Attachment 1 - PWS Marriage Retreat 2024_18 July 2024.pdf

PERFORMANCE WORK STATEMENT

FOR

CHAPEL MARRIAGE & FAMILY

RETREAT

Joint Base Anacostia-Bolling, Washington, D.C.

18 July 2024

1. DESCRIPTION OF SERVICES. Contractor shall furnish all labor, tools, materials, equipment, facilities, food, childcare, personnel, and management necessary to facilitate the Joint Base Anacostia-Bolling (JBAB) Marriage and Family Weekend Retreat as further identified in the Performance Work Statement (PWS).

Event venue and support elements as defined in this PWS shall be facilitated by the vendor.

The Chaplain Corps personnel associated with the Joint Base Anacostia-Bolling Chaplain Corps, its tenants, and Geographically Separated Units are responsible to identify requirements and lead the event participants through the course with the assistance of provided professional instructors, meeting defined objectives.

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; and the contractor shall be willing to facilitate weekend 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 shall be maintained towards all that are involved regardless of race, religion, gender, or age.

2. MARRIAGE AND FAMILY WEEKEND RETREAT.

a. Event shall take place on 23-25 August 2024 and be within three (3) hour drive of

Joint Base Anacostia-Bolling, D.C.

b. Retreat Dates/Location. The contractor shall provide resort-style lodging

(American Automobile Association [AAA] Travel Three or Four-Diamond Rated or equivalent), Family Friendly retreat location with a variety of activities (examples:

miniature golf, volleyball, kickball, paddle boats, dancing, karaoke, giant outdoor chessboards, indoor or outdoor water slides, pool, lazy river, wave pool, outdoor movie, basketball court, playground, etc.), meals in accordance with requirements detailed in this PWS paragraph 10, and training space at a site coordinated with the retreat Chaplain Corps within a three (3)-hour drive of Joint Base Anacostia-Bolling, DC, 23-25 August 2024; for up to sixty (60) total adults and children and up to thirty

(30) rooms; intended for double occupancy and suites as required by family size (or other factors) that can comfortably accommodate up to six (6) people total.

c. 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 retreat attendee 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).

3. DESCRIPTION OF LODGING. Contractor shall procure a facility that can provide lodging for a maximum of sixty (60) participants, which includes fifty-eight (58) attendees and two (2) Chaplain Corps personnel for up to three (3) days and two (2) nights. Rooms shall be provided to accommodate couples, large families, and two (2) Chaplain Corps personnel.

Each room shall have, at a minimum, two (2) queen sized beds, the facility shall also be equipped to accommodate a larger family unit (e.g., families of up to six (6) people) with a pull-out sofa bed option or other optional sleeping accommodations within the same room, individual bathroom, and must include the following in-room amenities: a television, refrigerator, microwave, and internet access at no additional expense. For large families, additional beds and/or adjoining room(s) shall be provided to meet hotel maximum occupancy guidelines. A Chaplain Corps personnel will communicate large family needs at least five (5) days prior to the event start date.

a. Check-in/out. Contractor will contact the hotel directly and provide the hotel with a list of names for all attendees. In some cases, participants may show up earlier than the regular check-in time. The hotel should accommodate early arrivals, if there is availability of rooms. Late check-out times for all attendees will be designated at least 1:00 PM. If late check-out is not an option, the lodging staff must be able to store excess bags or adjust their schedule to accommodate attendees.

b. Pre-Check In. Rooms must be checked-in prior to the group’s arrival. The hotel will provide at least one key per adult, per room. The contractor shall provide a check-in table, separate from the front desk, to hand out keys and schedules upon guest arrival.

