PWS_for_Cannon_AFB_Resiliency_Events.pdf

PERFORMANCE WORK STATEMENT

FOR

RESILIENCY EVENTS

Cannon AFB, NM

6 September 2017

TABLE OF CONTENTS

SECTION NUMBER AND TITLE PAGE NUMBER

1.0. Description of Services 3

1.1. Marriage Weekend Retreats 3

1.2. Family Wellness Weekend Retreats 4

1.3. Date Nights 6

1.4. Childcare 7

1.5. Cannon AFB Chapel Staff Training and Certification 7

2.0. Service Summary (SS) 8

3.0. General Information 8

Attachment 1 – Schedule of Resiliency Events 10

1.0. DESCRIPTION OF SERVICES. The contractor shall provide all management, instructors, counselors, curriculum, facilities/lodging, transportation, media, meals and childcare to conduct Marriage Weekend Retreats, Family Wellness Weekend Retreats and Date Nights as further identified in the Performance Work Statement.

Each event shall be led by a Religious Support Team (RST) of the Cannon Air Force Base

(AFB) Chaplain Corps. The Chaplain Corps is a religiously distinct component of the military, and provides for the free exercise of religion in a pluralistic environment. Therefore, the contractor shall work in an ecumenical environment sensitive to all participating in the events and abide by all Department of Defense and Federal laws, rules, and guidelines, including those laws and guidelines pertaining to marriage. Department of Defense policy states that all legally-married military couples shall be treated equally and as such, events are open to all legally-married military couples. The contractor shall be willing to facilitate weekend and evening events for all eligible military personnel and their dependents. The contractor shall ensure that no coercion to conform a participant to a particular religious denomination or faith group shall be manifested directly or indirectly. Proper respect for all religious faith groups shall be maintained.

1.1. MARRIAGE WEEKEND RETREATS: Six (6) events shall be scheduled throughout the contract period and shall be located within 4.5 hours drive of Cannon AFB, New Mexico.

1.1.1. Description of Lodging. Contractor shall procure a hotel with a AAA Four or Five

Diamond rating that can provide lodging for up to 82 people, participants and their family members (20 couples with up to 40 children), plus two facilitators for two (2) nights. A total of

22 rooms shall be provided in order to accommodate 20 couples and each facilitator.

Lodging accommodations for couples without children: Each couple will have their own private room which will include either a king- or queen-sized bed.

Lodging accommodations for couples with children: Each family will have their own private room that must be able to accommodate a family unit of at least four (4) people. Each room must have at a minimum two (2) double-sized beds, and shall be able to accommodate a larger family unit through a pull-out sofa bed option or other optional sleeping accommodations within the same room.

All rooms must include at a minimum the following amenities: private bathroom, television, refrigerator, microwave, and internet access. Guest check-in should be available to event participants by 3:00 p.m. on the first day of the event. Guest check-out should be extended to

1:00 p.m. on the last day of the event to accommodate the training sessions and childcare pick-up.

1.1.2. Lodging Amenities. The contractor shall provide on-site recreational activities that may include but not limited to the following: on-site fitness center, outdoor/indoor swimming pools, horseback riding, nearby golf course and spa access. Additionally, free parking shall be included for all participants.

1.1.3 Meeting Space. The lodging facilities shall include a meeting space inside the hotel that is capable of supporting up to 40 participants for both instruction and activities. Meeting dates/times are outlined in paragraph 1.1.4. Meeting space shall include onsite audio/visual support, a projector with computer connection capabilities, projection screens, extension cords, and flip-charts with easels, writing instruments, pads of paper, and tables and chairs to support.

A technician must be available to support setup and troubleshooting of the audio visual system.

1.1.4. Meeting Dates/Times. Dates shall be scheduled in accordance with Attachment 1. Event times and schedules shall be coordinated with the Chaplain Corps. A final timeline will be established after coordination between the Chaplain Corps and the contractor. On the first day of each event, registration shall occur between 3:00 p.m. and 5:30 p.m., followed by dinner and training, ending no later than 8:30 p.m. On the second day, breakfast should start no later than

8:00 a.m. followed by training and lunch, concluding training no later than 2:00-2:30 p.m.

Couples will have approximately two hours for personal activity time to reinforce previously-taught materials from the day, and will pick up their children from childcare no later than 5:30 p.m. Although most couples and families will have dinner at their own expense on day two, the contractor will ensure an optional dinner is provided for those who do not wish to go to a local restaurant at their own expense. On the third day, breakfast should start no later than 8:00 a.m.

followed by an optional worship service conducted by the chaplain. The contractor will then provide training and lunch, concluding no later than 12:30 p.m. for a 1:00 p.m. checkout.

1.1.5. Alternate Dates. The Government may have to reschedule events due to unforeseen circumstances. The Government reserves the right to reschedule an event at no additional cost, provided that at least a fourteen (14) day notice is provided to the contractor in writing. The contractor shall propose dates for the rescheduled event(s).

