Attachment 1 - PWS.pdf

RETREAT STATEMENT OF WORK (SOW)

STRONG BOND AIR FORCE CHAPLAIN CORPS — NELLIS AIR FORCE BASE

Attachment 1

1. PROJECT OVERVIEW

The Nellis Air Force Base Chapel will host a Strong Bond Marriage Retreat for authorized married Active-Duty couples. This Air Force Chaplain Corps-led event supports personnel stationed at Joint Base Andrews (JBA), MD, and Nellis Air Force Base (NAFB), NV. All contracted services shall be delivered in accordance with the Performance Work Statement (PWS) and this Retreat Scope of Work (SOW).

2. LODGING DATES & LOCATION FLEXIBILITY

To accommodate standard procurement timelines and potential administrative lead-time delays, the Government requires the contractor to secure the retreat event within one of the following date windows (listed in order of preference):

Primary Target Date Option: Friday, 14 August – Sunday, 16 August 2026 Alternate Date Option B: Friday, 21 August – Sunday, 23 August 2026 Alternate Date Option C: Friday, 11 September – Sunday, 13 September 2026 Alternate Date Option D: Friday, 18 September – Sunday, 20 September 2026

Location & Facility Specifications:

Distance: The lodging facility must be situated within a fifty (50) minute drive of Nellis Air Force Base (NAFB), Nevada.

Local Accessibility: The facility must be within safe, reasonable walking distance of off-site local restaurants.

Attendee Demographics: This is a family-oriented retreat. Children will be attending.

3. LODGING REQUIREMENTS

The contractor shall provide a block of hotel rooms matching the following specifications:

Room Type: Thirty (30) Double-Occupancy Rooms (capable of accommodating 30 married couples and 30 children).

Total Rooms Required: 30 guest rooms.

Total Overnight Attendees: Ninety (90) guests (60 adults and 30 children).

Late Check-Out: Due to Sunday program requirements, the contractor must coordinate a late check-out extension (until approximately 1:30 PM to 2:00 PM) for all guest rooms, where feasible.

4. CONFERENCE & ACTIVITY ROOMS

The contractor shall provide two (2) separate functional spaces to host concurrent adult instruction and children's programming:

A. Main Adult Instruction & Dining Conference Room

Capacity: Configured to seat sixty (60) adult attendees comfortably for seminars.

Flexibility: This room may double as the private buffet dining facility if the lodging facility offers this configuration.

Audio/Visual (A/V): A/V pricing should be clearly detailed. If outside A/V equipment is permitted at no extra charge, the Retreat Program Manager (RPM) reserves the right to bring and utilize Chapel-owned equipment. The bidding offeror must clearly state the facility's policy regarding the use of outside A/V equipment.

Required Hours:

Friday: 4:00 PM to 8:00 PM Saturday: 9:00 AM to 12:00 PM Sunday: 7:30 AM to 12:00 PM

B. Children's Activity & Childcare Room

Capacity: A separate, dedicated conference room structured to accommodate up to thirty

(30) children and support staff.

Amenities: Must include internet/computer access, a display screen or monitor suitable for playing movies, and a dedicated refreshment station (stocked with fruit, snacks, juice, water, and coffee for childcare staff).

Required Hours:

Saturday: 9:00 AM to 5:00 PM (8 hours continuous) Sunday: 8:00 AM to 12:00 PM (4 hours continuous)

5. MEALS & CATERING REQUIREMENTS

The contractor shall provide four (6) buffet-style meals sufficient to feed up to ninety (90) attendees (60 adults and 30 children).

Friday dinner (1700–1900): Full buffet dinner hosted on-site.

Saturday Breakfast (0800–0900): Full hot buffet breakfast.

Saturday Lunch (1200–1300): Full buffet lunch.

Saturday Dinner (1700–1830): Full dinner buffet set up in an outdoor lakeside or poolside dining area (weather permitting).

Sunday Breakfast (0700–0800): Full buffet breakfast.

Sunday Lunch (1200–1300): Full buffet lunch prior to departure.

Strict Alcohol Restriction: Retreat packages cannot include alcoholic beverages of any kind. All beverage offerings provided by the contractor must be explicitly designated and priced as non-alcoholic.

