A02 SOW YRRP-5 Nov 22-133AW.docx

STATEMENT OF WORK – YRRP Multi-Phase – 5 November 2022

STATEMENT OF WORK

FOR THE

133 Airlift Wing Minnesota Air National Guard

Pre and POST 1 Deployment Yellow Ribbon Reintegration Program Event

9 September 2022

SCOPE OF PROGRAM

The Yellow Ribbon Reintegration Program (YRRP) is a Department of Defense (DoD) mandated program to provide information, services, referrals, and proactive outreach programs to Air National Guard members and their families through all phases of the deployment cycle in accordance with DoD Directive 5124.02, DoD Instruction 1342.28. The overall objective of the program is to prepare and sustain Airmen and their families during all phases of deployment. During these events, families gain practical, useful information based on curriculum designed specifically for military families. Through small group and one-on-one activities, family members learn how to maintain closeness, and leverage resources during frequent relocation, long separations, and repeated reunions. This approach provides the continuum of care needed.

REQUIREMENTS

To support this YRRP Event for the 133 Airlift Wing’s approximately 140 attendees, we require a safe, family-friendly venue to provide conference, operation/storage, childcare, community partner and registration areas; lodging and meals. All of the conference areas need to have complimentary Wi-Fi, audio-visual equipment and support, and specific room setups. Lodging at the same location is required for out-of-town members, families, and staff. At a minimum, the venue shall meet the International Hospitality Association (IHA) Three Star Rating criteria.

Venue will provide audio visual support from 0500-1600 the day of the event.

It is preferred that all conference space be in the same general area, and not be shared with guests outside of our group for security purposes.

DATE EVENT TO BE HELD

Saturday, 5 November 2022

LOCATION

Within 50 miles of zip code: 55111

CLIN0001: Meeting Space/Breakout Room Approximation – 12 Rooms ROOM 1/Registration. Registration area available from 0500 to 1800, on event day. 2 tables (6-8’ in length), table clothed and skirted with three chairs for each table. Must have accessible electric outlets, and complimentary Wi-Fi. Preferred Location: Lobby/or near Room 2 (General Session) Rope stanchions, signage, and sufficient easel stands to direct traffic to the registration area and General Session Room shall be provided.

ROOM 2/General Session. General Session room shall be available from 0500 to 1800 with seating for approximately 140 attendees. Preferred room set up: round tables to fit 8-10 persons each comfortably, table clothed. Note paper and pens shall be provided at each seat. General session room shall not be re-arranged to service as any breakout room. General Session room shall be used for dining. This room should be available for A/V check Friday afternoon, or NLT 0600 on Saturday. Continuous self-service ice water, coffee and hot tea shall be available 0500-1800 that day.

Room 2 Additional Requirements:

Appropriate Staging 1 Podium 1 American Flag with pole and stand 1 Audio/Visual Table 1 LCD Projector with connections Projector Screen(s) - (appropriate size for audience/room size) Mixer to produce sound and volume for microphone 1 wireless microphone Connecting Cables for Projector to connect to speakers’ laptops Internet, Wi-Fi Sufficient number of trash cans for number of guests

ROOM 3, 4, 5, 6, 7/Breakout Rooms 1-5. Breakout rooms shall be available from 0500 to 1800. Preferred room set up: classroom style seating for approximately 40-50 people. Continuous self-service ice water/cups in room.

Room 3-7 Additional Requirements:

1 Projector Screen (appropriate size) 1 LCD Projector with connections/cables 1 Audio Visual Table Provide sound connection to house sound for laptops to play videos 1 wireless microphone 1 Wireless USB presentation remote 1 Power Strip 1 Trashcan Internet, Wi-Fi Notepads and pens in room if available

ROOM 8/Breakout Room 6. Breakout room from 0500 to 1800. Preferred room setup: cleared of all tables; 30 chairs against the wall with open floor space. Continuous self-service ice water/cups in room.

Room 8 Additional Requirements:

1 wireless microphone 1 Power Strip 1 Trashcan Internet, Wi-Fi

ROOM 9/Childcare Room 1. Childcare room for ages 0 to 4 available from 0600-1800. Must be large enough to seat approximately 10-15 children in 6-8’ rectangle tables and chairs, and have open area for play. Room must be in close proximity to restrooms. Room must be lockable. Lunch meal, morning and afternoon snacks to be delivered directly to this room at the designated times. Continuous self-service ice water with non-breakable cups in room

Room 9 Additional Requirements.

1 – 6-8’ rectangle table outside of room, close to the entrance doors, skirted, for check-in/check-out.

2 – 6-8’ rectangle tables inside room, in the front of room (near to entrance doors) 1 - TV and DVD Player or Blu-ray Internet, Wi-Fi 1-Trashcan 1- childcare registration table outside of this room with two chairs 1 - Small refrigerator to store baby bottles/baby food 2 – Portable Cribs

ROOM 10/Childcare Room 2. Childcare/Youth activity room from age 5-12 available from 0600 to 1800. Must be room large enough to seat approximately 10-15 children in 6-8’ rectangle tables and chairs, and have open area for play. Room must be in close proximity to restrooms. Rooms must be lockable. A childcare registration table will be outside of this childcare room with 2 chairs. Lunch meal, morning and afternoon snacks to be delivered directly to this room at designated times. Continuous self-service ice water in room with non-breakable cups.

