A2 Draft Statement of Work Venue KC 25-27 AUG Yellow Ribbon.pdf

Statement of Work (For Market Research Only)

During-Yellow Ribbon Event 25-27 Aug 23, Kansas City, KS

MOARNG Yellow Ribbon Office

EA

EA

1. Event Schedule

a. Friday, 25 Aug 23, 2:00p-5:00pm

i. Staff meetings and setup 2:00pm-5:00pm

b. Saturday, 26 Aug 23, 6:00am-4:30pm

i. Staff setup from 6:00am-7:00am

ii. Event registration 6:30am-8:00am

iii. Breakfast from 7:00am-8:00am

iv. Event conducted from 8:00am-11:30am

v. Lunch from 11:30am-12:30pm

vi. Family Team Building Activities in the Water Park 12:30-4:30pm

c. Sunday, 27 Aug 23, 6:00am-11:30am

i. Staff setup from 6:00am-8:00am

ii. Breakfast from 7:00am-8:00am

iii. Event sign-out 8:00am-9:00am

iv. Family Team Building Activities in the Water Park 9:00am-11:30am

2. Sleeping Room Requirements

a. Requesting a contacted lodging for:

i. 75 rooms Friday night, 25 Aug 23 (Price included in contract) $

ii. 75 rooms Saturday night, 26 Aug 23 (Price included in contract) $

iii. Contracted rooms titled “Yellow Ribbon”

iv. Contracted rooms at prevailing government rate ($123.00) or less

v. Request cut-off date of _ _ _ _ _ _

3. Meeting Room Requirement

a. One meeting room – Yellow Ribbon General Session (this room will be used for training, briefings, and seating for meals) must have a 24-hour hold 25-27 Aug 23.

i. Set up banquet style with table cloths/draped, pads of paper, and pens

ii. Seating for 100 people

iii. Water stations & large trash cans

iv. One table with two chairs and table cloth/draped in the hotel lobby, setup for registration on Saturday, 26 Aug 23, 6:00 am-8:00 am and for sign-out on Sunday, 27 Aug 23, from 6:00 am-8:30 am

b. A/V requirements for (a.) Yellow Ribbon General Session.

i. AV cart with power and power strip

ii. Large projector screen with projector

iii. 2 Mic set up (cordless handheld) with speakers or tie into house sound, including necessary cables

iv. Strong Wi-Fi Access with a password or secure lines for five people (if Wi-Fi is not strong enough secure lines will be required)

Price for Room and A/V: $ x2 Days = Total $_

c. One room – Childcare (Ages 0-5) – Must have 24-hour hold 26-27 Aug 23.

i. Locking capabilities – will need two keys for staff

ii. Two round tables with ten chairs

iii. One table with two chairs for registration

iv. Must be suitable for 18 children (federal law requires 35 square feet per child)

v. Mini refrigerator provided in the room

vi. Water station with plastic cups and large trash cans

07/25/2023

Price per Room: $ x 2 Days = Total $

d. One room – Youth Activities (Ages 6-17) – Must have 24-hour hold 26-27 Aug 23.

i. One table with two chairs for registration

ii. Locking capabilities – will need two keys for staff

iii. Eight round tables w/10 chairs

iv. Contain open space for circle group work

v. Must be suitable for 48 youth (federal law requires 35 square feet per child)

vi. Water station with plastic cups and large trash cans

Price per Room: $ x 2 Days = Total $

4. Meals

a. Saturday

i. Breakfast Buffet (including coffee)

ii. Lunch Buffet (including coffee)

b. Sunday

i. Breakfast Buffet (including coffee)

Breakfast Saturday Price Per meal: $ Lunch Saturday Price Per meal: $ Breakfast Sunday Price Per meal: $

5. Other Requirements

a. Available indoor activities to work on building family cohesion and help eliminate stressors from deployment issues.

b. Yellow Ribbon Staff will bring in their laptops and miscellaneous equipment. The hotel must not charge additional fees for bringing equipment.

c. All meeting space within proximity of one another/all on one floor as much as possible.

d. Require parking costs for all attendees and Yellow Ribbon staff available at no additional charge.

e. The anticipated number of attendees is 200.

f. Must have unlimited access to a copy machine at no additional charge. (In case of last- minute, unplanned purposes only.)

g. Five easels are needed for Yellow Ribbon signage.

h. OPSEC – Contract awardee hotel personnel (to include sub-contractors if applicable) may be required to sit through a 30 minute Security Brief before the event (teleconference or in-person).

[ ] Please Acknowledge that you have read, understand, an d agre e to provide all addressed requirements in this statement of work on your quote

Total of 3 meeting rooms space needed for the event weekend. 25-27 Aug 23.

A/V: only Wi-Fi with a strong password or secure lines for five total needed for Saturday, 26 Aug 23, and five total Sunday, 27 Aug 23.

Please elaborate on the cost of event rooms and A/V requirements in each and the total quoted price in the quote.

If the venue location has not submitted a Form 889, one will be required before a quote will be considered.

The below information is required for your quote.

Total Quote Amount: $ .

VENDOR:

ADDRESS:

VENDOR POC:

PHONE:

CAGE: