PWS - Chapel Retreat.pdf

21 March 2023

PERFORMANCE WORK STATEMENT FOR

CHAPLAIN CORPS PROGRAMS

Joint Base-Langley Eustis

1. DESCRIPTION OF SERVICES. The Contractor shall provide all management, instructors, counselors, curriculum, facilities/lodging, media, meals, and childcare to conduct Marriage Weekend Retreats, Family Weekend Retreats, Exceptional Family Member Program (EFMP) Family Retreats, Single Airmen Programs, and Single Parent Family Retreats as further identified in the Performance Work Statement.

Event venue and support elements as defined in this Performance Work Statement shall be facilitated by the vendor. The Chaplain Corps member associated with the Joint Base Langley-Eustis Chaplain Corps, its tenants, and Geographically Separated Units are responsible to identify requirements and lead the event participants through the course with the assistance of provided professional instructors, meeting defined objectives.

Department of Defense policy states that all legally married military couples shall be treated equally and as such, events are open to all legally married military couples; and the contractor shall be willing to facilitate weekend events for all eligible military personnel and their dependents. The contractor shall ensure that no coercion to conform a participant to a particular religious denomination or faith group shall be manifested directly or indirectly. Proper respect shall be maintained towards all that are involved regardless of race, religion, gender, or age.

2. CHAPLAIN CORPS RETREATS. Events shall be scheduled 60 days in advance and should be within 60 miles up to 225 miles with prior approval a reasonable distance of the program participants. The retreats (Family, Marriage, Single Parent, Single, or Exceptional Family Member) should focus on common stresses that military members and families endure (frequent moves, times of family separation, etc.). They should be designed to enhance communication, build teamwork, trust, increase knowledge, skills, and strengthen conflict resolution skillsets. The curriculum may include a reasonable number of prerequisites and homework for participants. Contractor must provide a draft program 30 days prior to the projected event start date to the assigned Chaplain Corps designee.

2.1. Description of Lodging. Contractor shall provide a facility that can provide lodging for a maximum of 122 participants (120 attendees and 2 Chaplain Corps personnel) for up to two (2) nights. Rooms shall be provided in order to accommodate couples, their families, and 2 Chaplain Corps personnel. The number of participants at each event will be contingent upon the dates selected. Each room must be able to accommodate a family unit of at least four (4) people. Each room must have at a minimum two (2) full sized beds, and the facility shall be able to accommodate a larger family unit through a pull-out sofa bed option or other optional sleeping accommodations within the same room, an individual bathroom, and must include the following in-room amenities: a television, refrigerator, microwave, and internet access. For large families, additional beds and rooms shall be required to meet hotel maximum occupancy guidelines.

2.1.1. Check-in/out. The contractor will contact the hotel directly and provide the hotel with a list of names for all attendees. In some cases participants may show up earlier than the regular check-in time. The hotel should accommodate early arrivals, if there is availability of rooms. Check-out time for all attendees will be designated at 1:00 PM and the support staff will be designated to be at 3:00 PM. The hotel should provide a secure storage area for personal luggage when early check-in is not possible.

2.1.2. Extended Stays. Conference guests wishing to extend their stay in the hotel must check- out within the designated time on the specified end date. Guests who wish to extend their stay at the hotel may do so at the hotel’s discretion and the guests’ financial resources.

2.1.3. Announcement boards. The hotel should provide appropriate announcement boards at each hotel entrance and the main conference room welcoming and directing conference participants. The contractor will provide the exact wording of the announcement to the hotel as approved by the Chaplain Corps designee.

2.1.4. The US Government will not pay for telephone calls, mini-bar, room service, in room internet (if not provided at no cost), parking, room service, movie/game rentals, restaurant invoices, gift shop purchases, damages, hotel charges and etc. other than those specifically provided for in this contract. Charges not covered by the US Government should be resolved between the guests and the hotel. Incidentals will be paid by the individual member.

