SON - MXG Family Retreat.pdf

Statement of Need For

9th MXG/HC Couple’s Retreat

1. Need. The 9th Maintenance Group (MXG) chaplain team is seeking a resort-style lodging venue to host a summer marriage resiliency retreat on Friday 6 September – Sunday 8 September. The intent is to focus on building stronger family structures for Beale AFB personnel/dependents through DAF approved Strong Bonds training.

2. Requirements. The contractor needs to provide resort-style lodging (American Automobile Association (AAA) Travel Three or Four-Diamond Rated or equivalent), meals in accordance with requirements detailed in paragraph 4, meeting space for on-site childcare, and a ballroom to host meals/training for participants and training staff. The retreat attendance is expected to be 30 couples (60 ppl) and their children as well as 3 Chaplain staff members and their families.1 This will require a total of up to 33 rooms. The location needs to be within a short commute from Lake Tahoe. Amenities should include (but not limited to):

a. wireless internet

b. Complementary parking for attendees/staff

c. Pre-Check In

d. Entertainment facilities including Pool and hot tub, and Fitness Center

e. accessible to local attractions

Additionally, the vendor needs to have registered for processing payment through WAWF.

3. Meeting Space Facilities. The contractor needs to have large group training/conference space to accommodate up to 66 adults and required audio/visual hardware/software to include one (1) microphone (clip), projector(s), screen(s), and speakers appropriate to the room size. Additionally, there needs to be a meeting room with adequate space separate from the workshop meeting area to accommodate childcare for up to (50) children between the ages of newborn to 12 years of age. This room shall be configured to allow for children’s age-appropriate dining and recreation. The scheduled time for meeting space usage will be as follows:

a. Friday, September 6, 2024, from 6:00PM-8:30PM

b. Saturday, September 7, 2024, from 8:00AM-10:00AM

c. Saturday, September 7, 2024, from 6:00PM-8:30PM

d. Sunday, September 8, 2024, from 8:00AM-10:00AM

1 Note: the total number of attendees may vary depending on registration. The figures listed above are estimates.

4. Meals. The contractor shall provide complete and nutritious meals for breakfasts and dinners with meal appropriate beverage selection (no alcohol). All meals must be sufficient to feed up to (66) adults in the main meeting area and up to forty (50) children and (6) childcare workers in the childcare area. The contractor shall provide and arrange seats and tables for all slots mentioned below. All meals will be served and consumed in the designated private dining area. The contractor shall provide plates, bowls, cups, cutlery, and napkins for all meals. The contractor shall collect and dispose of dining waste and clean the dining space to include tables and chairs. Specific catering requirements and meals to be served are as follows:

a. Friday, September 6, 2024, from 6:00PM-8:30PM. Full dinner for up to (66) adults in the meeting area and up to (50) children and (6) childcare workers in the childcare area. Food recommendations for kids will be pizza, chicken fingers, macaroni and cheese, mashed potatoes (separate from adults’ food).

b. Saturday, September 7, 2024, from 8:00AM-10:00AM. Full breakfast for up to (66) adults in the meeting area and up to (50) children and (6) childcare workers in the childcare area.

c. Saturday, September 7, 2024, from 6:00PM-8:30PM. Full dinner for up to (66) adults in the meeting area and up to (50) children and (6) childcare workers in the childcare area. Food recommendations for kids will be pizza, chicken fingers, macaroni and cheese, mashed potatoes (separate from adults’ food).

d. Sunday, September 8, 2024, from 8:00AM-10:00AM. Full breakfast for up to (66) adults in the meeting area and up to (50) children and (6) childcare workers in the childcare area.

6. Signage. The 9 MXG shall inform the hotel of the appropriate signage to be displayed in the hotel during the events. 9 MXG personnel shall be permitted to provide branding and signage in any contracted guest rooms, meeting space, function space, applicable foyer space, and hotel lobby. Additional décor, signage, and branding are also permitted subject to hotel approval, which shall not be unreasonably withheld.

7. POC: Any questions pertaining to the request for the service of the marriage retreat, please contact Ch Lampley at 530-434-4735 or SSgt Campbell at (530) 434-8173.