SOW_Strong_Bonds_Denali_Couples_SB_May_2018.docx

STATEMENT OF WORK

FOR

STRONG BONDS MARRIAGE RETREAT

Denali, Alaska

1. DESCRIPTION OF SERVICES: The contractor shall provide lodging and other required services for a Families/Couples Strong Bonds retreat IAW this SOW. The contractor shall provide lodging, meeting space(s), and meals in accordance with the proposal schedule for the dates and number of participants noted in paragraph 1.5.

1.2 Meeting Space: The contractor shall provide three meeting rooms with the required audio visual support as referenced in 1.2.1, as well as adequate tables and chairs to support the number of participants attending the retreat. Additionally, 2 medium rooms for childcare (cleared hotel rooms would be sufficient). Rooms shall be available from 12:00 p.m. to 10:00 p.m. on Friday, 8:00 a.m. until 2:00 p.m. on Saturday; 8:00 a.m. until 2:00 p.m. on Sunday. The conference rooms shall have air-conditioning and heating capability for climate control. The three meeting rooms must be able to comfortably seat all attendants (up to 50 in one, and 25 and 15 in the others). The venue contractor will set-up and take down all tables and chairs for the event as necessary to meet the requirement.

The set-up should be matching tables and chairs in a standard conference type configuration (for the room of 50). Rooms with configurations such as pillar(s) and or structural objects that are located in the meeting space shall not obstruct attendees’ view.

1.2.1 Audio Visual Equipment: The Government may require the following based on price and funding:

The audio visual support will include the following:

1.2.2 Registration Area: Contractor shall provide a registration area with table, chairs, paper, and pens, for event check-in near the main conference room. Contractor also shall display professional looking sign(s) at the lobby area identifying the location of training for the duration of the event.

1.3 Food & Beverages:

1.3.1 Meals: The contractor shall provide 6 meals (vouchers for local area are acceptable - no alcohol authorized) for each participant: 2 breakfasts, 2 lunches and 2 dinners.

Breakfast will include at a minimum the follow: Juice, eggs, breakfast meats, potatoes, and an assortment of pastries, bagels, muffins, fruit, yogurt, and cereal.

Lunch will include at a minimum the follow:

a. Choice of two meat options, minimum serving: 4 oz.

b. Choice of two vegetables: minimum serving: 4 oz.

c. Choice of two starches: minimum serving: 4 oz.

d. Garden Salad with a minimum of two dressings options

e. Choice of two breads/rolls with spreadable butter or margarine

f. Choice of two desserts.

Dinner will include at a minimum the follow:

a. Choice of two meat options, minimum serving: 6 oz.

b. Choice of two vegetables: minimum serving: 4 oz.

c. Choice of two starches: minimum serving: 4 oz.

d. Dinner Salad with a minimum of two dressings options

e. Choice of two breads/rolls with spreadable butter or margarine

f. Choice of three desserts

After award the contractor will coordinate with POC on exact meal selection. All shall include vegetarian and non vegetarian items and vegan or other dietary needs. Contractor will provide napkins, silverware, cups, and all other necessities if voucher option is not used.

1.3.2. Beverages: Portions shall be at least 10oz but no more than 21oz. The following items shall be provided at a minimum, water, 2% milk, coffee, tea, and at least two types of soft drinks.

1.4 Lodging:

1.4.1 Rooms: The contractor shall reserve under AKANG the number of lodging rooms on the given dates listed in paragraph 1.5. Each lodging room must be private sleeping rooms with toilet and shower/tub facilities. The rooms must sleep four (4) people comfortably and contain a minimum of one queen bed or larger. All lodging facilities shall be cleaned, equipped with linens, towels, and other standard supplies. The lodging rooms shall be available for check-in at 3:00 p.m. on the first day and check-out will be no earlier than 1:00 p.m. on the last day. Due to mission requirements the 168th Wings’ Chaplain will coordinate reservations and send the hotel the total number of rooms needed (up to 38 rooms, 57 adults, plus 47 children (0-12)) no later than 1 day prior to the event.

1.4.2 Payment: The federal Government will pay for the room charges only for airman/couples/families and staff who reserve rooms under the AKANG block. The federal government is tax exempt. Total payment will be made via Government Purchase Card or through Wide Area Work Flow, whichever is the most convenient to the contractor specified by the contractor in response to this solicitation.

1.4.3 Additional Charges: Incidental expenses such as bar charges, room service, telephone calls, movies, game rentals, etc. are the responsibility of the individual attendee and shall be billed to the individual’s personal credit card account provided during check-in.

1.5 Dates:

Check-in 25 May 2018 and Check-out 27 May 2018 Total People: Approximately 57 adults plus 47 children Approximately 38 Hotel Rooms

1.6 Alternate Dates: The Government may have to re-schedule a retreat due to unforeseen circumstances. The Government reserves the right to re-schedule at no additional cost, to an alternate date providing at least 5-days’ notice before originally scheduled retreat is given to the contractor in writing. The contractor shall offer new dates for the rescheduled retreat(s).

2. GENERAL INFORMATION

2.1 Contractor Personnel.

2.1.1 Contract Manager: The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate or alternates, who shall act for the contractor when the manager is absent, shall be designated in writing to the contracting officer prior to the contract start date. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract manager and alternate or alternates must be able to read, write, speak, and understand the English language.