2.1.5. The US Government will only pay for rooms and services actually used and any applicable penalties due to late cancellations. Attendees will be provided a 72 hour cancellation policy or better.

2.1.6. Lodging Amenities. The contractor shall provide on-site recreational activities that must include the following: on-site fitness center, outdoor or indoor swimming pools provide family friendly activities or to have facilities within a half mile of the venue that reinforce the objectives taught through the weekend. The lodging facility must be able to accommodate meal requirements so that guests do not have to leave.

Additionally, free parking shall be included for all participants.

2.2. EVENT FACILITIES GENERAL REQUIREMENTS

2.2.1. At a minimum, the lodging establishment shall meet International Hospitality Association (IHA) Three Star rating criteria.

2.2.2. The contractor is responsible for providing suitable event room space. The event rooms may be used on a twenty-four hour basis. The contractor will coordinate with the hotel representative for the conference room set-up.

The Government defines suitable conference room space as follows:

2.2.3. The event facility should be ready for use by US Government personnel not later than 4:00 PM the day of the event.

2.2.4. Contractor shall provide meeting rooms for one General Meeting room and as required Breakout Session rooms. The necessary days, times, and accommodation requirements are as follows:

a. Friday, 4:00 PM to 10:00 PM

b. Saturday, 6:00 a.m. to 8:00 p.m.

c. Sunday, 6:00 a.m. to 1:00 p.m.

2.2.5. General Session Event Space to accommodate approximately 80 attendees, set in round style seating.

Social Distancing Guideline: seating to accommodate social distancing COVID guidelines; no more than 3 couples per “round table”.

One (1) room with “round style” seating to accommodate 80 participants. The meeting space shall not contain pillar(s) and/or structural objects that could obstruct attendees’ view. Audiovisual large screen, audio speakers or house sound compatible with computer laptop, lectern OR podium centered. Wireless Internet capabilities and a lavaliere or hand-held wireless mic.

2.2.6. Breakout Rooms: The contractor shall provide the requested breakout rooms to accommodate up to 40 attendees each. The meeting space shall not contain pillar(s) and/or structural objects that could obstruct attendees’ view. This room shall contain a podium, include screens, handheld wireless and lavaliere microphones (mics), and laptop audio connections. Audiovisual large screen, audio speakers or house sound compatible with computer laptop, lectern OR podium centered. Wireless Internet capabilities and a lavaliere or hand-held wireless mic.

2.2.7. An area within the meeting space or close proximity to the meeting space shall contain water stations and/or pitchers filled with water, coffee, tea, juice, and glasses/cups for each room’s seating from. Beverages shall be replenished as necessary.

2.2.8. The hotel is responsible for ensuring all equipment is operable at all times.

2.2.9. The hotel shall provide grounded electrical connections with extension cords and surge protectors to support office equipment.

2.2.10. The rooms must be locked to prevent unauthorized access. Only the contractor and Chaplain Corps designees are authorized to receive keys to the conference rooms.

2.2.11. The hotel representative is responsible for coordinating set-up with the designated Government Representative and/or the Contracting Officer. The setup includes a typical conference set-up that includes but is not limited to:

• Projector Screen/Televisions

• Tables w/tablecloths,

• Padded chairs,

• Podium

• Audiovisual equipment as required

• Other miscellaneous equipment (i.e. microphones as noted)

Government is permitted to connect its equipment to the venue’s electrical outlets, house sound and AV connections with in the facility and for the duration of the event weekend with no additional cost to the government for use of contractor’s electrical power service.

2.2.12 Internet. The hotel is responsible for providing high speed internet connection for US Government personnel and/or instructors.

