FA487722QA110 Resiliency Retreat PWSRedacted.pdf

Performance Work Statement For

Resiliency Development Training Service

1. Description of Services. The contractor shall furnish all labor, tools, materials, equipment, facilities, food, personnel, child-care, management, and supervision necessary to provide Resiliency Development Training Services in support of a Resiliency Retreat for Squadron personnel stationed at Davis-Monthan AFB (DMAFB), AZ. No later than 10 days prior to event start, the contractor(s) shall coordinate and communicate with POC team regarding organization and execution of the event; to include items but not limited to room assignments, food, event signage, childcare, pre-check in and COVID safety/prevention measures.

2. Training Dates/Location. The contractor shall provide resort-style lodging (American Automobile Association (AAA) Travel Four-Diamond Rated or equivalent), meals in accordance with requirements detailed in section 7, on-site childcare, and training space at a site coordinated with the DMAFB POC team within 15 miles of Davis-Monthan Air Force Base, Tucson, AZ from 4 - 6 March 2022; for a minimum of two hundred (200) adults, sixty (60) children, and one hundred-thirty

(130) rooms; intended for double occupancy, king or queen beds for couples, and suites as required by family size or other factors. The contractor shall provide all lodging, meals, incidentals and any other costs incurred by the contractor. Incidentals shall not include items charged to guest rooms;

the service member is solely responsible for payment of such charges associated with the guest room. (e.g. movies, mini-bars, laundry, room service, telephone calls from or charged to guest rooms, or any other hotel charges other than those specifically provided in this contract.)

a. The following concessions will be offered at no additional charge to the guests and speakers:

i Wireless - Wireless internet access for all guests/speakers in their rooms, in the meeting rooms, and the lobby area will be provided complimentary ii Parking- Complimentary parking for one (1) vehicle per guest room iii Pre-Check In - Rooms must be checked-in prior to the group’s arrival. The hotel will provide one key per person per room. The contractor shall provide a check-in table, separate from front desk, to hand out keys and schedules upon guest arrival.

3. Conference Rooms/ Meeting Space. The contractor shall provide conference rooms for Resiliency Development Training space for up to 200 adult participants and independent space for child-care for up to 60 children.

4. Childcare. The contractor shall provide appropriate eating, napping, and playing space as well as on-site childcare providers (caregivers) on 4 March 2022 from 1800 to 2200 and 5 March 2022 from 0845 to 1300 and 1830 to 2200. Childcare is designated for infants to 12 years of age. Parents will provide diapers, wipes and bottles as appropriate for their young children. The ratio of caregivers to children shall be 1 to 5, in accordance with Air Force Instruction (AFI) 34-144, Child and Youth Programs, dated 2 July 2019, and in keeping with current CDC guidelines for safety and prevention in the spread of COVID. Caregivers are responsible for, but not limited to, helping children receive food and drinks, preparing the classroom before the children arrive, providing entertainment (games, activities, arts, crafts, small toys, etc.) and cleaning the area at the conclusion of each function. In regards to food, the contractor shall compensate for food allergies, as identified by the parent. The contractor shall offer a pre-check in for childcare on Friday night prior to dinner, and include the menu of foods and drinks to be served during childcare hours. Food and drinks will be in accordance with pediatric health recommendations.

Educational and experience requirements:

a. Cardiopulmonary Resuscitation (CPR)/First Aid Certified.

b. Contractor will verify that individual child-care workers have passed a comprehensive background check, in accordance with Department of Defense Instruction (DoDI) 1402.05, Background Checks on Individuals in DoD Child Care Services Programs, dated September 11, 2015, Incorporating change 1 effective July 14, 2016 prior to the event.

c. Be at least 18 years or older.

d. Minimum two years of professional child-care experience.

e. Citizen of the United States and legally able to work in the United States.

5. Facilities. The contractor shall provide all coordination and procurement of lodging, dining, social, exercise, large group training/conference space, and required audio/visual hardware/software, to include microphones (clip), projector, screen and speakers.

a. The contractor shall provide one (1) large banquet/ballroom space for training with full audiovisual (AV) capabilities (large screen, projector or laptop compatible, wireless microphones and speakers, podium), with a seating capacity of two hundred (200) adults from 0900 to 1230 on 5 March 2022.

b. The contractor shall provide one (1) large banquet/ballroom private dining space capable of accommodating breakfast, lunch, and dinner meals and comfortably seating a minimum of two hundred (200) adults and a minimum of sixty (60) children. The room shall have full AV capabilities and shall be physically separate from the childcare.

c. The contractor shall provide appropriate private, on-site space for child-care able to accommodate up to sixty (60) children during the resiliency training sessions, breakouts, and evening socials in a safe and easily monitored environment in accordance with CDC COVID guidelines. This room shall be configured to allow for children’s age appropriate dining and recreation, and shall be physically separate from the programming/workshop space.

