SOWCREDO.pdf

STATEMENT OF WORK (SOW)

MARRIAGE ENRICHMENT RETREAT (MER)

JOINT REGION MARIANAS, GUAM

The Contractor shall provide for services for the delivery of two (2) Marriage Enrichment Retreats (MER) from 03-

08 June 2019. 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.

1.2 This contract covers requirements for the rental of facilities and services in support of the aforementioned/described CREDO retreat.

2.0 GENERAL SPECIFICATIONS

The Contractor must have a minimum of 4 stars rating according to the Forbes Travel Guide Star Rating

System, and be located on a beach-front resort North of Happy Landing Road along the Pale San Vitores

Road in the Tumon Bay area of the island of Guam.

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

2.2 The Contractor 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 Contractor 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, Contractor 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 Each of the two (2) Marriage Enrichment Retreats (MER) require private double occupancy rooms be provided for each couple. Queen or King Beds are preferred for couples, but a double bed is acceptable. Three (3) additional rooms will be required for the CREDO staff (see 3.7 below).

03-05 June 2019

15 couples - 15 double occupancy rooms (30 persons)

3 staff – 3 single occupancy rooms (3 persons)

Total guests: 33 max

06-08 June 2019

15 couples - 15 double occupancy rooms (30 persons)

3 staff – 3 single occupancy rooms (3 persons)

Total guests: 33 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 on the first day, or very soon thereafter (all rooms shall be available for check-in no later than 1500).

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 plenary meeting room.

3.7 Two (2) of the CREDO staff single occupancy rooms shall be booked from 1500 the day prior to the official event start time (02 June 2019) until 1200 the day after the official event conclusion (09 June

2019). These two (2) rooms should be reserved as part of this contract to allow CREDO staff to arrive from long distance travel the day prior in order to meet with on-site staff and to set up, and to remain behind to clean up, pack and debrief with the on-site personnel before traveling long distance to return to their regular place of duty.

02-09 June 2019

2 CREDO staff - 2 single occupancy rooms (2 persons, 2 separate rooms)

3.7.1 One (1) of the CREDO staff single occupancy rooms shall be booked according to the same bookings as the two separate retreats’ participants, which is as follows:

03-05 June 2019

1 CREDO staff - 1 single occupancy room (1 persons, 1 room)

-AND-

06-08 June 2019

1 CREDO staff - 1 single occupancy room (1 persons, 1 room)

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 (paragraph

5.0) for details.

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, and 2 tables and 4 chairs for the staff (see Attachment 1). 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 preferred 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), cold juice, and cold water, which shall all be available and replenished as necessary during every use of the plenary meeting room (see schedule on section 7).

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 in section 7.1. Snacks shall be of catered quality, and consist of items like fresh-baked pastries, cookies, hot serve finger foods (like meatballs, deviled eggs, 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 03-05 June 2019 MER Schedule of Events:

DAY TIME MEAL

Day 1 0730 CREDO staff set up meeting room

(03 June 2019) 0830 Participants Arrive and muster in the meeting room

(Full Snack-Beverage)

0900 Check into rooms (if available/ready)

1200 Lunch (Buffet)

1500 Meeting room (Beverage Only)

1800 Dinner (Buffet)

1930 End of Day 1

Day 2 0730 Breakfast Starts (Buffet)

(04 June 2019) 0830 Meeting Room (Full Snack-Beverage)

1200 Lunch (Buffet)

1200 No Meeting, until next day 0830

1800 Romantic Dinner (5 Course Meal)

2030 End of Day 2

Day 3 0730 Breakfast Starts (Buffet)

(05 June 2019) 0830 Meeting Room (Full Snack-Beverage)

1230 Lunch (Buffet)

1400 Retreat Ends

06-08 June 2019 MER Schedule of Events:

DAY TIME MEAL

Day 1 0730 CREDO staff set up meeting room

(06 June 2019) 0830 Participants Arrive and muster in the meeting room

(Full Snack-Beverage)

0900 Check into rooms (if available/ready)

1200 Lunch (Buffet)

1500 Meeting room (Beverage Only)

1800 Dinner (Buffet)

1930 End of Day 1

Day 2 0730 Breakfast Starts (Buffet)

(07 June 2019) 0830 Meeting Room (Full Snack-Beverage)

1200 Lunch (Buffet)

1200 No Meeting, until next day 0830

1800 Romantic Dinner (5 Course Meal)

2030 End of Day 2

Day 3 0730 Breakfast Starts (Buffet)

(08 June 2019) 0830 Meeting Room (Full Snack-Beverage)

1230 Lunch (Buffet)

1400 Retreat Ends

7.2 Meal times are approximate and start/stop times shall be flexible +/- 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. Contractor shall replenish all main courses throughout the duration of the allotted meal time when buffet is the style to ensure that no item runs out (i.e., all-you-care-to-eat buffet). 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 participants are NOT offered consumables or services - food, drink, addition amenities, etc. - that are not included in the cost of this contract without

EXPLICITLY detailing the individual expense to the participant beforehand. It is the

Contractor’s sole responsibility to avoid confusion and to ensure participants are aware of individual costs that 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 (except “Romantic

Dinner” described below paragraph 7.5.3).

7.5.1 The Contractor will provide optional vegetarian meal or meals made for those with allergies and/or special dietary restrictions. The allergy/restrictions list will be included in the rooming list provided to the hotel at least a week before the event.

7.5.2 The second night will be a “Romantic” 5-course dinner. The meals will be provided either in a private dining room or a fancy restaurant different than other meals, with a separate individual table for each couple to enjoy their "romantic" meal as a pair. The table shall be decorated for the occasion with special items such as flowers, votive candles, etc., to the extent that the setting differs significantly from other meals. The Contractor shall ensure that the atmosphere of the “Romantic” dinner is appropriate, with lighting adjustments and soft music available to set the tone. The Contractor will provide plated dinner options that must include entrée choices between beef, chicken, fish, or vegetarian options. The list of meal choices will be included in the rooming list provided to the Contractor at least one 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.

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