216th MP Post 2 YR Statement of Work.docx

Statement of Work for Venue

FROM: Yellow Ribbon Reintegration Program ATTN: 2LT Stephenson at 501- 212-4025 (office), or carson.j.stephenson.mil@army.mil

Organization: Arkansas National Guard Joint Services Support, Yellow Ribbon Reintegration Program

Event: This is a one day Post Deployment Yellow Ribbon Event for the Service Members and guests of the 216th MP Company.

1. Purpose of Event: Conduct a one-day post-deployment event away from home station for Service Members of the 216th MP Company and their guests, providing information and guidance throughout the redeployment process. This event answers frequently asked questions and provides knowledge regarding services and benefits available following reintegration.

1.1 Date and Time of Event: 0700, 12 January 2025 – 1700 12 January 2025

1.2 Proposed Location of Event: Little Rock/North Little Rock, Arkansas.

2. Requirements.

2.1 Lodging Required: Yes

2.2 Number of Nights for Lodging: 1 day

2.3 Dates of Lodging: Saturday night 11 January 2025

2.4 Type of Lodging Required: Overnight lodging must accommodate at least two adults and two children. Breakfast must be included with the room.

2.5 Projected Number of Lodging Rooms Needed for Event: 3

2.5.1 Three (3) rooms on the evening of 11 January 2025

2.6 Parking for all attendees must be available and free.

2.7 The government will not pay for television, long-distance calls, room service, or chargeable exercise/spa privileges, etc.

2.8 No penalty for suspension/ postponement up to 24 hours prior to event. The Government must remain flexible in its ability to suspend or postpone Yellow Ribbon events based on contemporary threat assessments.

3. Date & Time Meeting Rooms to be Utilized: 12 January 2025, 7:00 AM- 5:00 PM (0700-1700)

3.1 Number of Meeting Rooms: 8 rooms (one for joint session, two for childcare facilities during event, one for service providers, three for breakout sessions, and one for afternoon meal.)

4. Requirements for large meeting room:

4.1 Microphone. (Portable microphone if available)

4.2 Two 8X8 (min) audio visual screen for presentations. Two LCD projector and internet. PowerPoint clicker, Tech support from contractor required

4.3 Minimum seating theater style, round, or classroom for 80 people.

4.4 One table with two chairs for Event Check-in.

4.5 Refreshments required (Coffee [estimate projected 10 gal] & Water only).

(Note: One screen and projector are acceptable if centrally located and visible to all attendees)

5. Requirements for meeting rooms: (one for service providers, two for child/youth activities and one for meal):

5.1 Time: 7 AM (0700) to 5 PM (1700)

5.2 Two meeting rooms with space to accommodate childcare/youth activity areas for children/youth.

5.2.1 One room for children 0-5 years old.

5.2.2 One room for children 6-12 years old.

5.2.3 Room for children 0-5 preferred, but nor required, to have a sink, refrigerator, and microwave.

5.2.4 One table for seating and daycare registration, two chairs.

5.2.5 All daycare rooms must have bathrooms nearby.

5.3 One meeting room: Twenty five covered tables for table top displays with 50 chairs for service provider attendants.

5.4 One meeting room: Tables and seating for 80 people for a joint meal.

5.5 Three meeting rooms for breakout sessions: Rooms should be set up classroom still for up to 20 people.

(Note): Cleanup of all meeting rooms is expected to be responsibility of contractor.

6. Meals for Attendees: A total of one meal (lunch) must be provided for attendees by the venue.

6.1 Type of Meals to be provided: Full menu (Buffet style) (Menu to be provided by contractor). Buffet should include a choice from two entrées, at least two sides, baked good, dessert, and served with tea and water. All standard serving dishes, plates/glasses, utensils, and linens needed must also be provided.

6.2 Noon meals per day: QTY 80

(Note): Number of meals and rooms based on estimated attendance. Indicate on proposal the last day to make changes in numbers without penalty.

Hotel Representative(s): Please use this form as a Request for Quote for Hotel Events as per the Statement of Work. Please complete Form in its entirety as much as possible.

Hotel Name:

Complete Address:

Telephone & Contact Person:

YELLOW RIBBON REINTEGRATION PROGRAM EVENT: 08 DEC 2024

Each Total

1. 3 Lodging Rooms 12 January 25 (Dbl Occ) ______________ ____________

2. Meeting Space Rental ______________ ____________

3. Coffee and Water : 10 Gal 12 Jan 25 ______________ ____________

4. 12 Jan 25 Lunch (80 Meals) ______________ ____________

5. Audio/Visual Equipment and Support ______________ ____________

6. Service Charges for Meals and Beverages ______________ ____________

Total $_________________ Last day for number revision without penalty:

Guest Rooms ___________________ Meals ___________________

All pricing is accordance with the attached Statement of Work. This is a Federal Government event and is exempt from sales tax.