N0969719RC002X6SOW.docx

STATEMENT OF WORK

Commander, Navy Region Southeast (CNRSE) Chaplains Religious Enrichment Development Operation - Southeast

FAMILY ENRICHMENT RETREAT (FER)

MARRIAGE ENRICHMENT RETREAT (MER)

SINGLE SERVICE MEMBER LEADERSHIP RETREAT (SLR)

CARE FOR THE CAREGIVER RETREAT (C4C)

Services for TWO (2) FERs, FOUR (4) MERs, TWO (2) SLRs, and ONE (1) C4C retreats during the period 1 December 2018 to 30 September 2019 conducted by Chaplains Religious Enrichment Development Operation - Southeast (CREDO SE) and sponsored by the Chief of Navy Chaplains (N0973) per US Code Title 10, SECNAVINST 1730.7D, OPNAVINST 1738.1.

1.0. BACKGROUND.

1.1. CREDO SE retreats provide specialized ministry and support services for military members (active-duty, and reservists in an active status) and their eligible dependents. CREDO SE retreats can strengthen the religious, moral, and spiritual well-being of participants. Additionally, participating in CREDO SE retreats can increase the readiness and resilience of participants in accord with the Department of the Navy’s (DON) Strategic Plan for Religious Ministry and the Chief of Naval Operations’ Sailing Directions. CREDO SE retreats are held at non-government locations (off-site of military installations) in order to create a relaxing environment for all participants. CREDO SE retreats are conducted from Friday evening through Sunday noon (approx. 48 hours in duration).

1.2. The purpose of this contract is to secure facilities, resources, and meals in order to conduct CREDO SE retreats located within two hours commuting distance from:

NAS Pensacola, FL

2.0. RETREAT DATES, GUEST NUMBERS, AND ROOMS REQUIRED.

15-17 February 2019

13-15 September 2019

2.1. FER: Facilities for TWO (2) FERs to be conducted 8-10 March 2019 and 6-8 September 2019.

2.1.1. FERs each host 52 total people. Seventeen (17) Guest Rooms are required: 14 rooms for participant families; and 3 rooms for CREDO SE staff. If these numbers fluctuate CREDO SE will ensure that the contractor is notified as soon as possible.

2.2. MER: Facilities for FOUR (4) MERs to be conducted: 7-9 December 2018, 18-20 January 2019, 15-17 February 2019, 13-15 September2019.

2.2.1. MERs each host 31 total people. Seventeen (17) Guest Rooms are required: 14 rooms for participant couples; and 3 rooms for CREDO SE staff. If these numbers fluctuate CREDO SE will ensure that the contractor is notified as soon as possible.

2.3. SLR: Retreat facilities are required for TWO (2) SLRs to be conducted 3-5 May 2019 and 9-11 August 2019.

2.3.1 SLRs each host 35 total people. Twenty (20) Guest Rooms are required: 15 double occupancy rooms for participants; and 5 single rooms for CREDO SE staff. If these numbers fluctuate CREDO SE will ensure that the contractor is notified as soon as possible.

2.4. C4C: Retreat facilities are required for ONE (1) C4C to be conducted 22-24 March 2019.

2.4.1. C4C’s each host 18 total people. Eighteen (18) Guest Rooms are required: 16 rooms for participants; and, 2 rooms for CREDO SE staff. If these numbers fluctuate CREDO SE will ensure that the contractor is notified as soon as possible.

3.0. GENERAL SPECIFICATIONS.

3.1. The retreat site shall be located within one hours commuting time from: Naval Air Station Pensacola, Florida.

3.2. The retreat site shall provide privacy for participants dealing with personal and/or confidential issues.

3.3. The retreat site shall have staff personnel available throughout the retreat who are authorized to take immediate action to resolve site problems.

3.4. All retreat facilities used by CREDO SE must be clean and neat upon arrival.

3.5. Heating and ventilation must have the capacity to maintain temperatures between 68 and 75 degrees in all indoor retreat facilities.

3.6. Recreational and/or fitness facilities. The retreat site shall have year-round inside and/or outside recreational and/or fitness facilities and equipment.

3.7. The contractor shall brief the retreat leader on resources for use in an emergency situation, such as fire extinguishers, first-aid devices, etc.

3.8. The contractor shall comply with all state and local fire and sanitation regulations.

3.9. Smoking shall be allowed in designated areas near the meeting rooms. Contractor shall provide receptacles for smoking materials.

3.10. Cellular Telephone Coverage. The contractor shall notify CREDO SE regarding current and anticipated cellular phone coverage in and around the retreat site, to ensure cellular phone coverage is available.

3.11. Wireless Internet Availability. The contractor shall notify CREDO SE regarding wireless internet availability, and cost per day if any charge.

3.12. A telephone shall be available at the retreat site for receiving incoming and making outgoing calls limited to the local area as approved by the retreat leader.

3.13. The contractor shall provide notification (verbal or written) to CREDO SE two weeks in advance of any disruption of retreat facilities or retreat atmosphere. See contact information, paragraph 10.1, below.

3.14. FER Childcare Services. CREDO SE will provide a sub-contractor for a licensed child care services on-site. Hotel will provide at least one room separate from the plenary meeting room, distant enough that the plenary meeting room will not be affected by potential noise but within five minutes walking distance. Childcare fees will be paid directly from CREDO SE HQ (Jacksonville, FL) to the licensed child-care sub-contractor at no expense to the Hotel.

Childcare service provider shall provide:

a. On-site childcare workers and on-site staff supervisor to accommodate a maximum of 21 children

b. Childcare services for 10 hours: Friday 6:30pm-9:30pm; Saturday 8:30am-11:45pm and 1:00pm-4:00pm

c. Secure arrival and departure of children to parents

d. Child tracking procedures

e. And assist with the disbursement of meals and snacks provided in the designated childcare rooms.

f. Perform diaper changing, and provide sanitation stations000063

g. Stations for: arts and crafts, reading, and toys

h. Age specific care areas and provider assignments

i. Activities and outdoor activities

j. Notification to parents if any movie, etc. will be shown; and alternate activity for children whose parents do not want them watching a movie, etc.

k. Individual accommodations will be made for children with special needs, as required.

4.0. BERTHING SPECIFICATIONS.

4.1. Private Rooms. Contractor shall provide private rooms for each retreat participant family with the exception of SLR (see below requirements).

4.2. Bed Size. MER, and C4C: Rooms shall be furnished with at least one Queen-size bed.

4.2.1 Bed Size. FER: Rooms for families shall be furnished with at least two beds, one of which must be at least Queen-size.

4.2.2 Bed Size. SLR: Rooms for participants shall be furnished with two (2) single occupancy separate beds to accommodate 2 participants in each room.

4.2.3 Rooms for CREDO SE staff shall be furnished with at least one Queen-size bed.

4.3. Toilet/Bathing. Each room shall have its own separate toilet and bathing/showering facilities. Facilities in each room shall be in sanitary and good working condition.

4.4. Telephone. Each room shall have a working telephone to receive calls and make local calls at no charge. Long-distance calls made by occupants shall be subject to contractor policy and rates.

4.5. Room Charges. Any charges to the room (long-distance phone calls, room service, etc.) are the responsibility of the occupant, and contractor shall bill the occupant directly.

4.6. Linen, Blankets, and Towels. The berthing spaces shall be furnished with blankets, linens, and towels. The towels shall be changed daily.

4.7. Smoking. The rooms shall be non-smoking only.

5.0. MEETING ROOM SPECIFICATIONS.

5.1. FER: A plenary meeting room shall be provided with a minimum of 1,800 square feet which can seat 55 people comfortably. See diagram, page6, for general set up.

5.1.1 FER: Portable chairs. Fifty-five (55) portable chairs shall be provided in the plenary meeting room.

5.1.2. FER: Portable tables. Twenty (20) portable tables (approximately 3 feet by 6 feet) shall be provided.

5.1.3. FER: One additional meeting room with appropriate seating shall be provided to accommodate up to 20 participants for Saturday morning break-out session from approximately 1000-1130. No tables are required.

5.2. MER: A plenary meeting room shall be provided with a minimum of 1,000 square feet which can seat 35 people comfortably. See diagram, page 7, for general set up.

5.2.1. MER: Portable chairs. Thirty-five (35) portable chairs shall be provided in the plenary meeting room.

5.2.2. MER: Portable tables. Four (4) portable tables (approximately 3 feet by 6 feet) with professional, high quality table coverings and/or skirting shall be provided.

5.3. SLR: A plenary meeting room shall be provided with a minimum of 1,000 square feet which can seat 35 people comfortably. See diagram, page 8, for general set up.

