H92239-22-Q-0011_Statement of Work_1SFG_3BN_Family Retreat.pdf

STATEMENT OF WORK

Lodging, Meals, & Conference Facilities for

1788a 1st Special Forces Group (Airborne) Retreat from 22-24 July 2022.

1.0 GENERAL

1.1 DESCRIPTION OF SERVICES/INTRODUCTION: The Contractor shall furnish facilities, furniture, equipment and supplies, management, supervision, and labor to provide lodging, conference facilities and meals for a Conference scheduled from 22-24 July 2022. Attendees are Soldiers and Families from 1SFG(A) DEVIL CHI, a program designed to rebuild, refresh, and strengthen their relationships.

1.2 FACILITIES: Hotel/resort shall be able to handle a capacity of up to 30 families and staff, including adults and children, for lodging, event classroom/training space, and childcare space. The hotel shall offer a knowledgeable concierge and a sit-down restaurant or lounge with extended hours, offering food/snacks. Facilities, include lodging/rooms, and conference/childcare rooms.

1.2.1 Amenities: Facility shall have a fitness center, pool, and outdoor recreation spaces open to the conference attendees throughout the conference.

1.2.2 Events, Group Activities: Facilities must have available on site several outdoor activities. The outdoor space shall include waterfront access with the potential for team-building activities. The outdoor space shall also include walking paths for families to use during their down time.

1.2.3 Childcare: The Contractor will provide childcare services for the children of 1SFG(A) 1788a attendees (parents). All contracted services will be within regulatory compliance with Federal and Washington State Childcare Regulations.

1.3 LOCATION: Facilities shall be in the Pacific Northwest Region, within 160 miles driving distance of Joint Base Lewis-McChord (JBLM), WA.

1.4 FACILITY COORDINATION: A 1788a point of contact (POC) and a Service Member POC will be designated to coordinate with the Contractor prior to and throughout the event. Contractor shall provide a final list of all attendees and their room assignments to the POCs upon request.

2.0 REQUIRED SERVICES:

2.1 MEALS AND BREAKS SERVICE. Group meals shall be provided by the Contractor in a room separate from non-conference guests and separate from the training room. Highchairs will be available for use.

The style of meals will be based on the conference schedule and will include both buffet style and boxed/to-go meals. Vegetarian, children’s, and specified allergen-free meals shall be made available upon request. The 1788a POC will notify the Contractor if vegetarian, children’s, and allergen-free meals are required no later than (NLT) seven (7) days prior to the event. Cups with lids will be provided for children’s drinks.

2.1.1 Breakfast. Breakfast buffets shall include at minimum: Eggs, meat, potatoes, sliced fruit, fruit juice, cereal, milk, caffeinated and decaffeinated coffee, and assorted bread/pastries. Children will eat with parents.

2.1.2 Lunch. Lunch during the main training day will consist of light lunch fare like soup, sandwiches, and / or salads, caffeinated and decaffeinated coffee, iced and hot tea, and water. If boxed meals are requested, they shall include at minimum: a sandwich/wrap, side (vegetable, salad, or pasta/grain), fruit, dessert, and a bottled water.

2.1.3 Dinner buffets shall include at minimum: An entrée of beef, chicken, or fish, starch, vegetables, fruit, bread, dessert, caffeinated and decaffeinated coffee, iced and hot tea, and water. Children may eat with childcare providers, depending on the Conference schedule to be provided NLT seven (7) days prior to the event.

2.2.3 The meal plan for the conference is as follows:

Friday evening: Dinner Saturday: Breakfast, Lunch, Dinner, Dessert Sunday: Breakfast, Boxed Lunch

2.1.3 General/Breaks/Childcare. Water, coffee, and hot tea will be available for the adults attending training throughout all sessions. The childcare areas will be provided light snacks consisting of, but not limited to fresh fruit, crackers/chips, juice, milk, and water. Any food allergens specified will be considered for snacks as well as meals.

2.2 EVENT SPACE: The venue shall be able to handle a capacity of up to 30 families and staff, to include adults and children, and up to 40 rooms, dependent on occupancy. The venue shall also include event (training and childcare) space. Specific numbers of adults and children will be provided by the 1788a POC NLT seven (7) days prior to the event.

2.2.1 Conference Room: Tables and chairs will be provided to accommodate 60 adults (attendees and speakers) in a banquet style configuration (round tables), with accessibility for smaller breakout rooms, if needed for small group training (up to 30 adults). Two rectangle tables with chairs will be provided, placement to be specified by the 1788 POC. A podium will be provided at the front.

2.2.2 Childcare Rooms: Three rooms will be provided to accommodate a maximum of 60 children plus childcare providers. Tables and chairs will be provided to use for activities and meals (if needed). This area must be on the same floor and accessible to conference attending parents within a five (5) minute walk. The childcare rooms will not have public access and will allow for the childcare providers to maintain positive access control. The childcare rooms must have access to restrooms and have communication with the conference room where the parents are training. The 1788a POC will determine and provide specific numbers of children NLT seven (7) days prior to the event.

