7-8_March_2015_SOW _1-113th_FA_Pre_Deploy _Charlotte_Area.docx

Yellow Ribbon Statement of Work North Carolina Army National Guard Yellow Ribbon Program

Dates of Events: 6-8 March 2015 Location of Event: Within 10 miles of Charlotte, NC 28217

Summary of Event The North Carolina National Guard Yellow Ribbon Program will be conducting a Pre-Deployment event on 6-8 March 2015 for 1-113th Field Artillery. This will be a three day event starting Friday evening and ending Sunday late afternoon. The first group will arrive on Friday afternoon to check-in, and start their event Saturday morning around 7:00am with overall completion of the event at or before 5:00pm on Saturday. The second group will arrive on Saturday afternoon to check-in, and start their event Sunday morning around 7:00am with overall completion of the event at or before 5:00pm on Sunday.

Spaces needed Friday 6 Mar 2015:

Friday Short Summary: Yellow Ribbon Staff will arrive at location approximately 1:00pm to unload equipment and supplies, meet with the Hotel staff and go over any last minute changes to room setup, meet with Audio Visual personnel to test equipment, meet with Unit Command leaders for summary briefing, and set up for registration with unit’s Full time staff. Staff will then prepare for units arriving for check in, which will be around 3:00pm. No dinner will be provided on this contract.

3:00pm A. Check-in space- 2 draped 6’ tables located in view of registration desk. As unit members arrive, they will check-in first with the Yellow Ribbon staff and their unit, and then the Hotel staff for their room assignment.

3:00pm B. Area for Child registration- typically located away from registration desk. This space needs to be 3 Tables with 2-3 chairs each, set up for Family Programs to register children prior to the Event.

1:00pm C. 1 operations room - a Boardroom or similar for 10-15 people with internet. This room will be utilized primarily as the Operations Room for Yellow Ribbon Staff, activities include; meetings with unit command, hotel staff, and participating vendors.

5:00pm D. 1 child activity room - Childcare room needs to be available after 5:00pm for room set up and equipment storage for the child activity spaces for the next day. This room needs to be one of the rooms utilized as a Child activity room on Saturday.

Spaces needed Saturday 7 Mar 2015:

Saturday Short Summary: Event day starts with Breakfast, Child activity rooms, and Briefing room(s) will need to be tested 1 hour prior to event start for troubleshooting. Briefing activities will begin at 8:00am. Lunch served. No dinner will be provided on this contract.

Meeting Space:

6am-4pm A. 1 large meeting space room for briefings - 200 personnel, theater style.

The initial processing briefings for presentations with room set up in theater style. These rooms will be used for initial briefings and DOD mandatory Briefings. Room will need a podium, projector, and projection screen, laptop audio and wireless or wired microphone. Room will need pens and paper for all of the seats.

6am-4pm B. 1 large room for meals –Large enough to support the numbers listed in the Meals section. This will be a separate room from the Main briefing room listed above.

6am-4pm C. 1 ballroom section or pre-function area – 18-25 Vendor Tables For Vendors in a convention setting with 6’ tables and 2 chairs each- No AV needed. Each table will need to be draped, skirting is not required.

6am-4pm D. 2 meeting room for DOD briefings - 80 personnel each, seating theater style.

The initial processing briefings for presentations with room set up in theater style. These rooms will be used for initial briefings and DOD mandatory Briefings. Room will need a podium, projector, and projection screen, laptop audio and wireless or wired microphone. Room will need pens and paper for all of the seats.

6am-4pm E. 3 child activity rooms – Activity rooms need to be available at 6:30am for room set up, rooms will be split up by age, 0-4 in 1st room, 5-10, and 11- 18 in separate rooms.

The 1st of these rooms (0-4 year olds) will need sinks or wash rooms/bathroom located nearby with open space, refrigerator, 2 cribs, microwave, and trash cans with lids. The other two rooms will need 2 round tables set with 10 chairs. Child activity rooms will need to be together in one location and preferably not be located near high traffic areas for Security reasons.

6am-4pm F. 1 operations room - a Boardroom or similar for 10-15 people with Internet. This room will be primarily utilized as the Operations Room for Yellow Ribbon Staff. Activities include: meetings with unit command, hotel staff, and participating resource providers (same room as used on Friday).

6am-4pm G. 2 small rooms for Counseling- One round table and 3 chairs in these rooms; may also be a small boardroom.

Spaces needed Sunday 8 Mar 2015:

Sunday Short Summary: Event day starts with Breakfast, Child activity rooms, and Briefing room(s) will need to be tested 1 hour prior to event start for troubleshooting. Briefing activities will begin at 8:00am. Lunch served. No dinner will be provided.

Meeting Space:

6am-4pm A. 1 large meeting space room for briefings - 200 personnel, theater style.

