Singles_Retreat_SOW.pdf

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 fifty (350) 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 six hours under normal driving conditions. Lodging is to be in a smoke-free/non-gaming establishment. 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 20,000 square feet or greater indoor waterpark .

2. DATES AND TYPE OF RETREAT: Dates are flexible, no federal holiday weekends

August 19-21 or 26-28, 2016 - Singles Retreat (22 Participants, 12 Rooms)

September 9-11 or 23-25, 2016 - Singles Retreat (22 Participants, 12 Rooms)

April 2017 - Singles Retreat (22 Participants, 12 Rooms)

May 2017 - Singles Retreat (22 Participants, 12 Rooms)

Regarding alternate dates, 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 3-days notice is given to the Contractor in writing. The Contractor shall offer new dates for the rescheduled retreat. The end date cannot exceed 31 May 2017.

3. LODGING: The Contractor shall provide lodging for each retreat. Lodging is to be in a smoke-free/non-gaming establishment. The lodging rooms will be available for check-in at 12:00 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. Singles Retreat Lodging: The Contractor shall provide any combination of lodging rooms to accommodate 22 participants . The rooms may consist of one, two, three, or four bedroom units sleeping one individual per king, queen, full, or twin size bed. There shall be at least two (2) individual one (1) bedroom units to accommodate the two (2) personnel facilitating the retreat.

Each unit shall have a shower, tub, refrigerator, and microwave.

4. MEETING SPACE: The Contractor shall have the meeting room(s) available at 12:00 p.m. from the first date of the event until 1:00 p.m. on the last day of the event (dates specified in paragraph 2).

The meeting room shall be on the same property as the lodging and be within walking distance of the lodging. The meeting room shall have seasonal air conditioning. Water, coffee, notepads, and pens shall be provided each day in the meeting room in quantities to accommodate the number of participants in accordance with paragraph two (2).

4.1. Singles Retreats: The Contractor shall provide at a minimum, one 1,000 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 at least five (5) 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.

STATEMENT OF WORK

Grand Forks AFB Resiliency Retreats

5. MEALS: The Contractor shall provide an all-inclusive meal plan including six (6) meals for each participant during each retreat: Two (2) breakfasts/brunches, two (2) lunches, and two (2) dinners.

The meal plan shall cost no more than $120 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 the property. The government shall pay only for vouchers actually used. All meals shall include gluten-free, vegetarian, and non-vegetarian options.

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 free 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.