Single_Retreat_SOW_2018-2019.pdf

STATEMENT OF WORK

Grand Forks AFB Resiliency Retreat – Single Airmen

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 120 miles and no more than a 5 hour drive under normal driving conditions, and be located in the United States. 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 12 miles of a 25,000 square feet or greater indoor waterpark and no more than 60 minutes from a ski facility.

2. DATES AND TYPE OF RETREAT (Contractor may choose one (1) date available from each line below for a total of three (3) Retreat dates)

-2018, August 31-September 2 or September 14-16 -- Single Airmen Retreat

(22 Participants, 2 Facilitators, 13 Rooms) -2019, October 5-7 or February 8-10 or March 8-10 – Single Airmen Retreat

(22 Participants, 2 Facilitators, 13 Rooms) -2019, April 12-14 or May 17-19 – Single Airmen Retreat

(22 Participants, 2 Facilitators, 13 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 7-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 for each retreat, the lodging rooms will be available for check-in at 1:00 p.m. on the first day of each retreat and check-out will be at 12:00 p.m.

on the last day of each retreat.

3.1 Single Airmen Retreat Lodging: The Contractor shall provide 13 lodging rooms to accommodate 22 participants plus 2 facilitators. The rooms must consist of two individual sleeping beds queen or larger. There shall be at least two (2) individual, one (1) bedroom units to accommodate the two (2) Chaplain Corps personnel facilitating the retreat.

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

The meeting room(s) shall be on the same property as the lodging and be within walking distance of lodging. The meeting room shall have seasonal air conditioning. In the main meeting room, water, coffee, sugar, assorted coffee creamers, soft drinks, granola bars and other healthy snacks shall be provided each day to accommodate the number of participants in accordance with paragraph two (2).

4.1 Single Airmen Retreats Meeting Room: The Contractor shall provide at a minimum, one 1,000 square foot meeting room where the audio visual support should include power cords, projection screen, audio support, audio speakers and onsite technical support for the meeting room. The meeting room shall have at least four (4) round tables with the availability to seat up to six (6) individuals at each table. There shall be six (6) chairs placed around each table. All participants shall be able to have an unobstructed view of the projector screen while seated.

5. MEALS: The Contractor shall provide an all-inclusive meal plan for six (6) meals for each participant of each retreat: two (2) breakfasts, two (2) lunches, and one (1) buffet dinner and one (1) plated dinner. The meal plan shall be approximately $140 per person for the number participants for

STATEMENT OF WORK

Grand Forks AFB Resiliency Retreat – Single Airmen each event as listed in paragraph 2. A full menu of meal choices will be made available to Retreat/Chapel leadership prior to the retreat dates. All meals and scheduling must be preplanned and coordinated between a resort/hotel representative and GFAFB Retreat/Chapel leadership prior to event. All meals should include non-alcoholic beverages options (i.e. assorted sodas and juices). 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.

6. ACTIVITIES: The Contractor shall provide daily use of paid-for/free activities to include the following: onsite fitness center, indoor water park within 12 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.