A-2 PWS _Yellow Ribbon Venue and Support Feb 2025.pdf
PDF 132 KB Posted
- Attached to
- Feb 22 Yellow Ribbon Venue and Support
- Solicitation number
- W911YP25RA003
About this file
This Performance Work Statement outlines requirements for a Utah National Guard Yellow Ribbon Post-Deployment event on February 22, 2025, within a 50-mile radius of Camp Williams, UT. The event requires facilities to accommodate 650 personnel, including a main ballroom/event area with stage and AV equipment, 16 vendor booth spaces, four childcare rooms (50-person capacity each), and four break-out session rooms (100-person capacity each).
The contractor must provide comprehensive services including audio-visual equipment (projectors, microphones, WiFi) in all main rooms, catering for 650 people (lunch buffet and morning refreshments), parking for 375 vehicles, and lodging for out-of-town attendees (65 double-occupancy rooms with 2 queen beds). Specific facility requirements include tables, chairs, tablecloths, elevated stage areas, lecterns, and trash bins. Location preference will be given to venues closer to Camp Williams to minimize overnight lodging needs. Lodging rates should be at or below per diem rates, with room lists to be provided prior to the event.
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| File | Type | Posted |
|---|---|---|
| Q and A 8 Jan 25.docx | DOCX document | |
| Solicitation - W911YP25RA003.pdf |
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Text version
UTAH NATIONAL GUARD
JOINT FORCE HEADQUARTERS
12953 MINUTEMAN DRIVE
DRAPER, UT 84020
PERFORMANCE WORK STATEMENT (PWS) for 204th Maneuver Enhancement Brigade Yellow Ribbon Post-Deployment Services
1. The State Family Programs Office (SFPO), Yellow Ribbon Reintegration Program (YRRP) requires use of a facility, lodging, and meals for execution of an event on 22 February within 50-mile radius of Camp Williams, UT. This performance work statement covers all requirements for the event.
2. Facilities.
2.1 One (1) vendor booth near the main entrance that includes one (1) 8’ table with three (3) chairs.
2.2 One (1) large area or hallway for fifteen (15) vendor booths that includes one (1) 8’ table with two (2) chairs each.
2.3 One (1) community trash bin in vendor booth area if not already provided.
2.4 One (1) ballroom/event area that seats six hundred fifty (650) people. The space will be used to eat lunch in addition to presentations throughout the day. Area should be set up with 8’- 10’ round or rectangular tables and chairs to accommodate at least six hundred fifty (650) personnel. Tables should have tablecloth/linen provided for each. Room should also include an elevated stage area that is 6’ – 8’ in length and a lectern on the stage with microphone that has access to room speakers.
2.5 Four (4) rooms to hold a capacity of fifty (50) children each for activities. Each room should include four (4) 8’-10’ round or rectangle tables with four (4) chairs each (16 total chairs per room). At least one (1) community trash bin for both rooms.
2.6 Four (4) rooms for break-out sessions that includes seating for one-hundred (100) people each in a lecture setting. Each room should include one (1) table and chair in the front or a lectern, one (1) microphone (wired or wireless), one (1) projector with screen, HDMI cables, and power connected in the room.
3. Audio Visual.
3.1 A/V usage is required in all rooms except for the vendor booth area and childcare rooms.
3.2 The conference room will need to be adequately equipped with projectors, projector screens, lavaliere, and wireless handheld microphone for attendees to view and hear presenters.
3.3 Wi-fi should also be available. If there is a cost for wi-fi, please include the cost in the bid.
3.4 Connection for sound from Laptop or DVD player to the PA system is required for each room.
4. Catering.
4.1 Catering is required for lunch and the morning break. Cost of food & beverage will be broken out as separate line item but should be included in the bid.
4.2 Lunch should consist of a buffet or plated meal with options for varying diets for an estimated six hundred fifty personnel (650) on 22 February 2025. Please provide proposed menu with bid.
4.3 Morning refreshments should include coffee, water, and juice along with an assortment of a morning snacks like granola bars, muffins, or other appropriate snack for six hundred fifty
(650) personnel.
5. Parking.
5.1 Parking should be provided for three hundred seventy-five (375) vehicles. If there is a charge for participants to park, please notate that in your bid as that cost will be added as part of the total valuation for the event.
5.2 Please identify the location of parking in relation to the event venue via a map, address, or explanation in the bid.
6. Location. This event is necessary to be completed within a 50-mile radius of Camp Williams, Bluffdale, UT.
6.1 Consideration will be made for event venues closer to Camp Williams. Events that are further from Camp Williams increases the number of families that are driving more than 150 miles which increases the number of personnel needing overnight lodging. To stay within budget, events held closer to Camp Williams, UT reduces the number of personnel needing overnight lodging and thereby reduces the overall cost of the event.
6.2 Include the actual name and location of the venue in your bid.
7. Lodging. Lodging is required for Family Members/ Designated Individuals over 150 miles from the venue location of the event.
7.1 Contract should include cost of lodging for sixty-five (65) double occupancy rooms (2 Queen Beds). Efforts should be made to keep lodging rate at or below per diem rate. If per diem rate cannot be offered, provide the rate that can be provided. By name room list will be provided to the hotel or POC prior to the event.
7.2 Include the name and location of the lodging in your bid even if it is the same location as the event itself.
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