SOW Strong Bonds Mar 2023.pdf

Statement of Work Indiana Air National Guard Strong Bonds Couples &

Families Event March 17-19, 2023 W50S7W-23-Q-0001

1. SCOPE: The Contractor shall provide for all requirements for conference space, audio/visual, meals and lodging. This event will consist of a Strong Bonds Couples event over March 17- 19, 2023.

2. PURPOSE: To use Strong Bonds training for building resilient single airmen, married airmen, and airmen with families of IN ANG. The intent of the program is to offer a retreat style event at hotels or retreat centers in specified areas.

3. DATES: March 17-19, 2023

4. ATTENDANCE: The number of attendees will be 117 individuals.

5. PROPOSED LOCATION: Must be within 5 hours of 122nd Fighter Wing, 46809. Must be a Ski

Resort.

6. REQUIREMENTS: The event will require all the following.

a. LODGING:

i. Number of nights for lodging: two (2) nights*

ii. Number of rooms per night (max): 33

iii. Quality Room Standards. The rooms will be occupied by 1 Airmen and their spouse/family under this contract. Rooms will have private toilet and shower/tub facilities, hot and cold running water, room service daily, working electricity, color television with cable, clock, telephone, refrigerator, microwave, and Complimentary internet access. The room should be appropriately furnished.

Please block rooms near conference space if possible.

iv. The Government is responsible for contractual payments indicated in the schedule. The lodging rate for this event will not exceed the Government Lodging Per Diem rate for the specified area.

v. The Government will not pay for telephone calls, mini-bar, room service, in room internet (if not provided at no cost), room service, movie/game rentals, restaurant invoices, gift shop purchases, damages, hotel charges and etc. other than those specifically provided for in this contract. Charges not covered by the US Government should be resolved between the guests and the hotel. Incidentals will be paid by the member who booked the room and shall be billed to the individual’s personal credit card account which was provided during check-in.

vi. The Government is tax exempt and not required to pay tax on lodging or any other charges. The Contracting Office will provide the vendor with a tax-exempt certificate.

vii. Onsite parking is required. Parking shall be free of charge for attendees.

viii. Complimentary late checkout should be authorized for members attending the

Strong Bonds event if available.

ix. Facility must allow for 3rd party childcare providers during duration of event.

x. On-site Skiing package for Saturday afternoon/evening available for participants billed to the individual.

*We need to have one member of our cadre arrive the day before (16 Mar 23) to work with the resort staff and set up the conference rooms.

CONFERENCE SPACE:

xi. Meeting Rooms shall have natural day light, near restrooms, and be within a reasonable walking distance from all sleeping rooms, with tables and audio/visual equipment available and arranged per advanced instruction.

xii. 3 (Three) on-site conference rooms large enough to accommodate:

1ea x 76 People, 1ea x 20 People, 1ea x 30 people with tables and chairs. A podium, AV Table for laptop to go on, and registration table are required in the conference room. A water station and coffee will be supplied in the room throughout the day.

b. AUDIO / VISUAL:

i. Power access and extension cord to reach Audio/Visual table from power outlet.

ii. Audio/Visual equipment: Projector, screen and audio system to plug a laptop into with HDMI cord to play sound and display video from laptop.

iii. Microphone connected to audio system.

iv. Wi-Fi Internet availability in the conference space for the event.

c. MEALS

1. GENERAL REQUIREMENTS: The hotel is responsible for providing meals during the event and must remain at or under the cost of the per diem rate to include all snacks and beverage breaks.

The scheduled meals are prepared according to predetermined menus. The meal includes one non‐alcoholic beverage: juice, soft drinks, or coffee. The designated Government Representative will identify individuals with dietary restrictions.

2. BREAKFAST. The hotel shall provide its standard buffet breakfast or menu selection at an appropriate facility on site as agreed to by the vendor and the designated Government Representative. The voucher or sign‐in system shall apply to authorized personnel; unauthorized charges shall be billed directly to the user. Vouchers to hotel breakfast are preferred.

3. All other meals can be purchased via per diem meal cards.

4. Special dietary considerations must be provided for by the hotel. The government representative will notify the hotel of any such considerations no less than three days prior to start of the event.

5. These numbers are for planning purposes. Final numbers will be given to the venue no later than 3 days prior to event. The Government WILL NOT PAY and is NOT LIABLE for any meals over the final number given to the hotel prior to the event.

NOTE: Government will not pay for Alcoholic beverages.

1. ADDITIONAL INFORMATION

a. Contractor will not bill the government for vacant/unused rooms or food vouchers/certificates should unforeseen circumstances (such as military deployment or duty) cause some attendees to cancel.

b. The Government will provide a finalized number of personnel to assist the contractor in securing appropriate lodging, meeting space and meal services to be paid through this contract. This will be provided by the Government Representative no less than 7 days prior to the event.

c. The Government POC is not empowered to award, agree to, negotiate any agreement or sign any contract, contract modification or in any other way obligate the payment of money by the Government. The Government POC shall not take any action which may affect contract or delivery order schedules, funds or scope. All contractual agreements, commitments or modifications which involve: price, quantity, quality, delivery schedules or other terms and conditions of the contract shall be made by the Contacting Officer only. Inspectors must be identified by you to the contracting officer in advance and may assist you with your duties in your absence.

d. The Government POC shall be available to coordinate pre-event details and shall be on site during the event. The Government POC will assist the Contracting Officer, acting as an inspector and monitoring Contractor’s performance.

e. FY2023 GSA Per Diem Rates

2. INVOICING

Invoice must have all required information as described by the Contracting Officer. Invoices will be submitted in a timely manner to the Contracting Officer for review, then shall be input through Wide Area Work Flow https://wawf.eb.mil/ after each event.

For any questions please contact SSgt Andrew Brown: andrew.brown.69@us.af.mil