PWS Strong Bonds Family - August 2022.docx

PERFORMANCE WORK STATEMENT (PWS)

FOR

Strong Bonds Event Organization: 166th Airlift Wing, DEANG, New Castle, DE 19720 Event: Three-day retreat for Airmen and their families Purpose of Event: Provide a three day weekend event, sufficiently removed from the base, to facilitate a family environment like setting for Airmen and their families to strengthen their relational bond.

Date of Event: August 26-28, 2022 Note: A Government representative will be present to verify those who will be participating in the event.

Suggested Vendors: Venue shall be located in one of the following locations: Delaware; Philadelphia, PA; Poconos, PA; Ocean City, MD; or Baltimore, MD.

Lodging Required: Lodging shall not to exceed (NTE) eighteen (18) each modern, clean, carpeted, non-smoking rooms with 2 double-sized beds. Check-in time requested is 3:00pm on indicated dates. Local government per diem rates for lodging shall apply.

· Overnight lodging shall accommodate two adults and two children per room. Rooms shall be furnished with blankets, linens and towels. Additionally, rooms shall contain the standard room amenities, such as cable television, coffee maker, cups/glasses, ice bucket, and Wi-Fi connectivity. Free local telephone service in each room. The Government will not be responsible for room service, long distance phone calls, movie rental, internet service, laundry, or other incidental room charges.

· Google star ratings must read four (4) stars or higher in a resort-like atmosphere in walking distance to restaurants and shopping.

· An operational swimming pool or hot tub must be located on hotel property

Number of Nights for Lodging: Two Date of Lodging: August 26, 27 and 28, 2022 Total Number of Lodging Rooms Needed for Event: 18 Meeting Rooms Needed: Yes Date Meeting Rooms to be utilized: August 26, 27 and 28, 2022 Number of Meeting Rooms: Two: One (1) large meeting area and one (1) small meeting area Meeting Rooms with Requirements:

Contractor shall provide meeting rooms for one (1) General Session and one (1) Breakout Session. Strong Bonds Registration Table is required on Friday, Saturday and Sunday located outside of the General Session Room to accept registration and sign in each day from event participants. It shall include one (1) skirted/dressed table with two chairs.

General Session Room shall hold up to 72 individuals seated classroom style. Breakout Session Room shall hold up to 36 individuals seated classroom style. Meeting Room for General and Breakout Sessions must be modern, clean, and carpeted. One rectangle table (4 foot) near podium at front of room. The General Session Room shall contain water stations and/or pitchers filled with ice water, and glasses /cups for the room and coffee refilled throughout the day.

· The rooms shall be lockable at night with everything left in place. The rooms shall be the same rooms each day and shall be accessible with access key for the Chaplain Staff’s possession. The rooms shall not to be shared with other guests or programs after end of our scheduled day.

· The General Session Room shall be sound proof from other meetings in the hotel.

The following audio/visual equipment shall be provided: Projection screen, standing podium, and a small stand for projector.

Chaplain Staff will arrive before 3:00pm on Friday. The meeting rooms for the General and Breakout Sessions with all abovementioned equipment and requirements is needed for the following schedule:

· 3:00pm to 11:00pm Friday August 26, 2022

· 7:00am to 5:00pm August 27 , 2022

· 7:00am to 1:00pm August 28, 2022.

Coffee shall be provided and refilled throughout the day. The contractor shall be responsible for all cleanup of the Meeting Room.

Meals for Attendees:

A total of five meals must be provided for attendees from lodging/hotel facilities. Dining space shall be separate from General and Breakout Session area.

Type of Meals to be provided:

The Hotel shall be able to provide a buffet style for all meals. Meals for up to the specified number of people, estimate of up to 72 individuals on indicated dates. Local government per diem rates for food shall apply.

Friday schedule: Friday August 26, 2022

· Dinner from 6:00pm to 7:00pm, dinner buffet/sit down for 36 adults and 36 children. Food options should include the following:

· Protein (2 options), vegetables (2 options), vegetarian (1 option), starch/grain (2 options), salad, dessert (2 options)

· Drink options shall include the following: coffee, tea, water, soda and juice Saturday schedule: Friday August 27, 2022

· Breakfast from 8:00am to 9:00am, buffet/sit down for 36 adults and 36 children. Food options should include the following:

· Eggs (scrambled), breakfast meats (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.

· Drink options shall include the following: coffee, tea, water, juice

· Lunch from 12:00pm to 1:00pm, buffet/sit down for 36 adults and 36 children. Food options should include the following:

· Protein (2 options), vegetables (2 options), vegetarian (1 option), starch/grain (2 options), salad, dessert (2 options)

· Drink options should include the following: coffee, tea, water, juice

· Dinner from 6:00pm to 7:00pm, buffet/sit down for 36 adults and 36 children. Food options should include the following:

· Protein (2 options), vegetables (2 options), vegetarian (1 option), starch/grain (2 options), salad, dessert (2 options.)

· Drink options shall include the following: coffee, tea, water, soda and juice

Sunday schedule: Friday August 28, 2022

· Breakfast from 8:00am to 9:00am, buffet/sit down for 36 adults and 36 children. Food options should include the following:

· Eggs (scrambled), breakfast meats (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.

· Drink options shall include the following: coffee, tea, water, juice

Site Visit:

The Strong Bonds Program Manager may conduct a site visit prior to award to the proposed venue at a date to be determined.

Additional Requirements:

· The Government will notify the contractor if, and as soon as it is known, not all rooms 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.

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

· The venue POC 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 one (1) week prior to event.

· The contractor shall have a sufficient workforce dedicated to ensure corrections are accomplished before noon the next work day without degradation to normal scheduled services.