4. LODGING AMENITIES. Contractor shall provide the following on-site amenities:

a. On-site fitness center,

b. Outdoor or indoor swimming pools,

c. Family friendly activities at the lodging facility or at least be within a half mile of the venue,

d. Lodging facility must be able to accommodate meal requirements (see paragraph 8 for details) so that guests do not have to leave,

e. Free parking shall be included for all participants,

f. Complimentary wireless internet access for all guests/speakers in their rooms, in the meeting rooms, and the lobby area shall be provided.

g. The US Government will not pay for telephone calls, mini-bar, room service, in room internet (if not provided at no cost), parking, movie/game rentals, restaurant invoices, gift shop purchases, damages, hotel charges etc. other than those specifically provided for in the contract. Charges not covered by the US Government should be resolved between the guests and the hotel. Incidentals will be paid by the individual attendees.

h. The US Government will only pay for rooms and services used in accordance with the contract and any applicable penalties due to late cancellations. Attendees will be provided a seventy-two (72)-hour cancellation policy or better.

5. ANNOUNCEMENT BOARDS/SIGNAGE. The contractor should provide appropriate announcement boards at each hotel entrance and the main conference room welcoming and directing retreat participants. The contractor will provide the exact wording of the announcement to the hotel as approved by the Chaplain Corps personnel.

6. CONFERENCE ROOMS GENERAL REQUIREMENTS

a. The contractor is responsible for providing five (5) suitable event/conference room spaces. All conference and childcare rooms shall be exclusively used for the Chaplain Corps personnel and the Marriage and Family retreat attendees. The contractor will coordinate with the hotel representative for the conference room set-

up. Audio and visual equipment shall be provided for one (1) general session event space room and audio and visual equipment for each of the three (3) childcare rooms. Audio and visual equipment is not needed for the Breakout Room.

b. The contractor shall provide at least:

i. one (1) large capacity general sessions room to accommodate up to sixty

(60) individuals,

ii. one (1) separate conference rooms for breakout sessions to accommodate up to 30 individuals; and

iii. three (3) additional independent spaces for childcare for up to 30 children

1. One (1) room for children ages 0- 4,

2. One (1) room for children ages 5-9 and

3. One (1) room for children ages10-14)

4. Preference that childcare rooms do not share a wall with the general sessions room and breakout rooms.

c. The event facility should be ready for use by Chaplain Corps personnel no later than

1:00 PM 23 August 2024 and available solely to the Chaplain Corps for the duration of the sessions listed in paragraph d below.

d. Contractor shall provide one (1) meeting room for General Sessions and one (1) additional meeting space for breakout sessions. The necessary days, times, and accommodation requirements are identified below:

e. General Sessions and Breakout Sessions Conference Rooms Required Times.

1. Friday, 5:00 PM to 9:00 PM

2. Saturday, 9:00 a.m. to 9:00 p.m.

3. Sunday, 9:00 a.m. to 12:00 p.m.

f. General Session Event Space. Contractor shall provide a General Session space to accommodate approximately sixty (60) attendees, set in round style seating. One (1) room with “Crescent rounds” with six (6) seats per table accommodating up to sixty

(60) participants. The meeting space shall not contain pillar(s) and/or structural objects that could obstruct attendees’ view. Microphone, audiovisual large screen, projector, audio speakers or house sound compatible with computer laptop, lectern OR podium centered. Wireless Internet capabilities and a lavaliere or hand-held wireless mic.

i. Buffet meals shall be served in this room as well. See paragraph 8a.

g. Breakout Room. Contractor shall provide one (1) Breakout Room to accommodate up to thirty (30) attendees. The meeting space shall not contain pillar(s) and/or structural objects that could obstruct attendees’ view. Audio and visual equipment is not needed for the Breakout Room.

h. An area within the meeting space or within proximity to the meeting space shall contain water stations and/or pitchers filled with water, coffee, tea, juice, along with glasses/cups for each room’s seating capacity. Beverages shall be replenished as necessary.

i. The hotel shall ensure that all equipment is always operable and shall always have staff available, capable of troubleshooting any problems in real-time.

j. The hotel shall provide grounded electrical connections with extension cords and surge protectors to support office equipment.

k. The rooms must be locked when not in use to prevent unauthorized access. Only the contractor and Chaplain Corps personnel are authorized to receive keys to the conference rooms.

l. The Contractor is responsible for coordinating set-up with the designated Chaplain Corps personnel. The setup includes a typical conference set-up that includes but is not limited to:

i. Projector Screen/Televisions,

ii. Tables w/tablecloths,

iii. Padded chairs,

iv. Podium,

v. Audiovisual equipment as required,

vi. Other miscellaneous equipment (i.e. microphones as noted)

m. The US Government shall be permitted to connect its equipment to the venue’s electrical outlets, house sound and AV connections within the facility and for the duration of the event weekend with no additional cost to the US Government for use of contractor’s electrical power service.

n. Internet. The hotel is responsible for providing high speed internet connection for Chaplain Corps personnel and/or instructors.

