SOW-Strong_Bonds_June_2018.pdf

Statement of Work South Dakota Air National Guard

Strong Bonds Event (Rapid City, SD) June 15‐17, 2018

1. BACKGROUND: The South Dakota Air National Guard (SDANG) Chaplain’s Office is planning a “Strong Bonds Event,” which will consist of two concurrent events at the same location, with the goal of empowering Airmen and their loved ones by providing relationship‐building skills, and connecting them with other community health and support resources. It is a holistic, preventative program committed to the restoration and preservation of Guard families, even those near crisis. The program is initiated and led by the SDANG Chaplains and supported by the SDANG Family Programs Office. The intent of the program is to offer a retreat style event at hotels or retreat centers in the Rapid City, South Dakota area. A venue with a Waterpark is required. Access to Waterpark included in the lodging package is preferred.

2. SCOPE: The Contractor shall provide for all requirements for conference space, audio/visual, meals and lodging. This event will consist of two separate Strong Bonds events that will be presented concurrently at the same location. The first will be a couple’s event called “Laugh Your Way to a Better Marriage.” The second will be a family event called “7 Habits of Highly Effective Families.”

3. REQUIREMENTS: Each of the two events will require all of the following except for the child care room (only one child care room required for both events).

a. CONFERENCE SPACE:

i. Schedule (tentative):

1500‐2100 Friday Jun 15 0800‐1700 Saturday Jun 16 0800‐1230 Sunday Jun 17

ii. Meeting Room (one for each event) with solid walls (no pipe and drape) within a reasonable walking distance from all sleeping rooms, located away from any pool and/or restaurant areas, with 8 round tables arranged in a “horse‐shoe fashion” facing presentation area equipped with a podium and projection screen and a trash can.

1. 1 additional six‐foot table with skirting and table cloths and 2 chairs in the front of the meeting room;

2 tables in the rear of the meeting room with 2 chairs; and 1 table outside of the meeting room with 2 chairs.

iii. Child Care room (only one required) to accommodate up to 20 children/Youth. Supported by government contracted childcare service provider. Must be clean and free of all safety hazards.

b. AUDIO / VISUAL:

i. A/V cart, projector, projector screen, sound system or audio speakers attachable to a laptop computer or ability to patch into the house sound.

ii. Wi‐Fi Internet availability for the event.

c. MEALS:

i. Schedule (tentative): (approximately 69 adults and 20 children for each, except as noted) 1900 Friday Jun 15 Break 0900 Saturday Jun 16 Breakfast 1200 Saturday Jun 16 Lunch 1430 Saturday Jun 16 Break 1730 Saturday Jun 16 Dinner (approximately 37 adults and 20 children) 0800 Sunday Jun 17 Breakfast 1030 Sunday Jun 17 Break

ii. Menus: (submit proposed menu for all meals along with quote)

Breakfast ‐‐ Buffet style preferred to include bacon or sausage links; biscuits and gravy; breakfast potatoes;

scrambled eggs; assorted muffins and pastries; assorted fresh fruit; coffee; hot tea; array of juices; 2% milk;

preserves and condiments OR SOMETHING SIMILAR.

Lunch ‐‐ Buffet style preferred to include salad, sandwich and soup bar; assorted Cold Drinks, Ice Tea, or Water

OR SOMETHING SIMILAR.

Dinner – Buffet style preferred to include roast chicken quarter, au gratin potatoes, seasoned green beans, tossed lettuce salad with assorted dressings and toppings (to include some vegetarian options such as eggs, cottage cheese, etc.), dinner roll and butter, dessert item (such as cookie, brownie, or pie), drinks to include milk, water and coffee; OR SOMETHING SIMILAR.

iii. Contract Meals will not exceed maximum per diem rates [Meals and Incidental Expenses (M&IE) Breakdown] http://www.gsa.gov/portal/content/171518

d. LODGING: (37 rooms/night, 37ea Fri and 37ea Sat; 32 couples, some may have children, and 5 instructors)

i. Rooms shall meet quality commercial standards and include linen service, in‐room bathroom/shower facilities, heated/air conditioned, complimentary internet access, single and double room lodging accommodations and always present a clean and sanitary appearance. Single rooms will be specifically defined as one bed; double rooms will contain two beds. Rooms that have a couch that converts into a bed shall not be counted as a bed.

All minimum standards stated above are in compliance with the Air Force Service Agency Golden Eagle Standards and in accordance with AFI 34‐246, Air Force Inns Promise.

ii. Waterpark is required. Access to Waterpark included in hotel package preferred.

iii. Lodging location must be listed on the “Hotel‐Motel National List” approved for federal government travelers.

(http://apps.usfa.fema.gov/hotel/)

iv. Contract Lodging will not exceed the maximum lodging rates [FY 2017 GSA Per Diem Rates Finder] http://www.gsa.gov/portal/category/170120

e. ASSUMPTIONS/ESTIMATES:

i. Meals and Lodging quantities listed are estimates. The Government shall provide final headcounts for meals and lodging to the Contractor no later than 2 weeks prior to the event. The Government reserves the right to cancel any and or all meals and lodging prior to this time at no cost.

ii. Free parking to attendees, presenters and event staff throughout the event.

iii. The Contractor is responsible for the collection of fees for any additional requirements not expressly covered herein (i.e. phone calls, food charges, bar and similar incidental charges).

4. SERVICE DELIVERY SUMMARY

Performance Objective SOW Paragraph Performance Threshold

Complies with Conference Space; Audio/Visual; Meals;

Lodging requirements in terms of quality, timeliness and courteousness of employees.

Any deficiencies or discrepancies identified to the Contractor POC are corrected.

5. QUALITY CONTROL

a. The Contractor shall develop and maintain (or have in place) a quality control program to ensure systematic inspection of designated areas for satisfactory results. The Contractor shall develop and implement procedures to identify and prevent defective services from occurring. As a minimum, the contractor shall develop quality control procedures that address the areas identified in paragraph 3 and 4 (Service Delivery Summary).

b. The Contractor shall designate in writing to the Contracting Officer a Primary Point of Contact for this event and an alternate (if needed). A POC shall be available to the Government to coordinate pre‐event details and shall be on site during the event to ensure quality performance.

6. QUALITY ASSURANCE

a. The Government will periodically evaluate the contractor’s performance in accordance with paragraph 4 and 5.

b. The Government Contracting Officer (KO) is

CMSGT Kurt Lunstra, Base Contracting Officer Telephone: 605‐988‐5933, Cell: 605‐366‐0106 Email: kurtis.c.lunstra.mil@mail.mil

c. The Government Point of Contact (POC) for coordinating this event is:

Lt Col Bill Tesch, Chaplain Office: 605‐988‐5846, 988‐5981 Cell: 605‐351‐8098 Email: william.t.tesch.mil@mail.mil / billtesch@sio.midco.net

d. 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.

e. 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.

f. The Contractor’s POC shall be notified of any deficiencies/discrepancies for immediate correction. All such communications shall be documented and forwarded to the Contracting Officer.

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