6. Signage. The squadron shall inform the hotel of the appropriate signage to be displayed in the hotel during the events. Squadron 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. Meals. The contractor shall provide complete and nutritious meals for breakfast, lunch, and dinners with meal appropriate beverage selection (no alcohol) at determined resort location (on-site).

Specific requirements to guide menu construction are included in Addendum 1 at the end of this document. All meals must be sufficient to feed a minimum of two hundred (200) adults and a minimum of one sixty (60) children, with allowances for five (5) vegetarian diets, two (2) dairy-free diets and two (2) vegan diets, as to be provided. All meals will be served and consumed in the designated private dining area, with the exception of lunch on 5 March, which will be a ‘grab and go’ style or brown bag. If meals are plated, adults wishing to request seconds will be allowed to do so, with respect to higher caloric and nutritional needs for the unit’s tactical athletes. The contents of all meals shall be in accordance with PWS Addendum 1: Performance Menu Guidelines. 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. 4 March 2022, 1730 – 1930, Dinner for a minimum of two hundred (200) adults and sixty

(60) children attendees in private dining space. Dinner food service begins at 1730 with additional group speaker/activity to follow. Child appropriate snacks to be made available from 1800 – 2200 in the childcare area, although families will share the dinner meal together.

b. 5 March 2022, 0730 - 0830, Full breakfast for a minimum of two hundred (200) adults and sixty (60) children attendees in private dining space.

c. 5 March 2021, 1230 – 1330, Grab-and-Go lunch for a minimum of two hundred (200) adults to be picked up and eaten at location of guests’ choice. Lunch and snacks shall be made available to the children in the Childcare Room.

d. 5 March 2022, 1800 – 2030, Dinner for a minimum of two hundred (200) adults and sixty

(60) children attendees in private dining space. Dinner food service begins at 1800 with a slide show presentation at 1830 and keynote speaker at 1900. Evening snacks to be provided to children in childcare after 1900.

e. 5 March 2022, Coffee, water, and healthy snacks will be made available for a minimum of two hundred (200) adults during the morning break from programming (1030 – 1045).

During the programming periods, the above will be in, or in close proximity to, the programming space. Child appropriate food and snacks shall be provided for children in the childcare space during the programming (0830 – 1230, 6 March 2021) time and also in the evening (1645 – 2200, 6 March 2021) for approximately ten (10) hours total.

8. Professional Development Workshops. Except as explicitly annotated below, the contractor shall coordinate facilities for experts arranged by the DMAFB personnel to facilitate two (2) large workshop(s), between 0900 – 1215 on 5 March 2022. AV requirements include large screen and projector or laptop capable, two (2) wireless microphone/ wearable piece and podium.

9. Keynote Speaker. The contractor shall provide conference room-type space (dining space) accommodating at least two hundred (200) adults for keynote speakers, arranged by the DMAFB Squadron personnel prior to dinner (1800 –2030) on 5 March 2022. AV requirements include large screen and projector or laptop capable, wireless microphone/ wearable piece and podium.

General Information:

10. Contract Manager. The contractor shall have available an on-site contract manager throughout the event, who shall be responsible for the contract performance and can act for the contractor on all matters relating to the contract. The name of contract manager(s) and an alternate(s), who shall act for the contractor when the manager is absent, shall be designated in writing to the Contracting

Officer. The Contract Manager and alternate must be able to read, write, speak, and understand English.

11. Contract Employees. The Contracting Officer reserves the right of the Government to restrict the employment under the contract of any contractor employee or prospective contractor employee identified as a potential threat to the health, safety, security, general well-being, or operational mission of the installation and its population.

12. Employee Restrictions. The contractor shall not employ any person who is an employee of the

United States Government if the employment of that person would create a conflict of interest. The contractor shall not employ any person who is an employee of the Department of the Air Force, either military or civilian, unless such person seeks and receives approval in accordance with DoD Directive 5500.7, Standards of Conduct.