1.1.6. Meals. The contractor shall provide five (5) meals for each participant, to include children of participants and one (1) optional dinner on day two for participants who sign up for this meal. Meals shall consist of the following: two (2) hot breakfasts, two (2) lunches, and one (1) or (2) dinners. All meals shall be buffet style consisting of at least three (3) entrée choices, five

(5) choices of side items, and no less than three drink options to include water. Food shall be fresh, of a restaurant quality, and meet marketplace standards. Dinners shall include two meat choices, as well as vegetarian options. The contractor shall support specific dietary requirements as requested (e.g., Vegan options, food allergies) prior to the event start by the event leader. The contractor will receive a final count for the optional dinner on day two no later than five (5) days before the event.

1.2. FAMILY WELLNESS WEEKEND RETREATS: Eight (8) Events shall be scheduled throughout the contract period with two (2) events reserved specifically for single-parent families, and shall be within 4.5 hours drive of Cannon AFB, New Mexico.

1.2.1. Description of Lodging. Contractor shall procure a hotel with a AAA Four or Five

Diamond rating that can provide lodging for up to 82 people, participants and their family members (20 couples or 20 single parents with up to 40 children), plus two facilitators for two

(2) nights. A total of 22 rooms shall be provided in order to accommodate 20 couples or 20 single parents and each facilitator.

Each family will have their own private room that must be able to accommodate a family unit of at least four (4) people. Each room must have at a minimum two (2) double-sized beds, and shall be able to accommodate a larger family unit through a pull-out sofa bed option or other optional sleeping accommodations within the same room.

All rooms must include at a minimum the following amenities: private bathroom, television, refrigerator, microwave, and internet access. Guest check-in should be available to event participants by 3:00 p.m. on the first day of the event. Guest check-out should be extended to

1:00 p.m. on the last day of the event to accommodate the training sessions and childcare pick-up.

1.2.2. Lodging Amenities. The contractor shall provide on-site recreational activities that may include but not limited to the following: on-site fitness center, outdoor/indoor swimming pools, horseback riding, nearby golf course and spa access. Additionally, free parking shall be included for all participants.

1.2.3. Meeting Space. The lodging facilities shall include a meeting space inside the hotel that is capable of supporting up to 80 participants for both instruction and activities. Meeting dates/times are outlined in paragraph 1.2.4. Meeting space shall include onsite audio/visual support, a projector with computer connection capabilities, projection screens, extension cords, and flip-charts with easels, writing instruments, pads of paper, and tables and chairs to support.

A technician must be available to support setup and troubleshooting of the audio visual system.

1.2.4. Meeting Dates/Times. Dates shall be scheduled in accordance with Attachment 1. Event established after coordination between the Chaplain Corps and the contractor. On the first day of each event, registration shall occur between 3:00 p.m. and 5:30 p.m., followed by dinner and the training, ending no later than 8:30 p.m. On the second day, breakfast should start no later than

8:00 a.m. followed by training and lunch, concluding training no later than 2:00-2:30 p.m.

Families will pick up their children from childcare no later than 2:30 p.m. and should spend approximately two hours for personal activity time to reinforce previously-taught materials from the day. Although most families will have dinner at their own expense on day two, the contractor will ensure an optional dinner is provided for those who do not wish to go to a local restaurant at their own expense. On the third day, breakfast should start no later than 8:00 a.m. followed by an optional worship service conducted by the chaplain. The contractor will then provide training and lunch, concluding no later than 12:30 p.m. for a 1:00 p.m. checkout.

1.2.5. Alternate Dates. The Government may have to reschedule events due to unforeseen circumstances. The Government reserves the right to reschedule an event at no additional cost, provided that at least a fourteen (14) day notice is provided to the contractor in writing.

The contractor shall propose dates for the rescheduled event(s).

1.2.6. Meals. The contractor shall provide five (5) meals for each participant, to include children of participants and one (1) optional dinner on day two for participants who sign up for this meal. Meals shall consist of the following: two (2) hot breakfasts, two (2) lunches, and one (1) or (2) dinners. All meals shall be buffet style consisting of at least three (3) entrée choices, five (5) choices of side items, and no less than three drink options to include water.

Food shall be fresh, of a restaurant quality, and meet marketplace standards. Dinners shall include two meat choices, as well as vegetarian options. The contractor shall support specific dietary requirements as requested (e.g., Vegan options, food allergies) prior to the event start by the event leader. The contractor will receive a final count for the optional dinner on day two no later than five (5) days before the event.

1.3. DATE NIGHTS: The contractor shall provide all required facilities and services outlined below for twelve (12) Date Nights on Saturday evenings within 25 miles of Cannon AFB, New Mexico.

