Family Retreat BPA

PERFORMANCE WORK STATEMENT (PWS) FOR FAMILY RESILIENCE RETREAT SERVICES SPANGDAHLEM AIR BASE, GERMANY 8 JULY 2026 -- 1 of 6 -- 1. BACKGROUND 1.1 This Blanket Purchase Agreement (BPA) is for retreat services designed to support resiliency events for active-duty military members and their families. The location must provide the atmosphere and ambiance for married couples and singles to be in a relaxed and non- stressful environment. The purpose of these retreats is to enhance singles, married couples and families to sustain positive, enriched relationships for Airman. 2. SCOPE 2.1 The resort shall provide accommodation for a two to three-day overnight conference, as well as food and beverage services and hotel amenities. Additionally, the contractor shall supply all necessary support at the location to fulfill the retreat requirements set forth by the 52 FW/HC, 703 MUNSS/HC, and 470 ABS/HC. 2.2 The retreats shall provide overnight enrichment in a resort setting located within a four-hour driving distance of Spangdahlem Air Base, Germany. It should feature a Wellness Club that offers a variety of ways for both adults and children to unwind and relax. For this BPA, a resort is defined as a commercial lodging facility that provides overnight accommodation, conference facilities, food and beverage services, wellness and recreational amenities, and can support all requirements identified in this Performance Work Statement. 2.3 The contractor is responsible for providing sleeping accommodations, conference space, food and beverage service, family activities, staff support for venue setup, meal service, venue cleaning, and teardown. Check in and checkout dates will be communicated during event preparation. The resort shall accommodate up to 165 participants, both adults and minors, along with up to 6 retreat staff members and their families (a total of 165 people). to include comfortable hotel style rooms. Each hotel style room shall accommodate at least 2 adults. The location shall provide on-site family entertainment and activities, including Wellness Packages, a sauna and spa, an on-site fitness center, indoor and outdoor pools, and various outdoor activities. Retreat participants should receive passes to resort activities for the duration of their stay. All lodging facilities shall be cleaned and come equipped with linen, 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. 2.4 The contractor shall provide sufficient onsite conference room(s) for training on each day a retreat is held. The room space will be coordinated between vendor and the Chaplain Corps team during event preparation. The room shall be furnished with chairs, tables, and a podium/speaking stand. The conference space shall be set up with Audio/Visual Equipment. The contractor shall provide A/V equipment for all retreat days to include projector, screen, & sound (computer & microphone sound connections). The contractor shall ensure electrical outlet usage is possible and connection cables are available. 2.5 Recreational Activity: The intent of this activity is to assist in developing attendees through challenging obstacles, socialization, and competition. Activities should be those that develop personal growth, camaraderie, and individual fortitude. Amenities/activities should include, but not be limited to, walking paths, health club with full complement of free weights and cardio -- 2 of 6 -- equipment, swimming pools, spa, restaurants, shops, and other recreational activities for retreat members. 2.6 Participants are responsible for their own transportation to and from the resort, as well as during the retreat, using their own vehicles. The resort facility must be open year-round. 3. GENERAL INFORMATION 3.1 The total proposed prices for the line items shall be all-inclusive (include any incidental charges, i.e. conference fees, surcharges, meal prices, etc.). The quantities (rooms per night and maximum guests per event) and charges for each item must not exceed those listed on the approved price list. The resort must be capable of providing all services and facilities specified in this statement of work on-site. 3.2 The dates for the retreats will be coordinated between the Chaplain Team and the chosen vendor(s) within a maximum 30 calendar day notice to ensure that there is space available. 4. AUTHORIZED POINTS OF CONTACT: 4.1 The Government is obligated only to the extent of Authorized Calls placed against the BPA. The Authorized Caller shall coordinate with the contractor as necessary. The contractor is required to provide a designated individual or individuals on-site to serve as event coordinators. These coordinators will serve as a 24-hour point of contact for retreat staff to address any issues that may arise during the retreat, including, but not limited to, dining, lodging, convention space, audiovisual systems, and facilities. The contractor must provide the event coordinator's name and contact information (email and phone number) to retreat staff at least 2 weeks before the retreat begins. 5. RESERVATIONS 5.1 The contractor shall accept reservations 24 hours a day, 7 days a week, on a first-come, first- served basis. All reservations must be made directly by authorized callers; individual members are not permitted to enter into a rental agreement without an authorized call list provided by a contracting officer. All reservations will be treated as guaranteed for 4:00 PM arrival. The authorized callers will provide a list identifying each person who is authorized to lodge. If no double rooms are available, the contractor may designate single rooms at no additional cost. 5.2 All reservations shall only be made through the Authorized Callers. Room reservations will be booked from least expensive to most expensive until the requirement is fulfilled. 5.3 The Authorized Caller may cancel reservations by giving …