Family Retreat AMXS Apr 2024.docx

Performance Work Statement 2024 19 AMXS Family Retreat (26-28 April 2024)

1. Description of Services. The contractor shall furnish all labor, tools, materials, equipment, facilities, and personnel necessary to provide for the 19 Maintenance Group Unit Chaplain’s (19 MXG/HC) 2024 19 AMXS Family Retreat on 26-28 April 2024, serving maintenance personnel stationed at Little Rock AFB, AR. (5-6 May will be the alternate retreat date option to be exercised only when 1) approved by 19 MXG/HC and 2) services cannot be executed on the preferred 26-28 April 2024 date.)

2. Scope of Work. The contractor shall provide either AAA 4-diamond (preferred) or a deluxe resort quality lodging, with either buffet or plated food selections sufficient to provide four private meals, parking, childcare, recreational tickets, and a training space at a site coordinated with 19 MXG/HC within the city limits of Branson, MO.

3. Lodging. The contractor shall provide all coordination and procurement of lodging with central A/C and heating, daily housekeeping, gym, and access to free Wi-Fi. The lodging venue must house a maximum of seventy-five (75) individuals. A variety of lodging rooms shall be available to meet the needs of larger families, smaller families, couples, and single spouse attendees without children. Any charges to the room for bar tab, meals, movies, and/or services are solely chargeable to the guest. If alternative dates are required IAW paragraph 8, adjust lodging dates to reflect the weekend required.

3.1 For families with three (3) or more children: The contractor shall provide at least three (3) beds in either a single (1) room, or two (2) connecting rooms, with a door between them, e.g., one (1) room with two (2) queen beds and either one (1) roll-away bed or pull-out couch bed, or two (2) rooms with two (2) queen beds each, etc.

3.2 For families with one or two (1-2) children: The contractor shall provide a single (1) room equipped with at least two (2) separate beds, one (1) for parents and one (1) for children, e.g., a (1) king bed, and a (1) pull-out couch, or two (2) queen beds, or a (1) queen bed and a (1) roll away, etc.

3.3 For couples without children or unaccompanied spouses without children: The contractor shall provide one (1) room with at least one (1) bed.

3.4 The contractor shall ensure that either there is late checkout on the final day or that 19 MXG/HC has the adult meeting room and childcare meeting room through 1400 on the final day of the event.

4. Meeting Space. The contractor shall provide one (1) adult meeting room and one (1) childcare meeting room for the event. The adult meeting space must be of sufficient size to comfortably seat a maximum of seventy-five (75) individuals. The child meeting space must be of sufficient size to comfortably seat a maximum of forty-five (45) individuals. Each meeting space requirement includes audio/visual support, podium (if requested), tables, and chairs to support the participants. Proposals shall include any and all applicable service or set-up fees. If alternative dates are required IAW paragraph 8, adjust meeting space and audiovisual requirements to reflect the weekend required.

4.1 The audiovisual requirements for all meeting spaces shall include, but are not limited to, either a digital projector, with projection screen(s), or flatscreen television(s) viewable from the entire room. There shall be speakers capable of projecting sound throughout the room, with two (2) cordless microphones, and HDMI, USB, and Lightning (Apple) hookups, cables, and adapters. An A/V technician familiar with the systems in the room shall be available on-site for assistance in set up and troubleshooting.

5. Dining Area and Meals. The contractor shall provide a private dining area capable of accommodating seventy-five (75) individuals for the meals as specified below (paragraph 5.3). The room shall include, but is not limited to, either a digital projector, with projection screen(s), or flatscreen television(s) viewable from the entire room. There shall be speakers capable of projecting sound throughout the room, with two cordless microphones, and HDMI, USB, and Lightning (Apple) hookups, cables, and adapters.

5.1 The dining area does not have to be a physically separate area from the meeting spaces so long as the requirements from paragraphs 4 and 4.1 are met (room capacity and A/V capability), in addition to paragraph 5 and its subpoints. Otherwise, separate private dining and meeting spaces are required.

5.2 The contractor shall provide either buffet or plated meals on-site for the specified meals (paragraph 5.3) with appropriate beverage selections. The 19 MXG/HC will not purchase alcohol/bar service and will prohibit consumption of alcoholic beverages during the event agenda. All meals will contain between 2500-3000 calories per meal. They will be served in or nearby the designated private dining area. Meals should be consumed in the private dining area. The contractor shall provide plates, bowls, cups, cutlery, and napkins for all meals. The contractor shall be responsible for the collection and disposal of dining waste and cleaning the dining space at the conclusion of each meal.

5.3 The contractor shall provide four (4) meals for seventy-five (75) individuals. The specified meals required are: 1) Dinner, Friday, 26 April 2024, 1800 – 1845, 2) Breakfast, Saturday, 27 April 2024, 0800 – 0845, 3) Dinner, Saturday, 27 April 2024, 1700 – 1745, and 4) Breakfast, Sunday, 28 April 2023, 0730 – 0815. If alternative dates are required IAW paragraph 8, adjust meals and dining space to reflect the weekend required.

5.4 Coffee (with creamer and sugar), water, tea and light snacks shall be provided in the adult meeting room during meeting sessions. Light snack and refreshments shall also be provided to children during childcare hours.

6. Childcare. The contractor shall provide childcare by a licensed provider for 19 MXG children during all session times: Friday, 26 April 2024, 1845 – 2045, Saturday, 27 April 2024, 0845 – 1045 & 1745 – 1945, and Sunday, 28 April 2024, 0815 – 1115. Childcare providers must be licensed within the state where services are provided. If alternative dates are required IAW paragraph 8, adjust childcare dates to reflect the weekend required.

6.1 The childcare provider will deliver a physically and mentally active program. Saturday night movie is acceptable but must be approved by the government before showing.

6.2 Childcare providers shall submit a childcare activity plan for the event to the government for approval no later than five (5) business days prior to the event start date.

7. Recreational Tickets. The contractor will provide one ticket per person (not to exceed seventy-five [75] tickets) for use on Saturday, 27 April or Sunday, 28 April 2024 outside of the scheduled training and meal times (refer to paragraphs 5.3 and 6 for meal and training times) for either 1) a theme park with multiple rides, attractions, and games, 2) a guided local tour, or 3) another local show or attraction within 15 miles of Branson, MO approved by 19 MXG/HC. If alternative dates are required IAW paragraph 8, adjust tickets to reflect the weekend required.

8. Alternate Dates. The government or contractor may have to re-schedule an event due to unforeseen circumstances. The government reserves the right to re-schedule at no additional cost, to an alternate date IAW paragraph 1 providing at least a 5-day notice is given to the contractor in writing. The contractor shall offer new dates for the rescheduled event(s).