Performance Work Statement_031726_Updated.pdf

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PERFORMANCE WORK STATEMENT (PWS)

Event Space and Lodging for Spiritual Readiness & Resilience Training (SR2T)

1.0 GENERAL: This is a non-personal service(s) contract under which contractor personnel rendering services are not subject, either by the contract’s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the Government and its employees. The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, other items, and non-personal services necessary as needed to complete the work within the PWS.

1.1 Period of Performance: 29-31 May 2026 (Friday through Sunday)

1.2 DESCRIPTION OF SERVICES/INTRODUCTION: The Contractor shall provide lodging, conference space, and meals for the SR2T event scheduled for 29-31 May 2026. All services shall be in accordance with the terms, conditions, and specifications of this PWS.

1.3 BACKGROUND: Maintaining a healthy marriage and family while balancing the demands of Army life is challenging. The 62D MED BDE Spiritual Readiness & Resilience Training (SR2T) will provide couples and their dependents an opportunity to share experiences and gain insights on practical ways to build healthy and holistic relationships. It will also provide them with an opportunity to take time out of their busy schedule to relax, reset, and reconnect.

1.4 OBJECTIVES: The objective of this contract is to provide a safe place for participants and their family members to foster self-awareness, awareness of others, share their story, and learn principles and tools to enhance their relationships.

1.5 QUALITY CONTROL PLAN (QCP): The Contractor shall develop and maintain a QCP to ensure services are performed in accordance with this PWS. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor's QCP is how it assures that the work provided complies with the requirements of the contract. The Contractor’s QCP shall be submitted to the Government for review upon request.

1.6 FACILITIES: Contractor facilities shall also include a fitness center.

1.7 LOCATION: Facilities will be located within 50 miles of Joint Base Lewis-McChord, WA 98433.

1.8 FACILITY COORDINATION: A Government point of contact (POC) will be designated to coordinate event details with the contractor prior to and throughout the event. The contractor shall provide a primary Contractor POC if other than the contractor.

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2.0 REQUIRED SERVICES:

2.1 EVENT SPACE: The Contractor shall provide accommodations for up to 60 adults (18+) and 40 children (ages 6mos - 17yrs) and conference spaces. The Government’s final participant count of adults and children will be provided by the Government POC to the Contractor POC within seven (7) days of the event.

2.1.1 CONFERNCE ROOMS: Two (2) conference rooms shall be provided:

• Training and meals space, one (1); 15 round tables with eight (8) chairs at each table will be provided to accommodate 110 people in a lecture/classroom style configuration. Two (2) rectangle tables with three (3) chairs at each table will be provided and placed at the side of the room for the event facilitators. One (1) podium will be provided at the front of the room. Audio-visual equipment required: one (1) projector, one (1) projector screen, sound system with necessary cables and HDMI cord; two (2) cordless microphones with required batteries; one (1) large dry erase whiteboard with dry erase markers and eraser.

• Childcare space, one (1); shall accommodate up to 30 people, set up in a classroom style using eight (8) round tables with eight (6) chairs at each table;

two (2) rectangle tables set up at the side of the room for the childcare workers to use. Audio-visual equipment will not be required for the childcare space.

2.1.2 Meals: The contractor shall provide nutritious buffet meals for breakfast, lunch, and dinner with meal appropriate beverage selection (no alcohol) in designated on-site conference room. All meals must be sufficient to feed 60 adults (13+) and 30 children appropriate meals (ages 4-12yrs). The contractor shall provide food free of common food allergens. The Government POC shall contact the contractor if specific food allergy considerations are required. All meals will be served and consumed in the designated dining area. All meal menus shall be coordinated with the Government POC. The Contractor shall collect and dispose of dining waste and clean the dining space to include tables and chairs. Specific catering requirements and meals to be served are as follows:

• 29 May 2026, 1700-1830: Dinner buffet, 70 people ages 13+ and 30 children ages 4-12yrs

• 30 May 2026, 0730-0900: Breakfast buffet, 70 people ages 13+ and 30 children

• 30 May 2026, 1200-1330: Lunch buffet, 70 people ages 13+ and 30 children ages 4-12yrs

• 30 May 2026, 1700-1830: Dinner buffet, 70 people ages 13+ and 30 children

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• 31 May 2026, 0730-0900: Breakfast buffet, 70 people ages 13+ and 30 children

• The Contractor shall provide unlimited coffee and tea with condiments, and water for 60 adults in the training space for the duration of the event on 29 May 2026 from 1600-1700 on 30 May 2026 from 0900-1200, and on 31 May 2026 from 0900-1200.

2.2 LODGING/ROOMS: The Contractor shall provide 25 guest rooms with two (2) queen beds, workspace with table and chairs, individually controlled heat and air conditioning, a refrigerator, and a full bath.

2.2.1 ROOM STANDARDS: Rooms shall be clean and in good repair. Additional blankets and pillows shall be made available if requested by the occupant. All linen and blankets shall be clean, freshly laundered, without any objectionable odors, and free from tears, rips, holes, stains, and excessive wear.

3.0 EXTRA SERVICES: Extra services not specified in this PWS, or not normally included in the room rate, shall be paid for by the guest(s) requesting and receiving any extra service. The Contractor will provide guests services not covered by the Government in this contract (phone charges, movie rentals, pet deposit) as a direct charge to the guest, without placing holds on individual guests’ debit/credit cards or charging deposits.

4.0 SPECIAL REQUIREMENTS: If attendees have special requirements (i.e. handicap accessible rooms, special dietary needs), the Government POC will coordinate the special requirements with the Contractor POC within seven (7) days prior to the event at no extra cost.

5.0 ORDERING INSTRUCTIONS: The Government has specific needs as outlined in this PWS and the Contractor POC will be contacted by the Government POC after award of the contract, but no less than 20 days prior to the event to verify the availability of the facility. This requirement is adjusted if the contract is not awarded prior to the 20-day timeframe. In this case, the Government POC will contact the Contractor POC as soon as possible after the contract is awarded.

5.1 RESPONSIBILITIES OUTLINED: The Government POC will work with the Contractor POC regarding availability for the specified event space and any special requirements.

5.1.1 No later than seven (7) days prior to the event, the Government POC and Contractor representative will coordinate any special room requirements, verify room availability, conduct a courtesy inspection to ensure Contractor facility’s cleanliness, and discuss any special requirements for the conference rooms and/or meals.

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6.0 PARTICIPANT CONDUCT: It is expected that participants attending this event will conduct themselves in a good and orderly fashion. Incidents of misbehavior will be reported by the Contractor immediately to the Government POC, who in turn will report it to the organization’s representative.

7.0 DAMAGES: Participants and family members will be responsible for willful damage to the contractor facilities and may be addressed directly between the Contractor and the guest. The Government will not be held liable for such damage under this contract.

8.0 INVOICING: Services shall be invoiced in accordance with the Terms and Conditions of the Purchase Order.