SOLICITATION NOTICE
99 -- Lodging, meals and meeting space for (3) Marriage Enrichment Retreats, (1) Family Enrichment Retreat and (1) Personal Growth Retreat.
- Notice Date
- 4/5/2013
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- N68836 NAVSUP Fleet Logistics Center Jacksonville Mayport Office Bldg. 191, Naval Station Mayport Fleet Contracting Center Mayport, FL
- ZIP Code
- 00000
- Solicitation Number
- N6883613RC015
- Response Due
- 4/5/2013
- Archive Date
- 4/15/2013
- Point of Contact
- Miguel E Rivera 904-670-5699 x125 miguel.e.rivera1@navy.mil
- Small Business Set-Aside
- N/A
- Description
- Services for the delivery of Three Marriage Enrichment Retreats (MER), One Family Enrichment Retreat (FER), One Personal Growth Retreat (PGR), Five retreat programs from 01 October 2012 to 30 September 2013 conducted by Chaplains Religious Enrichment Development Operation (CREDO) Southeast and sponsored by the Chief of Navy Chaplains (N0973) per US Code Title 10, SECNAVINST 1730.7D, OPNAVINST 1730.1D, and MCO 1730.6D. 1.0. BACKGROUND. CREDO Southeast provides specialized forms of ministry and support services for Active Duty, Reservist, Retirees and DOD Civilians of the Armed Forces and their eligible family members. These service personnel are enabled to develop personal and spiritual resources and to grow toward increased functional ability, religious maturity, and acceptance of responsibility. Personnel are helped to resolve personal and professional concerns so as to be of greater useful service in their military occupations and relationships. The primary form of ministry CREDO uses is a retreat format. Retreats are held at civilian sites in order to remove participants from the pressures and entanglements of daily life. MERs, FERs, and PGRs are 48 hours in duration and are conducted from Friday afternoon through Sunday afternoon. 1.1. The object of this contract is to secure retreat facilities and meals in order to conduct spiritual retreat programs. 2.0. GENERAL SPECIFICATIONS. The retreat site must be located within two hours commuting time from each of the following sites: NAS Jacksonville, FL; NS MAYPORT, FL; NSB Kings Bay, GA. 2.1. The retreat site must provide privacy for participants dealing with personal and/or confidential issues. 2.2. The retreat site must have staff personnel available throughout the retreat who are authorized to take immediate action to resolve site problems. 2.3. A telephone shall be available at the retreat site for receiving incoming and making outgoing calls limited to the local area as approved by the Retreat Leader. 2.4. All retreat facilities used by CREDO Southeast must be clean and neat upon arrival. 2.5. Heating and ventilation must have the capacity to maintain temperatures between 68 and 75 degrees in all indoor retreat facilities. 2.6. The retreat site shall have year-round inside and/or outside recreational facilities and equipment. The site shall also provide elements for Team Building (e.g., ropes course) as well as potential structured family activities designed to enhance relationships and resiliency of families (e.g., swimming pool, court area, etc.). 2.7. The contractor will brief the Retreat Leader on resources for use in an emergency situation, such as fire extinguishers, first aid devices, etc. 2.8. The contractor shall comply with all state and local fire and sanitation regulations. 2.9. Smoking shall be allowed in designated areas near to the meeting rooms. Contractor shall provide receptacles for smoking materials. 2.10. The contractor shall provide notification (verbal or written) to the CREDO Director two weeks in advance of any disruption of retreat facilities or retreat atmosphere. See contact information below. 3.0. BERTHING SPECIFICATIONS. 3.1. Marriage Enrichment Retreat (MERs)/Family Enrichment Retreat (FERs) require private rooms be provided for each couple or family. Queen beds are preferred for couples but a double bed is acceptable for a MER. The minimal acceptable standard for a FER is two double beds per family. Attached rooms with double beds must be available if needed. 