2.2.13. Meeting Dates/Times. Event schedules shall be coordinated with the event facilitator 14 days prior to scheduled event. Below is a sample event schedule timeline, sample schedule is subject to change by the requirements of each individual call and the facilitator’s requirements:

Friday (First day of event)

3:00 - 4:30 PM – Guest Registration, Check into rooms 4:30 - 5:00 PM – Childcare Check in

5:00 - 6:00 PM – Retreat Check in 6:00 - 7:00 PM – Dinner 7:00 - 8:00 PM – Retreat Introductions/Curriculum Overview 8:00 - 9:00 PM – Couples Free Time 9:00 - 9:15 PM – Childcare Pick up Saturday (Second day of event)

7:30 - 8:30 AM – Breakfast 8:15 - 8:45 AM – Childcare Check in 9:00 - 10:00 AM – Training Session 1 10:00 - 11:15 AM – Activity to reinforce Training Session 1 11:15 AM - 12:15 PM – Lunch 12:15 - 1:30 PM – Training Session 2 1:30 - 3:00 PM – Activity to reinforce Training Session 2 3:00 - 4:00 PM – Training Session 3 4:00 - 5:30 PM – Activity to reinforce Training Session 3 5:30 - 6:30 PM – Dinner 6:30 - 9:00 PM – Couples Free Time 9:00 - 9:15 PM – Childcare Pick up Sunday (Third day of event)

7:30 - 8:30 AM – Breakfast 8:15 - 8:30 AM – Childcare Check in 8:30 - 10:00 AM – Training Session 4 10:00 - 11:15 AM – Activity to reinforce Training Session 4 11:15 AM - 11:45 AM – Program Conclusion 12:00 PM Guest Checkout

2.2.14. Activities to Reinforce Training. The contractor must design and provide activities within the times noted that build on and enhance the training sessions. These activities must occur outside of the meeting space. Examples of activities may include, but are not limited to: kayaking or tandem bikes to build and reinforce teamwork, murder mysteries to reinforce conflict resolution, or describe a sandcastle/partner builds it to reinforce communication.

2.2.15. Alternate Dates. The Government may have to reschedule events due to unforeseen circumstances.

The Government reserves the right to reschedule an event at no additional cost, provided that at least a ten

(10) day notice is provided to the contractor in writing. The contractor shall propose dates for the rescheduled event(s).

2.2.16. Meals. The contractor shall provide five (5) meals for each participant. Meals shall consist of the following: two (2) hot breakfasts, one (1) lunch, and two (2) dinners.

2.2.16.1. Breakfast: Hot food buffet shall be available to adults and children from 7:00 a.m. to 8:30a.m.

Saturday, and 7:00 a.m. to 8:30 a.m. on Sunday. The breakfast buffets shall include such items as: Scrambled eggs, meat (bacon and/or sausage) potatoes or grits, oatmeal, waffles, pancakes or French toast, pastries, bread, (toast or biscuits), yogurt, fresh fruits and an assortment of cereal. Drinks shall consist of: coffee, tea, milk, and juice. Self-serve beverage stations are preferred. Other items or alternative breakfast plans may be considered.

2.2.16.2. Lunch & Dinner: Depending on the program, all meals shall provide a variety of (2) protein, as well as a plant based protein option, (5) side items, carbs and vegetables. An assortment of sweet items can be served as dessert (fruit, cookies, cake or pie). Drinks shall consist of coffee, iced tea, lemonade, punch, soda, or juice. Self-serve beverage stands are preferred. Buffett style is the preferred serving style for most events. Other items or alternative Lunch & Dinner plans may be considered with express written consent.

2.2.16.3. When serving children only, their lunches will need to be children friendly such as:

chicken finger, and spaghetti or mac & cheese, fries, cut fresh fruit, cut raw veggies.

Drinks shall consist of milk (whole and 2%), juice, and water. Children’s snacks consist of items such as graham crackers, cheese, cut fresh fruit, cookies, or yogurt and will include milk or juice and water.

