SOW.pdf

Statement of Work (SOW)

Yellow Ribbon Reintegration Event-1st Post Deployment and 2nd Post Deployment

Event Location: Fargo, North Dakota

Date: Friday, August 3rd - Saturday, August 4th, 2018

General: This Statement of Work identifies all requirements for an upcoming Yellow

Ribbon Reintegration Event that is to be held on Saturday, August 4th, 2018 in Fargo, North

Dakota.

Description of Services/Introduction: The Contractor shall provide all items necessary to provide accommodations for the Yellow Ribbon Event as defined in this Statement of

Work, except for those items specified as government-furnished property and services.

Background: The mission of the Yellow Ribbon Reintegration Program is a proactive approach to ensure that Airmen, their families, and designated individuals are provided the optimum level of support before, during, and after deployment. This is a federally mandated program and requires that all National Guardsmen participate in the Yellow Ribbon Program.

Objectives: Provision for up to 250 attendees with meeting space to accommodate all of the day’s events and activities. Lodging, meeting spaces, general session room, 3 break out session rooms, and a registration area near the meeting spaces will be required. The

Exhibitors / Vendors meeting space must be able to accommodate for up to 20 community partners/service providers with tables and chairs (including table cloths at each table). All conference spaces must be available exclusively beginning at 6:30 a.m. through 5 p.m. on

Saturday, August 4th, 2018. This ensures that there is a conducive learning environment / atmosphere for the entire event in order to support Yellow Ribbon presentations and training, as well as to provide those government personnel and their families attending the event with quality accommodations and the identified support services and resources.

Event Schedule

a. Friday, 03 August 2018, 6:00p-9:00p

i. Event Setup

b. Saturday, 04 August 2018, 6:30a-5:00p

i. Staff set up from 6:30a-8:00a

ii. Event registration 7:00a-9:00a

iii. Event conducted from 8:00a-5:00p

iv. Breakfast meal provided from 7:00a-8:00a

v. Lunch meal provided from 11:30a-12:30p

vi. PM Snack provided from 2:15p-3:15p

Lodging Requirements: Lodging requirements must be met at or below the government per diem rates and will be inclusive of any surcharges.

1. Approximately up to 82 rooms for attendees, staff and community partners on Friday, August 3rd, 2018 and up to an additional 82 rooms for Saturday, August 4th, 2018.

2. Check-in and Check-out: Check-in is between 3:00 p.m. and 11:00 p.m. on Friday, August 3rd, 2018. Check-out for most attendees will be at 12:00 p.m. hours on Sunday, August 5th, 2018. Some select members will be required to check out by 12:00 p.m. on Saturday, August 4th.

3. The contractor shall supply a master bill that is tax exempt. Contracted sleeping rooms cannot exceed the GSA allowed rate for the Fargo, ND locale ($93.00/night) and it is preferred that all lodging rooms be located near the Yellow Ribbon meeting space. Lodging offered at an overflow location must be located within close proximity of the event host location, (no further than a 15-minute commute) if applicable.

4. All rooms must have basic amenities: Iron; Ironing Board; Hair Dryer; Telephone;

Television; Wifi.

5. Each room must be capable of double occupancy, individual / private sleeping room with a toilet and shower / tub facilities.

6. The Contractor shall provide a list of all amenities that the hotel offers to guests, including pool, spa, fitness center, etc. in addition to any areas of interest at the hotel or in a nearby local location for those attending the Yellow Ribbon Event.

7. Cancellation of a reservation must be made 24 hours prior to the scheduled arrival date.

The Contractor shall attempt to “sell” any rooms that are not properly canceled. If rooms reserved under the block cannot be “sold”, the Contractor may invoice the individual for those rooms.

8. All incidental expenses such as room service, telephone calls, movie/game rentals, restaurant invoices, etc. are the responsibility of the individual attendee and shall be billed to the individual’s government travel card or other card provided. The government shall not be responsible for individual charges / incidentals.

Conference Spaces Requirements:

1. The location of the General Session and Information Fair (Resource Providers)

Room should be adjoining to facilitate uninterrupted transition between activities.

2. Registration Area: The Contractor shall provide one (1) registration desk/table area that needs to accommodate 3-4 personnel. This area will include two (2) tables, two (2) tablecloths and two (2) chairs. This area shall be Wi-Fi enabled for registration throughout the day. The Yellow Ribbon Support Specialist will provide all other equipment and supplies for the registration area.

3. General Session: The Contractor shall provide one (1) General Session / Ballroom to accommodate up to 250 attendees from 6:30 a.m. through 5 p.m. on Saturday, August 4th, 2018. The Ballroom shall be set with rounds / banquet style for 8-10 attendees per round with tablecloths, pens, and writing pads on each table. Water pitchers and glasses shall also be set in the room on a separate table. An American Flag shall be posted in the room as well. Room will be used as an additional breakout room.