7. ALTERNATE DATES. The US Government may have to reschedule events due to unforeseen circumstances. The US Government reserves the right to reschedule an event at no additional cost, provided that at least a ten (10) day notice is provided to the contractor in writing. The contractor shall propose dates for the rescheduled event(s). Alternate dates for this event will be 16-18 August 2024.

8. HOT MEALS. Contractor shall provide complete and nutritious meals for hot breakfasts, hot lunch, and hot dinners with appropriate beverage selection (alcohol not permitted). All meals must be sufficient to feed up to sixty (60) participants (total includes adults and children), with a vegetarian option and allowances for dietary restrictions if needed. All hot meals will be served buffet-style in the general session event space. The contractor shall provide plates, bowls, cups, cutlery, and napkins for all meals. The contractor shall ensure collection and disposal of dining waste and cleanliness of the dining space, to include tables and chairs.

a. Hot buffet meals shall be served in the back of the General Session Event Space.

b. The contractor shall provide five (5) hot meals for each participant. Hot meals shall consist of the following: two (2) hot breakfasts, one (1) hot lunch, and two (2) hot dinners.

c. Specific catering requirements and meals to be served are as follows:

i. Friday, Hot Dinner Buffet: 5:30 p.m. to 6:30 p.m. hot dinner for up to sixty

(60) adults and children to be set up in the back of the General Sessions Event Space.

ii. Saturday, Hot Breakfast Buffet, Hot Lunch Buffet and Hot Dinner Buffet:

8:00 a.m. to 9:00 a.m. American-style hot breakfast for up to sixty (60) adults and children. 11:30 a.m. to 12:30 p.m., hot lunch for up to sixty (60) adults and children. 5:30 p.m. to 6:30 p.m. hot dinner up to sixty (60) adults and children. All Saturday meals (breakfast, lunch, and dinner) will be setup in the back of the General Sessions Event Space.

iii. Sunday, Hot Breakfast Buffet: 7:00 a.m. to 8:30 a.m., American-style breakfast for up to sixty (60) adults and children to be set up in the back of the General Sessions Event Space.

d. BREAKFAST: Hot food buffet shall be available to adults and children from 8:00 a.m.

to 9:00 a.m. Saturday, and 7:00 a.m. to 8:30 a.m. on Sunday. The hot breakfast buffets shall include such items as: Scrambled eggs, meat (bacon and/or sausage), potatoes or grits, oatmeal, waffles, pancakes or French toast, pastries, bread (toast or biscuits), yogurt, fresh fruits, and an assortment of cereal. Drinks shall consist of hot/ ice coffee, hot/iced tea, milk, and juice. Self-serve beverage stations are preferred. Other items or alternative breakfast plans may be considered.

e. HOT LUNCH AND HOT DINNER: All meals shall provide two (2) hot protein options, as well as a plant-based protein option, and five (5) side items. (e.g., pasta salad, seasonal vegetables, etc.). An assortment of sweet items can be served as dessert (fruit, cookies, cake or pie). Drinks shall consist of coffee, iced tea, lemonade, punch, soda, or juice. Self-serve beverage stands are preferred.

f. CHILDREN’S MEALS. Their hot lunch and hot dinner meals shall be children-friendly such as:

i. Chicken fingers, chicken nuggets, spaghetti, mac & cheese, fries, cut fresh fruit, cut raw veggies (age appropriate).

ii. Drinks shall consist of milk (whole and 1%), juice, and water.

iii. Consider nut-free options.

g. CHILDREN SNACKS:

i. Children’s snacks will consist of items such as graham crackers, cheese, cut fresh fruit, cookies, or yogurt and will include milk or juice and water. Other items or alternative snacks may be considered.

ii. Morning snacks shall consist of items such as muffins or breakfast breads and pastries and whole or cut fruit. The morning beverage will include milk, juice, and water.

iii. Afternoon snacks shall consist of items such as cut or whole fruit, and cookies or brownies, and chips or popcorn. The afternoon snacks will include lemonade, and water.

h. The contractor shall support specific dietary requirements as requested (e.g., Vegan options, food allergies, etc.) as least seven (7) days prior to the event start date of 23-25 August 2024.