6. GROUP ACTIVITY SPECIFICATIONS

To streamline procurement and finalize bidding packages, the contractor must coordinate and include the following two (2) specific group activities in their solicitation response:

A. Saturday Couples' Team-Building Activity: Guided Kayaking Excursion

Requirement: A guided kayaking and team-building experience situated on the adjacent lake or near the venue.

Inclusions: The contractor must provide all necessary kayaking equipment, personal flotation devices (PFDs)/life vests, certified guides, and pre-departure safety briefings.

Transportation: If the kayaking launch site is not within walking distance of the hotel lobby, the contractor shall provide round-trip group transportation for all adult participants.

B. Sunday Group Activity: Off-Site Golfing

Requirement: An organized golfing session for approximately twenty (20) adult participants.

Inclusions: The contractor shall coordinate and pre-pay green fees, secure consecutive tee times, and secure basic club and cart rentals for the 20 players.

Transportation: If the golf course is not within walking distance of the hotel, the contractor shall provide round-trip group transportation.

7. CONSOLIDATED MASTER ITINERARY

Note: Specific activity start times, local transportation schedules, and coordination times are flexible (TBD) and will be formally negotiated and finalized with the awarded contractor post-award.

Day Time Event Venue / Location Notes

Friday

08:00 AM

Training Prep & Breakfast 8.0

Off-Site (Chapel Staff)

Staff breakfast (Cracker Barrel catered or similar).

Not on-site.

04:00 PM

Guest Arrival & Check-In

Hotel Lobby

Guests check-in, collect room keys, and register.

04:00 PM -

08:00 PM

Conference Room Access

Main Conference Room

Room open for program set-up and materials.

05:00 PM -

07:00 PM

Welcome Dinner

Venue Dining Space

Buffet-style dinner for 90 attendees (60 adults / 30 children).

Saturday 08:00 AM -

09:00 AM

Group Breakfast

Venue Dining Space

Buffet-style breakfast for 90 attendees.

08:00 AM -

12:00 PM

Couples Team- Building

On/Off-Site (TBD)

Guided Kayaking Excursion (Safety briefing, gear, guides).

Transportation TBD if required.

09:00 AM -

Adult Instruction Session

Main Conference Room

RPM-led seminars for 60 adults.

09:00 AM -

05:00 PM

Children's Activity Room

Dedicated Kid's

8-hour room with movies, computer access, and staff refreshments.

12:00 PM -

01:00 PM

Group Lunch

Venue Dining Space

Buffet-style lunch for 90 attendees.

Day Time Event Venue / Location Notes

Afternoon

Family Lake/Leisure Time

Lakefront

Family Spiritual Enrichment Time.

05:00 PM -

06:30 PM

Group Dinner

Poolside/Lakeside

Outdoor buffet-style dinner for 90 attendees.

Sunday

07:00 AM -

08:00 AM

Group Breakfast

Venue Dining Space

Buffet-style breakfast for 90 attendees.

Adult Instruction Session

Main Conference

Final RPM-led sessions and wrap-up.

Children's Activity Room

Dedicated Kid's

4-hour room for 30 children during adult seminars.

Group Recreation

Off-Site Golf Course

Off-Site Golfing for approx. 20 adults.

Transportation TBD if required.

12:00 PM -

01:00 PM

Farewell Lunch

Venue Dining Space

Buffet-style lunch for 90 attendees.

01:30 PM

Guest Departure

Hotel Lobby

Late check-out requested and completed for all 30 rooms.

8. CONTRACT & INVOICING TERMS (DEFINITIVE SCHEDULE)

Participant Confirmation: The Government will provide the contractor with a finalized headcount of participants exactly five (5) calendar days prior to the retreat start date. The participant count submitted at this milestone will represent the official invoicing figure.

Firm Fixed-Price (FFP) Mechanism: This contract will be awarded as a Firm Fixed-Price agreement. Because of the room blocks and coordination required to secure a group booking of this scale, the contract price will not adjust downward if the actual guest turnout is lower than the 90 attendees specified in this SOW.

Add-On Policy: In the event that supplementary attendees or rooms are requested by the Government after the five-day confirmation deadline, the contractor shall accommodate the additional needs based on room and catering availability. The Government will be financially responsible for the direct cost increase associated exclusively with these late add-ons; the base quote for the original requirement shall remain fixed.