SOW Strong Bonds Event.pdf

Statement of Work

Seymour Johnson Air Force Base, 4th Fighter Wing/HC

1. General Description of Services:

This is a non-personal services contract to provide lodging, meal services, and conference facilities for a Strong Bonds Marriage Retreat. The purpose of the retreat is to enrich marital relationships through the "7 Habits for Military Families" curriculum, which will be taught by Government (USAF) personnel. The contractor shall provide logistical support for the event, while all instruction and curriculum delivery will be performed by Government personnel.

2. Requirements:

The contractor shall provide services during one of the following:

• 2.1.1.1 Proposed Dates:

o July: 11-12, 18-19, 25-26 o August: 1-2, 8-9, 15-16, 22-23 o Dates are subject to flexibility.

• 2.1.1.2 Alternate Dates: The Government reserves the right to re-schedule the event due to unforeseen circumstances. The Government reserves the right to re-schedule at no additional cost to a later proposed date, providing at least 7-days' notice is given to the contractor in writing. The contractor shall offer new dates for the rescheduled conference.

3. General Responsibilities:

• 3.1.1.1 The Contractor shall provide lodging accommodations for three days/two nights for approximately 44 adults and approximately 40 children. This includes 20 rooms for participating families, & 2 rooms for event staff (Total: 22 rooms).

• 3.1.1.2 The Contractor shall provide meals and refreshments for up to 44 adults and approximately 40 children, as detailed in Section 5.

• 3.1.1.3 The Contractor shall provide meeting space and audio/visual support for group teaching sessions and a separate, appropriate space for childcare, as detailed in Section 6.

4. Other Significant Requirements:

• 4.1.1.1 Location and Venue Proximity

• 4.1.1.1.1 Primary Location:

The Contractor’s facility shall be a beachfront property or located within one

(1) mile of a public beach access point. To meet mission requirements for travel and logistical support, the facility must be located within a 100-mile radius of Seymour Johnson AFB (Goldsboro, NC).

• 4.1.1.1.2 Geographic Constraints:

The facility must be situated along the Continental United States (CONUS) East Coast, specifically bordering the North Atlantic Ocean. The location must provide direct or secondary access to the North Carolina coastline to ensure compliance with the 100-mile travel distance limitation from the home station (Seymour Johnson Air Force Base).

• 4.1.1.2 System for Award Management (SAM): The Contractor must have and maintain an active registration in the System for Award Management (SAM.gov) throughout the contract period.

• 4.1.1.3 Facility Compliance: The Contractor shall ensure all lodging rooms are accessible via interior corridors and that the facility is compliant with the Americans with Disabilities Act (ADA) and the Hotel and Motel Fire Safety Act (FEMA ID approved).

• 4.1.1.4 Parking: The Contractor shall provide complimentary parking for all event attendees.

• 4.1.1.5 Cut-Off Date: The Contractor shall agree to a flexible cut-off date, allowing the Government to adjust final participant numbers up to 72 hours prior to the event start date without penalty.

• 4.1.1.6 Invoicing: The Contractor shall provide a final, itemized invoice within five

(5) calendar days of the event's conclusion.

5. Additional Meal Requirements:

• 5.1.1.1 Day 1 Dinner (Friday): A buffet dinner including options for adults and children. Dinner must also include water, iced tea, lemonade, coffee, and assorted soft drinks.

• 5.1.1.2 Day 2 Breakfast (Saturday): A buffet breakfast including hot options (e.g., eggs, breakfast meat), pastries, and fruit. Service must include water, juice, coffee, and tea.

• 5.1.1.3 Day 2 Coffee Break (Saturday): Refreshment break to include freshly brewed coffee, teas, water, and assorted soft drinks.

• 5.1.1.4 Day 2 Lunch (Saturday): A buffet lunch including options for adults and children, with starters, accompaniments, and dessert. Service must include water, iced tea, lemonade, coffee, and assorted soft drinks.

• 5.1.1.5 Day 2 Dinner (Saturday): A buffet dinner including options for adults and children. Dinner must also include water, iced tea, lemonade, coffee, and assorted soft drinks.

• 5.1.1.6 Day 3 Breakfast (Sunday): A buffet breakfast including hot options (e.g., eggs, breakfast meat), pastries, and fruit. Service must include water, juice, coffee, and tea.

6. Conference & Childcare Areas:

• 6.1.1.1 Conference Room/Center: Must be located at or in close proximity to the lodging facility. The conference center shall accommodate 44 people with tables and chairs arranged to provide clear sight lines to the projection screen and speaker. The room shall be equipped with a video projector, projection screen, sound system with speakers, a handheld microphone, and a dry-erase board. The room shall also have access to a high speed WIFI. All appropriate cables and extension cords to connect a portable laptop (HDMI or high input cables) to both the projector and sound system are required.

• 6.1.1.2 Children’s Program Room: A separate, dedicated hotel meeting or banquet room must be provided on-site within the hotel facility for childcare services. The use of standard guest rooms or adjoining guest suites for childcare is not authorized. Off-site childcare is strictly prohibited. This space must be located in close proximity to the main conference room referenced above. To ensure a safe environment, the designated room must be of sufficient size to safely and comfortably accommodate up to 40 children alongside the required childcare staff.

The room must provide adequate open space to facilitate the planned age-appropriate activities and allow for safe movement without overcrowding.