2.2.16.4. Snacks: Other items or alternative snacks may be considered.

2.2.16.4.1. The morning snacks shall consist of items such items such as muffins or breakfast breads and pastries and whole or cut fruit. The morning snacks will include coffee, iced tea, juice, and water.

2.2.16.4.2. The afternoon snacks shall consist of items such as cut or whole fruit, and cookies or brownies, and chips or popcorn. The afternoon snacks will include coffee, iced tea, lemonade, and water

2.2.16.4.5. The contractor shall support specific dietary requirements as requested (e.g., Vegan options, food allergies, etc.) prior to the event start by the event facilitator. The event facilitator will provide the dietary requirements to the contractor two weeks prior to the event start.

3. ONSITE CHILDCARE. The contractor shall provide childcare, meals, and room(s) for children up to the quantities listed in the monthly event information document for Marriage Weekend Retreats, Family Weekend Retreats, EFMP Family Retreats, Single Airmen Programs, and Single Parent Family Retreats by a licensed and government approved childcare provider. =

3.1. The Contractor must abide by the Virginia Teacher Staff to Children ratio.

3.2. Childcare Service Providers must show adequate proof that all staff members have an up to date (12 months or less), satisfactory, background check completed.

3.3. Childcare Service Providers must provide copy of valid business license and proof of insurance.

3.4. A state qualified Director must be on site with staff at all times.

3.5. All staff must be certified for both Child & Infant CPR.

3.6. Childcare Program is required to:

3.6.1. Be set and ready to accept children 30 minutes prior to each start time.

3.6.2. Must have a security system in place for receiving/registering children, tracking children, and releasing children while maintaining accountability. Registration form must be sent to Chaplain Corps designee prior to event.

3.6.3. Childcare Service Provider must have a way of monitoring children with food allergies to ensure there is no cross contamination with these allergies.

3.6.4. Plan staffing accordingly to provide breaks to teachers yet provide continuous, adequate, supervision during meal and snack times

3.6.5. Childcare providers must provide games, toys and activities, etc. appropriate for ages 0-5.

3.6.6. Childcare providers must provide blankets, and nap time accessories. Portable cribs and/or pack and play type beds will be provided by the childcare provider.

3.6.7. Childcare providers must be prepared and able to provide support for special needs children.

3.7. Contractor must ensure childcare providers adhere to Local State Statutes for operation of childcare facilities. The list of childcare providers shall be submitted to the event facilitator for approval three (5) days prior to event start date.

3.8. The number of rooms needed will be determined by the ages and individual special needs of the children attending. The numbers of children may be different at each event, and an estimated number of children shall be presented by the Chaplain Corps to the contractor within 21 days prior to the start date of each listed event.

3.9. The Chaplain Corps shall provide a confirmed total number of children and their associated ages for each event to the contractor at least seven (7) days in advance of the scheduled event. The numbers of children may be different at each event but will accumulate to an average of 45 children per event throughout each contract year. Government shall not expect a credit for partial attendance or non-attendance of children confirmed for each event.

3.10. EFMP CHILDCARE. The contractor shall provide childcare by a licensed special needs trained professional for EFMP Family Retreats. Childcare provider must be licensed within the state that services are provided. Providers will have at least one year of experience working with individuals with disabilities, experience with behavior management, trained in CPR/First Aid, trained in child abuse recognition/prevention, medication administration, and will need to provide developmentally appropriate activities. Items to be considered to determine childcare ratio: severity/type of disability; risk of harm self/others; flight risk; age-appropriate skills (eating, toileting); co-existing conditions (medical, developmental disability, delay or psychiatric), environmental stress and environmental support (items that worsen/improve child or adolescent condition), emotional strength/stability and capacity for successful adaptation.

3.10.1. The childcare provider will provide care and developmentally appropriate activities for children and/or young adults with/without disabilities. Saturday night movie is acceptable but must include an alternative activity for those unable/unwilling to participate. The movie must be approved by the event facilitator before showing.

