B8 - Draft SOW_During-Yellow Ribbon Venue 26-28AUG2022.docx

W912NS22Q2008

DRAFT Statement of Work (for Market research only)

Yellow Ribbon Event 26-28 Aug 2022, Kansas City area Missouri Army National Guard (MOARNG) Yellow Ribbon Office

1. Event Schedule

a. Friday, 26 Aug 22, 2:00p-5:00pm

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

b. Saturday, 27 Aug 22, 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. Yellow Ribbon Event Presentations/Briefings 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, 28 Aug 22, 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, 26 Aug 2022

ii. 75 rooms Saturday night, 27 Aug 2022

iii. Contracted rooms titled “Yellow Ribbon”

iv. Contacted rooms at prevailing government rate or less

v. Request reservation cut-off date of no earlier than 3 June 2022

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 26-28 Aug 2022.

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, set up for registration on Saturday, 27 Aug 2022, 6:00 am-8:00 am and for sign-out on Sunday, 28 Aug 2022, 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 isn’t strong enough secure lines will be required)

c. One room – Childcare (Ages 0-5) – Must have 24-hour hold 26-27 Aug 2022.

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

d. One room – Youth Activities (Ages 6-17) – Must have 24-hour hold 26-28 Aug 2022.

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

4. Meals

a. Saturday, 27 Aug 2022

i. Breakfast Buffet (including coffee) for 200 people

ii. Lunch Buffet (including coffee) for 200 people

b. Sunday, 28 Aug 2022

i. Breakfast Buffet (including coffee) for 200 people

5. Other Requirements

a. Available indoor activities to work on building family cohesion and help eliminate stressors from deployment issues included within the venue pricing. Examples of indoor family activities to meet the intent of this Yellow Ribbon Event requirement include indoor waterpark, mini golf, arcade, arts & crafts, games, and story time.

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).

6. Proposal Requirements

a. Quote must address ALL requirements above to be considered

b. Quote must include a hotel layout

c. Quote must identify hotel space proposed for each above requirement

d. Quote must include proposed meeting room names for each requirement above

e. Quote must include vital hotel information: Address, phone, UEI or CAGE code; etc.

f. Quote must include a detailed, all-inclusive expense sheet

g. Quote must reflect tax-exempt cost estimate

[ ] Please Acknowledge that you have read, understand, and agree to provide all addressed requirements in this statement of work on your quote.

Total of 3 meeting rooms space needed for the event weekend. 27-28 Aug 22.

A/V: Wi-Fi with a strong password or secure lines for five total needed for Saturday, 27 Aug 2022, and five total Sunday, 28 Aug 2022.

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

VENDOR:

ADDRESS:

VENDOR POC:

PHONE:

CAGE:

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