ATT 3 Sample Strong Bonds Requirement.pdf
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- Attached to
- BPA for Event Coordination Services
- Solicitation number
- W50S88-24-Q-0110
- Issued by
-
Department of the Army National Guard
About this file
This document outlines requirements for an event planning and coordination blanket purchase agreement to be awarded by the 119th Wing North Dakota Air National Guard. The agreement will be for a period of up to five years to provide event planning services for the NDANG Chaplain and Yellow Ribbon programs. Services will include coordinating a Strong Bonds marriage enrichment event in June 2024 requiring lodging and meeting space for up to 17 people. The meeting room must be equipped with audiovisual technology and seating and have break areas. Meals to be provided include continental breakfast on two days and a buffet-style lunch. Coffee, tea, and water will be provided throughout the day.
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Attachment 3 8 February 2024
Ver. October 2022
Sample Planning and Coordination Services Requirement for
Chaplain Strong Bonds Event, June 2024
Venue Requirements
Meeting Room and Sleeping Rooms
The contractor is required to secure an appropriate, pleasant, and comfortable venue with consideration to the nature of an upcoming Strong Bonds (Marriage Enrichment) event in the Fargo, ND area but may consider surrounding areas (up to 25 miles).
• The event will be held from Friday, June 14 through Sunday June 16, 2024.
• The venue should be able to accommodate up to 15 couples and additional program presenters (up to 2 individuals), resulting in a need for a maximum of 17 sleeping rooms.
o The 15 sleeping rooms required for couples should each possess a minimum “Queen” or preferably “King” sized bed inclusive of industry-standard amenities.
o The 17 sleeping rooms (maximum) must be available on Friday night through Sunday morning.
• The venue shall have an appropriate meeting room that can seat up to 34 individuals with the capability to spread the couples out far enough to allow for adequate conversation privacy.
• The meeting room must be equipped with one (1) podium, two (2) wireless microphones, one (1) microphone, and seating for two (2).
• The meeting room shall include two (2) projectors, two (2) screens, and high-speed Internet (including three connections and a hardwired option for the AV table or podium) are required. The projector screens should be positioned for optimal viewing.
• Must provide facilities for audio playback from laptops, including a remote clicker.
• Must have a dedicated area for presenters to connect their computers to the projectors and house sound system, including a power strip with a minimum of four (4) outlets.
• Pens and notepads shall be provided at each seat.
• Drink stations with cups and trashcans must be available in the room.
• The contractor shall provide set up, breakdown, and cleaning of the meeting room.
Food and Beverage Requirements
The venue shall provide meal services for breakfast on Saturday and Sunday mornings and lunch on Saturday on the weekend of the event.
Attachment 3 8 February 2024
Ver. October 2022
• Minimum breakfast requirements: Continental breakfast inclusive of a meat selection (bacon and/or sausage), scrambled eggs, and a selection of appropriate beverages (apple/grape juice, coffee, water).
• Minimum lunch requirements: taco/fajita bar (or similar “buffet” style meal) with an appropriate selection of beverages (assorted sodas and water).
• The venue shall provide all required silverware, plates, napkins, glasses, etc. for all three (3) meals served (2 breakfast meals and 1 lunch meal).
• Continuous Beverage Service: Coffee, hot tea, and water with cups and condiments shall be available throughout the event hours on Saturday.
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