SOW SSA Retreat 27 Jan 2012.pdf

DELAWARE NATIONAL GUARD

JFHQ, Office of the Joint Headquarters Chaplaincy

Wilmington, Delaware 19808

STATEMENT OF WORK

FOR:

ISSUED BY:

PURCHASING & CONTRACTING

Delaware Air National Guard

Updated November 28, 2011

Strong Bonds

Single/Single Again Retreat

Couples Retreat Phase 2

Couples Retreat Phase 3

January 27-29, 2012

STATEMENT OF WORK

SW-1: SCOPE OF WORK

The Deployment Cycle Support (DCS) Contingency Plan dated March 2003 created a requirement that Warriors, spouses, and family members be provided training relating to reunion, relational and marital enrichment. This training has been defined as STRONG BONDS.

Activities will focus on ensuring Service Members and their significant other will learn in various modalities how to reconnect and enhance their relationship which may have been strained by separations resulting from deployment. The Delaware National Guard plans to schedule an event in the Baltimore, MD area, which is more conducive for Guard members and their spouses. The selected hotel will provide the required support services, to include lodging, food service and conference space with audio visual capabilities.

SW-2: LOCATION

Baltimore, MD –TBD

SW-3: DATE

27-29 January 2012

SW-4: WORK TO BE ACCOMPLISHED

4.1 Plan, support and implement training and activities that support service members and their spouses throughout the reintegration process.

4.2 Provide Chaplain facilitated retreats utilizing approved Strong Bonds programs.

SW-5: HOTEL REQUIREMENTS:

5.1 Must have full service facilities, to include dining and catering capabilities.

5.2 Required amenities: laundry facilities, gym, pool, internet access availability (wired or wireless) hotel restaurant available, couple friendly environment, game room.

5.3 Desirable amenities: gift shop, evening entertainment.

5.4 Must be located so as to allow easy access walking/short driving distance to local attractions or free shuttle service provided.

5.5 Secure parking for patrons’ vehicles

5.6 Suitable hotel security

5.7 Prior to issuing of a Contract for services, the government will require a public health and safety inspection to be completed before date of event

5.8 All tables i.e. registration and display tables shall be inclusive

5.10 Hotel will not be undergoing renovations during conference dates

5.11 Must be registered in ORCA, Central Contractors Registry and Wide Area

Workflow (WAWF)

5.12 Must provide quote to contracting officer with detailed breakdown: noting all costs for lodging, food for each day within per diem rates, audio visual charges and meeting room fees, etc.

SW-6 METHOD OF PAYMENT.

6.1 Government Purchase Order, Wide Area Workflow Electronic Payment, direct deposit

6.2 Modifications to contract will be accepted to update final cost based on all adjustments made to number of rooms, meals, audio visual charges, and all other fees

SW-7 STRONG BONDS REQUIRED HOTEL SERVICES:

7.1 Hotel Rooms will be needed for all participating couples and single service members

7.2 (20) rooms estimated, king size rooms, double occupancy with exact amount reserved NLT 72 hours before award

7.3 (15) rooms estimated, king or queen size rooms, single occupancy with exact amount reserved NLT 72 hours before award

7.4 Accommodations available for physically handicapped if needed

7.4 Desired Check in / checkout times:

7.4.1 Friday 3:00pm check-in

7.4.2 Sunday 12:00pm check-out

7.5 Hotel rooming list will be supplied to the hotel one week prior to event with final list furnished no later than 72 hours prior to the event

SW-8 CONFERENCE ROOMS AND AUDIO VISUAL

8.1 For Friday night, two conference rooms will be required.

One conference room with seating for 100

8.1.1 This conference room will be used for meeting purposes for Couples

Retreat Phase 2 and 3.

8.1.2 Banquet style set up

8.1.3 14 round tables, seating 8 persons at each table

8.1.4 Dinner buffet is to be set up in this room, which will be ready by 7pm and will remain in the room until participants exit

A second conference room with seating for 30

8.1.5 This conference room will be used for meeting purposes for

Single/Single Again Retreat

8.1.6 Banquet style set up

8.1.7 4 round tables, seating 8 persons at each table

8.1.8 Dinner buffet is to be set up in this room, which will be ready by 7pm and will remain in the room until participants exit

8.2 Three separate Conference Rooms required for Saturday and Sunday, each to have the following:

8.2.1 Podium/lectern

8.2.2 Audio support package with fixed or portable screen to show power point slides/video. Facilitators will provide their own laptops and projectors; audio mixer is needed to connect to the facilitator’s laptop for sound through hotel audio system.

8.2.3 Two support tables, for sign in and additional materials inside each

Conference Room.

8.2.4 One sign indicating location of meeting room outside each Conference

Room.

