SOW for Family Retreat_18-20 July 2025.pdf
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- Attached to
- Marriage & Family Retreat - Resort
- Solicitation number
- F2MTHC5122A001
About this file
This Statement of Work (SOW) details requirements for a True North Religious Support Team family retreat at a hotel/resort near Joint Base San Antonio-Lackland, Texas. The contract requires the selected vendor to provide comprehensive services for a weekend retreat from July 18-20, 2025, including accommodations for up to 110 attendees with room configurations for families of various sizes, full buffet meals (breakfast, lunch, dinner), conference rooms for adult workshops and childcare, all-day beverage service, one $100 meal voucher per family, parking, and access to indoor/outdoor water park and additional activities.
Key specifications include a facility within 125 miles of the base, conference rooms available Friday evening and throughout Saturday and Sunday, separate childcare spaces, full AV and registration equipment setup, and all-inclusive pricing without additional taxes or gratuities. The retreat aims to support building healthy family relationships for military personnel, with specific requirements for room setup, meal service, childcare arrangements, and on-site entertainment options to accommodate families with children of different ages.
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| File | Type | Posted |
|---|---|---|
| Combined Synposis- Marriage and Family Retreat.pdf |
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Text version
STATEMENT OF WORK (SOW) FOR TRUE NORTH
CHAPLAIN COUPLES/FAMILY RETREAT
9 April 2025
1. Background. A True North Religious Support Team (RST) assigned to Joint Base San Antonio (JBSA), Texas, has a requirement for non-personal services for a family retreat, including children. The 16 AF (AFCYBER) True North RST seeks an offsite hotel/resort facility that can host a retreat with the intent to assist with building healthy family relationships.
2. Contractor Tasks. Contractor/resort shall provide the following:
A. A combination of double rooms with double or queen beds for families up to six members and two-bedroom suites to accommodate larger families of seven or more. Any additional charges for exceeding hotel accommodation restrictions will be incurred at the expense of the guest.
B. All day access for attending members to hotel/resort restaurants and entertainment.
Families will be required to pay for arcade games and any rides on location that are not included with a general admission ticket.
C. Conference rooms for an adult training workshop and for childcare (provided by a separate contractor). Adjacent conference rooms are requested, if possible.
D. Provide staff member to trouble shoot any technical issues that arise during set-up/staging/ and occupation of the conference rooms.
E. Provide catered breakfast, lunch, and dinner buffet large enough to feed all guests and provide guests the option to go back for more throughout the lessons during the use of the conference room(s). This includes children while in a separate conference room. Room for childcare must have a divider to separate infants & toddlers from older children up to age 12 or a separate room is required.
F. Provide all day beverage bundle during times the conference rooms are occupied. Beverages include sweet and unsweet tea, lemonade (or other flavored beverage), water, and coffee.
G. Provide one meal voucher per family to be redeemed at the on-site restaurant(s) during the retreat stay. See Paragraph 3 for dollar value of meal vouchers per family.
H. Provide parking for all attending families.
3. Retreat Details
A. Location: The proposed location shall be within 125 miles of JBSA-Lackland Air Force Base in Texas.
B. Inclusive Dates of Retreat: Check-in (Friday, July 18, 2025); Check-out (Sunday, July 20, 2025)
C. Number of Conference Rooms Needed: The contractor shall provide one (1) meeting room for Friday from 1700-2000, Saturday from 0700 to 1400, and Sunday, from 0700-1200. The facility shall have a separate space (not a guest room) to accommodate childcare services on Saturday from 0900-1400 and on Sunday from 0900-1200. This childcare room shall be adjacent to the meeting room or within a .25-mile distance of the retreat meeting room.
D. Date/Time Conference Room(s) is/are Needed: Meeting room and childcare room on Friday from 1700-2000, Saturday from 0700 to 1400, and Sunday from 0700-1200.
E. Conference Room(s) Set-up Requirements: All tables (rounds), chairs, microphones, podiums, projector, projector screen, and speakers shall be included in the appropriate meeting space.
Registration table to be provided outside of meeting room door entrance.
F. Dates/Times for Buffet Breakfast(s): The contractor shall provide a full buffet dinner on Friday (1800-2000). Additionally, the contractor shall provide a full breakfast on Saturday (0700-0900) full lunch on Saturday (1200-1330) and full breakfast on Sunday (0700-0900); to include beverages.
G. Dollar Value of Meal Vouchers Per Family: $100.00 meal vouchers per family to accommodate dinner on Saturday.
H. Specific Requirements for Hotel/Resort: Access to an indoor and/or outdoor water park at no addition costs to attendees. Additional indoor/outdoor activities must be available at the retreat location or within .5 miles.
4. General Information
A. Tax Free Status: The Contractor shall recognize the HQ 16 AF TN RST Office’s tax-free status and offer pricing without tax.
B. Charges: The contractor shall include all gratuities in the set price with no other charges or fees added to the price after agreement.
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