PWS_Marriage_Retreat.pdf

PRE DEPLOYMENT MARRIAGE ENRICHMENT RETREAT

19, 20, 21 , January 2018 (with child care)

PERFORMANCE WORK STATEMENT

1.0 General

1.1 As part of the Commander’s program for a ready and resilient force will conduct a

Reintegration Marriage Enrichment Retreat for 25 married couples and their children.

1.2 The retreat site must be a family friendly resort and conference center that reflects the

Brigade Commander’s and Chaplain Corps’ intent to honor and esteem Warriors and their Spouses. That provides quality cuisine, superior ambiance with a relaxing atmosphere conducive to family recreation, effective training, and comfortable sleeping accommodations.

1.3 The retreat venue must have onsite or walkable family friendly activities not dependent on weather, suitable for family interaction: Educational experiences (e.g. Interactive Scavenger Hunts, Indoor/Outdoor playgrounds, and conveniently located near shopping or family recreation options (i.e. shopping districts, mall, etc.).

1.4 The venue must be located within 75 miles of Joint Base Lewis-McChord, WA 98433.

1.5 The venue must at a minimum provide 27 guest rooms (25 for couples, 2 for chaplain staff), adequate conference/training space with audio visual equipment and support for 54 people, and adequate child care facilities for 40 children

1.6 Meals are required to accommodate 54 total adults and 40 children. The meal, childcare, and conference/training spaces must be separate.

1.7 The retreat site shall have personnel with adequate authority available throughout the retreat to take immediate action to resolve problems and will be in compliance with all state and local safety, fire and sanitation regulations.

1.8 The retreat site shall provide notification (verbal or written) as soon as possible in advance of any disruption of facilities or atmosphere that will or may occur (e.g. other events occurring at venue that may potentially interfere with the marriage retreat).

2.0 Accommodations

2.1 The retreat site shall provide 27 guest rooms that are: modern, clean, carpeted, climate controlled, private, and with its own bathroom for two (2) nights. If possible two queen beds are preferred with the ability to add cots or cribs as necessary. Guest rooms and bathrooms shall exhibit sanitary conditions and be in good working order. The number of children per family attending may affect room accommodation needs.

2.2 Rooms shall be furnished with blankets, linens, and towels. Additionally, rooms shall contain the standard room amenities, such as Cable Television, movie options, coffee maker, cups/glasses, ice bucket, and free Wi-Fi connectivity.

2.3 Arrival/check-in will be Friday, 19 January 2018, starting at 2:00 pm to 6:00 pm.

Departure/check-out will be Sunday, 21 January 2018 at 11:00 am.

3.0 Training/Conference/Child Care Space(s)

3.1 Professional conference room with round tables able to comfortably seat 54 adults in padded chairs (8-10 people per table).

3.2 Conference/Training rooms will be available for USE during the following times:

Day 1: 19 January 2018 (Fri): 3:00 pm – 9:00 pm

Day 2: 20 January 2018 (Sat): 9:00 am – 9:00 pm (All Day)

Day 3: 21 January 2018 (Sun): 9:00 am – 10:00 am

3.3 Conference/Training space, childcare, and dining space must be separate and distinct from each other. In order to be able to benefit from the marriage enrichment training, parents should not be able to hear children in play, or crying.

3.3 The following audio/visual equipment shall be provided: Projection screen; standing podium, speaker and amplifier capability; wireless microphone and receiver;

sound system and projector capable of connecting to laptop computer.

3.4 Childcare areas to provide adequate childcare for separated age groups for the childcare agency. Spaces should provide adequate space for up to 40 children.

3.5 Readily accessible toilet facilities maintained in sanitary and good working condition should be located near training and child care rooms.

4.0 Beverages & Snacks (available throughout event)

4.1 The retreat site shall provide Coffee (regular and decaffeinated), tea, and water shall be made available in the conference room /training area during the times listed in paragraph 3.2, along with sugar, sugar substitute, and cream.

4.3 The retreat site shall provide snack items in the conference room /training area during the times listed in paragraph 3.2, to include items such as cookies, fruit/veggie tray options, and cheese and cracker type options along with appropriate hot and cold beverage cups, plates, napkins and stir sticks.

