SOW,19-P-0000_030340,_Spouse_TNG_CONF,_Ft._Bragg_Redacted.pdf

STATEMENT OF WORK

Mentorship Spouse Training Conference

Fort Bragg, North Carolina

1. Background:

recognizes a strategy is needed to address the Priority of , which is to “Take care of our Soldiers, Civilians, and Families." Part of this strategy is accomplished through facilitating the Annual Spouse Training Conference. In fact, this event will aim to build sustained readiness that build and strengthen relationships; promote healthy, holistic wellness practices; and resilient interpersonal relationships for Spouses and their Families.

2. Objective:

is seeking a three- to four-star hotel or resort with an on-site conference center located in Isle of Palms, South Carolina or the Charleston, South Carolina that can support its upcoming Mentorship Spouse Training Conference. The event will be conducted over a three-day period from Friday, August 30, 2019 through Sunday, September 1, 2019. The event necessitates the procurement of lodging, meals, beverages, snacks, conference session/breakout rooms with audio-visual (AV) support, childcare services, and childcare rooms. Approximately 60 adult participants and a maximum of 50 children are estimated.

Childcare services for this event will be provided under a separate contract using

There may be Families who require additional/larger rooms to accommodate Family size.

There are no transportation services relative to this requirement as those attending will be expected to utilize their POV for means of transportation.

The Committee will arrive early Friday morning, while Spouses and Families will arrive Friday evening. All committee members and participants will depart Sunday afternoon.

GROUP ROOMS AND MEETING A

Registration will be coordinated and accomplished upon arrival at the hotel/resort. The Contractor shall provide an on-site representative from the time the Committee arrives until the participant's departure.

Event Dates and Expectations for Coordination:

Event dates are estimates that aim for a timeframe. No less than thirty days prior, contact will be made to ensure the planned date is viable for both vendor and and contact may be initiated by either party.

3. Requirements:

a. Location:

1. Hotel/resort shall offer the following at no additional cost: parking; 24-hour fitness center; 24-hour business center; in-room coffee maker, refrigerator, and microwave; in-room internet access, and indoor pool/outdoor pool.

2. Hotel/resort shall maintain a dedicated security staff and not publically display (digitally or by other means) a connection between this event and the United States Army. No additional security is required for this event.

3. Hotel/resort shall have a home-style buffet dining plan to facilitate nourishment for all participants' meals during the duration of this event to include having child-and kid-friendly food options. In an event buffet style is unavailable, a plated meal or meal voucher system will be the alternate course of action.

4. Hotel/resort should have an onsite restaurant.

5. Hotel/resort shall have amenities large enough to accommodate no less than 60 adults at any single time due to potential time constraints during non-training hours. Amenities should include family-oriented recreational activities or other equivalently on-site activity.

6. Hotel/resort shall be large enough to provide lodging for all participants and Families and committee members within the same building or within the same resort area. Hotel/resort room entrance will not be similar to a motel (that is, motel rooms open to the exterior of the building, usually surrounded by a common balcony or patio).

b. Rooms:

1. Room counts included in the event requirements are approximate and may vary.

Hotel shall be flexible and adjust if the requirement changes. All sleeping rooms must be located in one complex and if necessary be accessible by elevator.

2. Hotel/resort shall provide one conference space for training purposes that can accommodate up to 60 adults safely and comfortably. The conference space shall be arranged in a round/banquet-style setting with approximately 6 people per table.

3. Hotel/resort shall provide a break out room for various sessions during the conference as well.

4. Hotel/resort shall provide enough space to accommodate childcare and childcare workers to run an efficient program for approximately 50 children ranging in the ages from 0-14 years old.

5. Hotel/resort shall have snacks and drinks available for children between meals and during all childcare hours.

6. All conference and childcare spaces shall be located in the same building.

7. Participants shall not be required to pay out-of-pocket fees for expenses covered in this statement of work.

c. Audio Visual:

1. Hotel/resort conference space shall have a workable, complete sound system.

2. Hotel/resort shall provide a mounted projector or table for a projector with easy access to a power supply/electrical outlet in conference space.