5.3.1. SLR: Portable chairs. Thirty-five (35) portable chairs shall be provided in the plenary meeting room.

5.3.2. SLR: Portable tables. Four (4) portable tables (approximately 3 feet by 6 feet) shall be provided.

5.4. C4C/: A plenary meeting room shall be provided with a minimum of 1,000 square feet which can seat 20 people comfortably. See diagram, page 8, for general set up.

5.4.1. C4C: Portable chairs. Twenty (20) portable chairs shall be provided in the plenary meeting room.

5.4.2. C4C: Portable tables. Four (4) portable tables (approximately 3 feet by 6 feet) shall be provided with professional high quality table coverings and/or skirting.

5.5. The plenary meeting room shall be self-contained and separate from any other groups, etc. which may be using the retreat site. The room shall provide freedom from any outside distractions or interference during the retreat. Note: CREDO SE furnishes and plays recorded music throughout the retreat. Adequate distance from other facility users should be ensured in order to preclude potential disagreements between parties.

5.6. A projector screen and extension cord for plugging in a power strip shall be provided at no additional cost. If additional cost is required by the contractor, then it will NOT be included in the quote. CREDO SE will bring these items and use throughout the retreat at no additional cost.

5.7. 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.

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

THIS SPACE INTENTIONALLY LEFT BLANK

FER – PLENARY MEETING ROOM DIAGRAM - SAMPLE

B A

F

E

E E

E E E E E E

E E E E E E

E E

E E E E E E

E E

E E

E E E E E E

H

C

D

G

A= Screen; B= Projector table; C= Admin table; D= Snack/drink tables; E= Chairs for participants;

F= Chairs for staff; G= Door; H= Miscellaneous items table.

MER – PLENARY MEETING ROOM DIAGRAM – SAMPLE

A

B

E E

E E E E

E E

E E

E E

E E

E E E E

F

G

SLR & C4C – PLENARY MEETING ROOM DIAGRAM – SAMPLE

A

B

E

E

E E

E E

E E

G

6.0. RETREAT TIMELINES

6.1. FAMILY ENRICHMENT RETREAT (FER)

6.2. MARRIAGE ENRICHMENT RETREAT (MER)

6.3. SINGLES LEADERSHIP RETREAT (SLR)

6.4. CARE FOR THE CAREGIVER RETREAT (C4C)

7.0. BEVERAGES AND SNACKS.

7.1. Beverages to be available at all times:

· Coffee, regular and decaffeinated

· Sugar, and at least one sugar substitute

· Cream and/or half-and-half, and a cholesterol-free cream substitute

· Tea and Hot chocolate

· Water, cold and hot

· Cups (hot and cold), napkins, and stir sticks.

7.2. Snacks shall be placed before the start of sessions (see Section 6.0) and shall consist of, at minimum:

· Individually wrapped snacks (e.g. chips, cookies, etc.), light finger-foods, pastries, etc.

· Healthy snack options, i.e., fresh fruit tray and raw vegetable tray.

7.3. Beverages and snacks shall be served inside the plenary meeting room and shall be replenished during times and in ways that will keep interruptions at a minimum.

8.0. MEALS.

8.1. Meal times should be flexible within 30 minutes at the discretion of the retreat leader and shall last at least one hour, with all persons served within the first 30 minutes of that meal period.

8.2. The contract shall not charge CREDO SE for any expense for alcoholic beverages or consumption of alcohol; any charge for alcohol is the responsibility of the individual purchasing it.

8.3. All meals shall be balanced meals; sample menus below.

8.4. Sample Breakfast Menu:

· Beverages – all of the following:

· Juice

· Milk (regular and low-fat)

· Coffee (regular and decaffeinated),

· Cream & sugar, etc.

· Fruit -

· Selection of fresh strawberries, melon, grapes, etc.

· Carbohydrates - one or more of the following:

· Cold Cereal

· Potatoes

· Toast (white and wheat)

· Waffles, pancakes or French toast with syrup

· Protein - one or more of the following:

· Eggs

· Meat (bacon, ham or sausage)

· Condiments - all of the following:

· Butter and butter substitute

· Jam, jelly, peanut butter, and honey

· Salt, pepper, hot sauce, ketchup

8.5. Sample Lunch Menu:

· Beverages – all of the following:

· Juice

· Bottled Water and juices

· Coffee (regular and decaffeinated),

· Cream & sugar, etc.

· Fruit and Vegetables – one of the following:

· Green salad; regular and low fat dressings

· Selection of fresh strawberries, melon, grapes, etc.

