SOLICITATION NOTICE
X -- Provide lodging, meals and meeting space for Marriage Enrichment Retreat.
- Notice Date
- 2/24/2015
- 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
- N68836RC011X6
- Response Due
- 2/27/2015
- Archive Date
- 3/14/2015
- Point of Contact
- Miguel E Rivera 904-270-5699 Please ALL QUESTIONS via email only:
- E-Mail Address
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- Small Business Set-Aside
- Total Small Business
- Description
- Services for the delivery of: one Family Enrichment Retreat (FER), one Marriage Enrichment Retreat(MER)and one Personal Resiliency Retreat(PRR)from 26 June to 30 September 2015 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 1738.1. 1.0. BACKGROUND. CREDO Southeast provides specialized ministry and support services for active duty, reservist, retirees and DOD civilians of the Armed Forces and their eligible family members. CREDO programs and products can strengthen the religious, moral, and spiritual well-being of participants. Additionally participating in CREDO programs can increase the readiness and resilience of service members, civilians, and families in support of DON ™s Strategic Plan for Religious Ministry and the Chief of Naval Operations ™ Sailing Directions. CREDO ™s CORE products are retreats and are held at non-government off-sites in order to create a relaxing and safe environment for all participants; free from the pressures and entanglements of daily life. CREDO retreats are 48 hours in duration and are conducted from Friday evening through Sunday noon. 1.1. The purpose of this contract is to secure a retreat facility, resources and meals in order to conduct three CREDO retreats. 2.0. GENERAL SPECIFICATIONS. The retreat site must be located within two hours commuting time from the following site: NAS Pensacola, FL Area. 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. 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 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; with attached rooms with double beds 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. For MERs a plenary meeting room with minimum 1,200 square feet in which 40 people can sit comfortably must be provided for the MER. See attached diagram for general set up. 4.2 FOR FERs a plenary meeting room (auditorium) with a minimum of 1,800 square feet which can sit up to 80 people comfortably with two (2) separate breakout rooms that can sit up to 30 people each per room. See attached diagram for general set up 4.3. For PRR a plenary meeting room with minimum 900 square feet in which 20 people can sit comfortably must be provided for the PRR. 4.4. 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. 4.5. Portable chairs shall be provided for the plenary meeting room needed for the MER maximum 40 to include the 28 to be setup with tables, FER maximum chairs 80 to include 48 to be setup with tables, and PRR maximum chairs 20 to include 13 to be set up with 2 participants per table. Please see diagrams. 4.6. A projector screen and stand shall be provided or CREDO will bring along a portable projector screen to retreat venue. The projector, if provided will be of an adequate size and at a location to be able to be viewed by all participants. 4.7. Four portable tables (approximately 3 feet by 6 feet) shall be provided for use as part of setup. 4.8. 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. 4.9. 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. 5.0. MER - ROOM DIAGRAM. (Sample) A= Screen; B= Projector table; C= Admin table; D= Snacks/drinks table; E= 28 Chairs randomly placed in pairs across the room with one table per pair of 2 chairs; F= Chairs for facilitators; G= Main entrance; H= Miscellaneous items table I= Chairs for support staff 5.1. FER - ROOM DIAGRAM. (Sample) A= Screen; B= Projector table; C= Admin table; D= Snacks/drinks table; E= Chairs randomly placed per family across the room with one table per set; F=chairs for facilitators; G= door; H= 2 Crafts and miscellaneous items tables I= Chairs for support staff 5.2. PRR - ROOM DIAGRAM. (Sample) A= Screen; B= Projector table; C= Admin table; D= Snacks/drinks table; E= Chairs randomly placed per set of twos ™ across the room with one table per set; F=chairs for facilitators; G= door; H= 2 Crafts and miscellaneous items tables I= Chairs for support staff 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 for schedule and examples. 7.0. MEALS. 7.1. Retreat Snack/Meal times shall be as follows: DAY TIME MEAL 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 and 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. The below Retreats schedule requires that the marriage enrichment retreat dinner meals be a banquet on Saturday evening. 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 facility is required for 3 retreats to be conducted on: Dates: PRR26-28 June 2015 FER24-26 July 2015 MER21-23 August 2015 8.2. The following is a list of maximum number of people for each event: MER = 31; PRR = 15; FER = 52. 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 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 per person per night reserved for any reduction in number greater than this 10% allowance. 8.5. Retreat Schedule: see section 8.1. 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 Vendors 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 Governments 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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