Statement of Work True North Couples Retreat March 2025 - Draft.docx

Statement of Work Travis Air Force Base True North Couples Retreat 7-9 March 2025

1. General Description of Services:

1.1. This retreat aims to support the military service members and partners of the 821st CRG, 60th MXG, and 60th MSG by enriching marital relationships through spiritual resiliency seminars. Seminars shall focus on helping military couples build healthy communication techniques, conflict resolution skills, connecting with your spouse after trauma, and engagement/boundary tips. Each session shall incorporate activities which shall correspond with the main topics throughout the seminar. Developing strong marital couples shall provide participants the tools needed to navigate through the stressors unique to military families and encourage healthy and effective communication. The contractor shall provide accommodations for up to around 60 people (about 30 suite style rooms) for 3 days/2 nights. On-site catering and conference space shall be provided.

2. Requirements: Contractor shall provide the following:

2.1. Dates.

2.1.1. Friday 7th – Sunday 9th of March 2025.

2.2. Alternate Dates. The Government may have to re-schedule a conference due to unforeseen circumstances. The contractor shall offer new dates for the rescheduled conference.

2.3. Reimbursement/Credit. The Government may have unused/vacant rooms due to unforeseen circumstances. The Government shall be reimbursed the cost of unused/vacant rooms.

2.4. Location. The California Napa Valley area is preferred.

3. General Responsibilities:

3.1. The Contractor shall provide accommodations for up to about 60 people in 30 suite style rooms inclusive of parking for 3 days/2 nights, with a stylish suite with a garden, pool or fountain view. Includes complimentary breakfast as well as daytime refreshments available throughout the evening for up to 60 people.

3.2. The Contractor shall provide 4 meals and 2 snacks as well as daytime refreshments available throughout the evening for up to 70 people.

3.3. The Contractor shall provide meeting space for group teaching sessions.

4. Additional Meal Requirements:

4.1. Day 1 Dinner, 6:00 – 7:30 p.m. A dinner including a minimum of two main entrees, starters, accompaniments, and a dessert. Dinner must also include water, iced tea, lemonade, coffee, and assorted soft drinks. Buffet meal is permitted. Provision must be made for vegetarian options and alternatives for attendees with food sensitivities.

4.2. Day 2 Breakfast, 8:00 – 9:00 a.m. A breakfast including a minimum of two egg or meat main course options, pastries, and fruit. Breakfast must also include water, iced tea, lemonade, coffee, and hot tea. Buffet meal is permitted. Provision must be made for vegetarian options and alternatives for attendees with food sensitivities.

4.3. Day 2 Snack, 9:45 – 10:00 a.m. Snack to include assorted cookies and brownies with options for those allergic to nuts, fresh fruit, granola bars, fresh juices, water, freshly brewed coffee, teas, and assorted soft drinks. Buffet meal is permitted. Provision must be made for vegetarian options and alternatives for attendees with food sensitivities.

4.4. Day 2 Lunch, 12:00 – 1:00 p.m. A lunch including a minimum of two main entrees, starters, accompaniments, and a dessert. Lunch must also include water, iced tea, lemonade, coffee, assorted soft drinks and hot tea. Buffet meal is permitted. Provision must be made for vegetarian options and alternatives for attendees with food sensitivities.

4.5. Day 3 Breakfast, 8:00 – 9:00 a.m. A breakfast including a minimum of two egg or meat main course options, pastries, and fruit. Breakfast must also include water, iced tea, lemonade, coffee, and hot tea. Buffet meal is permitted. Provision must be made for vegetarian options and alternatives for attendees with food sensitivities.

4.6. Day 3 Snack, 10:00 – 10:30 a.m. Snack to include assorted cookies and brownies with options for those allergic to nuts, fresh fruit, granola bars, fresh juices, water, freshly brewed coffee, teas, and assorted soft drinks. Buffet meal is permitted. Provision must be made for vegetarian options and alternatives for attendees with food sensitivities.

5. Conference Areas

5.1. Conference Center/Room. If not in hotel, must be located next to lodging.

Conference center must be able to accommodate 70 people with the following requirements: Must include tables and chairs able to comfortably seat 70 people.

Conference center must also have enough space to comfortably execute activities that require people to move around and gather in smaller groups. The room size should be able to hold up to 90-100 people.

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

DAY 1.

Guests plan to arrive NLT 5:30 p.m. 6:00 – 7:30 p.m. Dinner 7:45 – 9:00 p.m. Session 1 Dismiss NLT 9:30 p.m.

DAY 2.

8:00 – 9:00 a.m. Breakfast 9:30 – 11:30 a.m. Session 2 12:00 pm – 1:00 p.m. Lunch 1:30 – 3:30 p.m. Session 3 4:00 – 9:00 p.m. Free Time

DAY 3.

8:00 – 9:00 a.m. Breakfast 9:30 – 11:00 a.m. Session 4, Questions & Surveys 11:30 – 2:00 p.m. Check-out and return home at leisure

7. Session Times.

Friday, 7:45 – 9:00 p.m., February 10, 2023.

Saturday, 9:30 – 11:30 a.m., February 11, 2023.

Saturday, 1:30 – 3:30 p.m., February 11, 2023.

Sunday, 9:30 – 11:00 a.m., February 12, 2023.

7. General Information

7.1. Contract Manager. The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate(s), who shall act for the contractor when the manager is absent, shall be designated in writing to the contracting officer prior to the contract start date. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract manager and alternate or alternates must be able to read, write, speak, and understand the English language.

7.2. Re-performance of Service. When service performed does not conform to contract requirements, or when service was not performed in a specific area, the contractor shall perform or re-perform the service in conformity with contract specifications at no additional cost to the government. Performance or re-performance of these services shall commence immediately upon notification by the Contracting Officer. The contractor shall have a sufficient workforce dedicated to ensuring corrections are accomplished before noon the next workday without degradation to normal scheduled services.