13. Military Members. The contractor is cautioned that off-duty active military personnel hired under this contract may be subject to permanent change of station, change in duty hours, or deployment.

Military reservists and National Guard members are may be subject to recall to active duty. The abrupt absence of these personnel could adversely affect the contractor’s ability to perform services. The absence of these personnel at any time shall not constitute an excuse for nonperformance under this contract.

14. Contractor Employee Appearance. Contractor personnel shall present a professional, conservative, and neat appearance. Contractor personnel shall dress in a professional manner, in appropriate attire befitting a professional environment, and in keeping with normally accepted commercial standards of dress for the work being performed.

15. Safety. The contractor shall comply with all applicable laws and safety regulations. Compliance with OSHA and other applicable laws and regulations for the protection of contractor employees is exclusively the obligation of the contractor, and the Government will assume no liability or responsibility for the contractor’s compliance or noncompliance with such responsibilities. The contractor is responsible for providing contractor employees with all necessary and required personal protective clothing and equipment.

16. For Official Use Only (FOUO). The contractor shall comply with the requirements of DoD

5400.7-R, Chapter 4, DoD Freedom of Information Act (FOIA) Program. This regulation sets policy and procedures for the disclosure of records to the public and for marking, handling, transmitting, and safeguarding FOUO material.

17. Reporting Requirements. Contractor personnel shall immediately report to an appropriate

Government authority any information or circumstances of which they are aware may pose a threat to the security of Department of Defense personnel, contractor personnel, resources, and classified or unclassified defense information.

19. COVID-19 Allowances. Upon contract award, the contractor shall submit a plan to the Contracting Officer addressing the precautions the contractor will take in order to provide a safe environment to retreat participants due to COVID-19. The vendor is also responsible for ensuring the event meets all current and future changes to CDC guidelines for COVID mitigation up through the event weekend as well as any Arizona State or Pima County Department of Health or Tucson city level requirements for large, private gatherings to occur. At a minimum, the plan shall include the following information.

a. Room set up for meals, workshops, training spaces, and child-care.

b. Cleaning protocols for meal, workshops, training, meetings, child-care spaces and hand sanitizing stations.

c. The personal protective equipment that will be used by contractor and lodging personnel.

Precautions the contractor childcare givers will employ when helping children receive food and drinks, preparing the classroom before the children arrive, and providing entertainment (games, activities, arts, crafts, small toys, etc.)

d. Lodging facility rules for guests in common areas, exercise rooms, golf course, tennis courts, and swimming pool(s).

e. Other precautions the contractor and lodging staff will take to protect retreat participants.

f. Process for identifying and completing any potential waivers or paperwork the state, county, or city of Tucson may require to hold this training event to include paying for any possible application fee, or deposit.

Addendum 1: Performance Menu Guidelines

Menu Item(s) Minimum Requirements

Specifications

Meats & Entrée Options

Minimum of 2 whole protein choices available per meal.

• Minimum requirement of 6 oz. protein portion per individual per meal.

• Preferred cuts may include, but are not limited to round, loin, leg, breast, tenderloin, etc. with any visible fat trimmed.

• Available selections at each meal must include either a white meat (poultry/pork) or beef/steak/fish option.

• Vegetarian option shall be offered in the numbers sited in PWS paragraph 7, as well as vegan and dairy-free options.

• Lean red meat served at least once daily and fish offered at least once, with preference for fatty fish (tuna, salmon).

• Only lean ground meats (90% lean or higher) are to be used and shall include no fillers or extenders.

• Preference breakfast stations: omelet station with vegetables (spinach, peppers, mushrooms, onions), Greek yogurt or oatmeal station with toppings of dried fruit, mixed salted nuts and fresh fruit, etc.

Eggs and Dairy

Eggs offered daily at breakfast; low-fat dairy products offered at minimum of 1 choice per meal.

• Egg white alternatives shall be offered when noted in the menu

• No ‘processed cheese products’ are to be used.

• Cheeses offered shall be reduced-fat or made from

2% milk and included on the side unless integral to the recipe.

• 1% or skim milk is preferred and should be labeled to reflect fat content.

• Preference for low-fat cottage cheese and/or low-fat Greek yogurt to be offered at each meal.

