STATEMENT OF WORK N4019220Q4010.pdf

STATEMENT OF WORK (SOW)

PERSONAL RESILIENCY RETREAT (PRR) and MARRIAGE ENRICHMENT RETREAT (MER)

JOINT REGION MARIANAS, GUAM

SOLICITATION #: N4019220Q4010

The Contractor shall provide for services for the delivery of two (2) CREDO Retreats from 06-11 January 2020:

One (1) Personal Resiliency Retreat (PRR) from 06-08 January 2020 and one (1) Marriage Enrichment Retreat

(MER) from 09-11 January 2020. 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 be of the highest quality in every regard, have updated accommodations that are clean and fully functional upon arrival, and be at least equivalent to vendors receiving a minimum of a 4.5 - STAR

RATING according to a reputable user-rated travel site, such as Travelocity or Expedia, to ensure lodgings and seminar venues are safe, comfortable, and conducive to the activities of this program.

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 section 4.

2.2 The Contractor must have English-speaking 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 The Contractor shall provide for free, unlimited Wi-Fi access for all participants for the duration of their stay. Wi-Fi shall be high-speed and accessible in both the private lodgings and in the primary meeting room. If Wi-Fi is not available, then Ethernet access points will be available for access to high-speed internet services in the rooms. This requirement ensures that CREDO staff can access required program content that is hosted on the web, and that participants may also access and download pertinent program materials, readings and activities.

2.5 All retreat facilities used by CREDO Japan must be clean and neat upon arrival and completely free of pests.

2.6 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.

2.7 The Contractor shall have inside or outside health and wellness facilities and equipment available for use. This could consist of amenities such as gym/workout room, swimming pools and spa and all staff and participants shall have unlimited access to these facilities as a part of this contract for the duration of their stay. If these facilities are scheduled for closure during this contract, the Contractor must provide brochures on nearby walking paths, and/or information on nearby recreational, health and wellness opportunities to CREDO staff in advance of the group’s arrival.

2.8 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.

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

2.10 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.

2.11 The Contractor shall provide written notification to NAVFAC Marianas contract specialist two weeks in advance of any known 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.

2.12 The Contractor shall provide one (1) dedicated parking space per room on this contract, so that staff and participants may park on the premises of their lodgings upon arrival, and have access to their vehicle upon departure. Use of this parking for each participant, including staff, will be included in this contract.

3.0 LODGING SPECIFICATIONS

3.1 Each of the two (2) CREDO Retreats (PRR and MER) require private double occupancy rooms be provided. For the PRR, two (2) separate beds of any size will be required for each lodging room. For the MER, one (1) Queen or King Bed per lodging room is preferred for the couples, but a double bed is acceptable. Two (2) additional rooms will be required for the CREDO staff (see 3.7 below).

06-08 January 2020 (PRR)

30 Single Participants - 15 double occupancy rooms with 2 separate beds each (30 persons)

2 staff – 2 single occupancy rooms (2 persons) – see section 3.7.1

Total guests: 32 PAX (including 2 Staff)

09-11 January 2020 (MER)

15 couples - 15 double occupancy rooms with 1 large bed each (30 persons)

2 staff – 2 single occupancy rooms (2 persons) - see section 3.7.1

Total guests: 32 PAX (including 2 Staff)

3.2 There is no minimum size requirement for each room, but the rooms shall have space enough to be considered comfortable to guests, and shall be free of any defect and clean upon arrival. All rooms will be required to have functional alarm clocks. All rooms will have functional climate control (air conditioning and heat options).

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 (0900), or very soon thereafter (No later than 1500). When rooms are not ready for immediate 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. All rooms for participants should be booked so that room check-out occurs at 1100 on the final day, no sooner.

3.7 The Contractor shall provide rooms for two (2) CREDO staff. One (1) of the CREDO staff single occupancy rooms shall be booked from 1500 the day prior to the official event start time (05 January

2020) until 1200 the day after the official event conclusion (12 January 2020). This one (1) room 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. The other staff room shall be for local facilitator(s), and shall be booked according to instructions in 3.7.1 below.

