Attachment_2_-_Statement_of_Work_(SOW).pdf

ATTACHMENT 2:

STATEMENT OF WORK (SOW)

CONTRACTOR LODGING, MEALS AND CONFERENCE SUPPORT

SERVICES FOR THE UNITED STATES COAST GUARD YELLOW RIBBON

REINTEGRATION PROGRAM

23 FEBRUARY 2018 – 25 FEBRUARY 2018

1.0 GENERAL

1.1 SCOPE.

The Coast Guard requires contractor services for a Coast Guard Yellow Ribbon event to be held in the State of California from Friday, February 23 rd thru Sunday, February 25 th

2018. As such, the contractor shall provide all supplies and services for lodging and food service to accommodate approximately 320 attendees of which 70 are children. In addition, the contractor shall provide fully furnished conference facilities including audio/visual, office equipment, Wi-Fi/internet service and onsite support. All lodging and space requirements listed in this SOW must be available at a single venue location.

1.2 BACKGROUND

The 110 th Congress (2007-2008) enacted legislation (H.R. 2090.IH) to establish the

Yellow Ribbon Reintegration Program. As part of the of the National Defense

Authorization act of 2008, the United States Coast Guard is designated by Congress to execute a Yellow Ribbon Program. The mission of the Coast Guard Yellow Ribbon

Program is to provide Coast Guard members, families and designated others with sufficient information, services, referral and proactive outreach opportunities throughout the entire deployment cycle. The four phases of deployment are pre-deployment, during deployment, demobilization, and post-deployment-reconstitution. The Coast Guard is legally required to provide Reserve members who either will be, are currently, or have been deployed outside the continental United States for 90 days or more, and their families/designated individuals access to Yellow Ribbon events.

1.3 CONTRACTOR PERSONNEL.

1.3.1 Event Manager. The Contractor shall assign an individual to serve as Event

Manager. This person shall be the single point of contact for the Contracting Officer

(KO) and the Government Representative.

1.3.1.1 The name of the Event Manager, and the name(s) of any alternate(s) who shall act for the Contractor in the absence of the Event Manager, shall be provided to the

Government. During any absence of the Event Manager, only one alternate shall have full authority to act for the Contractor on all matters relating to services provided.

1.3.1.2 The Event Manager or alternate shall be onsite and available to assist the

Government Representative for the duration of the event and to resolve any issues that may arise. The Event Manager or alternate shall also attend a Pre-Event meeting on

Friday, February 23 rd

, at 0800 at the selected venue and any scheduled follow-on meetings over the course of the weekend designated by the government representative.

1.3.2 QUALIFIED Personnel. The Contractor shall provide qualified personnel to perform all requirements specified in this Statement of Work (SOW). All Contractor employees supporting this contract effort shall be citizens or legal residents of the United

States.

1.3.3 Employee Conduct. The Contractor shall ensure contractor employees present a professional appearance at all times and that their conduct or comments shall not reflect discredit on the United States, the Department of Homeland Security (DHS) or the U.S.

Coast Guard (USCG).

2.0 GOVERNMENT FURNISHED RESOURCES AND INFORMATION

The Government will provide the following resources and information to the Contractor for services required under this SOW:

2.1 The Government will provide an itemized list of attendees to assist the contractor in securing appropriate lodging and meal services to be paid through this contract. The

Government will provide this list at time of award.

3.0 CONTRACTOR FURNISHED PROPERTY

The Contractor shall furnish all facilities, materials, equipment, personnel and services necessary to fulfill the requirements of this SOW, except for the Government furnished information specified in 3.0.

4.0 REQUIREMENTS

The Contractor shall provide lodging, meals, and conference and child care facilities for a

United States Coast Guard Yellow Ribbon Reintegration Program event.

