1889th RSG YR PWS 07172024 final.pdf

MONTANA NATIONAL GUARD

Yellow Ribbon Reintegration Program

Fort Harrison, MT 59636-4789

PERFORMANCE WORK STATEMENT

FOR:

1889th RSG

Yellow Ribbon Post-Deployment Event

24-25 AUG 2024

Performance Work Statement for Yellow Ribbon Post-Deployment Event

1: BACKGROUND / OBJECTIVE

The Yellow Ribbon Reintegration Program (YRRP) connects Service Members, Families, and others directly impacted by deployment, to information, services, and community partnerships through cultivating Pre, During, and Post Deployment Events. These connections foster personal and family development.

The YRRP will implement training and activities which support service members’ families throughout deployment and the reintegration process. The YRRP is looking for a hotel location who can provide lodging, catered meals, conference room, and rooms for breakout sessions all in one place.

2: LOCATION Butte, MT

3: DATE 23-25 AUGUST 2024

4: HOTEL REQUIREMENTS

4.1 Must have full-service facilities, to include dining and catering capabilities

4.2 All tables (i.e. registration and vendor display tables) shall be inclusive

4.3 Hotel will not be undergoing renovations during conference dates if they will interfere with or hinder the event

4.4 Must provide quote to contracting officer with detailed breakdown: noting all prices for lodging, food for each meal (price by individual), audio visual charges and meeting room fees, etc.

4.5 Thirty (30) rooms estimated for Friday night (23 August) consisting of the following:

4.5.1 (5) Double Queen rooms for family members (CLIN 0001)

4.5.2 (20) Single Kings Rooms for family members (CLIN 0001)

4.5.3 (5) Double Queen Rooms for single Soldiers (CLIN 0002)

4.6 Seventy (70) rooms estimated for Saturday night (24 August) consisting of the following breakdown:

4.6.1 (30) Double Queen rooms for family members (CLIN 0001)

4.6.2 (30) Single King rooms for family members (CLIN 0001)

4.6.3 (10) Double Queen rooms for single Soldiers (CLIN 0002)

4.7 Accommodations available for physically handicapped, if needed

4.8 Requested Check in/checkout times:

4.8.1 Friday, 23 August, 7 PM check-in

4.8.2 Saturday, 24 August, 10 AM check-in

4.8.3 Sunday, 25 August, 11 AM check-out

4.9 Hotel rooming list will be supplied no later than one (1) week prior to event with final list furnished no later than three (3) days prior to the event

4.10 Vendor must request how many days in advance they need for lodging, must not be more than fifteen (15) days

5: METHOD OF PAYMENT

5.1 Government Purchase Order, Wide Area Workflow Electronic Payment, Direct Deposit

5.2 Modifications to contract may be accepted to update final price based on all adjustments made to number of rooms, and meals

5.3 A detailed breakdown of billed event costs will be provided to the Yellow Ribbon office post event

6: CONFERENCE ROOMS AND AUDIO VISUAL

6.1 For Friday night, access to conference room for pre-event setup/storage is requested but not required. This conference room should be the one used for meeting purposes for adults attending the event for the remainder of the weekend

6.2 Sign in/Registration area located in visible area near conference space which will require Two (2) tables with no linen

6.3 The following will be required for the Conference rooms Saturday and Sunday

6.3.1 One (1) Large Conference room

a Podium/lectern with handheld microphone b Audio support package with fixed or portable screen to show PowerPoint slides/video. The ability to connect audio from a laptop through hotel audio system is needed. Yellow Ribbon will provide their own laptops c Two (2) support tables for additional materials inside this Conference Room d Enough tables to seat Two Hundred (200) comfortably

6.3.2 Two (2) Conference Rooms for child/youth care (35sf per child per DoDI 6060.4, E4.7.4.1) a These rooms should be in the same general area b One room will need seating and room for activities for 25 children (ages 6-17) c One room will need space for 20 children (ages 0-5) for activities and have all outlets covered/protected

6.3.3 Four (4) Conference rooms (CLIN 0003)

a Tables with seating for 50-75 in each room/space

6.3.4 Vendor Networking Space

a Space for 15-20 (estimated) vendor tables with two (2) chairs each b Tables will not need linen, this will be provided by Resource Providers/vendors

7: FOOD SERVICES/CATERING

7.1 The following meals will be required

7.1.1 Adult Lunch on Saturday, August 24th – serving time 1200. 210, Adult Meals consisting of the following breakdown:

109 Family meals (CLIN 0004), 25 meals for children ages 6-17 (CLIN 0004), and 76 Single Solider meals (CLIN 0005) a: Meals shall be served buffet style served in or near the large conference room b: Meal price should include beverages c: Adult lunch meal count is estimated at two hundred ten (210)

7.1.2 Children’s (ages 0-5) Lunch on Saturday, August 24th – serving time 1200 a: Child friendly food required b: Meal price shall include beverages c: Children’s (ages 0-5) Lunch meal count is estimated at 10 (CLIN 0004)

7.1.3 Adult Breakfast on Sunday, August 25th – serving time 0800. 210, Adult Meals consisting of the following breakdown:

109 Family meals (CLIN 0004), 25 meals for children ages 6-17 (CLIN 0004), and 76 Single Solider meals (CLIN 0005) a: Meals shall be buffet style, served in or near the large conference room b: Meal price shall include beverages c: Adult breakfast meal count is estimated at two hundred ten (210)

7.1.4 Children’s (ages 0-5) Breakfast on Sunday, August 25th – serving time 0800 a: Child friendly food required b: Meal price shall include beverages c: Children’s (ages 0-5) breakfast meal count is estimated at 10 (CLIN 0004)

7.2 Total number of attendees for meals estimated for the event is 185 adults, 25 children (ages 6-17), and 10 children (ages 0-5). Final numbers will be provided no later than 72 hours prior with a tentative count provided 10 business days before the event

8: MENU

8.1 Hotel shall provide menu with estimated price that takes into consideration the following factors: nutrition, suitability for mixed population of adults, and ability to respond to special dietary requirements. A variety of hot and cold drinks shall be offered with each meal

9: ADDITIONAL REQUIREMENTS

9.1 All parking fees shall be included in room rates

9.2 Group rate for lodging is requested to be available to attendees Two (2) days before and after event if they choose to extend their stay, at their own expense

9.3 The attendee /traveler/ service member who reserves a room for the event will be responsible for all incidental expenses, room service, telephone calls, movie and game rentals, restaurant invoices, etc. These costs will be the sole responsibility of the individual attendee, and shall be billed to the individual’s personal credit card account provided during check-in

9.4 Rooms for facilitators and support staff will be available at the per diem rate and will be paid for by their government or personal credit card. These rooms will not be included in the master bill or contract

10: TOUR OF SITE AND EVENT COORDINATION

10.1 A site/event planning visit will be conducted at a date to be determined