3.2. Each private room must have its own separate toilet and bathing/showering facilities. Facilities in each room must be in sanitary and good working condition. 3.3. The berthing spaces shall be furnished with blankets, linens, and towels. The towels shall be changed daily. 3.4. The rooms shall be non-smoking only. 4.0. MEETING ROOMS SPECIFICATIONS. 4.1. A plenary meeting room with minimum 1000 square feet in which 40 people can sit comfortably must be provided for the MER. See diagram (page 7.) for details. 4.2 A plenary meeting room (auditorium) which can sit up to 80 people comfortable with two (2) separate breakout rooms that can sit up to 30 people each per room. 4.3. The plenary meeting room must be self-contained and separate from any other personnel who may be using the retreat site. The room must provide freedom from any outside distractions or interference during the retreat process. Note: CREDO Southeast furnishes and plays recorded music throughout the retreat. Adequate distance from other facility users should be ensured in order to preclude potential disagreements between parties. 4.4. Portable chairs shall be provided for the plenary meeting room: PGR-15; MER-32; FER-80. 4.5. A projector screen shall be provided. This is to be of an adequate size and location to be able to be viewed by all participants. 4.6. Four portable tables (approximately 3 feet by 6 feet) shall be provided. 4.7. If the plenary room has windows (not required), either operable curtains or blinds shall be in place in order to provide relief from outside distractions. 4.8. Separate toilet facilities for males and females (maintained in sanitary and good working condition) shall be provided. These facilities must be located within a one-minute walking distance of the plenary meeting room. 4.9. One separate breakout meeting rooms with a minimum of 500 square feet floor area shall be provided for the Saturday evening presentation of the MER. The meeting room must be for the exclusive use of the CREDO retreat for Saturday evening and be adequately furnished for a group of 18 people to sit in a circle. This room must be adjacent to the plenary room or within a one-minute walking distance. This room will only be occupied for 30 minutes between the hours of 2000-2030. 5.0. MER/FER ROOM DIAGRAM. (Sample) A A= Screen; B= Projector table; C= (2) Crafts table; D= Snacks/drinks table; E=32 chairs randomly placed in pairs across the room; F=chairs for facilitators; G=door 6.0. BEVERAGES AND SNACKS. 6.1. Coffee (both regular and decaffeinated), tea, hot chocolate, cold juice, and water shall be available at all times. Sugar, a sugar substitute, cream and a cholesterol free cream substitute shall be available. 6.2. The contractor shall provide cups, napkins, and stirring sticks. 6.3. Snacks shall be available according to the type of retreat program listed below. Snacks shall consist of cookies and an alternate item such as fruit or raw vegetables; coffee, water, soda and an alternate beverage such as punch or fruit juice. 6.4. Beverages and snacks shall be served indoors within or immediately adjacent to the plenary meeting room. 6.5. Beverages and snacks shall be replenished during times and in ways that will keep interruptions at a minimum. 6.6. See the next section (pages 5 and 6) for the schedule and examples. 7.0. MEALS. 7.1. MER/FER/PGR Snack/Meal times shall be as follows: DAY TIME MEAL Friday1730Dinner Friday 1845 Snacks Saturday 0730 Breakfast Saturday0845Snacks Saturday1200 Lunch Saturday1730Dinner Saturday 1845Snacks Sunday 0730 Breakfast Sunday0845 Snacks Sunday 1200 Lunch 7.2. Meal times are approximate and should be flexible within 30 minutes at the discretion of the Retreat Leader. 7.3. Each meal period shall extend for one hour with all persons served within the first thirty minutes of that period. 7.4. The contract shall not pay any expense for alcoholic beverages or consumption of alcohol. The retreat program discourages use of alcohol; however any charge for alcohol is the responsibility of the individual purchasing it. 7.5. On full session days, three balanced meals shall be required. 