5.0 HOTEL AND LODGING REQUIREMENTS

5.1 Hotel facilities shall be within the Orange County city limits.

5.2 Event block shall include 165 rooms. Adjoining or adjacent rooms for use by large families shall be available.

5.2.1 Internet/Wi-Fi access shall be available in all lodging rooms. The cost for

Internet/Wi-Fi shall be accounted for in CLIN 0001 Lodging Cost. It shall not be priced separately.

5.2.2 Cribs and rollaway bedding will be available upon request.

5.2.3 The final number of rooms and meals required will be provided at time of award in the attendee list.

5.3 Late checkout of 1:00pm shall be provided for all guests attending the Coast Guard

Yellow Ribbon Reintegration event.

5.4 Parking shall be available for up to 150 vehicles on both Friday and Saturday.

5.5 Contractor shall be compliant with the American Disabilities Act as defined by law.

Special Note: The contract will not pay for amenities charged to the room such as phone service, spa, room service, or any other chargeable service or product. The Government will not be responsible for lodging and meals other than dates specified in Section 1.1.

6.0 CONFERENCE SERVICE REQUIREMENTS

6.1 Provide three (3) rooms: one (1) large general session room to accommodate 320 attendees set in banquet configuration (rounds of 8-10) ), one (1) large breakout room to accommodate 130 attendees set in theater style configuration and one (1) small breakout room to accommodate 100-130 attendees in theater style configuration. Additionally, provide a check-in space equipped with two (2) tables, table covers and four (4) chairs -along with a reception space to hold 320 guests including dinner service on Friday, February 23 rd

, 2018.

6.2 Provide the large general session room with audio/visual equipment and support from

7:00am-5:00pm on Saturday, February 23 rd

, 2018, and 7:00am-1:00pm on Sunday, February 25 th

, 2018. The general session room will be equipped with a raised stage, one podium, two (2) LCD projectors, two (2) 10x10 projector screens, two (2) wireless microphones (1 wireless handheld, 1 lavaliere), (1) mixer, extension cords, internet connection, connector cords, and power strips. Contractor shall also provide wireless internet/Wi-Fi connectivity to all attendees/staff within the general session room in conjunction with on-site audio/visual support. In the back of the room the contractor shall provide workspace for the Yellow Ribbon staff consisting of three (3) long tables, with

(2) chairs and one (1) trashcan per table, for the duration of the event.

6.3 Provide the large general session room with beverages such as coffee, tea & water for the duration of the event – “All-Day Service,” as well as morning and afternoon snack service on Saturday, February 24 th

, 2018 only. Snack services shall include a healthy item and an alternative item – examples would be whole fruit, smoothies, cookies, pastries, granola, popcorn, etc.

6.4 The large general session room shall be available beginning at 6:00am on Saturday, February 24 th

, 2018 until 1:00pm on Sunday, February 25 th

, 2018. The room shall be completely set and all contractor-provided audio-visual equipment operating by 6:00am on Saturday, February 24 th

, 2018. The room must allow all attendees to see and hear the presentations clearly, take notes, and participate in all YRRP activities. YRRP Staff shall be afforded time by hotel staff to decorate the general session room with YRRP material on Friday, February 23 rd

, 2018.

6.4.1 The one (1) large breakout room shall be available from 6:00am to 5:00pm on

Saturday, February 24 th

, 2018 only. The (1) smaller breakout room shall be available beginning at 6:00am on Saturday, February 24 th

, 2018 to 1:00pm on Sunday, February th

, 2018. The rooms shall be completely set and all contractor-provided equipment operating by 6:00am on Saturday, Saturday 24 th

, 2018.

6.5 Provide Staff, Attendees, VIPs and Service Providers access to the facility business center for the duration of event.

6.6 Provide one (1) room from 6:00am Wednesday, February 21

st , 2018 to 5:00pm

Sunday, February 25 th

, 2018 to be used by the Yellow Ribbon Reintegration Program staff as an office/staging area, to prepare and store supplies and to support the Yellow

Ribbon Reintegration event. The room shall be within close proximity to the general session room. The room shall have a lockable entrance of which keys will be issued to members of the Yellow Ribbon Staff to access the room when required. The room shall be equipped with (3) large tables, (6) chairs, (2) large trashcans, internet/Wi-Fi service,

(1) phone and a printer/copier combo with unlimited printing/coping capabilities. If unable to provide the printer/copier combo in the staff room, the contractor shall provide

Yellow Ribbon staff unlimited printing and copying capabilities within the business center at no additional cost.

