PWS Family Retreat 27-29 September FINAL.pdf

Performance Work Statement

19 Airlift Wing Family Retreat (27-29 September 2024)

1. Description of Services. The contractor shall furnish all labor, tools, materials, equipment, facilities, food, personnel, child-care, management, and supervision necessary to provide for the 19 Airlift Wing Chaplain’s 2024 Family Retreat (27-29 September 2024) in support of a Chaplain led Family Retreat for personnel stationed at Little Rock Air Force Base, Arkansas.

1.1. No later than 1 week (7 days) prior to event start, the contractor(s) shall coordinate and communicate with the 19 AW Chaplin POC, Major DornMuscar (dorn.muscar@us.af.mil (501) 987-6014) and/or Master Sergeant Elton Gill (elton.gill@us.af.mil (501) 987-6014) and/or a duly appointed 19 Airlift Wing Chapel representative or Government representative, regarding the organization and execution of the event, including, but not limited to room assignments, food, child-care, and pre-check in.

2. Training Dates/Location. The contractor shall provide a resort that provides all-inclusive and on-site lodging, meals, attractions, and two meeting spaces in Grapevine, TX. To include either food options sufficient to provide three meals on Saturday, 28 September. Meals on the 27 and 29 of September will be at the member’s expense. One training space must have room for 88 adults and the other up to 132 children to be used on 28 September. The venue’s lodging must accommodate 5+ person occupancy suites. The contractor is responsible for all lodging, meals, incidentals, and any other costs incurred by the contractor. Incidentals shall not include items charged to guest rooms; the service member is solely responsible for payment of such charges associated with the guest room.

2.1. The following concessions will be offered at no additional charge to the 19th Airlift Wing Chapel or their event participants:

2.1.1. Wifi - Wireless internet access for all guests/speakers in their rooms, in the meeting rooms, and the lobby area will be provided, free of charge.

2.1.2. Parking – Complimentary parking for one (1) vehicle per room.

2.1.3. Pre-Check In – Rooms must be check-in prior to the group’s arrival. The hotel will provide one (1) key per person per room. The contractor shall provide a check-in table, separate from the front desk, to hand out keys and schedules upon guest arrival at 4:00pm on Friday.

3. Scope of Work. The contractor is responsible for supplying or coordinating quality lodging of a 4-star or higher rating on Google, Trip Advisor or equivalent rating system. This includes offering vouchers for on-site dining establishments, providing parking and ensuring a children’s area and conference room or meeting space are available.

3.1. Food – The contractor shall ensure that meals for families will be financially covered by securing a voucher package for on-site restaurants or restaurants within a reasonable distance of the parking lot and a variety of entertainment options for 44 families. The vouchers will provide flexibility for use from Friday, 27 September through Sunday, 29 September. These vouchers must be usable for breakfast, lunch and/or dinner. This must include, specifically, a dining package for 220 individuals for Saturday, 28 September.

3.1.1. Coffee (with cream/creamer and sugar), water, tea and light snacks shall be provided in the adult conference rooms or meeting space during meeting session(s). Light snacks and refreshments shall also be made available to children during the hours of use of the children’s area.

3.2. Lodging – The contractor shall provide or supply all coordination and procurement of 44 Family Suites per night with central A/C and heating and daily housekeeping. These suites must be able to accommodate families of 5 or more individuals. Any charges to the room including but not limited to bar tabs, room services and movie rentals may be chargeable to the specific room guests.

3.3. Entertainment – The contractor shall provide an entertainment voucher at a specified per diem rate of $175 per room, per night plus applicable taxes for the Primary Dates of 27-29 September or $181 per room, per night plus applicable taxes for the Alternate Date of 25-27 October to allow for family events and entertainment on site and/or within a reasonable distance of the parking lot.

3.4. Conference room(s)/Meeting Space – The contractor shall provide one (1) private meeting space or conference room(s) to accommodate eighty-eight (88) adults and one (1) family or children’s area which can accommodate up to one-hundred and fifty (150) individuals. These meeting spaces will be on the same floor and within close proximity to each other to ensure ease of access for parents and their children to one another. Each meeting space or conference room(s) requirement includes audio/visual support, podium or lectern, tables and chairs to support the participants. The children’s area will have use of one (1) LCD projector and screen. Proposals shall include any and all applicable service or set-up fees.

3.4.1. Audio/Visual (A/V) Requirements - The audio/visual requirements for all adult meeting spaces shall include but are not limited to one (1) LCD digital projector with screen(s) and/or flatscreen television(s) in clear view of the entire conference room(s) or meeting space. Speakers capable of projecting sound throughout the entire space are also required, with two (2) cordless microphones and HDMI, USB, and/or Apple Lightning cable ports, cables, and adapters.

3.4.2. Audio/Visual Support - An A/V technician familiar with the systems shall be available on-site for assistance in set up and troubleshooting.

3.4.3. Privacy - The adult conference room(s) or meeting space shall be accessible to only the members of the retreat during times of use and shall be separate from public access areas, to including the front entryway or dining areas. This space should be enclosed to allow an acceptable amount of privacy from other resort patrons while complying with safety standards for eighty-eight (88) adult retreat attendees.

4. Alternate Dates - The government will provide two projected dates for an event: 27-29 September 2024 as the Primary Date and 25-27 October as the Alternate Date. The government or contractor may re-schedule an event due to extenuating circumstances, to be interpreted based on the principles of reasonableness, fairness, and the specific circumstances impacting contract performance. Examples might include natural disasters, unforeseen government actions, or other significant events beyond the control of the contracting parties. Both parties reserve the right, under the above circumstances, to re-schedule to the alternate date at no additional cost to the government by providing a written notice to the other party at least five (5) business days prior to the event start date.

4.1. Alternate Dates - The government or contractor may have to re-schedule an event due to unforeseen circumstances. The government reserves the right to re-schedule at no additional cost, to an alternate date providing at least a 5-day notice is given to the contractor in writing. The contractor shall offer new dates for the rescheduled event(s) in accordance with the aforementioned Alternate Dates.

5. Reimbursement/Credit. The Government may have unused/vacant rooms due to unforeseen circumstances. The Government shall not be charged for unused/vacant rooms.

6. Pre arrival inspection

6.1. The contractor shall permit inspection of the premises by the customer in accordance with Federal Acquisition Regulation (FAR) Subpart 46.4, Government Contract Quality Assurance and 46.202-3, Standard Inspection Requirements.

6.2. The contractor shall provide reasonable access to the designated areas of work to authorized representatives of the customer for the purpose of inspecting work progress, quality, and compliance with contract requirements. Such inspections shall be conducted at mutually agreed-upon times during regular business hours or as otherwise specified in the contract, to occur no later than 5 business days prior to execution of the contract.

6.3. The contractor shall ensure that all necessary arrangements are made to facilitate efficient and effective inspections, including but not limited to providing advance notice of any access restrictions or safety requirements. The contractor shall cooperate fully with the customer's inspectors and promptly address any deficiencies or discrepancies identified during inspections.