PWS - W50S9G-24-Q-A012 - Strong Bonds Baraboo Event 5-7 Apr.pdf

Performance Work Statement Wisconsin Air National Guard (WIANG)

Strong Bonds Event 2024 Airmen

(9 February 2024)

1. SCOPE: The Contractor shall provide for all requirements for conference space, audio/visual, meals and lodging. This event will consist of multiple Strong Bonds events that will be presented on the dates below.

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

3. 2024 DATE:

a. April 5-7, 2024

4. ATTENDANCE: The number of attendees will range from 80 individual Airmen (with families).

5. PROPOSED LOCATIONS

Baraboo, Wisconsin (within zip code 53913)

6. REQUIREMENTS: Each event will require all of the following.

a. LODGING:

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

ii. Number of rooms per night (max):

DATE MAX # OF ROOMS

PER NIGHT

Apr 5-7 80

iii. Quality Room Standards. The rooms will be occupied by 1 Airmen and their families under this contract. Rooms can be single or double occupancy, individual/private sleeping rooms with private toilet and shower/tub facilities, hot and cold running water, room service on a daily basis, 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.

iv. The U.S. 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 US 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 late checkout is not available, contractor shall provide a lockable storage room for stowage of attendee baggage.

ix. All rooms need to be within the same lodging facility.

x. No Childcare will be required for this event.

b. CONFERENCE SPACE:

i. Schedule (tentative):

Friday - 3:00 pm - 9:00 pm Saturday - 8:30 am - 2:00 pm Sunday – 8:30 am – 10:30 am

ii. Meeting Room shall have natural day light, near restrooms, and be within a reasonable walking distance from all sleeping rooms, with tables arranged per advanced instruction.

iii. The hotel will provide 1 (one) on-site conference rooms large enough to accommodate 150 people per room with round tables and chairs.

iv. A podium, AV Table, and registration table may be required in the conference room.

v. 1 resource table set up in the front of the room for materials and binders, 1 table in the back of the room for props.

vi. A water station and coffee will be supplied in the room throughout the day.

c. AUDIO / VISUAL:

i. Table for A/V equipment and power hookup.

ii. The Government will provide required A/V equipment and laptops that will be connected to power provided by the hotel for use.

iii. Wi-Fi Internet availability for the event.

d . MEALS

i. 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 beverage: non-alcoholic juice, soft drinks, or coffee. The designated Government Representative will identify individuals with dietary restrictions.

1. 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.

2. LUNCH. The hotel shall provide its standard buffet luncheon 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. Lunch should consist of a main entree, side dishes, dessert, and a non-alcoholic beverage (water, juice, soft drinks, tea/coffee) and be consistent with a value sufficient for a complete luncheon meal.

3. DINNER. The hotel shall provide its standard dinner buffet or menu selection at an appropriate facility on site as agreed to by the vendor and the designated Government. Vouchers to hotel or local restaurants are preferred. Dinner should consist of a main entree, side dishes, dessert, and a non-alcoholic beverage (water, juice, soft drinks, tea and or coffee) and be consistent with a value sufficient for a complete dinner meal.

**NOTE: The U.S. Government is not responsible for paying for Alcoholic beverages.

ii. SCHEDULE (tentative) based on quantity 150 of attendees per weekend:

Friday - Dinner

Time: 1800 to 1900 Meal Choice: Buffet or voucher for restaurant Saturday – Breakfast

Time: 0700 to 0830 Meal Choice: Prefer vouchers for restaurant

Saturday – Lunch Time: 1200 to 1300

Meal Choice: Buffet or voucher for restaurant Saturday - Dinner

Time: 1800 to 1900 Meal Choice: Buffet or voucher for restaurant Sunday – Breakfast

Time: 0700 to 0830 Meal Choice: Prefer vouchers for restaurant

iii. Break Time Snacks: The Strong Bonds Program does not allow funding for Snacks. It is at the discretion of the Hotel to include Snacks and/or Light Refreshments gratuitously as part of the contract package.

Break Times:

Saturday – 1000 & 1400

iv. 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.

v. 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.

e. OTHER REQUIREMENTS

i. This will be a family event with younger children in attendance. It is therefore necessary that there be adequate facilities for physical activity on the premises.

ii. One of the goals of this retreat is for families to spend time engaged in bonding activities that require space beyond the physical limitations of a classroom or hotel room. The facility is required to have adequate space and resources that are dedicated to enhanced physical activity and is able to support as many as 150 participating at one time.

7. 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. FY2024 GSA Per Diem Rates for Wisconsin:

Per Diem Rates | GSA

8. 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.

https://www.gsa.gov/travel/plan-book/per-diem-rates/per-diem-rates-results?action=perdiems_report&fiscal_year=2024&state=WI&city=&zip= https://wawf.eb.mil/