Marriage_Retreat_SOW_19_Jul_17.pdf

STATEMENT OF WORK

Grand Forks AFB MarriageCare Retreat

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 lodging shall be rated at three (3) stars or above on www.tripadvisor.com <http://www.tripadvisor.com> . The location of the lodging and meeting facility being contracted for per this acquisition shall be within easy walking distance (10 minutes) or a shuttle shall be provided with no more than a 15 minute commute each way from lodging to the Spirit Room located at 111 Broadway N., Fargo, ND 58102. The Spirit Room facility has already been secured through other contracting means/arrangements separately from this procurement for the families participating in the marriage care retreat on Saturday 11:00 a.m. ‐ 1:00 p.m. and Sunday 9:00 a.m. ‐ 10:00 a.m. (central time).

2. DATES AND NUMBER OF PARTICIPANTS: The Contractor shall provide any combination of lodging rooms listed in paragraph 3 to accommodate 28 participants. The contractor may choose one (1) date for each retreat totaling three (3) retreats.

a. ‐Marriage Retreat 1: Sept 15‐17 or Sept 22‐24

b. ‐Marriage Retreat 2: March 16‐19 or April 6‐8 or April 13‐15

c. ‐Marriage Retreat 3: May 4‐6 or May 18‐20

d. 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 10‐days’ notice is given to the

Contractor in writing. The Contractor shall offer new dates for the rescheduled retreat.

3. LODGING: The Contractor shall provide lodging of 15 rooms for 26 participants plus two (2) facilitators on any three (3) of the given dates listed in paragraph two (2). The lodging rooms will be available for check‐in at 2:00 p.m. on the first day of the retreat and check‐out will be at

12:00 p.m. on the last day of the retreat. The rooms must be Double occupancy/non‐smoking with one (1) king or two (2) queen size bed(s). Each unit shall have a shower, tub, sofa, mini refrigerator, microwave, large desk, flat‐panel TV, coffee maker with coffee.

4. MEETING SPACE: The Contractor shall provide at a minimum, one 1,000 square foot meeting room with audio visual support for the following times: 2:00pm‐9:00pm from the first date of the event; 8:00am‐11:00am the second day of the event; 10:00am till 1:00pm on the last day of the event on the chosen dates specified in paragraph 2. The audio visual support will include power cords, projector, projection screen, audio support, audio speakers and onsite technical support for the meeting room. The meeting room shall be on the same property as the lodging or no more than a five (5) minute walk from lodging. The meeting room shall have seasonal air conditioning. Water, coffee and hot cocoa, shall be provided each day in the meeting room to accommodate the number of participants in accordance with paragraph two (2). There shall be two long tables for materials. For this MarriageCare Retreat, the meeting room shall have at least seven (7) round tables with the availability to seat four (4) individuals at each table. There shall be at least four (4) chairs placed around each table. All participants shall be able to have an unobstructed view of the projector screen while seated at the round tables.

STATEMENT OF WORK

Grand Forks AFB MarriageCare Retreat

5. MEALS: The Contractor shall provide an all‐inclusive meal plan (six [6] meals per person), approximately $150 per person, for the twenty six (26) participants. The Contractor shall provide meals in a room separate from the meeting area with fourteen (14) tables and/or shall provide each participant meal vouchers or certificates to be used at restaurant(s) (non‐fast food) on or off site. The vouchers will provide for six (6) meals for each participant of the retreat: two

(2) breakfasts, two (2) lunches, and two (2) dinners. All meals shall include choice of drink (non‐ alcoholic) as well as gluten‐free, vegetarian and non‐vegetarian options. A sample menu will be provided by the hotel/resort at least two (2) weeks prior to the scheduled event and approved by Chapel leadership.

6. ACTIVITIES: The Contractor shall provide daily use of activities to include the following: onsite fitness center, free parking, and in‐room internet access. Lodging must also be within 10 miles of a shopping mall or an outdoor shopping facility. 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.