The initial processing briefings for presentations with room set up in theater style. These rooms will be used for initial briefings and DOD mandatory Briefings. Room will need a podium, projector, and projection screen, laptop audio and wireless or wired microphone. Room will need pens and paper for all of the seats.

6am-4pm B. 1 large room for meals –Large enough to support the numbers listed in the Meals section. This will be a separate room from the Main briefing room listed above.

6am-4pm C. 1 ballroom section or pre-function area – 18-25 Vendor Tables For Vendors in a convention setting with 6’ tables and 2 chairs each- No AV needed. Each table will need to be draped, skirting is not required.

6am-4pm D. 2 meeting room for DOD briefings - 80 personnel each, seating theater style.

The initial processing briefings for presentations with room set up in theater style. These rooms will be used for initial briefings and DOD mandatory Briefings. Rooms will need a podium, projector, and projection screen, laptop audio and wireless or wired microphone. Room will need pens and paper for all of the seats.

6am-4pm E. 3 child activity rooms – Activity rooms need to be available at 6:30am for room set up, rooms will be split up by age, 0-4 in 1st room, 5-10, and 11- 18 in separate rooms.

The 1st of these rooms (0-4 year olds) will need sinks or wash rooms/bathroom located nearby with open space, refrigerator, 2 cribs, microwave, and trash cans with lids. The other two rooms will need 2 round tables set with 10 chairs. Child activity rooms will need to be together in one location and preferably not be located near high traffic areas for Security reasons.

6am-4pm F. 1 operations room - a Boardroom or similar for 10-15 people with Internet. This room will be primarily utilized as the Operations Room for Yellow Ribbon Staff. Activities include: meetings with unit command, hotel staff, and participating resource providers (same room as used on Friday).

6am-4pm G. 2 small rooms for Counseling- One round table and 3 chairs in these rooms; may also be a small boardroom.

Hotel Rooms needed for Friday, 6 Mar 2015:

Hotel Rooms needed for Saturday, 7 Mar 2015:

Soldiers will check into the Yellow Ribbon blocked rooms by name only.

Meals for Saturday 7 Mar 2015:

· Dining area for Breakfast (6:30am-7:45am) 175 personnel banquet style set up. Adults and children eat together.

· Lunch - (12:00pm-1:00pm) 255 personnel banquet style set up.

Children Meals – 45 (Note: Children eat in Child activity rooms, not with Adults) Adult Meals – 210 (Separate room from presentation area due to time constraints).

Meals for Sunday 8 Mar 2015:

· Dining area for Breakfast (6:30am-7:45am) 165 personnel banquet style set up. Adults and children eat together.

· Lunch - (12:00pm-1:00pm) 230 personnel banquet style set up.

Children Meals – 30 (Note: Children eat in Child activity rooms, not with Adults) Adult Meals – 200 (Separate room from presentation area due to time constraints).

Additional Program Requirements:

· All Hotels’ will need to provide Duns# and Cage Code, as a requirement with SAMS.gov.

· Parking must be free or included at no expense to the government contract.

· Internet Access in all conference spaces and Operation rooms.

· All convention space must be housed in one Individual facility.

· On site catering service that can provide buffet or plated breakfast and lunch meals.

· On site Audio and Visual service that will support program needs. Third party A/V is not authorized.

· Skirting for the vendor’s tables with 2 chairs each.

· Breakfast and Lunch meals location should be separate from meeting space location.

· All prices for rooms and meals need to meet government per-diem rates.

Meal Example:

Breakfast | Buffets (6:00am – 7:45am)

Scrambled eggs Sausage /Bacon Biscuits / Gravy Hash Browns Fruit Milk, Coffee, Water, Juice

Luncheon | Buffets (12:00pm -1:00pm)

Grilled Breast of chicken with 5 cheese blend with tomato basil sauce Beef Burgundy Rice Pilaf House Salad / Cesar salad Mixed Vegetables Chef selection of dessert Rolls Tea, coffee, water

See next page for child meals

Children’s Meal Guidelines Suggested Meal options Entrée:

Cheese Pizza Chicken tenders/strips Macaroni & Cheese Sandwich (Cheese, turkey, ham)

Veggie/Fruit:

Tossed salad with dressing Veggie tray Fruit tray

Sides:

French Fries Chips / pretzels Rolls Crackers/cheese Goldfish (available all day if possible) Yogurt (available all day if possible) Apple Sauce (available all day if possible)

Beverage:

Milk (2% or 1 %) Juice Water (available all day)

Dessert:

Jell-O Cookie (plain sugar)

NOTE: Due to allergies, NO peanut products, chocolate, or fresh strawberries.

All Children’s food and beverages should be served using paper products and plastic cutlery (if possible)

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