CHAPEL MARRIAGE RETREAT

42d Contracting Squadron at Maxwell Air Force Base, AL is requesting information for a Marriage Retreat Venue and child care services. This is a Request for Information (RFI) ONLY. It is not a Request for Proposal (or solicitation) or an indication of a contractual commitment. THE GOVERNMENT DOES NOT INTEND TO AWARD A CONTRACT ON THE BASIS OF THIS RFI OR OTHERWISE PAY FOR THE INFORMATION SOLICITED. The purpose of this market research (Source Sought Synopsis) is to determine if small business contractors (NAICS Code 721110) can meet requirements in accordance with the attached "Performance Work Statements." Performance Workstatements CHAPEL RETREAT VENUE PERFORMANCE WORK STATEMENT (PWS) 1.0 Accommodations 1.0.1. Maxwell AFB Chapel requires one (1) facility within a 250 mile radius of Maxwell AFB AL that can provide accommodations for two (2) marriage and family retreats. Each retreat is to be held on two (2) separate weekends on any three-day weekend (see paragraph 1.0.1) starting 27 July 2012 through the weekend of 7 September 2012, with the exception of the weekend of 10, 11, and 12 August 2012 . 1.0.1. A three-day weekend is comprised of a Friday evening, starting after 1500hrs (3PM), all day Saturday and Sunday ending NLT 1500hrs (3PM). 1.0.2. Maxwell AFB Chapel Staff will be facilitating the two (2) retreats at the contracted facility. 1.1. Rooms. Facility shall reserve a total of thirty (30) king sized suites for each retreat. 1.1.1. All thirty (30) suites shall be reserved for check-in on Friday, after 1500hrs (3PM), of each weekend. 1.1.2. 42 ABW Chaplain Assistants, 334-953-2109, will provide projected attendee names to the Facility. 1.1.3. Chaplain Assistants will confirm reservation of rooms by Monday of the week prior to the Friday the retreat will begin. 1.1.4. Personal Charges. Conference attendees will refrain from consuming incidentals furnished by each room such as soft drinks, alcoholic beverages and other food items. Each conference member will assume personal financial responsibility for incidentals. 1.1.5. Facility must notify conference attendees of the costs associated with all incidental room charges that may occur, such as room service, long-distance charges and movies. 1.1.6. Facility will provide Chaplain Assistants with a list of confirmed conference attendees upon request. 1.1.7. Any of the 30 rooms not claimed by 42 ABW Chapel by the Wednesday preceeding the day of the retreat will be released to the facility. The government will not be charged expenses for unclaimed rooms. 1.2. Meals 1.2.1. Facility will provide a total of 6 meals per guest: one (1) dinner on Friday, breakfast, lunch and dinner on Saturday and breakfast and lunch on Sunday. 1.2.2. Breakfast suggestions: scrambled eggs, bacon, biscuits and gravy or menu availability. Lunch suggestions: Grilled Hamburgers, potato wedges, peanut butter cookies and or sandwich and salad choices, as well as fruit. Dinner suggestions: Homemade Lasagna, corn, brownies and ice cream sundaes or other menu choices. 1.3. Registration. 1.3.1. Registration shall be held beginning at 1700hrs (5PM) and concluded at 1900hrs (7PM) on Friday the first evening of the retreat. The facility shall arrange two (2) registration tables, four (4) chairs, two (2) wastebaskest, clean buntings (not used since cleaning), and a power source must be accessible. The registration area must be located within unobstructed, visual sight of the facility front desk or conference room, whichever is best. 1.4. Audio and visual support 1.4.1. Chaplain Assistants will secure the following AV support and ensure the equipment is set up in the conference room: projection screen, electrical outlets, two (2) extension cords, writing paper easel. 1.4.2. Facility will provide a public address (PA) system with microphones and the capability of connecting to the government provided laptop to broadcast audio from presentation. 1.5. Main Conference room configuration 1.5.1. The facility should reference the attached diagram for conference room configuration. Three (3) rows of twenty (20) chairs. Three sets of ten (10) chairs in a circle at the rear of the three rows of chairs and two (2) sets of ten (10) chairs, one on each end in front of the three rows of chairs. These will be used for breakout sessions within the same conference room area. One (1) round table for laptop computer and projector (supplied by presenter) set in front of the three rows of chairs. One presenter table set to the right of the projector/laptop round table. Easel or smart board to the right of the presenter table and near the projector screen. 1.5.2. Conference Room. Will be used on Friday, from 1900hrs (7PM) to 2100hrs (9PM); Saturday, from 0830hrs (8:30AM) to 1200hrs (12PM); Sunday, from 0830hrs (8:30AM) to 1500hrs (3PM). 1.5.3. Podium. The facility shall provide a standing podium with cordless microphone. 2.0. Available Services 2.1. Fitness facility. The facility shall have an on-site fitness facility. Use of the fitness facility shall be included in the cost of the rooms, with 24-hour access for the 30 conference attendees. Request list of available fitness equipment be included in bid. 2.2. Calls. The facility shall provide free local calls for all 30 conference attendees. 2.3. Parking. The facility shall reserve a minimum of 30 parking spaces, at no additional cost, for the duration of the weekend for conference attendees and staff. 2.4. To prevent numerous and contradictory demands on facility staff, all requests affecting the conference (i.e. meeting room temperature, types of snacks, etc.) must be approved and routed through the Chaplain Staff on-site during retreat events . 2.5. Facility will provide internet a no additional charge. Child Care during Chapel Retreat 1.0. Childcare Child care supervision/activities shall be provided at a hotel venue to accommodate between 20 - 40 children who may accompany adults attending marriage and family retreats. Two (2) Chapel Marriage and Family Retreat events will be held at a hotel-like venue (not yet determined) located within a 250 mile radius of Maxwell AFB AL. Each retreat is to be held on two (2) separate weekends on any three-day weekend starting 27 July 2012 through the weekend of 7 September 2012, with the exception of the weekend of 10, 11, and 12 August 2012. A three-day weekend is comprised of a Friday evening, starting after 1500hrs (3PM), all day Saturday and Sunday ending NLT 1500hrs (3PM). 1.1. Contractor that can provide childcare for children infants to 5 years of age and activities for children 6-15 years old during marriage and family retreat weekends (a retreat weekend is a Fri evening after 1500hrs through Sunday no later than 1500hrs). 1.2. Childcare providers will be licensed and insured. Childcare providers should be trained and certified in Cardio-Pulmonary Resuscitation (CPR) and first aid and have clean background checks. 1.3. Children will be kept within reasonable reach of parents and conference coordinators or with prior coordination and planning contractor will have children participate in wholesome, safe and secure, age-based outings. Vendors responding to this RFI are asked to provide the following information in their initial response: company's full name, business size, address, point of contact, and a clear indication as to whether or not they can provide ALL of the items as described in the attached "Performance Work Statement." Final responses to this RFI will be due on NLT Thursday, 28 June 2012 at 12:00 p.m. Central Time. Responses will be reviewed and may result in further clarifications to further explore capabilities with selected respondents. As industry may expect to see portions of submitted information in future solicitations, portions of the response containing proprietary information should be clearly marked as such. Information submitted will not be returned to the respective respondents. Oral submissions of information are not acceptable and will not be accepted in response to this notice. The POC for this RFI is A1C Michael Merritt, Contract Specialist, Phone: (334)-953-7461; Fax (334) 953-3341. Please use this contact information for any questions.