Statement of Work REV 2.pdf

STATEMENT OF WORK STATEMENT

MARRIAGE ENRICHMENT RETREATS

HAMPTON ROADS, VA

1.0 Scope:

1.1 A rental facility shall be utilized for one (1) Diversity Summit (DS) for Fleet Forces Command and subordinate units. The Diversity Summit will run for four days. From Tuesday September 17th 8:00 am to 12:00 pm on Friday September 20th.

2.0 The Rental facility:

2.1 The facility shall be available to persons of all race, gender, creed or religion.

2.2 The facility shall be located within the following zip codes:

2.2.1 23510 (Downtown Norfolk)

2.3 The facility shall provide sufficient space for a maximum of 150 people, to include 2 breakout rooms to accommodate 50 people in the area of the general meeting space. The set-up should be classroom style with tables and chairs in the general space not stadium style and round tables in the breakout space. As well as space outside meeting space for 10 display tables. As well as registration space to hold multiple computers and storage.

2.4 The facility shall be available to provide the necessary space for four (4) days within the dates specified in this performance work statement.

2.5 The facility shall have at least one telephone available 24 hours a day for medical/casualty assistance.

2.6 The facility and the surrounding area shall provide safe and superior access to multiple recreational options to enable requirements for the Diversity Summit, which shall include:

2.6.1 On site well-appointed common areas, a restaurant, coffee, and access to multiple computers accessible.

2.6.2 Area attractions shall be within one half mile walking distance of the facility, such as restaurants and stores, and accessible by properly marked and sized crosswalks and sidewalks, and handicap accessible to accommodate participants and dependents using wheel chairs or other mobility devices.

2.7 The facility shall be a smoke-free facility. Smoking areas shall be designated outside of the facility, at a minimum of 10 feet away from the facility.

2.8 The facility shall provide free Wi-Fi for all staff and participants.

3.0 Time and days for summit:

3.1 Arrival time: Monday 12:00 pm (for staff set up registration center and rooms) / 5:00 pm (for participants to register & check-in)

3.2 Conference start time: Tuesday at 8:00 am

3.3 Departure time: Friday at 12:00 pm

4.0 Cancellation:

4.1 If inclement weather or natural disaster makes traveling hazardous for the scheduled week and necessitates cancellation, either an alternate week will be scheduled which would be mutually agreed upon by the Government and the contractor, or the retreat would be cancelled without penalty.

4.2 If the operational schedule necessitates the cancellation of the summit, either an alternate week will be scheduled which would be mutually agreed upon by the Government and the contractor, or the summit would be cancelled without penalty.

5.0 Meals:

5.1 Refreshments:

5.1.1 The Contractor shall provide hot/cold beverages for use during the retreat, to include coffee, tea, hot cocoa, lemonade or equivalent, sodas (including diet), bottled water, hot/cold beverage cups, sugar, and cream for daily usage by retreat participants. The quantity of drinks shall be at a minimum of 2 drinks per 100 each morning and afternoon snack break.

5.1.2 Snack break shall be provided Tuesday thru Thursday twice a day and once Friday morning, to include items such as cookies, chips, fruits, vegetables with dip, items for diabetics, and fat free snacks. The quantity of snacks shall be at a minimum of 2 snacks per participant each snack break.

6.0 Housing:

6.1 Individual room blocks for 20 people should be provided. Each room shall have a private bath, a queen/king size bed or beds, and be smoke free.

6.2 Room for program manager from 16-20 September 2024 to be on ground to work out any issues throughout the duration of the summit and to hold meetings

7.0 The Meeting Room:

7.1 The rooms shall be utilized exclusively by Diversity throughout the week of the Diversity Summit.

7.2 There shall be one large, carpeted meeting room space, which will comfortably accommodate 150 people in classroom style seating with table and chairs not stadium style. As well as two break-out spaces to accommodate 50 personnel. The breakout area should be in the same area as the large meeting space. As well as a space outside of meeting space for 10 display tables. The registration space needs to be large enough to accommodate several computers for check in and accommodate storage for large boxes and bags.

7.3 The meeting room shall be in an area which affords privacy, ease of access to and from the meeting room, freedom from outside noise and other distraction, and in an area where music and conversation produced by the DS program will not disturb other persons or groups simultaneously using the facility.

7.4 The meeting room shall be air-conditioned and heated.

7.5 The meeting room shall be available to DS Staff not later than 12:00 p.m. on Monday prior to the event, to facilitate DS set up requirements

7.6 Space outside of meeting area for 10 display tables.

8.0 Audio Visual

8.1 Facility shall provide Audio Visual equipment to meet or exceed the requirements of a 10x10 Projector screen and DVD player/ projector. The audio visual system must have the ability to connect to a laptop. Audio speakers must meet or exceed 120 dB of clear sound/ theater quality sound. As well as the same equipment, to accommodate the two breakout rooms.

9.0 Diversity Summit Schedule

9.1 Primary/Preferred Date: September 17-20, 2023

MORNING BREAK – Tuesday-Friday

Coffee Cake/Muffins Freshly Brewed Coffee Decaffeinated Coffee Assorted Specialty Teas Assorted Soft Drinks, including diet soft drinks Bottled Water Ice Water w/ Lemon

AFTERNOON BREAK –Tuesday-Friday Coffee Cake/Muffins Assorted Cookies Freshly Brewed Coffee Decaffeinated Coffee Assorted Specialty Teas Assorted Soft Drinks, including diet soft drinks Bottled Water