21-22_Nov_2014_SOW_211th_MP_PDHRA.docx

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

Dates of Events: 21-22 Nov 2014 Location of Event: Within 15 miles of Clyde, NC

Summary of Event

· The 211th MP Company will be conducting a Yellow Ribbon PDHRA event. The event will be conducted over a two day period starting Friday evening. The Unit will arrive on Friday for check- in with their PDHRA event starting on Saturday between 7:00am-4:30pm. With overall completion of the event at 5:00pm or sooner.

Spaces needed Friday 21 Nov 2014:

Friday Short Summary: Yellow Ribbon Staff will arrive at location around 1:00pm. Unload equipment and supplies, meet with Audio Visual personnel to test equipment, meet with Unit Command leaders for summary briefing, set up for registration with unit Full Time staff, and ensure Briefing room is set up to event requirements. Prepare for units arriving for check in, No meals provided for Friday night.

Available

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

Spaces needed Saturday 22 Nov 2014:

Saturday Short Summary: Starting with Breakfast, Briefing room tested 1 hour prior to event for troubleshooting, Briefings and PDHRA activities begin. Lunch served. No dinner will be provided.

Meeting Space:

6am-4pm A. 1 operations room - a Boardroom or similar for 10-15 personnel with Internet. This room will utilized primarily as the Operations Room for Yellow Ribbon Staff, activities include; meetings with unit command, hotel staff, and participating vendors (same room used on Saturday).

6am-4pm B. 1 Large room for PDHRA briefings -115 personnel– The initial processing briefings for presentations with room set up in theater style. This room will be used for PDHRA initial briefings and DOD mandatory Briefings. It will need a projector, projection screen, computer for PowerPoint presentation, audio, and wireless/wired microphone.

6am-4pm C. 2 room for Inspector General Sensing briefings – each room 50 personnel–theater This space will be used for the IG break out briefings for presentations with set up in classroom set up style. No A/V needed in these rooms.

6am-4pm D. 1 Large room/space with “U” shaped tables - 50 personnel – This room will need space for six 6’ or 8’ tables set up in U shaped with 2 chairs per table with internet and power hook up for 6 tablets. In addition, set up 30 chairs theater style in same room for processing soldiers or close by pre-function area.

6am-4pm E. 1 Large space or pre-function area - 20-25 Vendors- For Vendors in a convention setting with 6’ tables and 2 chairs each- No AV needed. Each table will need pipe and drape or skirting for the vendor’s tables.

6am-4pm F. 4-6 small rooms for Soldier counseling with LHI - on same floor as PDHRA Processing. Each room with two chairs and one table each; each room will be utilized by Counselors for soldiers to speak in private and confidential Health Screening. Each room will need to be at least 300 sq ft each. These rooms will also need to be in close location and housed within the same facility as the PDHRA room (See Line D above). Alternate would be 6-8 hotel rooms with same above set up. In same area will need 2-3 tables set up for processing.

6am-4pm G. 1 Large room for VA, Vet Center and J1 Medical- With dividers and 10 tables each 4 chairs to each table, with seating 20 personnel each theater style. These rooms will be utilized for continued health screenings, health record updates and PDHRA out processing. Rooms can be 1 room at 4000 sq.ft or 3 rooms at 1000 sq. ft each. Room will need a copier and printer machine.

6am-4pm H. 1 rooms for MFLC/PFC With two chairs and a table (board room like) for MFLC/PFC for private counseling sessions with Soldiers.

6am-4pm I. 1 copier machine set up in VA room (see line G.)

Meal for Saturday 22 Nov 2014:

· Dining area for Breakfast (6:30am-7:30am) 125 personnel banquet style set up.

· Lunch - (12:00pm-1:00pm) 150 personnel banquet style set up.

· (Prefer separate room from presentation area due to time constraints).

Hotel Rooms needed for Friday 21 Nov 2014:

118 rooms for Saturday night. Double Occupancy Preferred. These will be billed to the Master account all rooms need to be listed in reservations as Yellow Ribbon (will not receive a by name room roster).

15 single or double occupancy rooms will be blocked as Yellow Ribbon Staff and will be paid for with individual credit cards (will receive a by name room roster). Separate from Master Account.

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.

· Pipe and Drape or 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.

21-22 November 2014 Clyde, NC Meal Example:

Breakfast | Buffets (6:00am – 7:45am) Scrambled eggs Sausage /Bacon Biscuits / Gravy Hash Browns Fruit Milk, Coffee, Water, Juice

Luncheon | Buffets (11:00am -12:30pm)

Grilled Breast of chicken pasta with tomato basil sauce Mixed Vegetables House Salad / Cesar salad Chef selection of dessert Rolls Tea, coffee, water

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