3. Conference space screen shall be capable of providing the participants the ability to see and hear all presentations.

4. Hotel/resort shall provide one wireless microphone, a water and coffee station, pens and writing materials for 60 adults, a podium with access to an electrical outlet for the purpose of using a laptop computer, and two dry erase or flip charts in the conference space.

5. Hotel/resort shall provide at least two childcare rooms for child and youth activities that have a television with Blu-ray player and is large enough for a variety of activities.

6. For Conference Space Setup: Requesting to have round tables with moon-shape seating along with pens, note pads, and water and coffee stations in the conference space.

4. Specific Requirements:

a. 60 Sleeping rooms for two nights.

b. Quantity: The total rooms required are estimated based on anticipated participation. Each room will be equipped with a private bathroom, telephone, television set, refrigerator, microwave, and a queen-sized bed or larger and beds (or sofa beds) for children.

c. The Government will only pay for the actual rooms used.

d. Hotel/resort shall provide the following:

e. There will be two to three rooms for childcare and youth activities to accommodate a total of 50 children ages 0-14 years old with one room having four (4) tables with eight (8) chairs per table. At least one room shall include Audio and Video (AV) capabilities to play movies from DVD and Blu-ray format. In addition, the hotel/resort shall have snacks and drinks available for children between meals.

Meals:

Day 1 1 – Dinner meal (home-style buffet preferred) for approximately 60 adults and 50 children.

1 – Childcare snack (food item and drink) made available in childcare space at 7:30pm for approximately 50 children.

Day 2 1 – Breakfast meal (home-style buffet preferred) for approximately 60 adults and 50 children.

1 – Childcare snack (food item and drink) made available in childcare space at 10:00am for approximately 50 children.

1 – Lunch meal (home-style buffet preferred) for approximately 60 adults and 50 children.

1 – Dinner meal (home-style buffet preferred) for approximately 60 adults and 50 children.

1 – Childcare snack (food item and drink) made available in childcare space at 7:30pm for approximately 50 children.

Day 3 1 – Breakfast meal (home-style buffet preferred) for approximately 60 adults and 50 children.

Snacks and beverages provided during all training sessions in the conference space.

Audio-Visual:

1 – Projection Screen (Days 2 &3)

1 – Podium Microphone (Days 2 &3) 1 – Wireless (Days 2& 3) 1 – Projector (Days 2 & 3) 1 – Table or cart for placing projector (Days 2 &3) 2 – Dry Erase or Flip Chart (Days 2 &3) 2 – AC Power Strips (Days 2 &3) 2 – 42”TV for Youth Activity room (Days 1-3) 2 – Wireless Internet Connections in all rooms (Days 2 &3)

On-Site Childcare Service:

There shall be two rooms located in close proximity to the conference space for childcare services.

Schedule:

a. Day 1:

3:00pm – 5:00pm Hotel/resort check-in/Registration with Committee Members 6:00pm – 9:00pm Childcare including dinner provided by resort/hotel for 50 kids 6:00pm – 9:00pm Introductions/Training overview and Spouse activities 6:00pm – 7:00pm Dinner provided by hotel/resort for 60 adults

b. Day 2:

7:30am – 9:00am Breakfast provided by hotel/resort (60 adults and 50 children) 8:30am – 2:00pm Childcare (approximately 50 children) 9:00am – 2:00pm Training for Spouses 11:30am – 1:00pm Lunch provided by hotel/resort (60 adults and 50 children) 5:00pm – 6:30pm Dinner provided by hotel/resort (60 adults and 50 children) 6:00pm – 10:00pm Childcare (approximately 50 children)

c. Day 3:

7:30am – 9:00am Breakfast provided by hotel/resort (60 adults and 50 children) 8:30am – 11:00am Childcare (approximately 50 children) 9:00am – 10:00am Training/AAR 11:00am Childcare Pickup 12:00pm Hotel check-out

Notes:

All spaces will be made available and set up no later than 2:00 pm on Friday and will remain available until 12:00pm on Sunday. Checkout shall be no earlier than 11:00am on Sunday. Childcare rooms set-up by the childcare providers will start Friday afternoon and the rooms shall be made available and set up no later than 5:00pm on Friday evening. Beverages and snacks provided require at a minimum water and coffee station for the conference space. Vendor shall provide a complete breakdown of the overall cost for this requirement.