1.3.1. Meeting Space. The event facilities shall include a meeting space capable of supporting up to 30 participants for both instruction and activities. Meeting dates and requirements are outlined in paragraph 1.3.3. Meeting space shall include onsite audio/visual support, a projector with computer connection capabilities, projection screens, power strip, extension cords, flip-charts with easels, writing instruments, pads of paper, and tables and chairs to support all participants as needed.

1.3.2. Activities. The contractor shall offer activities to enhance marital relationships within the bounds of decency and good order. The contractor shall provide Date Nights within the local area that will include approximately one hour of training during a dinner that is provided at an off-base location. Afterward, the couple will have time to practice the skill learned during the training portion. The contractor will ensure childcare is provided during the entire event, to include time for dropping off and picking up children to adhere to the standards outlined herein paragraph 1.4.

1.3.3. Meeting Dates/Times. Dates shall be scheduled in accordance with Attachment 1. Event established after coordination between the event leader and the facility representative. Each event will begin with time to drop off children at contractor-provided childcare at 5:00 p.m. The contractor will then provide training and dinner for all participants to include personal time for couples to discuss and reinforce the materials taught. The event should end no later than 8:00 p.m. and couples should pick up their children no later than 9:00 p.m.

1.3.4. Alternate Dates: The Government may have to reschedule events due to unforeseen provided that at least a fourteen (14) day notice is provided to the contractor in writing. The

1.3.5. Meals: The contractor shall provide one (1) dinner meal for each participant. Food shall be fresh and of good quality. Dinner shall either be buffet style or plated dinners, depending on the caterer or restaurant, shall be in accordance with dining and hospitality standards, and shall consist of at least two (2) meat choices, vegetarian options, five (5) choices of side items, and no less than three drink options to include water. The contractor shall ensure support for specific dietary requirements as requested (e.g., Vegan options, food allergies) prior to the event start by the event leader.

1.4. CHILDCARE. The contractor shall provide childcare, meals, and room(s) for children up to the quantities (units) listed in the annual corresponding contract line items for all participating families by a licensed and government-approved provider in accordance with DoDI 1402.05, Background Checks on Individuals in DoD Child Care Services Programs. Adult-to-child ratios shall follow the staff requirements of AFI 34-144, Child and Youth Services, in particular paragraphs 12.6. and 12.8. One (1) unit is equivalent to one (1) hour of service per child. The contractor shall provide childcare service for Adventures in Marriage Retreats, Family Wellness

Weekend Retreats and Date Nights. The numbers of children may be different at each event, and an estimated amount of children will be presented by the Chaplain Corps to the contractor within a reasonable time prior to the start date for each of the listed events. The Chaplain Corps will provide a confirmed total number of children and their associated ages for each event to the contractor at least seven (7) days in advance of the scheduled event.

1.4.1. Childcare for Adventures in Marriage Retreats and Family Wellness Weekend

Retreats. The contractor will provide onsite childcare at the same hotel or facility where the training is provided. Adventures in Marriage Retreats will be billed at not to exceed eleven (11) units per child. Due to the nature and intent of Family Wellness Weekend Retreats, childcare will only be provided for children 5 years old and under and will be billed at not to exceed eleven (11) units per child.

1.4.2. Childcare for Date Nights. Due to the limited venues for these events in the Clovis and

Portales, New Mexico areas, childcare may be provided onsite or offsite, as long as there is time built in for the couples to arrive at the training venue on time. Childcare for Date Nights will be billed at not to exceed four (4) units per child.

1.5. Cannon AFB Chapel Staff Training and Certification. The contractor will provide training for all Cannon AFB Chaplain Corps Active Duty staff members to certify them to teach the Marriage and Family Wellness Weekend Retreats curricula. This will allow staff members to lead and help facilitate all required events listed in the schedule of resiliency events below.

1.5.1. The contractor will provide initial training for staff members within the first quarter of contract execution.

1.5.2. The contractor will train new Cannon AFB Chaplain Corps staff members as needed, but within three months of arrival on station.

2. Service Summary (SS): The contract service requirements are summarized in performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimally acceptable levels of service required for each requirement. The SS and the contractor’s Quality Control Plan provide information on contract requirements, the expected level of contractor performance and the expected method of government validation and confirmation of services provided. These thresholds are critical to mission success.

Procedures as set forth in the FAR 52.212-4 (a), Contract Terms and Conditions -Commercial

Items, Inspection/Acceptance, will be used to remedy all deficiencies.

PERFORMANCE OBJECTIVE PWS PARA PERFORMANCE

THRESHOLD

COMPLIANCE

SS-1, Lodging, Meeting Spaces and amenities shall be clean, have adequate seating, type of amenities and available beds no later than 24 hours prior to retreat

1.1.1., 1.1.2., 1.1.3., 1.2.1., 1.2.2., 1.2.3., 1.3.1., 1.3.2.

