PWS -- Strong Bonds Feb 2024.docx

Performance Work Statement Strong Bonds Training

The Virginia Air National Guard plans to conduct a Marriage Enrichment Training, 16, 17, 18 February 2024. Contractor shall provide accommodations as outlined below.

A. Dates and Geographical Locations:

Gov’t will only pay for final quantities rec’d by the deadlines

B. Sleeping Rooms:

Minimum Room Requirements: “Chaplain/Staff” rooms must be individual/private sleeping rooms with toilet and shower/tub facilities, and one king or queen bed in each room (rooms with two beds are acceptable if rooms with only one bed are unavailable). “Couples” rooms will be rooms with queen or king-sized beds with toilet and shower/tub facilities. One couple will be lodged per room.

Reservations:

Contractor shall:

Reserve two blocks of sleeping rooms for the retreat for Couples, Chaplains/Staff Provide the Government with a reservation code.

Release any rooms not reserved by the deadline to make them available for sale to the general public. The federal government will only pay for rooms actually used by couples reserving rooms under the “Couples” block.

Conference attendees shall:

No later than 3:00 p.m., 9 February 2024, make individual room reservations using the reservation code. Chaplains/Staff shall clearly identify themselves as “Chaplains/Staff”.

Couples: The federal government will only pay for the room charges for couples who reserve rooms under the “Couples”. At the time of registration, attendees’ personal credit card shall be placed on file at the hotel to cover any incidental expenses such as room service, telephone calls, movies and game rentals, restaurant invoices, parking fees, or to pay for no-show fees. These expenses are the responsibility of the individual, and shall be billed to their personal credit card account or deducted from cash provided during check-in. NOTE: If cash or credit card is unavailable, incidental services shall be blocked for use in the room.

Chaplains/Staff: Individuals who reserve rooms as “Chaplains/Staff” are responsible for their own lodging cost, taxes, incidental costs, etc. These rooms will not be included in the contract.

C. Meeting Spaces: Dates and time requirements are identified on individual CLINS. Meeting spaces will be located inside the hotel.

Conference Room:

The meeting spaces shall not contain pillar(s) and/or structural objects that could obstruct attendees’ view.

Provide a refreshment table at the back of each conference room with ice-water and water glasses.

Conference room shall be designated for this event only allowing conference supplies, materials, and equipment to remain in place throughout the conference.

Conference room shall be equipped with round tables for participants.

Audiovisual Equipment:

Contractor shall provide and setup a podium, microphone, screen, sound-system, sound-board, sound system cart, and cart to hold government-provided equipment in the conference room.

Screens shall be large enough to ensure all attendees can easily view presentations.

Government is permitted to supply, setup, and utilize their own LCD projectors, and laptop computers with Microsoft PowerPoint applications to be used in conjunction with contractor-provided equipment in the conference room at no additional cost.

D. Catering: Dates and times for meals are identified on individual CLINS. All meals will be provided in a separate dining space away from the general public.

Dinner: Buffet style. Two entrées, a tossed green salad with assorted dressings, a starch, a vegetable, rolls, assorted cakes and pies for dessert and coffee and iced tea.

Breakfast Meals: Buffet style. Minimum selections per person: Meat (three slices of bacon or sausage patty or two sausage links), two eggs, cereal, fruit, starch, juice, coffee and milk.

Lunch Meals: Buffet style. Two entrées, a tossed green salad with assorted dressings, a starch, a vegetable, rolls, assorted cakes and pies for dessert and coffee and iced tea.

E. Other:

Contractor shall provide the following miscellaneous items throughout the entire conference period:

Registration area with table and chairs, paper and pens Sign(s) identifying to participants the location of training Contractor shall provide a point of contact for all pre-event coordination activities and an on-site point of contact at each event.

Hotel must be a FEMA rated 4 star or greater.