Q518--VA New England Adaptive Sports Clinic

PERFORMANCE WORK STATEMET WINTER SPORTS CLINIC JANUARY 2026

2026 New England Adaptive Winter Sports Clinics (NEAWSC): The mission of the VA New England Adaptive Winter Sports Clinic is to introduce and provide a variety of healthy activities and adaptive winter sports modalities using specialized instruction, adaptive equipment, determination, compassion, and drive to empower disabled Veterans to lead healthy lifestyles and regain independence after sustaining life-altering injury or trauma. This program integrates the Veterans families, caregivers, community support, and dedicated volunteers to provide a positive impact and assist in the physical, social, emotional, and cognitive recovery and overall well-being of disabled Veterans.

Many of the Veteran participants in these clinics suffer from mental health diagnoses, including Military Sexual Trauma (MST), Post Traumatic Stress Disorder (PTSD), Traumatic Brain Injury (TBI), and others, which require extreme rapport and established relationships with Veterans actively undergoing specialized treatments for these diagnoses. Any contractor, volunteer or outside entity involved with these clinics must be able to provide experiential evidence of their ability to cater to the specific needs of Veterans with these and other mental health diagnoses.

Specifications: Provide complete, wholistic event coordination for lodging, meals, opening and closing ceremony setup and all other physical, on-site liaison coordination for the VA New England Adaptive Winter Sports Clinic. This must include participation in all planning meetings leading up to the event with VA staff, all pre-event site visitations and coordination with hotel staff, and all other event planning requirements for the New England Winter Sports Clinic January 12th 16th, 2026, with early setup and advanced party arrival beginning after 5pm on January 11th, 2026.

The hotel has been vetted for space and ADA accommodation, the hotel of choice for the winter sports clinic will be the Hilton Garden Inn in Hanover, Lebanon. The event planner will serve as an onsite liaison between clinic personnel and hotel staff. The event coordinator must be involved in all pre-planning meetings coordinated by the Adaptive Sports Coordinator for VA Boston and must provide on-site hotel coordination and troubleshooting during the entirety of the event. All pre-arrangements for lodging and meals on-site must be directly coordinated with the hotel, based on the Veteran volunteer dietary restriction information provided by the Adaptive Sports Coordinator for the clinic.

Prepare meeting space within each hotel s conference room to accommodate up to 175 participants, with wheelchair access for event registration, team breakout groups and awards presentations.

Room rates should not exceed the maximum government travel per diem lodging rates for the Lebanon, NH area.

Coordinate for the provision of catered breakfasts, limited on-site contingency lunches, and dinners, for the clinic in the following numbers:

Winter Clinic

Breakfast

500

Buffet Dinner (Tues and Wed)

250

Hotel Lunches (Mon Thurs)

55

Plated Dinner (Mon and Thurs)

300

Gluten Free Dinner

10

Meals provided should not exceed the allowable per-diem rate for the New Hampshire location. Note: providing meals to volunteers and Veterans during this event is appropriate, in accordance with VA Financial Policy, Volume II, Chapter 4: Awards, Ceremonies, Food or Refreshments, Gifts or Mementos, subsection 040505: Special Circumstance Authorizing for Food or Refreshments. Confirmation of the appropriate use of these funds was given by the VA Boston CFO in October 2022 (details can be shared upon request).

Lodging rooms must be arranged for volunteers to provide aid, service, and attendance to the disabled Veterans participating in this rehabilitative program. Meals and conference space are arranged by the event planner, for use by both clinic volunteers and participating Veterans. Lodging rate for volunteers for the clinic must not exceed the 2026 per diem rate for the Lebenon, NH area and VA is a tax-free entity and no room or lodging taxes should be included in room costs. The event planner must coordinate for 10 rooms for advanced party/setup volunteers on January 11th, and up to 35 rooms per night July 12th 16th (a majority double rooms configuration). Total volunteer room nights that must be coordinated are up to (planner must ensure up to the maximum number and prepare for less based on clinic needs) 150 room nights at the listed per diem rate, without taxes (10 rooms x 1 night + up to 35 rooms x 4 nights = 150 room nights).

Additionally, the event coordinator must ensure a room block of 42 self-pay rooms for Veterans for their lodging during this event, with all available hotel ADA accessible rooms within this block. Veterans will self-pay for these rooms, which must be provided at the per diem rate for the Lebenon area + applicable taxes. The event coordinator must ensure a mix of single and double rooms are available within these blocks, with all available double room configurations available for our event during the dates specified, to maximize the flexibility of Veterans and volunteers needing to share rooms.

Pre and Post Days:

The hotel will offer the discounted, federal per diem rate for up to one day prior and one day after the official adaptive clinic dates mentioned above.

Smoke Free Hotel:

The Hilton Garden Inn, Hanover-Lebanon in New Hampshire is the only hotels in the clinic area that meets all requirements for the event and is completely smoke free. Participants are welcome to smoke outside in designated areas.

ADA Compliance:

The hotel is ADA compliant and all ADA compliance accessible rooms within the hotel must be reserved for the room block for the event.

Meeting Space Requirements

The hotel will provide adequate conference room space to accommodate all participants, with wheelchair access and ADA accessibility for event registration, team breakout groups and awards presentations.

Audio Visual: Both clinics will require full AV setup in the ballroom on Monday evening and Thursday evening before 5pm for our opening and closing ceremonies. Thursday for closing we will present awards and will be showing a slide show and the event coordinator must ensure that the hotel provides a projector and screen for this purpose.

PRICE/COST SCHEDULE

WINTER CLINIC January 11th - 16th, 2026 Hilton Garden Inn Hanover Lebanon

Line Item

Room Nights

Unit

Cost per room (per diem rate)

Total

1

150

EA

Lodging for volunteers for VA New England Adaptive Winter Sports Clinic. Cost of rooms shall not exceed the Per Diem Rate

In addition to the 150 room nights for our volunteers, the hotel must also have a block of self pay rooms for our Veterans, which must include all ADA accessible rooms in the hotel. These must include all handicap accessible rooms for Veterans to reserve during the same period. These rooms are private pay but should be included at the per diem rate + applicable taxes.

Line Item

Meeting Space and AV Setup

Unit

Cost

Total

2

1

EA

TBD

TBD

The facility will setup and make available Ballroom space for use during registration, opening and closing ceremonies, and throughout the duration of the event for clinic use and storage. Full AV set-up should be provided by the facility for the opening and closing ceremonies. Closing ceremonies will require a slideshow projector and projection screen.

Line Item

Breakfasts

Unit

Cost per meal

Total

3

500

EA

The facility will provide catered breakfasts not to exceed the per diem rate of

Line Item

Dinners

Unit

Cost per meal

Total

4

550

EA

The facility will provide catered dinners in the following quantities and type:

Tuesday and Wednesday - Buffet Dinner for 100 participants per day)

Monday and Thursday - For Opening and Closing Ceremonies, plated dinners for 130 and 160 respectively total of 300). The costs for plated and buffet meals are not to exceed the per diem rate.

Line Item

Boxed Lunches

Unit

Cost per meal

Total

5

55

EA

Line Item

Gluten Free Meals

Unit

Cost per meal

Total

6

10

EA

Facility will provide 10 gluten-free meals to account for dietary restrictions.