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Little Rock AFB is seeking Branson, MO Family Retreat IAW Attachment 1 - PWS.

52.212-1 Instructions to Offerors - Commercial Items Addendum

In order to be determined responsive, all quotes must be completed on the Combo, respond directly to the requirements of this solicitation, and sent to the identified POC's. If your quote is determined to be nonresponsive, it will not be further considered for award.

A complete quote consists of the following:

a) Complete the Combo attached with Pricing and Quote.

b) Review ENTIRE solicitation and fill in all required provisions and clauses. If the annual certification has been completed in the System for Award Management (SAM), FAR 52.212-3 does not need to be completed.

c) All vendors must have an active registration in SAM at time of quote submission.

Award will be made based on lowest price.

Questions are due on 18 July 2023 at 2:00 p.m. Please send questions directly to primary PoC. Questions will be posted Close of Business, 25 July 2023.

1. GENERAL: This is a Performance Work Statement for retreat services in support of resiliency events for active-duty military members and their families by offering overnight enrichment in a resort setting located Branson, MO from 11-13 August, 2023. The resort setting must be conducive for family bonding and enrichment. The contractor shall provide sleeping room accommodations, conference space, food and beverage service, family activities, staff support for venue set up, meal service, venue cleaning, and tear down. The contractor shall provide all support needed at the location for retreat services that fulfill the 19 MSG/HC retreat requirements. The total proposed price for all line items shall be all-inclusive. The resort must be capable of providing all services and facilities listed in this statement of work on the resort premises.

1. AUTHORIZED POINTS OF CONTACT: The Authorized Callers shall lead and host the retreats. The Authorized Callers shall coordinate with the contractor as needed. The contractor shall provide responsible points of contact to help resolve any problems or concerns that might occur during the retreat. Also, the contractor shall provide 24 hour emergency points of contact for lodging and facility issues.

1. RESERVATIONS: Contractor shall accept reservations 24 hours a day, 7 days a week, on a first-come, first-served basis. ALL reservations must come directly from the Authorized Callers. Individual members will not be authorized to enter a rental agreement without authorized call list from a Contracting Officer. All reservations will be made as guaranteed 6:00pm arrival rooms. The Authorized Callers will forward a list identifying each person authorized lodging. Contractor may designate single rooms in lieu of double rooms at no additional cost, if no doubles are available.

1. RESERVATIONS/CANCELLATIONS: All reservations will only be made through the Authorized Callers. Rooms reservations will be booked from least expensive to most expensive until the requirement has been fulfilled. Reservations may be cancelled by the Contracting Officer by giving the lodging facility 24-48 hours notice before check-in. Reservations cancelled within this specified time will not be charged to the Government.

1. NO SHOWS: The Government will be responsible for, and guarantee payment of rooms reserved but not used. Hotel office will check-in all no-show personnel after the 6:00pm hold time period. The hotel must provide a list of no-shows to the Authorized Callers by 10:00am the day after the occurrence.

1. LOCATION: The resort facility must be in Branson, MO, and must have lakefront access to Table Rock lake. The facility must be able to accommodate rooms for up to 120 adult and minor retreat participants plus up to 10 retreat staff members and their adult and minor family members (130 people total) for overnight stays of up to two nights with a check-out in the afternoon. The location must provide on-site family amusements and activities to include a marina, spa, fitness center, and indoor and outdoor pools. Transportation to and from the resort and during the retreat is the responsibility of participants by POV.

1. CONFERENCE SPACE: The location must include a convention center and provide a conference space of at least 16,000 square feet that is able to accommodate a minimum of 130 individuals seated in groups of 6-10 at tables all day for the entirety of the scheduled retreat. The room/rooms shall be furnished with at least chairs, tables, and a podium/speaking stand and have air-conditioning and heating climate control. The conference space must have an integrated (not portable) AV system that includes a projector, screen, sound system with microphones, podium, and HDMI hookup. The conference space must have drinks and light refreshments available to participants during the event and must be cleaned by resort staff after each conference session. Specific times for use of the conference space will be coordinated between Chaplain Corps staff and the vendor during event preparation. The contractor shall ensure all AV systems are fully functioning prior to the event.

1. DINING: The resort facility must accommodate up to 130 people with hot breakfast, lunch, and dinner in-house dining and catering options for the duration of the retreat. Meals must accommodate vegetarian diets and other common allergies (peanut, soy, dairy, etc.). Breakfast and dinner must be vouchers for hot plated meals from onsite restaurants or catered buffet served in the conference space. Lunch must be a to-option for all participants and staff as coordinated with Chapel staff prior to the retreat and must be ready for pick up at least 15 minutes prior to the conclusion of breakfast. Meals must be ready to serve at least 30 minutes prior to each conference session. Specific times for meals will coordinated between Chaplain Corps staff and the vendor during event preparation.

1. LODGING: The resort facility must provide hotel style rooms to lodge up to 130 adult and minor individuals in rooms for families of three to eight individuals. Rooms must contain either one king sized bed, two queen sized beds, or a combination of beds and sleeper sofas and/or interconnected hotel rooms capable of sleeping a family of 8. Rooms must offer sleeping arrangements for infants if required or requested. Check in and check out dates and times will be communicated to the resort during event preparation. All lodging facilities shall be cleaned according to applicable state law and come equipped with linens, towels, and other supplies adequate for the occupancy rate. Final numbers of attendees will be provided to the contracted vendor 24 hours prior to the event. Parking must be provided to all retreat participants.

1. AMENITIES: The resort center must offer suitable and essential amenities:

1. 
   
   
   
   1. Free Wi-Fi for all participants
   
   
   2. Convention Center
   
   
   3. Conference space of at least 16,000 square feet
   
   
   4. Conference space with Audio System with a provided microphone
   
   
   5. Conference space with Visual System (Screen) with HDMI Plug in Capabilities
   
   
   6. In-house dining (restaurant or catered) for all participants
   
   
   7. Spa
   
   
   8. Marina
   
   
   9. On-site fitness center
   
   
   10. In room phone
   
   
   11. Free or comped parking
   
   
   12. Cable/Satellite TV in room
   
   
   13. Air-conditioning and heating units in room
   
   
   14. Private bathroom and bathing facilities in each hotel style room.
   
   
   15. In-room refrigerator and kitchenette (microwave, coffee maker, etc).
   
   
   16. Furthermore, the contractor must provide recreational activities to all retreat participants consisting of passes to on-site family activities such as (but not limited to) water parks, spas, marina, mini-golf, arcades, shows, etc. (note, a pool alone does not meet this requirement).
   
   
   
   

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