3.10.2. The contractor shall ensure childcare providers submit a childcare activity plan and alternative activities, carefully considering disabilities and unique care needs of the registered children. The plan shall be submitted to the event facilitator for approval three (3) days prior to event start date.

4. ADDITIONAL REQUIREMENTS.

4.1. Annual Familiarization. The contractor shall provide information and content updates for the Marriage

Weekend Retreats, the Family Weekend Retreats, the EFMP Family Retreats, the Single Airmen programs and the Single Parent Family Retreats at the beginning of each contracting year to all Chaplain Corps members available. This familiarization will be comprehensive and include a full breakdown of the curriculum and will not exceed one (1) day. Chaplain Corps members will be able to provide input to the instruction to ensure that it best fits the audience needs.

4.2. Instructor information and Biographies. The contractor shall provide information on the primary and secondary (if applicable) instructors, as well as a biography of each instructor, coach, and faculty member that will be in attendance at Marriage Weekend Retreats, Family Weekend Retreats, EFMP Family Retreats, Single Airmen Programs and Single Parent Family Retreats. Biographies at a minimum will include name, education, experience, credentials, and a photograph. Instructor information and biographies will be due to the Chaplain Corps designee no later than 14 workings days prior to each event.

4.3. Changes. The contractor shall make a good faith effort to accommodate roster changes due to military obligations up to the day of the event. The Chaplain Corps staff will work to ensure that these changes are minimal and do not affect the number of rooms or childcare providers that were required upon the original roster being sent.

4.4. Participant Survey. The contractor shall submit participant survey feedback to the event facilitator within seven (7) days at the conclusion of each retreat.

4.5. Deliverables. All deliverables must meet professional standards and meet the requirements set forth in contract documentation. The contractor will be responsible for delivering all end items specified. The following items are sample of deliverables that fall within the scope of the aforementioned tasks and all other stated deliverables.

4.6. Event Schedules. The contractor shall provide a schedule for each scheduled Marriage Weekend Retreat, Family Weekend Retreat, EFMP Family Retreat, and, Single Parent Family Retreat, respectively to the event facilitator.

4.7. Deliverable Instructions. Deliverables will be submitted electronically, if possible, and hard copy if wet signature is required, and will be compatible with AF-standard desktop Microsoft applications.

4.8. Alternative Dates. The Government may have to reschedule events due to unforeseen circumstances.

The Government reserves the right to reschedule an event at no additional cost, provided that at least a ten

(10) day notice is provided to the contractor in writing. The contractor shall propose dates for the rescheduled event(s).

4.9. Contractor Personnel. The contractor shall provide a 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 prior to the contract start date. The contract manager or alternate(s) shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract manager and alternate(s) must be able to read, write, speak, and understand the English language. Additionally, a representative is required from the contractor prior to any events to conduct a walk-through of the facilities the event will be held to ensure adequate facilities are being utilized.

4.10. Safety Contractor personnel shall comply with all applicable laws and safety regulations. Compliance with Occupational Safety and Health Administration (OSHA) and other applicable laws and regulations for the protection of employees is exclusively the obligation of the contractor, and the Government shall assume no liability or responsibility for the contractor’s compliance or non-compliance with such responsibility.

5. HOLIDAYS OBSERVED. Because of the nature of services being provided, services may be required on civic holidays and Holy Days.

Federal holidays:

a. New Year's Day, January 1

b. Martin Luther King Jr Day, the third Monday in January

c. Presidents’ Day, the third Monday in February

d. Memorial Day, the last Monday in May

e. Juneteenth Day, June 19

f. Independence Day, July 4

g. Labor Day, the first Monday in September

h. Columbus Day or Native American Day, the second Monday in October

i. Veterans’ Day, November 11

j. Thanksgiving Day, the fourth Thursday in November

k. Christmas Day, December 25

l. Any other day designated by Federal statute, executive order, or Presidential proclamation.