SOW_GUAM_PRR_4-6_JUN_2018_10MAY18.pdf

STATEMENT OF WORK (SOW)

PERSONAL RESILIENCY RETREAT (PRR)

JOINT REGION MARIANAS, GUAM

The Contractor shall provide services for the delivery of one (1) Personal Resiliency Retreat (PRR) from 04 June 2018 to 06 June 2018. These programs are conducted by Chaplains Religious Enrichment Development Operation (CREDO) Japan and sponsored by the Chief of Navy Chaplains (N0973) per US Code Title 10 Section 1789, SECNAVINST 1730.7D, and OPNAVINST 1738.1A.

1.0 BACKGROUND

CREDO Japan provides specialized forms of ministry and support services for Active Duty and Reserve members of U.S. Navy and their eligible dependents. These sea service personnel are enabled to develop personal and spiritual resources and to grow toward increased functional ability, mental toughness, spiritual maturity, and acceptance of responsibility. Personnel are helped to resolve personal and professional concerns so as to be of greater useful service in their military occupations and relationships. The primary form of ministry CREDO uses is a retreat format. Retreats are held at civilian sites in order to remove participants from the pressures and entanglements of daily life.

1.1 The object of this contract is to secure retreat facilities and meals in order to conduct CREDO retreat programs.

2.0 GENERAL SPECIFICATIONS

The retreat site must be of a minimum of 5 stars rating hotel and located on a beach-side resort on the island of Guam.

2.1 The retreat site must provide privacy for participants dealing with personal, confidential issues. In addition to private rooms for sleeping, the retreat site must provide a meeting room as stated in paragraph 4.1.

2.2 The retreat site must have English-speaking staff personnel available throughout the retreat who are authorized to take immediate action to resolve site problems.

2.3 A telephone shall be available at the retreat site for receiving incoming and making outgoing calls limited to the local area. Retreat members are NOT permitted to make outgoing calls outside of the local areas. Any extra telephone charges are the sole responsibility of the individual. CREDO Japan will NOT be responsible for any charges incurred by retreat participants for calls outside of the local area.

2.4 All retreat facilities used by CREDO Japan must be clean and neat upon arrival.

2.5 Heating and ventilation must have the capacity to maintain temperature between 68 and 72 degrees

Fahrenheit in all indoor retreat facilities. CREDO staff must have access to temperature control at all times, or hotel staff must remain on standby to do so immediately upon request.

2.6 The retreat site shall have year-round inside and or outside recreational facilities and equipment. This should consist of amenities such as workout room, swimming pools and spa. If such amenities are not available on site, hotel must provide brochures on nearby walking paths, and/or information on nearby recreational activities to CREDO staff in advance of the group’s arrival.

2.7 The Contractor will brief the Retreat Leader or Group Point-of-Contact (POC) on resources for use in an emergency situation, such as fire extinguishers, first aid devices, and etc.

2.8 The Contractor shall comply with all local fire and sanitation regulations.

2.9 Smoking shall be allowed in designated areas near the meeting rooms. Contractor shall provide receptacles for smoking materials, and ensure that these are cleaned regularly.

2.10 The Contractor shall provide notification (verbal or written) to the CREDO Director or POC two weeks in advance of any disruption of retreat facilities or retreat atmosphere. This disruption can include, but is not limited to, construction, power outages, staffing issues, food issues, and/or pest control issues.

3.0 BERTHING SPECIFICATIONS

3.1 The Personal Resiliency Retreat (PRR) requires double-occupancy rooms with 2 separate beds in each room. Double, Queen or King sized beds are acceptable. Two (2) additional rooms will be required for the CREDO staff.

30 guests - 15 double occupancy rooms (30 persons) 2 staff - 2 single occupancy rooms (2 persons) Total guests: 32 max

3.2 There is no minimum size requirement for each room, but the rooms will be required to have an alarm clock.

3.3 Each private room must have its own separate toilet and bathing/showering facilities. Facilities in each room must be in sanitary and good working condition.

3.4 The berthing spaces shall be furnished with blankets, linens, and towels. The towels shall be changed daily and appropriate toiletries provided as necessary or requested by occupants.

3.5 All rooms shall be non-smoking rooms only, unless otherwise requested by CREDO staff.

3.6 All rooms should be ready and available for check-in and occupancy either when attendees arrive by

0900 on the first day, or very soon thereafter (No later than 1400). When rooms are not ready for immediately check-in, the Contractor shall provide a secure location for attendees to store their luggage that does not interfere with the seminar location.

4.0 MEETING ROOMS SPECIFICATIONS

4.1 The Contractor shall provide a plenary meeting room with a minimum of 1,500 square feet of space in which 50 people can comfortably conduct team-building group activities. See diagram for details (Attachment 1).

4.2 The plenary meeting room must be self-contained and separate from any other personnel or facility users who may be using the retreat site. The room must provide freedom from any outside distractions or interference during the retreat process. The plenary meeting room must remain the same throughout the program from start to finish to allow for continuity and to eliminate the need for additional setup requirements beyond the initial setup.

Note: CREDO Japan furnishes and plays recorded music throughout the retreat. Adequate distance from other facility users should be ensured in order to eliminate potential disagreements between the parties.

4.3 The meeting room shall have 30 chairs and 15 small (2 person) tables in U-Shape form (see Attachment 1), and 2 tables and 4 chairs for the staff. Tables and chairs shall be portable.

