeting room and shall have at least four (4) round tables with the availability to seat eight (8) individuals at each table. There shall be eight (8) 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.

4.3 Family Retreats: The Contractor shall provide at a minimum, two (2) 1,600 square foot meeting rooms. Each room shall have at least (5) five round tables with the availability to seat eight (8) individuals at each table. There shall be eight (8) 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 in each meeting room.

5. MEALS: The Contractor shall provide an all-inclusive meal plan for seven (7) meals for each participant of each retreat: two (2) breakfasts, three (3) lunches, and two (2) dinners. The meal plan shall cost no more than $140 per person for the number participants for each event as listed in paragraph 2. 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 government shall pay only for vouchers actually used. All meals shall include gluten-free, vegetarian and non-vegetarian options.

5.1 Marriage Retreats: The Contractor shall provide breakfast in a setting that accommodates four (4) to twelve (12) individuals at a table for each meal. The Contractor shall provide lunch and dinner in a 22 individual table settings that accommodates two (2) individuals at each table for each meal.

5.2 Single Retreats: The Contractor shall provide meals in a setting that accommodates four (4) to twelve (12) individuals at a table for each meal.

5.3 Family Retreats: The Contractor shall provide meals in a setting that accommodates four (4) to twelve (12) individuals at a table for each meal and include booster seats and highchairs. The menu shall include child option items.

6. ACTIVITIES: The Contractor shall provide daily use of activities to include the following: onsite fitness center, complimentary indoor water park admission within five (5) miles of lodging, free parking, and in-room internet access. Any resort fees shall be inclusive.

7. REIMBURSEMENT/CREDIT: Contractor will not bill the government for vacant/unused rooms or food vouchers/certificates should unforeseen circumstances (such as military deployment or duty) cause some attendees to cancel when a three (3) day notice is given by the government.