2.2.3 Audiovisual: The conference room will have audiovisual capability to include, but not limited to, two microphones (preferred one wireless and one hand-held) for guest speakers/trainers and equipment to show PowerPoint presentations. At least one large whiteboard shall be available. The conference room shall also have videoconference capabilities, on-site technical support, and a 24/7 self-service business center located on the premises. Training and childcare spaces shall have access to Wi-Fi. The Childcare Rooms shall have a minimum of two TVs and DVD Players available for use. Childcare provider will provide gaming systems, movies, and games all of which will be “G” rated.

2.2.4 Team Building Event: Vendor will be required to host an event/activity for the attendees.

2.3 LODGING/ROOMS: 40 guest rooms will be required for single and/or multiple occupancy (minimum of 5-person occupancy). Rooms will be non- smoking with queen or larger beds and private bathrooms. The Contractor will provide rollaway bed, basinet, and cribs, as necessary.

2.3.1 Room Standards: Rooms must be clean and in good repair. Additional blankets and pillows shall be made available if requested by the occupant. All linen and blankets shall be clean, freshly laundered, without any objectionable odors, and in good repair, free from tears, rips, holes, stains, and excessive wear.

2.3.2 Rooms: Rooms shall include clean linens, bathrobes, ironing board and Iron, TV with cable service, functional desk/work area, telephone, free high-speed Wi-Fi, room safe, fridge, and digital radio with alarm.

2.3.3 At least 5 rooms must be adjoining to accommodate families with multiple children

2.4 Childcare: Childcare facilities will be located on the same floor and near the rooms/areas where the attendees/parents will be training. Facilities will be provided by the hotel/motel/conference center where the Conference will take place and shall be able to handle a capacity of up 60 children.

2.4.1 The contractor will set up and disassemble the childcare area and all entertainment or additional items associated with childcare. The conference facility will provide a minimum of two TVs and two DVD Players available for use. Childcare provider will provide gaming systems, movies, and games all of which will be “G” rated.

2.4.2 The contractor shall provide security camera(s) to monitor the activities that take place in the childcare areas.

2.4.3 Procedures: The 1788a POC will provide a consolidated list of mandated procedures to be followed based on this SOW and Washington State regulations fourteen days (14) prior to the Conference, or as soon as possible after the contract is signed, whichever comes later.

2.4.4 The 1788a POC will coordinate with the Contractor to ensure required knowledge about workspace and available amenities in the conference area.

2.4.5 Security: Contractor shall provide positive access control to ensure all children are accounted for at all times when under their supervision.

2.4.6 Check in/out includes initial and final, but also any time the parent is dropping off or picking up their children. It also includes checking in and out of the room for meals and bathroom breaks. Children will be checked in and out by their parents using a hard copy system. At a minimum, upon initial check-in, a hard copy control system will include primary and alternate contact information for the parent, any known allergies, and special needs. The initial check-in documents may also include written childcare policies to include but not limited to: a written disciplinary policy, children’s illness, toys from home, diaper changing, curriculum/daily schedule, and mandated reporting procedures.

To each child, the Contractor will attach a visible nametag/identifier that includes allergens and other special needs.

2.4.7 Access Control: Contractor will always maintain positive access control while children are within their care. The system must enable them to provide the location of any child (which childcare room, restroom w/providers, meal line, etc.) upon request. During provider times, children shall not be allowed outside the childcare rooms unless under the supervision of the providers or parents. All individual providers must be aware of and adhere to strict check in/out and accompaniment procedures.

2.4.8 Communication: The Contractor will maintain communication with the conference training area to notify the parents of children experiencing difficulties and cannot be calmed down or soothed within a 15-minute period.

2.4.9 The contractor will provide age-appropriate games and entertainment for the duration of scheduled childcare to include crafts, stories, and other age-appropriate structured activities.

2.4.10 Special Knowledge Requirements. If children have special requirements, i.e. special diets, the 1788a POC will assist in coordinating those needs between the childcare Contractor, facility, and families no later than fourteen (14) days prior to the event. If there are any attendee changes within that period, the 1788a POC will communicate the changes to the contractor. The contractor will accommodate such changes within reason.

2.4.11 Documentation. The 1788a POC will provide a written list of special needs to the childcare provider. Needs include but are not limited to food allergens, communication, medical concerns. This may also come directly from the parent at the time of check in.

2.4.12 Medications. Contracted personnel will not administer any type of medicines or medications.

2.4.13 One person per area must be trained in CPR and a First Aid kit must be present at all times. If First Aid is administered to a child, the parent will be notified immediately.