6.7 Provide three (3) rooms beginning at 6:00am on Saturday, February 24 th

, 2018 until

1:00pm on Sunday, February 25 th

, 2018 to accommodate the children attending the

Yellow Ribbon Event. Rooms and associated space must be in compliance with all

Federal, State and Local regulations; including adherence to occupancy limits and fire code, childproofed to include covered electrical outlets and capable of accommodating age appropriate activities. Rooms shall be adjacent to each other, close to restrooms and separated from the general session room, common areas, areas where service providers are present, service corridors and unstaffed entrances and exits. The location of the child care rooms and the children’s passage to restrooms must be safe and provide the least amount of exposure to hotel guests, service providers, busy corridors and general hotel functions. All rooms shall have two (2) tables, twelve (12) chairs, one (1) trashcan and ten (10) blankets. One of the rooms shall be equipped with a television and DVD player and one room shall contain ten (10) playpens. Contractor shall provide all three child care rooms with beverages such as juice, water and child appropriate snacks available for the duration of the event. Snacks shall include both a healthy and secondary option.

Contractor shall provide fresh blankets/linens at the end of the day.

7.0 SERVICE PROVIDERS

7.1 Provide a separate space to accommodate up to 20 service providers and their resource material. Provide each provider with a display table covered with a full table cloth or table skirt, along with two chairs and a trash can. The space designated for the service providers shall be adjoining to the general session room and available by 6:00am on Saturday, February 24 th

, 2018 to 1:00pm on Sunday, February 25 th

, 2018.

7.2 Service Providers will call to make reservations. Lodging and Meals for the Service

Providers are not covered under this contract.

7.3 FOOD AND BEVERAGE SERVICE REQUIREMENTS

7.3.1 Provide non-alcoholic beverages, snacks and meals for 320 participants for the duration of the event. This includes a Friday night reception with dinner service; dinner shall be a hot meal including at least one meat item, one vegetable, one starch and desert along with an assortment of non-alcoholic beverages; Saturday and Sunday breakfast must include eggs, bacon, a starch (potatoes, etc), pancakes or waffles, coffee, milk, orange juice, water and pastries along with some type of children’s menu (cereal, etc); the morning snack service on Saturday, shall include a variety of whole fruit and at least one alternative option such as cookies, pastries, bagels, granola, yogurt, etc; the Saturday afternoon snack service shall include both a healthy and at least one secondary option.

Both the AM and PM snack services must contain a variety of non-alcoholic beverages and be in close-proximity to the general session room. The lunch on Saturday shall be a hot meal including at least one meat item, one vegetable, one starch, and desert along with an assortment of non-alcoholic beverages and the Saturday dinner shall be a hot meal including at least one meat item, one vegetable, one starch and desert along with an assortment of non-alcoholic beverages. A reasonable service charge within industry standards is authorized. This charge shall be a fixed percentage and included in your quote’s price submission.

7.3.2 Contractor shall provide a separate room to host meal service for 320 attendees.

Meal service can be buffet or plated. Lunch on Saturday, February 24 th

, 2018, shall be a buffet or plated service in a separate room located near the general session room.

Contractor shall have ample amount of food and beverage to accommodate the total agreed upon attendees.

7.3.3 All meals shall include child-friendly items such as macaroni & cheese, chicken fingers, hot dogs, cereal, etc.

8.0 DELIVERABLES

8.1 The Contractor shall furnish all facilities, materials, equipment, personnel and services necessary to fulfill all requirements listed below and throughout this

Statement of Work (SOW), except for the Government furnished information specified in 2.0.