4.4 A projector and projector screen of an adequate size shall be provided and location to be able to be viewed by all participants. Two (2) wireless microphones and a sound system for playing music/video shall be provided by the Contractor. All plenary room equipment shall be inclusive of the plenary room rental fee, and shall be available for setup and test upon arrival. Contractor shall provide audio-visual support staff to assist in the setup, testing and modification of all audio-visual aspects of the program, and staff shall be available to assist throughout the program. CREDO staff will have access to volume control throughout the program.

4.5 If the plenary room has windows (not required), either operable curtains or blinds shall be in place in order to provide relief from outside distractions. The plenary room lighting must be able to be dimmed dark enough for showing of videos. The room can be dimmed via operable curtains, blinds, and/or dimming light switch. The CREDO Japan staff must be informed how to and given the free hand to operate these.

4.6 Separate toilet facilities for males and females (maintained in sanitary and good working condition) shall be provided. These facilities must be located within a one-minute walking distance of the plenary meeting room.

5.0 ROOM DIAGRAM

See Attachment 1 (Room Diagram) for sample layout of the meeting room.

6.0 BEVERAGES AND SNACKS

6.1 Contractor shall provide a snack and beverage table that must include the following items: Coffee (both regular and decaffeinated), hot water, teas, hot chocolate, cold juice, cold soda, and cold water shall be available during retreat operational hours (see schedule on section 7) in the meeting room.

Beverage service is continuous during the use of the plenary meeting room, and beverages shall be restocked and refilled as necessary to ensure continuous access.

6.2 The Contractor shall provide, and regularly stock, the following items on the snack and beverage table: cups for hot and cold beverages, napkins, ice, stirring sticks, sugar, a sugar substitute, cream and a cholesterol free cream substitute. These items will be available at all times during use of the plenary meeting room.

6.3 Snacks shall be provided according to the schedule. Snacks shall be of catered quality, and consist of items like fresh-baked pastries, cookies, hot serve finger foods (like meatballs, cocktail franks, chicken strips), and shall always include vegetarian options such as fresh fruit and raw vegetables.

6.4 Beverages and snacks shall be served indoors within or immediately adjacent to the plenary meeting room.

6.5 See below for schedule.

7.0 SCHEDULE OF EVENT AND MEALS

7.1 PRR Schedule of Event:

DAY TIME MEAL

Day 1 0800 CREDO staff set up meeting room

(04 Jun 2018) 0830 Participants Arrive and muster in the meeting room (Full Snack and Beverage) 0900 Check into rooms (if available/ready)

1200 Lunch (Buffet) 1300 Meeting Room (Beverage Only) 1500 Room Check-In 1530 Meeting Room (Full Snack and Beverage) 1800 Dinner (Buffet) 1900 Meeting Room (Beverage Only) 2100 End of Day 1

Day 2 0730 Breakfast (Buffet) (05 Jun 2018) 0830 Meeting Room (Full Snack and Beverage) 1200 Lunch (Buffet) 1800 Dinner (Buffet) 1900 Meeting Room (Beverage Only) 2100 End of Day 2

Day 3 0730 Breakfast (Buffet) (06 Jun 2018) 0830 Meeting Room (Full Snack and Beverage) 1200 Lunch (Buffet) 1330 Retreat Ends

7.2 Meal times are approximate and should be flexible within 30 minutes at the discretion of the Retreat

Leader.

7.3 Each meal period shall extend for at least one hour from start, with all persons served within the first thirty minutes of that period. Replenish all main courses throughout the duration of the allotted meal time when buffet is the style to ensure that no item runs out. Contractor shall ensure a variety of course options, including choices between meats (chicken, fish, beef, pork) and various side dishes (salads, vegetables), in addition there shall always be complete vegetarian options made available for each meal.

7.4 This contract shall not cover any expense for alcoholic beverages or consumption of alcohol. The retreat program discourages use of alcohol; however any charge for alcohol is the responsibility of the individual ordering it.

7.4.1 The Contractor shall ensure that attendees are NOT offered consumables - food, drink, or otherwise - that are not included in the cost of this contract without EXPLICITLY detailing the individual expense to them beforehand. It is the Contractor’s responsibility to avoid confusion and to ensure attendees are aware of costs they may be incurring BEFORE they incur them.

7.5 The Contractor will provide balanced meals that include salad, pastries, soup, and dessert in addition to main courses. The meals will consist of:

- Breakfast: Buffet style preferably at the hotel’s restaurant.

- Lunch: Buffet style at a separate dining room or hotel’s restaurant.

- Dinner: Buffet style at a separate dining room or hotel’s restaurant

7.5.1 The hotel will provide optional vegetarian meals, or meals made for those with allergies.

The allergy list will be included in the rooming list provided to the hotel at least a week before the event.

8.0 ADDITIONAL NOTES

8.1 The hotel cancellation policy for both rooms and banquet will be provided by the Contractor and will be spelled out in the contract.

8.2 Maximum flexibility in the hotel cancellation policy is requested, as last-minute changes can occur.

Contractor should seek an amendment to normal cancellation fee guidelines from the hotel to alleviate or at least minimize expense when flexibility is required, allowing CREDO staff to cancel a certain number of rooms, if necessary, without incurring any fees.

9.0 POINT OF CONTACT

9.1 The Government Point-of-Contact for technical questions for this retreat is:

LCDR Young Song, CHC, USN Director, CREDO Japan Telephone DSN: (315) 243-3516/8865 Commercial: +81 46-816-3516/8865 E-mail: young.song@fe.navy.mil

ATTACHMENT 1 - ROOM DIAGRAM (Sample)

E =

A

F=

A=Projector; B=Participant Table; C=Refreshment Table; D=Staff Table; E=30 Chairs in pairs in U-shape;

F=Chairs for Facilitators; G=door

Table

Projector Screen

C

D

A

B

G

D