Family Retreat

737 TRG CHAPLAIN FAMILY RETREAT PERFORMANCE WORK STATEMENT (PWS) 1. DESCRIPTION OF SERVICES: The True North Religious Support Team (RST) assigned to Joint Base San Antonio (JBSA), Texas has a requirement for one nonpersonal services for a resort-style retreat for military personnel and their immediate families as described in this PWS. The retreat is intended to assist military personnel in creating, building, and maintaining a strong family structure. This requirement is for up to 52 adults and 47 children, and 24 rooms for two (2) nights. The retreat location shall be no more than two (2) hours away from San Antonio, Texas, and provide family- oriented recreational activities onsite to include parking, WiFi, conference rooms, and a variety of amenities, entertainment and/or activities such as rock climbing, water park, bowling, dinning, etc. Retreat shall accommodate for families of varying ages, team building activities, breakfast, lunch, dinner meals, conference rooms for guest activities, tables and seating for adults and children, audio visual equipment for presentations, changing tables, and highchairs, etc. The accommodation must be smoke free family friendly resort. 2. DATES: 13-15 August 2026 Family retreat (52 Adults, 47 Children, 24 Lodging Rooms), dates listed range from availability. Regarding 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 30-90 days’ notice is given to the contractor in writing. The contractor shall offer new dates for the rescheduled retreat. The government will not be held liable for individual room charges. 3. LOCATION: The venue shall be within 2 hours drive time from San Antonio, TX as to accommodate traveling families from their workplaces and residences to attend the event. Stay shall include parking for all attending families. 4. LODGING ACCOMODATIONS: The contractor shall provide lodging for two (2) nights for the dates listed in paragraph 2 of this PWS. The contractor shall provide 24 rooms with double queen beds. The rooms shall be able to accommodate at least family of six (6) and have two king or queen size beds with an additional sofa bed. Each unit shall have a shower and/or tub with shower, refrigerator, a safe, and access to a microwave. The lodging rooms will be available for check-in by 4:00 p.m. on Thursday, and check-out will be at 11:00 a.m. on Saturday. 6. CONFERENCE ROOM ACCOMODATIONS: The contractor shall provide at a minimum, two clean/sanitized meeting rooms to accommodate a minimum of 99 participants with audio visual support Friday, August 14, 2026. The audio-visual support will include power cords, projection screen, audio support and onsite technical support for the meeting room. Conference room #1 will be for adult symposiums and conference room #2 will be for childcare. Adjacent conference rooms, if possible, for parent symposium and childcare. The conference rooms shall be on the same property as the lodging and no more than a five (5) minute walk from lodging. Conference Room #1 – Friday August 14, 2026: Breakfast and Parent Symposium 8:00 a.m. – 12:00 p.m. Dinner 5:00 p.m. – 8:00 p.m. Conference Room #2 – Friday August 14, 2026: Childcare 9:15 a.m. – 1:30 p.m. -- 1 of 3 -- 6.1 Conference Room #1 – Parent Symposium: i Conference room shall have seasonal air conditioning. Water, coffee, assorted coffee creamers, snacks, notepads, and pens shall be provided each day in the conference room to accommodate the number of adult participants listed in paragraph 2. Venue shall provide visible signage on display mediums with event information. ii Contractor shall provide at least seventeen (17) round tables with the ability to seat six (6) individuals at each table with black and which tablecloths. There shall be six (6) chairs placed around each table. There shall be two (2) long tables for materials. All participants shall be able to have an unobstructed view of the front while seated. 6.2 Conference Room #2 – Child Care: i Conference room shall have seasonal air conditioning, water, snacks for children, access to a bathroom or close to bathrooms for infant and toddler care. The room shall have the ability to separate babies from toddlers with a divider, to prevent unforeseen accidents; otherwise a separate room will be required. Video and audio equipment DVD compatible to watch movies. Other entertainment options such as streaming i.e. Netflix, Hulu, etc. will suffice and meet the requirements of the children’s conference room. ii Contractor shall provide at least eight (8) round tables with the availability to seat six (6) individuals at each table with tablecloths. There shall be four (4) highchairs and changing tables. There shall be two (2) long tables for children’s entertainment materials. All children shall be able to have adequate space to be entertained. 7 MEALS: The contractor shall provide meals and/or vouchers for each for adult and children’s participants. Meals shall consist of the following: 7.1 One (1) catered breakfast buffet prepared onsite to ensure quality and freshness on Friday August 14, 2026 in conference room #1 from 8:00 a.m. – 12:00 p.m. 7.2 One (1) catered dinner buffer prepare onsite to ensure quality and freshness on Friday August 14, 2026 in conference room #1 from 5:00 p.m. – 8:00 p.m. 7.3 Meal vouchers for three (3) meals, and one (1) snack for each person (adult and/or child). Food quality shall be equal to the commercial market meal value and priced to accommodate the size of each family. The contractor shall provide meals in a room separate from the meeting area and/or shall provide each participant meal vouchers or certificates to be used at restaurant(s) on property. The contractor shall support specific dietary requirements and restrictions as requested (e.g., Vegetarian, Vegan options, food allergies) prior to the…