Written complaint by retreat attendees There shall not be more than 5 written complaints per retreat.

SS-2, Meal menu choices provided no later than 24 hours prior to retreat

1.1.6, 1.2.6., 1.3.5. Receipt of menu 100% on-time

SS-3, Childcare shall be provided by licensed/approved provider.

1.4., 1.4.1., 1.4.2. Documentation of license for each provider submitted 24 hours prior to each event

100% on-time

SS-3, Cannon AFB Chaplain

Corps staff members are trained and certified in all curricula

1.5., 1.5.1., 1.5.2. Written certification of chapel staff members

100% on-time

3. General Information.

3.1. Alternative Dates. The Government may have to reschedule events due to unforeseen provided that at least a five (5) day notice is provided to the contractor in writing. The

3.2. Cancellation. In the event of total cancellation, the government will provide fair and reasonable consideration to the contractor as deemed appropriate by the specific circumstance. In the event of postponement, the contractor shall work with the Government in good faith to reschedule the event.

3.3. Contractor Personnel. The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate or alternates, who shall act for the contractor when the manager is absent, shall be designated in writing to the contracting officer prior to the contract start date. The contract manager or alternate(s) shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract manager and alternate(s) must be able to read, write, speak, and understand the English language.

3.4. Recognized Holidays: The contractor is not expected to work on any of the following holidays.

New Year’s Day

Martin Luther King Jr.’s Birthday

President’s Day

Memorial Day

Independence Day

Labor Day

Columbus Day

Veteran’s Day

Thanksgiving Day

Christmas Day

3.5. Reporting Full-Time-Equivalent (FTE) Data. The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract via a secure data collection site. The contractor is required to completely fill in all required data fields at the Contractor Manpower Reporting

Application (CMRA) site http://www.ecmra.mil (select the US Air Force logo).

3.5.1. Reporting Period. Reporting inputs will be for the labor executed during the period of performance for each Government fiscal year (FY), which runs 1 October through 30

September. While inputs may be reported any time during the FY, all data shall be reported no later than 31 October of each calendar year. Contractors may direct questions to the CMRA help desk.

3.5.2. Uses and Safeguarding of Information. Information from the secure web site is considered to be proprietary in nature when the contract number and contractor identity are associated with the direct labor hours and direct labor dollars. At no time will any data be released to the public with the contractor name and contract number associated with the data.

3.5.3. User Manuals User manuals are available on the front page of the CMRA link at http://www.ecmra.mil.

Attachment 1 http://www.ecmra.mil/ http://www.ecmra.mil/

Schedule of Resiliency Events

Note: Optional retreats and/or childcare services shall be funded and scheduled on an as needed basis

Month Base Year Option Years

SEPTEMBER

Exclusion dates: Weekends on or near Labor Day

One Date Night

One Adventures in Marriage

Weekend Retreat

One Date Night

Weekend Retreat

OCTOBER

Exclusion dates: Weekends on or near Columbus Day

One Date Night

One Family Wellness

Weekend Retreat

One Date Night

One Family Wellness Weekend

Retreat

NOVEMBER

Exclusion dates: Weekends on or near Veteran’s Day and

Thanksgiving

One Date Night

DECEMBER

Exclusion dates: Weekends on or near Christmas Day and New

Year’s Eve

One Date Night

One Family Wellness

Weekend Retreat

One Date Night

One Family Wellness Weekend

Retreat

JANUARY

Exclusion dates: Weekends on or near New Year’s Day and Martin Luther King holiday

One Date Night

One Adventures in Marriage

Weekend Retreat

One Family Wellness

Weekend Retreat for Single

Parents

Weekend Retreat

One Family Wellness Weekend

Retreat for Single Parents

FEBRUARY

Exclusion dates: Weekends on or near President’s Day

One Date Night

One Family Wellness

Weekend Retreat

One Date Night

One Family Wellness Weekend

Retreat

MARCH

Exclusion dates: Weekends on or near Easter, Spring

Break

One Date Night

Weekend Retreat

APRIL

Exclusion dates: Weekends on or near Easter, Spring Break

One Date Night

One Family Wellness

Weekend Retreat

One Date Night

One Family Wellness Weekend

Retreat

MAY

Exclusion dates: Weekends on or near Memorial Day, or high school graduation

One Date Night

JUNE

or near high school graduation

One Date Night

One Family Wellness

Weekend Retreat

One Date Night

One Family Wellness Weekend

Retreat

JULY

Exclusion dates: Weekends on or near Independence Day

One Date Night

One Adventures in Marriage

Weekend Retreat

One Family Wellness

Weekend Retreat for Single

Parents

Weekend Retreat

Retreat for Single Parents

AUGUST

or near the first day of school

One Date Night

One Family Wellness

Weekend Retreat

One Date Night

Retreat