5.0 Meals (on designated days/times)

5.1 The retreat site shall provide five (5) total meals for each participant attending the retreat to include: two (2) breakfasts, one (1) lunch, and two (2) dinners, buffet style.

Retreat will involve 54 adults, and 40 children for a total of 94.

5.2 Dining tables in separate area from training able to comfortably seat 54 adults and 40 children in padded chairs (8-10 people per table). The meal requirements for each meal are as follows (times are estimated):

5.2.1 Breakfast: Day 2 and 3 7:30-8:30 am (ALL together)

5.2.1.a Food options should include the following items: Eggs (scrambled), breakfast meat (bacon, sausage, etc.), potatoes (hash browns, home fries, etc.), hot cereal, cold cereal, fruit, pastry items (muffins, scones, etc.), pancake/waffle options, fruit, and assorted yogurts.

5.2.1.b Drink options should include the following: coffee, juices, hot teas, water, milk

5.2.2 Lunch: Day 2 12:00-1:00 pm (ALL together)

5.2.2.a Food options should include the following: protein (2 options), veggies (2 options), a vegetarian option (1 option), starch/grain (2 options), salad (house or Caesar).

5.2.2.b Drink options should include the following: coffee, soda, water, ice tea, lemonade or juice, milk.

5.2.3 Dinner: Day 1 6:00pm – 7:00pm (ALL together)

5.2.3.a Food options should include the following: protein (2 options), veggies (2 options), a vegetarian option (1 option), starch/grain (2 options), salad, dessert (2 options)

5.2.3.b Drink options should include the following: coffee, soda, water, ice tea, lemonade or juice, milk

5.2.4 Dinner: Day 2 6:00pm – 07:00 pm (Adults) - 5 Course Meal

5.2.4.a Course 1: Appetizer (2 options)

5.2.4.b Course 2: Salad (House or Caesar)

5.2.4.c Course 3: Soup (2 options)

5.2.4.d Course 4: Entrée – Protein (2 options), vegetarian option (1 option), veggies (2 options), starch/grain (2 options)

5.2.4.e Course 5: Dessert (2 options)

5.2.5 Dinner: Day 2 6:00pm – 07:00 pm (Children - in childcare room)

5.2.5.a Food options should include the following: Chicken nuggets/fingers, macaroni and cheese, veggies (1 option), French fries, fruit (i.e. grapes, apple sauce, etc.)

5.2.5.b Drink options should include the following: Water, milk, juice.

5.3 The retreat site shall be able to accommodate religious dietary needs (Kosher/Halal), if necessary. If this need arises, the Government will inform the contractor at least one (3) days before the event.

6.0 Additional Requirements

6.1 The Government will notify the retreat site within 24 hours if not all rooms reserved will be needed. In that event, the contractor shall make reasonable efforts to rent those rooms to other guests. If the contractor is able to rent those rooms to other guests, the Government shall not be charged for those rooms.

6.2 Parking shall be provided and/or validated to/for all participants and Government personnel free of charge.

6.3 The contractor shall provide an on-site contract manager who shall be responsible for the performance of the work. The name of this person and an alternate or alternates, who shall act for the contractor when the manager is absent, shall be designated in writing to the Contracting Officer or his/her designated representative prior to the contract start date. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operations of this contract.

6.4 The contract manager and alternate or alternates must be able to read, write, speak, and understand the English language. Manager’s and alternate(s)’ names, phone number, and email addresses shall be provided to the Government upon award, but no later than 1 week prior to the event.

6.5 When service performed does not conform to contract requirements, or when service was not performed in a specific area, the contractor shall perform or re-perform the service in conformity with contract specifications at no additional cost to the Government. Performance or re-performance of these services shall commence immediately upon notification by the Contracting Officer. The contractor shall have a sufficient workforce dedicated to ensure corrections are accomplished before noon the next workday without degradation to normal scheduled services.

6.6 FAR clause 52.212-4 paragraph (a), Inspection and Acceptance, will be applicable in the event of contractor’s failure to perform satisfactory services or failure to correct non-conforming services.