3.7.1 Staff booking dates:

1st Staff:

05 – 12 January 2020

1 single occupancy room with a King or Queen Bed (1 person, 1 room)

2nd Staff:

06-08 January 2020 –AND- 09-11 January 2020

1 single occupancy room with a King or Queen Bed (1 person, 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. This room shall be block reserved for sole use by this program from its official start to its official finish, including access to this space at times outside of the itinerary as the staff deem necessary. In addition, participants will have workshop products and team-building projects that they would need to leave in the meeting room to access at each day's program. Therefore, it is necessary that the meeting rooms are blocked for the entire event. See the diagram for preferred rooms setup (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, 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 that nothing runs out.

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 06-08 January 2020 PRR Schedule of Events:

DAY TIME MEAL

Day 1 0900 CREDO staff set up meeting room

(06 Jan 2020) 1000 Participants Arrive, check-in and muster in the meeting room

(Full Snack-Beverage)

1230 Lunch (Buffet)

1330 Meeting Room (Beverage Only)

1500 Room Check-In (if not earlier)

1530 Meeting Room (Beverage Only)

1830 Dinner (Buffet)

2000 End of Day 1

Day 2 0730 Breakfast (Buffet)

(07 Jan 2020) 0830 Meeting Room (Beverage Only)

0930 Meeting Room (Full Snack-Beverage)

1230 Lunch (Buffet)

1730 Dinner (Buffet)

1830 Meeting Room (Beverage Only)

2030 End of Day 2

Day 3 0730 Breakfast (Buffet)

(08 Jan 2020) 0830 Meeting Room (Full Snack-Beverage)

1230 Lunch (Buffet)

1400 Retreat Ends

09-11 January 2020 MER Schedule of Events:

DAY TIME MEAL

Day 1 0900 CREDO staff set up meeting room

(09 Jan 2020) 1000 Participants Arrive, check-in and muster in the meeting room

(Full Snack-Beverage) 0900 Check into rooms (if available/ready)

1230 Lunch (Buffet)

1330 Meeting room (Beverage Only)

1500 Room Check-In (if not earlier)

1530 Meeting Room (Beverage Only)

1830 Dinner (Buffet)

2000 End of Day 1

Day 2 0730 Breakfast (Buffet)

(10 Jan 2020) 0830 Meeting Room (Beverage Only)

0930 Meeting Room (Full Snack-Beverage)

1200 Lunch (Buffet)

1200 No Meeting until Day 3 @ 0830

1830 Romantic Dinner (5 Course Dinner)

2000 End of Day 2

Day 3 0730 Breakfast (Buffet)

(11 Jan 2020) 0830 Meeting Room (Full Snack-Beverage)

1100 Room Check-Out

1200 Lunch (Buffet)

1330 Retreat Ends

7.2 Meal times are approximate and start/stop times shall 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. Contractor shall replenish all dishes throughout the duration of the allotted meal time when buffet is the style to ensure that no food item runs out. When “buffet” is the selected style, the Contractor shall ensure that it is an all-you-care-to-eat buffet for all participants, which means that no food or beverage item shall be allowed to “run out” without being replenished during the meal hour. 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 salads, pastries, soups, and desserts in addition to main entrées. 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” for MER, which is described below in 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 Contractor shall provide access to a variety of all-you-care-to-drink beverages during meal times, which shall include: iced water, iced tea, a variety of sodas, a variety of juices and hot coffee and tea. These beverages will be included for all participants at all meals as a part of this contract.

7.5.3 The Contractor will prepare for and serve a 5-course plated meal on the second night of the

MER only (10 Jan 2020). The 5-course meal shall consist of: appetizer, salad/soup, bread, entrée, and dessert served with coffee/tea. 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 facilitate the couple’s private communication while addressing program content during the meal. 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 5-course dinner is appropriate, with lighting adjustments and soft music available to set the tone. The

Contractor will provide to each participant a selection for their dinner entrée that includes, at minimum, a choice between beef, chicken, fish, or vegetarian options. CREDO staff will obtain selections from all participants, and the list of entrée choices will be included in the rooming list provided to the hotel at least 72 hours before the event start.

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 Gene Monnin, CHC, USN

Director, CREDO Japan

Telephone DSN: (315) 243-3516/8865

Commercial: +81 46-816-3516/8865

E-mail: gene.monnin@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