Retreat Childcare Services

737 TRG CHAPLAIN FAMILY RETREAT CHILDCARE SERVICES PERFORMANCE WORK STATEMENT (PWS) 1. Background and Requirement: The True North Religious Support Team (RST) assigned to Joint Base San Antonio (JBSA), Texas has a requirement for one nonpersonal services for a family retreat which includes children. True North RST seeks a childcare provider for 47 children, ages ranging from six (6) months to twelve (12) years old. The childcare provider will care for military members children in a safe, fun, and entertaining manner while the parents are attending scheduled training by the chaplain team. 2. Date and Time: 14 August 2026, 9:15 a.m. to 1:30 p.m. 3. Location: The contractor shall provide childcare in a reserved conference room at the designated retreat location. Location to be determined at a later time; however, retreat location will be no more than two (2) hours drive time from San Antonio, TX. 4. Background Check & Certification: All contractor personnel providing childcare services shall be CPR and/or first aid certified, able to work with special needs children (no special accommodation is required), and have a clear criminal background check in accordance with (IAW) 34 U.S.C. 20351, reference https://uscode.house.gov/view.xhtml?req=(title:34%20section:20351%20edition:prelim) for further details on conducting a background check. Additionally, shall provide a list of caregiver’s names to the Government Point of Contact (3) days prior to the event. 5. Code of Conduct: The contractor shall ensure that its caregivers conduct themselves in a professional manner while at the retreat location and refrain from disruptive, offensive or otherwise improper behavior that undermines order and discipline. Contractor caregivers must stay within the designated area during operating hours. Children shall not be taken outside the designated childcare space. Children are to remain in the designated childcare space until released to their designated guardian. 6. Provider Ratio: Contractor shall provide childcare provider to child ratio to sufficiently and safely monitor children to prevent any incidents in accordance with Table A: Required Ratios and Table B: Age Ratio Mix. Follow the ratio for the youngest age group if the children in the youngest age group make up 20 percent or more of the total group. Table A: Required Ratios Group of Children Adult Childcare Worker to Child Ratio Infant (0-12 months) 1 provider for no more than 4 infants Toddler (12–23 months) 1 adult for no more than 5 toddlers Toddler (24-35 months) 1 adult for no more than 7 toddlers Preschoolers (3 years –5 years) 1 adult for no more than 12 preschoolers School-age children (6–12 years) 1 adult for no more than 15 children Table B: Age Ratio Mix Group of Children Total Number of Children Infant (0-12 months) 3 Toddler (12–23 months) 3 Toddler (24-35 months) 6 Preschoolers (3 years –5 years) 14 School-age children (6–12 years) 21 TOTAL 47 -- 1 of 2 -- 7. Other Requirements: 7.1. Contractor shall provide barriers such as shelving and child safety gates to separate children based on age groups to prevent any injuries and to prevent any incidents from occurring between the children. The barriers should also be used to arrange for children to play individually, in small groups and/or per activity area. 7.2. Contractor shall provide a safety plan in case of emergency. This information will need to be provided three (3) days prior to the event to the designated Government Point of Contact (GPOC). 7.3. Contractor shall provide name tags for each child and a sign in and out sheet to identify children when they are dropped off and picked up. Sign in sheet must contain child full name, parent/guardian full name, and contact information such as mobile phone number and any limitations or restrictions. Parent or guardian must sign in and out each child regardless of age. No child will be dismissed without signature. 7.4. Contractor shall provide name tags for each child. If a child has a designated allergy, contractor shall provide a color-coded sticker to quickly identify restrictions. Name tags must be removed when leaving the designated childcare area. 7.5. Contractor shall provide highchairs, changing tables, mats, and portable play pens for infants (pack-n-play), and bottle feed, when needed. Diapers, pullups, wipes, powder, any ointment, baby bottles, favorite toy/blanket and change of clothes will be provided by the parents. 7.6. Contractor shall provide appropriate age-based activities, entertainment, and/or educational activities for children, applicable to and spanning a broad age range (i.e. toys, games, arts & craft projects, reading, movies/cartoons, etc.). Non-toxic crayons/markers, non-choking material, and age-appropriate movies/games. Name tags which will be removed when the child needs to use the restrooms and a sign in sheet when parents drop their children off. 7.7. Food and beverages will be provided for the children by the government. 7.8. Contractor shall not respond to any media inquiries nor provide interviews, comments, or any other responses to the media regarding any subject related to this contract. All inquiries from the media or other sources shall be immediately relayed to the contracting officer. -- 2 of 2 --