8.3 Conference Room and Seating Set-up for Couples Retreat Phase 2

8.3.1 Banquet style set up

8.3.2 Four round tables, seating eight persons at each table

8.3.3 Room must not be located near outside noise

8.4 Conference Room and Seating Set-Up for Couples Retreat Phase 3

8.4.1 Banquet style set up

8.4.2 Four round tables, seating eight persons at each table

8.4.3 Room must not be located near outside noise

8.5 Conference Room and Seating Set-Up for Couples Retreat Phase 3Single/Single

Again Retreat

8.5.1 U-shaped style set up

8.5.2 Four to six tables, seating eight a total of 15 persons

8.5.3 Room must not be located near outside noise

SW-9 FOOD SERVICES/CATERING

9.1 Meals are to be within the local per diem rate per local government per diem rate

9.2 Breaks will be provided for all three conference rooms

9.2.1 All breaks will be provided in the conference room with a variety of drink choices

9.2.2 Drinks will remain in the room, being refreshed as needed during all times the room is occupied

9.3 All meals for Couples Retreat Phase 2 and Couples Retreat Phase 3 can be joined together will be provided in the conference room or at hotel restaurant as noted below

9.3.1 Dinner on Friday evening-27 January, buffet style available from 7:30 pm to 9:00pm (provided in meeting room)

9.3.2 Buffet Breakfast- Saturday- 28 January-8:00 am (voucher preferred for couples to go to on site restaurant on their own)

9.3.3 Cold Lunch Buffet - Saturday – 28 January-12:00 pm (provided in the room)

9.3.4 Buffet Style Dinner- Saturday- 28 January-available as early as 4:00pm to close of restaurant (voucher preferred for couples to go to on site restaurant on their own)

9.3.5 Buffet Breakfast- Sunday- 29 January-8:00 am (voucher preferred for couples to go to on site restaurant on their own)

9.3.6 Hot Lunch on Sunday afternoon- 29 January-10:30 am (provided in room or by voucher)

9.3.7 Total number of people estimated for couples retreat is 44, exact number will be updated no later than 72 hours prior to retreat

9.4 All meals for Single/Single Again Retreat will be provided in the conference room or at hotel restaurant as noted below

9.4.1 Dinner on Friday evening-27 January, buffet style, made available from

7:30 pm to 9:00pm (provided meeting room)

9.4.2 Buffet Breakfast- Saturday- 28 January-8:00 am (voucher preferred for participants to go to on site restaurant, seated as a group)

9.4.3 Cold Lunch Buffet - Saturday –28 January-12:00 pm (provided in the room)

9.4.4 Buffet Style Dinner- Saturday- 28 January-available as early as 4:00pm to close of restaurant (voucher preferred for participants to go to on site restaurant, seated as a group)

9.4.5 Buffet Breakfast- Sunday- 29 January-8:00 am (voucher preferred for participants to go to on site restaurant, seated as a group)

9.4.6 Hot Lunch on Sunday afternoon- 29 January-10:30 am (provide in room or by voucher in hotel restaurant, seated as a group)

9.4.7 Total number of people estimated for Single/Single Again retreat is 17, exact number will be updated no later than 72 hours prior to retreat

SW-10 FOOD MENU:

10.1 Hotel should provide sample of proposed menu with estimated cost that takes into consideration the following factors: cost not to exceed government per diem, nutrition, suitability for mixed population of adults, and ability to respond to special dietary requirements. A variety of hot and cold drinks should be offered with each meal/break.

10.2 Water, coffee, and tea should be available in the conference rooms at all times when in use.

SW-11: ADDITIONAL REQUIREMENTS

11.1 All parking fees shall be inclusive in rate of room

11.2 Per Diem rates are available three (3) days before and after event

11.3 Hotel will not be undergoing renovations during conference dates

11.4 Room numbers are an estimate; final numbers will be provided 72 hrs prior to event.

11.5 The attendee /traveler/ service member who reserves a room for the event will be responsible for all incidental expenses, such as parking, room service, telephone calls, movie and game rentals, restaurant invoices, etc., again this is the sole responsibility of the individual attendee, and shall be billed to the individual’s personal credit card account provided during check-in

11.6 The designated government representative is not authorized to change the terms and conditions of the resulting contract

11.7 Rooms for facilitators will be available at the per diem rate and will be paid for by their government or personal credit card. These rooms will not be included in the master bill

11.8 All facilitators will have meals provided through the master bill, the number of facilitators will be included in the total number provided to the banquet manager no later than 72 hours prior to the event.

******Note******

Vendor must annotate below how many days advance notice, if required, are needed for lodging and meal counts. Must not be more than 15 days for lodging and no more than 7 days for meals prior to event start date. All attempts to give advance notice to hotel of participant names and meal counts for contracted events will be made. Unless otherwise noted, event coordinators will receive a rooming list one week prior to the event with final changes sent no later than 72 hours prior to the event.

SW-12: TOUR OF JOB SITE

12.1 A site visit will be conducted at a date to be determined. Further information may be obtained from COL Will Barnes at 302-326-7718 or Mrs. JoAnn Brooks at 302-326-