Room 10 Additional Requirements.

1 – 6-8’ rectangle table outside of room, close to the entrance doors, skirted, for check-in/check-out 2 – 6-8’ rectangle tables inside of room, in front of room (near to entrance door) 1 - TV and DVD Player or Blu-ray Internet, Wi-Fi 1 Trashcan

ROOM 11/Staff-Operations Center-Storage. Room must be available from 7:00 a.m. Thursday, 3 Nov 2022 to 8:00 p.m. Saturday, 5 Nov 2022. Tables & chairs in this room to seat minimum of 10. Conference rooms are acceptable. Must have reliable complimentary internet/Wi-Fi for up to 8 connections. Venue must provide room lockout key or code to staff to secure stored items. Continuous self-service ice water with cups. Coffee from 0700-1000 Thursday, Friday, and Saturday.

Room 11 Additional Requirements:

2 – Power Strips 1 – In House Phone 2 – Key or Access Code/Card Internet, Wi-Fi 1 Trashcan

ROOM 12/Community Partner Area. Space must be available to accommodate 15-20 tables, from 0600-1700. Tables shall be 6-8’, rectangle, table clothed, skirted, with two chairs each. If space available is a hallway, or entry way, there must be enough space for the vendors to sit behind the table or to sit to the side of the table, and still allow unimpeded foot traffic.

CLIN0002: Lodging:

Attendee Rooms: Approximately 25 rooms (25 Friday night and 25 Saturday night) for attendees from outside of local area may be needed. All rooms will be at the Government rate and on contract. The Government is tax exempt and not required to pay tax on lodging or any other charges. The Contracting Office will provide the venue with a tax-exempt certificate. The Government will not be responsible for room service charges, long distance phone calls, movie rental charges, laundry, room service, or any other incidental room charges. These charges shall be paid for by the individual(s) staying in the room. The venue is responsible to collect these charges.

· Approximately 25 rooms Friday, 4 NOV

· Approximately 25 rooms Saturday, 5 NOV (checkout Sunday, 6 NOV)

Event Staff Room Block: Approximately 10 lodging rooms block shall be set-aside for event staff. If these rooms are reserved, they are to be paid for by the individual event staff members.

· Approximately 1 room for Wednesday, 2 NOV – Sunday, 6 NOV

· Approximately 9 rooms for Thursday, 3 NOV – Sunday, 6 NOV

Final numbers and rooming list will be provided NLT 5 days prior to event.

CLIN0003: Meals

All meals will not exceed the Government Per Diem rate for the local area if possible

Venue should provide proposed meal menus with estimated cost that takes into consideration the following factors: cost, nutrition, suitability for mixed population of adults, teenagers and children, and ability to respond to special dietary requirements. Final menu must be approved by Event Planner. Venue should provide two (2) double-sided buffet lines for breakfast and lunch meals. Final Count for Meals will be provided to venue 7 days before the Event.

Saturday: Approximately 150 people (130 Adults//20 Children)

(1) Breakfast (Time TBD): Breakfast buffet shall include such items as: eggs, meat (sausage or bacon), potatoes, oatmeal, waffles or pancakes, toast, yogurt, fresh fruit, assortment of cereal. Appropriate condiments. Drinks: juice, coffee, tea, and water.

(2) Lunch (Time TBD): ADULTS: Lunch buffet shall include such items as: baked or broiled chicken or beef entrée, starch selection, vegetable, garden salad, minimum 2 salad dressing selections + vinegar and oil; and rolls. Appropriate condiments. Drinks: coffee, hot tea, iced tea, and water.

(3) Lunch (Time TBD): CHILDREN: Lunch shall consist of chicken fingers and mac & cheese, fries, cut fresh fruit, cut raw veggies. Appropriate condiments. Drinks: Milk (whole and 2%), juice and water. Will be delivered and served in Childcare rooms.

(4) Morning Snack: ADULTS: Preferred type: packaged crackers, protein bars, whole fruit, etc. Drinks: coffee, iced tea, and water. All leftover packaged snacks shall be moved to Room 11 Operations Center Room.

(5) Morning Snack: CHILDREN: Suggested: graham crackers, cut fresh fruit, yogurt. Drinks: milk, juice or water. Will be delivered and served in Childcare rooms.

(6) Afternoon Snack: ADULTS: Suggested type: Packaged chips, packaged crackers, protein bar, cookies, brownies. Drinks: coffee, iced tea, or water. All leftover packaged snacks will be moved to Room 11 Operations Center room.

(7) Afternoon Snack CHILDREN: Suggested type: graham crackers, saltines, cheese, cut fresh fruit, yogurt. Will be delivered and served in Childcare rooms. Drinks: milk, juice, or water.

(8) Beverage availability during entire event hours: coffee, hot tea, and ice water, as listed above per room

Additional Requirements: Parking

Parking must be complimentary, on-site, with available parking spaces for 120 vehicles.

SITE VISIT:

Prior to contract award, a walk through by an Event Planner (YRSS or Contracting) and an Anti-Terrorism Officer (ATO) or Security Forces representative from the ANG will ensure the venue, meeting space and lodging meets standards.

SW-4: TOUR OF JOB SITE

4.1: A site visit will be conducted at a date to be determined. Further information may be obtained from MSgt Jason Mosher at 612-713-2612 or jason.mosher@us.af.mil.