9. ON-SITE CHILDCARE. The contractor shall provide childcare, meals, and room(s) for up to thirty (30) children for the Marriage and Family Weekend Retreats by a licensed childcare provider.

a. CHILDCARE LICENSING. Childcare Service Providers Day Care License issued by a State Licensed Center or provide childcare personnel from a State Licensed Center in compliance with Maryland, District of Columbia, and Virginia’s Department of

Human Services childcare licensure regulations. Proof of licensing shall be provided to the Chapel Corps Staff seven (7) days prior to the event start date.

i. The contractor shall ensure a sufficient child/staff ratio to meet the Childcare Rules and Regulation standards. Maryland, District of Columbia, and Virginia’s Childcare Staff Credentials (CF-FSP) certified preferred, but not required.

b. The contractor shall possess appropriate skills for all children under the childcare services such as health, safety, nutrition, supervision, and a compassionate attitude. Children shall always be under proper supervision of certified personnel.

c. CRIMINAL BACKGROUND CHECK. Contractor personnel shall meet the criminal background record standards in accordance with (IAW) FAR 37.103(d) and 42 U.S.C.

13041. The criminal background record shall not display any disqualifying information for the health and welfare for the care of children.

d. Childcare Service Providers must show adequate proof that all staff members have an up to date twelve (12) months or less, satisfactory, background check completed.

e. Childcare Service Providers must provide copy of valid business license and proof of insurance at least seven (7) days prior to the event start date.

f. All Childcare Service Providers and staff must be certified for both Child & Infant CPR. Proof of staff Child & Infant CPR certifications for all staff must be provided at least seven (7) days prior to the event start date.

g. Childcare Provider is required to:

i. Be set and ready to accept children thirty (30) minutes prior to each start time (see paragraph h below for Childcare Services Schedule).

ii. Must have a security system in place for receiving/registering children, tracking children, and releasing children while maintaining accountability.

iii. Non-attendance of children must be confirmed for each event.

iv. Childcare Service Providers must have a system of identifying and monitoring child(ren) with food allergies to ensure there is no cross contamination with these allergies.

v. Plan to staff accordingly to provide breaks to Childcare Providers while providing continuous, adequate, supervision during all sessions and meal and snack times.

vi. Childcare providers must provide games, toys and activities, etc. for appropriate ages.

vii. Childcare providers must provide blankets, and nap time accessories.

Portable cribs and/or pack and play type beds will be provided by the childcare provider.

viii. Childcare providers must be prepared and able to provide support for special needs children.

ix. Saturday night movie is acceptable but must include an alternative activity for those unable/unwilling to participate. The movie must be approved by Chaplain Corps personnel before showing.

x. The contractor shall ensure childcare providers submit a childcare activity plan and alternative activities, carefully considering disabilities and unique care needs of the registered children. The plan shall be submitted to the Chaplain Corps personnel for approval at least three (3) days prior to event start date.

xi. Contractor must ensure childcare providers adhere to Local State Statutes for operation of childcare facilities. The list of childcare providers shall be submitted to the event facilitator for approval three (5) days prior to event start date.

xii. The Chaplain Corps personnel shall 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.

xiii. Childcare Service Providers shall wear appropriate attire that allows for proper care of children and facilitation of activities. Childcare Service Providers shall wear nametags that display the providers first name and company logo.

h. REQUIRED CHILDCARE SERVICES SCHEDULE:

i. Friday, 5:00 p.m. – 9:00 p.m.

ii. Saturday, 9:00 a.m. – 9:00 p.m.