4. Breakout Rooms: The Contractor shall provide three (3) Breakout rooms that can accommodate up to 60 people in each room in a classroom style for conference breakout sessions. Each room will be set with a water station and large trash cans.

5. The Contractor shall provide one (1) large room or area to set up as an Information Fair for resource providers on Saturday, August 4th, 2018. Twenty (20) six-foot tables shall also be provided complete with skirting, table cloths and two (2) chairs at each table. Two

(2) large trash can will be set up on either end of the room or the area. This room shall also include a water and coffee station with condiments throughout the day.

6. Each meeting space shall have the ability for the Event Staff to plug into House Sound.

7. The Contractor shall provide the required cancellation date to the government before penalties apply.

Audio/Visual Requirements:

1. Individual House Sound in each meeting room space (Ballroom and conference breakout rooms) for presentations.

2. The Contractor will provide audio/visual equipment and accessories for the Ballroom

(General Session), and three (3) conference rooms (Breakout Sessions) as follows:

a. (1) Large Projection Screen for the Ballroom and each of the three (3) conference rooms.

b. Microphone (cordless handheld or lapel mic) for the Ballroom and in each of the three (3) conference rooms.

c. Projection system for the Ballroom and in each of the three (3) conference rooms, including all required cords necessary for proper, sustained functioning and sound.

d. Each meeting space/room shall possess Connections for government laptops.

e. Each meeting space/room shall be WiFi-enabled.

f. Each meeting space/room shall possess House Sound.

g. Each meeting space/room shall be capable of playing / streaming video presentations with audio and visual.

h. Each meeting space/room shall possess power strips and extension cords in the

Ballroom, and in each of the three (3) conference rooms.

3. The Event Staff may use some of its own audio/visual equipment and have the ability to patch into the House Sound system and existing electrical outlets with no hotel or usage patch fees.

Breakfast and Lunch Requirements:

1. Saturday Breakfast and Lunch

2. The Contractor will serve two (2) meals on Saturday, August 4th – breakfast shall be served at 6:45 a.m. and lunch (buffet style) shall be served at 11:30 a.m. Each meal shall accommodate up to 250 people.

3. Breakfast shall be served from 6:45 a.m. – 8:00 a.m. on Saturday and shall include the following:

a. Scrambled Eggs

b. Breakfast potatoes and/or hash browns

c. Choice of two (2) breakfast meats

d. Choice of assorted pastries and/or muffins

e. Sliced Seasonal Fruit

f. Choice of beverages shall be provided. Beverages shall be offered in the following varieties – two (2) types of fruit juice, regular coffee, decaf coffee, hot tea and 2% milk. Half and half, sugar, sugar substitute, honey, and other assorted condiments are expected to be served as well.

g. Cost of the breakfast meal (per person) shall not exceed the GSA Per Diem rate for the Fargo, ND locale. Currently, the GSA meal rate for breakfast is $11.00 / meal.

4. Lunch Buffet shall be served from 11:30 a.m.-12:30 p.m. on Saturday and shall include the following:

a. Choice of two meat options; minimum serving 4 oz.

b. One vegetable side; minimum serving 4 oz.

c. Garden salad with at least two (2) choices of salad dressing

d. One starch side; minimum serving 4 oz.

e. Choice of at least two (2) desserts

f. Rolls or bread (with spreadable butter)

g. Choice of beverages shall be provided. Beverages shall be offered in the following varieties – three (3) types of soft drinks, hot tea, regular coffee, decaf coffee and 2% milk. Half and half, sugar, sugar substitute, honey, and other assorted condiments are expected to be served as well.

h. Cost of the lunch meal (per person) shall not exceed the GSA Per Diem rate for the Fargo, ND locale. Currently, the GSA meal rate for lunch is $12.00 / meal.

5. Refreshments:

a. The Contractor shall provide ice water and coffee throughout the day on Saturday.

Ice water and coffee shall be centrally located in a “common area” that all guests attending this event will have access to at any time throughout the day.

b. The Contractor shall provide an Afternoon Snack Period (Saturday, August 4th, 2018) of refreshments which shall include – bottled water, sodas, assorted cookies and chips between 2:15 p.m. – 3:15 p.m.

Additional Requirements:

1. The Conference spaces shall be set up prior to the beginning of the event at 6:30 a.m. on

Saturday, August 4th, 2018. The Yellow Ribbon Support Specialist / other Support Staff will walk through and assess the set-up of the conference spaces with the convention / hotel staff to allow for changes as needed.

2. Overnight Parking shall be inclusive in overnight hotel room rates. Otherwise, the parking fee must be waived.

3. The Daily Parking fee shall be waived for attendees, vendors/resource providers, and staff.

4. All tables, including registration and exhibitor/vendor tables, shall be included.

5. The hotel shall not be undergoing renovations during the conference dates.

6. Lodging and meal requirement numbers are estimates. The final numbers will be provided not later than 72 hours prior to the event.