· Carbohydrates – two of the following:

· Soup and crackers

· Bread (white and wheat, if doing sandwiches)

· French fries or potato chips

· Protein – one of the following:

· Sandwich meat (beef, chicken, and/or turkey)

· Meat – selection of beef and chicken (hamburger, hot dog, grilled or fried chicken)

· Condiments – all of the following:

· For sandwiches, hamburgers, etc.:

· Cheese, lettuce, tomatoes, onions, pickles, relish, mustard, ketchup, mayo

· Butter and butter substitute

· Jam, jelly, peanut butter, and honey

· Salt, pepper, hot sauce

8.6. Sample Dinner Menu:

· Beverages – all of the following:

· Juice

· Milk (regular and low-fat)

· Coffee (regular and decaffeinated),

· Cream & sugar, etc.

· Fruit and Vegetables – one of the following:

· Green salad; regular and low fat dressings

· Selection of fresh strawberries, melon, grapes, etc.

· Hot vegetables (corn, peas & carrots, etc.)

· Carbohydrates – two of the following:

· Soup and crackers

· Bread (white and wheat)

· Potatoes (baked, casserole, French fries, etc.)

· Protein – hot entrée, one or more of the following:

· Meat – selection of beef, and chicken or fish

· Condiments – all of the following:

· Butter and butter substitute

· Jam, jelly, peanut butter, and honey

· Salt, pepper, hot sauce, ketchup

· Dessert

8.7. The above menus are general guidelines; therefore, specific menus shall be specified in the bid that the vendor provides.

8.8. Retreat Meals:

8.8.1. All FER meals will be held in the main dining facility with no need for a private dining room.

8.8.2. MER meals require the Friday dinner meal be a banquet-type meal conducted in a private room other than the onsite restaurant, cafeteria or plenary meeting room. All other meals will be in the main dining facility and not require a private dining room.

8.8.3. SLR meals require Friday dinner, Saturday lunch & dinner, and Sunday lunch (necessitating a late check-out at 1300) to be banquet-type meals conducted in a private room other than the onsite restaurant, cafeteria or plenary meeting room. All SLR breakfast meals will be in the main dining facility and not require a private dining room.

8.8.4. C4C meals require Friday dinner, and, Saturday lunch & dinner to be banquet-type meals conducted in a private room other than the onsite restaurant, cafeteria or plenary meeting room. All C4C breakfast meals will be in the main dining facility and not require a private dining room.

9.0. ADDITIONAL NOTES.

9.1. All SLR’s require bottled water will be available during team-building activities Friday evening (1800-1900) and Saturday afternoon (1300-1600), one per participant (minimum of 30 total).

9.1.1.. All SLR’s require a late check-out at 1300.

9.1.2. All SLR’s require a bon fire Saturday night in a private, dedicated space designed for such activities and supervised by the contractor’s staff from 2000-2200 without interruption from other groups. The contractor is responsible for the assembly, management and termination of the fire. Snacks will be provided during the bon fire.

9.2. The Government at no-cost may cancel and or reschedule a retreat due to low registration or military necessity as long as the cancelation or rescheduling is made not less than 30 days prior to the scheduled event. If cancellation or rescheduling is required with less than 30 days' notice, the Government may be assessed a $250.00 cancellation charge. This charge will not apply in the case of acts of God, or emergency military operations with a 24-hour notice given to the contractor prior to the scheduled arrival time.

9.2.1. The government will be allowed 10% shrinkage without cost based on the attendance shown in Section 2.0 above. The government may be assessed a charge of $10.00 per person per night reserved for any reduction in number greater than this 10% allowance.

10.0. POINT OF CONTACT.

10.1. The Government Point of Contact for technical questions for this retreat is:

11.0. INVOICING.

11.1. Invoices shall be submitted to CREDO SOUTHEAST and include:

Contract Number Cost of Services Vendor Name from Contract Date of the invoice Vendor's address

11.2. Upon completion of services, the contractor shall submit the invoice via Wide Area Work Flow (WAWF) and also to the Government POC listed in paragraph 10.1.

12.0. AVAILABILITY OF FUNDS.

12.1 Funds are presently available for this contract. The Government's obligation under this contract is contingent upon the availability of appropriated funds from which payment for the contract purposes can be made. No legal liability on the part of the Government for any payment may arise until funds are made available to the Contracting Officer for this contract and until the Contractor receives notice of such availability, to be confirmed in writing by the Contracting Officer.