iii. Sunday, 9:00 a.m. – 12:00 p.m.

i. CHILDCARE: Up to thirty (30) children; ages 0 to 14 with age-appropriate activities;

three (3) separate childcare spaces that are not sharing a wall with the General Sessions meeting room.

j. ACTIVITY PLAN. The contractor shall provide the Chaplain Corps personnel an activity plan, by age group. The activity plan shall be submitted no later than five (5) calendar days prior to the event start date and shall be approved by the Chaplain Corps personnel to implementing the proposed activity plan.

i. Age groups for childcare shall be broken down for purposes of activity planning as follows:

1. Age range 0-2

2. Age range 3-5

3. Age range 6-9

4. Age range 10-12

5. Age range 13-14

ii. Potential activities include:

1. Arts and crafts/painting

2. Finger/hand puppet-style plays

3. Age-appropriate movies

4. Sports/lawn games (as appropriate)

5. Other age-appropriate activities for each age range

iii. All supplies for activities shall be provided by the contractor.

iv. Contractor shall provide cots/beds or similar items for babies/children during nap time.

10. ATTIRE. Contractor employees shall present a neat appearance and be easily recognized as contractor employees (to include Childcare Service Providers). This may be accomplished by wearing distinctive clothing bearing the name of the company or by wearing appropriate badges, which display company name and employee name. All articles of clothing shall be reasonably clean, in good repair, and shall not display any obscene or objectionable words, phrases, sketches or pictures. Contractor employees shall not drink alcohol, smoke or vape near/around the children.

11. CHILDCARE PROVIDER ROOM AND MEALS.

a. Contractor will be responsible for providing hotel room(s) and meals for all

Childcare Service Providers and any associated staff.

b. Damages. Contractor shall be responsible for the repair or replacement of any property damaged by any Childcare Service Provider(s) or staff at no expense to the US Government.

12. REPORTING. Contractor shall report to the Chaplain Corps personnel any information that would pose a threat to the security and safety of children during the performance period.

a. The contractor has a duty to report all mishaps to parents/guardians of anyone under their care.

b. The contractor will provide a tracking system/sign in and sign out Chaplain Corps personnel.

13. ADDITIONAL REQUIREMENTS.

a. Deliverables. All deliverables must meet professional standards and meet the requirements set forth in contract documentation. The contractor will be responsible for delivering all end items specified. The following items are sample of deliverables that fall within the scope of all aforementioned tasks and all other stated deliverables.

i. Deliverable Instructions. Deliverables will be submitted electronically, if possible, and hard copy if wet signature is required, and will be compatible with AF-standard desktop Microsoft applications.

b. CHANGES. The contractor shall make a good faith effort to accommodate roster changes due to military obligations up to the day of the event. The Chaplain Corps personnel will work to ensure that these changes are minimal and do not affect the number of rooms or childcare providers that were required upon the original roster being sent.

c. ON-SITE MANAGER. The contractor shall have an available on-site manager, and mode of contact with the chosen Chaplain Corps personnel. The name of the on-site manager(s) and an alternate(s) shall be designated in writing to the Contracting Officer. The on-site manager and alternate must be able to read, write, speak, and understand English.

d. 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.

e. 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.

f. 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.

g. ALTERNATIVE 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 seven (7) day notice is provided to the contractor in writing. The contractor shall propose dates for the rescheduled event(s).

14. CONTRACTOR PERSONNEL. The contractor shall provide an event coordinator 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 coordinator is absent, shall be designated in writing to the contracting officer prior to the contract start date of 23 - 25 August 2024. The event coordinator or alternate(s) shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The event coordinator and alternate(s) must be able to read, write, speak, and understand the English language. Additionally, a representative is required from the contractor prior to any events to conduct a walk-through of the facilities the event will be held to ensure adequate facilities are being utilized.

a. HOLIDAYS OBSERVED. Because of the nature of services being provided, services may be required on civic holidays and Holy Days.

i. Federal holidays:

1. Labor Day, the first Monday in September

2. Any other day designated by Federal statute, executive order, or

Presidential proclamation.