7.6. Sample Breakfast Menu: Juice Milk (Regular and Low Fat) Cold Cereal Toast (White and Wheat) Eggs and Meat Entree (Bacon, Ham or Sausage) or alternate of Waffles, Pancakes or French Toast with Syrup Potatoes Fruit (Fresh, Frozen or Canned) Butter and Butter Substitute Jam, Jelly, Honey, Catsup, Salt, Pepper 7.7. Sample Lunch Menu: Juice Milk (Regular and Low Fat) Soup and Crackers Green Salad with Vegetables; regular/low fat dressings Sandwich with Selection of Meats Condiments for Sandwiches (Cheese, Lettuce, Tomatoes, Onions, Pickles, Relish, Mustard, Catsup & Mayo) Bread/Butter and Butter Substitute French Fries or Potato Chips Dessert or Fruit (Fresh, Frozen or Canned) 7.8. Sample Dinner Menu: Juice Milk (Regular and Low Fat) Soup and Crackers Green Salad with Vegetables: Regular and Low Fat Dressings Hot Entree (Meat, Fish or Poultry) Potatoes or Casserole Hot Vegetables Fruit (Fresh, Frozen or Canned) Bread/Butter and Butter Substitute Dessert 7.9. The above menus are general guidelines; therefore, specific menus shall be specified in the contract that the vendor provides. 7.10. MERs require that one of the dinner meals be a banquet. Saturday evening is the preferred time for the event. The banquet meal will be conducted in a separate room other than the onsite restaurant, cafeteria or plenary meeting room. 8.0. ADDITIONAL NOTES. 8.1. Retreat facilities are required for 5 retreats to be conducted on: May 03-05, 2013(MER) May 17-19, 2013(MER) May 31 “ June 02, 2013(FER) June 21-23, 2013(PGR) August 09-11, 2013(MER) 8.2. The following is a list of maximum number of people for each event: MER = 30; PGR = 15; FER = 54. 8.3. The Government may cancel the scheduled retreat sessions at no cost providing that the cancellation notice is given not less than 60 days prior to the scheduled arrival time. If cancellation is required with less than 60 days notice, the Government may be accessed a $250.00 cancellation charge. This charge will not apply in the case of Acts of God or emergency military operations with a 24 hour notice prior to the scheduled arrival time. 8.4. The government will be allowed 10% shrinkage without cost based on the attendance shown in paragraph 8.2 above. The government may be accessed a charge of $10.00 per person per night reserved for any reduction in number greater than this 10% allowance. 8.5. Retreat Schedule: see section 8.1. 8.6Child care services for the FER. Licensed child care services that work with retreat facility shall provide childcare services of 20 or more children charging a fee of $90 per child up to 8 hours or childcare services of 19 or less charging an agency fee of $350 and childcare staff compensation of $15 per hour up to 8 hours (max 3 staff) during the FER. 9.0. POINT OF CONTACT. 9.1. The Government Point of Contact for technical questions for this retreat is: RP1 Jerry Thompson Jerry.l.thompson@navy.mil CREDO Southeast NAS Jacksonville Building 751 Jacksonville, Florida 32212 904-542-3923 or fax 904-542-1223 10.0. INVOICING. 10.1. Invoices for each item shall be submitted to CREDO SOUTHEAST and include the following: RETREAT STATEMENT OF WORK Contract Number Cost of Services Vendor Name from Contract Date of the invoice Vendor's address 10.2. Upon completion of services, the contractor will submit the invoice via Wide Area Work Flow (WAWF) and also to the Government POC listed in paragraph 9.1. 11.0. AVAILABILITY OF FUNDS. 11.1 Funds are presently available for this contract. The Government's obligation under this contract is contingent upon the availability of appropriated funds from which payment for the contract purposes can be made. No legal liability on the part of the Government for any payment may arise until funds are made available to the Contracting Officer for this contract and until the Contractor receives notice of such availability, to be confirmed in writing by the Contracting Officer.
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