USTC Chaplain Statement of Work Couples Training.pdf

USTRANSCOM "Strong Family Structure" Couples Training Event

PART 1: GENERAL INFORMATION

1.1. Introduction

This is a non-personal services contract to provide hotel lodging, meeting space, catered meals, parking, and audio-visual support for a USTRANSCOM couples training event. The government shall not exercise any supervision or control over the contract service providers. Such contract service providers shall be accountable solely to the Contractor who, in turn, is responsible to the Government.

1.2. Background

USTRANSCOM will conduct a "Strong Family Structure" training event for couples comprised of Uniformed Service-members and authorized Civilians. This event is designed to build relationship resiliency and strengthen military families in alignment with the principles of Integrated Resilience (DAFI 90-5001). To create an environment free from the distractions of the military workplace and to ensure a private, retreat-like atmosphere conducive to personal growth, the training will be held at an off-base commercial hotel.

1.3. References

a. Department of the Air Force Instruction 52-105, Chaplain Corps Resourcing

b. Department of the Air Force Instruction 90-5001, Integrated Resilience

1.4. Objectives

The objective is to secure a hotel venue that can provide all necessary lodging, dining, and conference facilities to support a 2-night, 3-day training event for 25 couples, total 50 participants.

1.5. Scope

The Contractor shall provide all personnel, equipment, supplies, and facilities necessary to perform the services defined in this Statement of Work. This includes:

• Lodging for 25 couples (25 total rooms).

• A main ballroom/conference room for training.

• Specified meal services (1 lunch, 1 dinner).

• Audio-visual equipment and support.

1.6. Period of Performance

The event will take place from Friday, 11 September 2026, to Sunday, 13 September 2026. The period of performance will be for three (3) days and two (2) nights.

1.7. Place of Performance

The work shall be performed at the Contractor's hotel facility, located on or in vicinity of the “Magnificent Mile,” of Chicago, IL (Address North Michigan Ave., Chicago, IL; vicinity of River North, Streeterville, Wacker Dr., East Illinois St., East Grand Ave., East Ohio St., North Columbus Dr.).

PART 2: SPECIFIC TASKS

2.1. Lodging Requirements

The Contractor shall provide 25 standard hotel rooms, any combination of king, two-queen, or queen size beds.

o Room Specifications: Rooms shall be no smaller than 270 sq. ft. per room. Rooms should have TV, Wi-Fi capability, either a single shower or bathtub with showerhead, sink, and toilet.

o Complimentary Full Hot Breakfast: This shall include, but is not limited to, hot items such as eggs and breakfast meats, in addition to standard continental fare (fruit, pastries, cereals, and beverages). A simple continental breakfast consisting only of pastries and coffee is not sufficient to meet this requirement.

o Check-in: Friday, 11 Sep 2026, no later than 3:00 PM.

o Check-out: Sunday, 13 Sep 2026, no earlier than 11:00 AM.

o Room Block: A block of 25 rooms shall be reserved under USTRANSCOM's designation. All rooms should be located within the hotel venue to maintain group integrity.

o Parking: The daily parking fee for one (1) vehicle per room (25 total) shall be included in the reservation for the duration of the stay.

o Occupancy: The 25 total rooms include rooms for participants and trainers.

o Cancellation: Cancellation fees shall be waived within 14 days of the start date, if the event is cancelled due to unforeseen official military/government requirements, deployment orders, or a government-mandated travel restriction that makes it impossible for the group to attend.

2.2. Conference Venue Requirements

The Contractor shall provide a main conference room or ballroom for the duration of the event, capable of seating 50 participants comfortably in a round table (approximately 8 people per table) style arrangement, with a tablecloth for each table. One rectangular table at the front shall be reserved for the trainer’s materials and handouts.

• Availability:

o Friday: 6:00 PM – 9:00 PM o Saturday: 9:00 AM – 12:00 PM o Sunday: 9:00 AM – 11:00 AM

• The room must be secure and accessible only to event participants.

• Round tables should include a decorative centerpiece for each table.

• Tables should include a hotel pen and notepad for each seat.

• Ballroom should be approximately 1000-1500 sq. feet.

2.3. Meal & Beverage Requirements

The Contractor shall provide catering services for the following meals. All meals should be served in a private or semi-private dining area separate from the main training room. Saturday evening dinner is not required in this contract.

• Beverage Service: One 30-minute refresh service (hot coffee, decaffeinated coffee, hot water with tea assortment, and iced water) in the main conference room for each training day. Service shall include all standard accompaniments (sugar, substitute, creamers including a non-dairy option, lemon, honey).

• Dinner (Friday, 5:00 PM – 6:00 PM): Buffet-style dinner for 50 people to include:

o Salad: Classic Garden Salad with at least two dressing options.

o Entrées: One Poultry Option (e.g., Roasted Chicken Breast with herb sauce) and one required Vegetarian/Vegan Option (e.g., Pasta Primavera, Vegetable Lasagna).

o Sides: One Starch (e.g., Roasted Red Potatoes) and one Vegetable (e.g., Seasonal Roasted Vegetable Medley).

o Accompaniments: Dinner rolls with butter.

o Dessert: A display of assorted mini-desserts or a featured cake.

• Breakfast (Saturday & Sunday): Complimentary full hot breakfast

• Lunch (Saturday, 12:00 PM – 1:00 PM): Buffet-style lunch for 50 people to include:

o Theme: Deli Buffet.

o Salad: Mixed green salad.

o Selections: Sliced turkey, ham, and a bowl of tuna or chicken salad; sliced cheddar and Swiss cheese; a variety of whole wheat and rye breads.

o Toppings & Accompaniments: Lettuce, tomatoes, onions, pickles, mayonnaise, and mustard.

o Side Dish: Variety of bagged potato chips; One hot soup (Tomato or Chicken Noodle).

o Dessert: Platter of fresh-baked cookies and brownies.

2.4. Audio/Visual (A/V) Equipment Requirements

The Contractor shall provide the following A/V equipment in the main conference room for all scheduled training hours:

• One (1) overhead projector, HDMI capable.

• One (1) screen, appropriately sized for a 50-person audience, no smaller than 8 feet diagonal.

• One (1) wireless handheld microphone.

• A sound system adequate for the room size.

• A podium for the instructor.

• Wi-Fi access for all participants.

2.5. Curriculum

The Government (Chaplain) will provide the training curriculum. The Contractor is not responsible for providing any training content.