Grains and Starches

Minimum of two hot starches shall be offered per meal.

• One non-fried hot starch served per meal without added fat (i.e. potatoes, rice, pasta, quinoa, couscous, oatmeal, grits, etc.).

• At least one bread offered that is 100% whole grain (>3g fiber per serving) at meals.

• At least one hot cereal without added fat or sugars at breakfast.

• Minimum of half of cold cereals offered must list 100% whole grain as first ingredient.

Fruits and Fruit Juices

Minimum of 1 cut fruit

(ready to eat) or 1 whole fruit option offered per meal

• Preference should be given to in-season fruits when available.

• Fruit juices should be 100% fruit or fruit/vegetable blend.

• Fresh fruits should always be the preferred option at all meals. If necessary, frozen unsweetened fruit options may replace 1 cut fruit. No canned pie fillings are to replace fruit options.

Vegetables and Salad Bars

At least two hot vegetable and one salad option per dinner. Vegetables shall be offered and included in breakfast entrees when called for within recipe.

• At least one vegetable must be non-starchy and of a vibrant color.

• Salad bar must include leafy green salads (no iceberg-only blends) and a minimum of 5 additional toppings to include, but not limited to: washed pre-cut vegetables, undressed protein (hard-boiled egg, tuna, etc.), and nuts/seeds.

• Three salad dressings (1 full fat dressing, 1 less than or equal to 10% saturated fat, extra virgin olive oil + vinegar).

• Pre-prepared salads made with dressing that contains less than or equal to 10% sat fat.

Beverages

Coffee, Unsweetened Tea, Hot Tea, Filtered Water, Milk, 100% Juice not from concentrate and non-dairy unsweetened milk shall be available at breakfast.

Filtered water and unsweetened iced tea shall be available at every meal.

• Low-fat milk shall be provided.

• 100% Juice shall be orange or grapefruit juice (no cranberry, no grape juice).

• Non-dairy milk shall be unsweetened

• Coffee and Tea (fresh brewed, unsweetened, one decaf option) o Sugar, honey, and no-calorie sweetener packets shall be available o Coffee creamers shall be free of trans-fats o Heavy cream and half n’ half shall be provided.

Condiments and Sauces This is not a serving-size- specific requirement for every meal, but understood as being incorporated as toppings with breakfast/dinner items or garnishes as appropriate for the dish the vendor may serve.

• Sauces, condiments and spreads must include low fat options that are trans-fat free and contain no partially hydrogenated oils and less than or equal to 10% saturated fat, with exception for butter as a condiment.

• Examples include but are not limited to: nut butters (peanut, almond), guacamole (made with real avocado), salsa, pico de gallo, hummus (made with olive oil), ketchup, deli mustard, hot sauce, plain olive oil.

• Lemon wedges shall be provided at meals with hot tea and unsweetened tea.

• When hot or cold sandwiches are offered, provide appropriate accompaniments and condiments such as but not limited to sliced tomatoes, onions, pickles, lettuce leaves, ketchup, mayonnaise,

• mustard, relish, and salad dressing.

Fat Sources

This is not a serving-size-specific requirement for every meal, but understood as being incorporated as toppings with breakfast/dinner items or garnishes as appropriate for the dish the vendor may serve.

• Fat-free and low-fat cooking methods shall be used.

• Use oils high in monounsaturated fats such as but not limited to olive, olive/canola blends, walnut, avocado, or grapeseed oils for food preparations.

• Performance fats are to be available at every meal, including but not limited to: avocado, olives, nuts, seeds and nut butters. Preference for avocado to be served daily with at least one of the meals.

Between-Meal Enhancements

Offered at Lunch to support between-meal energy needs; left by Contractor at end of breakfast meal.

• Minimum requirement of 1-2 starch choices, 1 fruit, 1 fat/protein option and 2 sports beverages/powder mixes available per person. Suitable examples include:

o Starch/Grains: Baked pretzels, crackers, or chips; whole grain cereal bars; granola packs, and energy gels.

o Fruits: Whole fruit suitable for grab-and-go, dried fruits, or squeezable pureed fruit pouches o Fat/Protein: Trail mix pouches, nut/seed butter packets, bars containing a minimum of 15g protein, lean jerky o Sports Beverages: Liquid ready-to-drink or powder packets for mixing.

Examples include:

Powerade/Gatorade/DripDrop/AllSport