6.1.1.3 Support Personnel for Minors and Line-of-Sight Supervision (LOSS)

6.1.1.3.1 General Requirement:

The Contractor is not required to provide independent childcare services or a licensed childcare facility. Instead, the Contractor shall provide one (1) cleared support person to facilitate activities for minors as directed by the Government. United States Government (USG) Chaplain Corps personnel will maintain ultimate responsibility for the minors by providing Line-of-Sight Supervision (LOSS) over the Contractor’s support person at all times.

6.1.1.3.2 Schedule and Invoicing:

The requirement for the Support Person for Minors is strictly limited to one (1) day, occurring on the Saturday of the main conference. The single support person shall provide support between the hours of 0800 and 1500 (8:00 AM to 3:00 PM), with a scheduled lunch break from 1100 to 1200.

6.1.1.3.3 Facility and Audio-Visual (AV) Requirements:

The Contractor shall provide a dedicated conference room for the duration of the scheduled activities (0800–1500). The conference room must be equipped with a television (TV) with functional ports (e.g., HDMI) to allow for Government-provided training materials and videos to be displayed.

6.1.1.3.4 Itinerary and Activity Execution

6.1.1.3.4.1 Primary Requirement (Contractor-Provided Activities):

The Contractor shall provide a comprehensive, planned itinerary of age-appropriate activities for the minors for the duration of the scheduled period of performance (Saturday, 0800–1500). This itinerary shall be submitted to the Government for review and approval no later than 7 days prior to the event. The Contractor’s support person shall be responsible for the full execution of these activities.

6.1.1.3.4.2 Government-Provided Alternate:

If the Contractor is unable to provide a suitable itinerary of activities, the USG Chaplain Corps will provide a Government-developed itinerary. In this instance, the Contractor’s support person shall execute the activities as outlined and directed by the Government representative on-site.

6.1.1.3.4.3 Payment for Services Rendered:

The Government will only be billed and held liable for services and activities actually rendered and performed. In accordance with standard Federal Acquisition Regulation (FAR) principles, the Government will not pay for any activities or itinerary services that are not executed during the period of performance.

6.1.1.3.5 Line-of-Sight Supervision (LOSS) Operations:

In accordance with DAFI 52-101, paragraph 5.4.3.4, USG Chaplain Corps LOSS will provide continuous visual observation and oversight of the Contractor's support person working with minors. Government LOSS will be present in the same facility and will provide ongoing visual oversight (e.g., observation via an open door, a classroom door window, or via visual technology). The Contractor's support person shall not interact alone with minors. If a USG LOSS is temporarily unavailable, the Contractor's support person may interact with minors only under the following conditions (per

DAFI 52-101, 5.4.3.5):

• The interaction occurs in the presence of the minor’s parent or guardian.

• The interaction is necessary to prevent death or significant harm to the minor and line-of-sight supervision is unrealistic or infeasible.

6.1.1.3.6 Contractor Personnel Clearance Requirements:

Due to the short, one-day duration of the scheduled activities (maximum 7 hours) and the requirement for continuous Government Line-of-Sight Supervision (LOSS), the Contractor’s support person shall operate under the equivalent designation of a "Non-Specified Volunteer" in accordance with DAFI 52-101, paragraph 5.4.4.7. As such, a formal, cleared criminal background check is not required for this specific one-day service. To mitigate risk, the Contractor's personnel must remain under constant visual oversight by cleared USG Chaplain Corps personnel at all times when minors are present.

6.1.1.3.7 Self-Reporting and Disqualification:

In accordance with DAFI 52-101, paragraph 5.4.4.12, if the Contractor's support person providing services involving minors is subject to subsequent automatic disqualification criteria or presumptive disqualification criteria (as outlined in DoDI 1402.05), they shall immediately report it to the USG program chaplain or designated Government representative. The Government retains the right to immediately suspend a disqualified support person from providing services.

6.1.1.3.8 Conspicuous Identification:

In accordance with DAFI 52-101, paragraph 5.4.4.11.2.3 (Non-Specified Volunteers), the USG Chaplain Corps will provide the required conspicuous identification, which must be red in color (e.g., distinctive red badge, lanyard, shirt, or smock). The Contractor's support person shall wear this Government-provided red identification at all times while interacting with minors to prominently identify their status to Government LOSS and program participants.

6.1.1.4 Technical Support: Personnel must be available to support the initial setup and any troubleshooting of the audio-visual system throughout the event. The government will work in conjunction with the personnel provided for setup and support throughout the event.

7. Conference Itinerary: The following itinerary is for informational purposes and is subject to change.

DAY 1 (FRIDAY)

• 5:00 p.m. Arrival / Check-in

• 6:00 p.m. – 7:00 p.m. Dinner

• 7:00 p.m. – 8:00 p.m. Welcome / Session #1 (Government Led)

DAY 2 (SATURDAY)

• 7:00 a.m. – 8:00 a.m. Breakfast

• 8:00 a.m. – 10:00 a.m. Session #2 (Government Led)

• 10:00 a.m. – 11:00 a.m. Session #3 (Government Led)

• 11:00 a.m. – 12:00 p.m. Lunch

• 12:00 p.m. – 3:00 p.m. Session #4 (Government Led)

• 3:00 p.m. – 6:00 p.m. Free Time / Date Night Opportunity

• 6:00 p.m. – 7:00 p.m. Dinner

DAY 3 (SUNDAY)

• 7:00 a.m. – 8:00 a.m. Breakfast

• 8:00 a.m. – 11:00 a.m. Session #5 (Government Led)

• 11:00 a.m. Dismissal

• 11:00 a.m. – 12:00 p.m. Check-out and return home at leisure.

4.1.1.1 Location and Venue Proximity