2.4.14 Childcare ratios. The number of providers shall be based on the number of children and their age ranges as appropriate to fulfill the requirements in this SOW, meet all Department of Defense ration requirements, and to ensure all children are well cared for during the Conference

2.4.14.1 Age Group Definitions.

Infant- child between 4 weeks and 11 months

Toddler-child between 12 and 29 months Preschooler-child between 30 months and 5 years School Age- child between 5 and 12 years old

2.4.14.2 Child Care Staff Ratios

1-11 months: one staff for up to 4 infants

12-29 months: one staff for up to 7 toddlers 30 months – 5 years: one staff for up to 10 children 5 + years: one staff for up to 15 school age children

2.4.15 Accompaniment. No provider shall be alone with a child at any time.

2.4.16 Licensing and Compliance

2.4.16.1 WA State. The childcare Contractor must be licensed with the state of Washington and within regulatory compliance of Washington Administrative Code, Title 10 and the Revised Code of Washington, Chapter 43.216.

2.4.16.2 DOCUMENTATION. The Contractor shall maintain, on the site/location where childcare services are to be performed under this contract, written proof of compliance with Washington State licensing requirements for childcare outlined in RCW 43.216.295 and the applicable provisions of Title 110, Chapter 110-300A, of the Washington Administrative Code (WAC). That written proof will be made available for inspection upon request by a) any parent or legal guardian utilizing childcare services under this contract or b) any designated POC from the requiring activity.

2.4.16.3 BACKGROUND CHECKS. Criminal background and child abuse checks are required for all staff. Fingerprinting is required for all staff that have lived in the state for less than three years.

2.4.16.4 SPECIFIC PROVIDERS: Contractor will provide a list of all personnel who will be onsite that will include their specific responsibilities NLT seven (7) days prior to the event.

3.0 EXTRA SERVICES: Extra services not specified in this SOW, or not normally included in the room rate, shall be paid for by the guest(s) requesting and receiving this extra service. The Contractor shall have the ability to provide guest services not covered by the Government in this contract (phone charges, movie rentals, pet deposit) without placing holds on individual guests’ debit/credit cards or charging deposits.

3.1 On or offsite parking costs will be covered under the costs of this contract.

4.0 SPECIAL REQUIREMENTS: If attendees have special requirements, i.e., handicap accessible rooms, special dietary needs, a 1788a representative will coordinate the special requirements with the hotel/motel NLT seven (7) days prior to the event.

5.1 RESPONSIBILITIES OUTLINED: The 1788a POCs will work with appropriate Service Member personnel to coordinate approval of the Contractor, availability for the specified event, and the payment process.

5.1.1 A google map printout is required to be included in the deliverable to determine the suitability of location based on the 160 miles driving distance requirement.

5.1.2 No later than seven (7) days prior to the event, the F.I.R.S.T. POC, Service Member representative, and a knowledgeable hotel/motel representative will: determine and discuss vegetarian, children’s, and allergen-free meals, if required. No later than seven (7) days prior to the event, any special requirements for the rooms will be coordinated.

5.1.3 Broker requirements: This event does not require an event coordinator or manager, as such no associated travel costs of a broker will be issued to facilitate this event.

6.0 CANCELLATIONS

Notice to modify the initial purchase order, either by postponing the event to another date or canceling the event, the change will be made by the issuing Contracting Officer (KO). Notice will be by phone or email and followed by a purchase order modification confirming the change. Only the KO can authorize changes to the awarded contract

7.0 SERVICE MEMBER/DEPENDENT CONDUCT: It is expected that Service Members and Dependents attending events under this agreement conduct themselves in a good and orderly fashion. Incidents of misbehavior will be reported by the Contractor immediately to the F.I.R.S.T. POC, who in turn will report it to the designated Service Member representative.

8.0 DAMAGES: The Service Members and Dependents, and ultimately the Government are responsible for willful damage to the Contractor facilities. Claim for damages must be in writing, reference the applicable purchase order number, and identify the damage and cost of repair. If known, the identity of the Service Member/Dependent responsible will be provided. Claims should be verified by the F.I.R.S.T. POC and Service Member POC.

9.0 INVOICING: Services shall be invoiced in accordance with the Terms and Conditions of the Purchase Order.

LODGING AND CONFERENCE REQUIREMENT SUMMARY

Up to 40 Rooms (Queen beds or larger)ss 30 Families (~60 Adults and ~60 Children) 1 Conference Room for Adult Training set up banquet style plus 2 rectangle tables with chairs Access to smaller breakout space for small groups Space for meals separate from non-conference attendee hotel guests 1-3 Childcare Rooms on the same floor and near the adult training area A/V Equipment for Training Room (Podium, Projector, Screen, Two (2) Microphones, large Whiteboard) A/V Equipment for Child Care (2 TVs, 2 DVD Players) Meals: 1x Breakfast, 2x Lunch, 2x Dinner Fitness Facility and access to outdoor activities