NPCGF_-_Hotel_Conference_Attendance_Charge.pdf

Statement of Work for 2020 North Pacific Coast Guard Forum Experts’ Meeting

Requirement for managing/collecting

“HOTEL CONFERENCE ATTENDANCE CHARGE”

Offerors must be able to manage/collect a “Hotel Conference Attendance Charge” from all guests of the North Pacific Coast Guard Forum (NPCGF). At present, this requirement is an option to be exercised only if the USCG is not able to secure another source of funding for food and beverage services for this event, in that case a fee may be necessary. If funding for the food/beverage services is not secured, the line item for collection of these fees will be exercised.

The purpose of this requirement is to facilitate and ensure the participation of attendees by having the selected facility provide food and beverages during required meeting hours. If a conference attendance charge will be implemented, the following details must be adhered to.

Pro-rata “Hotel Conference Attendance Charge”

The selected facility will collect a “Hotel Conference Attendance Charge” from each attendee that represents a pro-rata portion of food, snacks, and beverages. The “Hotel Conference Attendance Charge” will be comprised of the total food and beverage cost, broken down on a per-person/per-day basis.

Conference Service Requirement

1. Breakfast (time/location per Service Schedule below): All breakfast menus must be a hot buffet style breakfast. A typical menu for a hot buffet style breakfast should include: eggs, bacon, sausage, oven roasted potatoes, assorted cereals and milk, oatmeal, muffins, bagels with cream cheese, sliced seasonal fruit, freshly brewed coffee with cream and sugar, tea, water, and an assortment of juices. Served in locations noted in the requirement document.

2. Lunch (time/location per Service Schedule below): All lunch menus must be a hot buffet style lunch. A typical menu for a hot buffet style lunch should include any combination of a grilled or baked entrée (beef, chicken, or fish), soup and salad, pasta, bread/rolls and butter, vegetables, rice, beans, and cheeses. Water, fountain drinks, iced tea, coffee, and hot tea should also be included. Served in locations noted in the requirement document.

3. Coffee/Tea/Snack Breaks: All snack breaks must have an assortment of light finger foods to include fresh fruit, trail mix, an assortment of pastries, chips, pretzels, or a variation thereof.

Water, freshly brewed coffee with cream and sugar, and hot tea should also be included, with fountain drinks for afternoon breaks.

Conference Service Schedule

All requirements listed above support the following agenda (broken down by items, rooms, and services per day):

(**Note: some guests may check in prior to Monday; exact travel itineraries will be provided 72 hours prior to arrival.)

Tuesday, March XX:

• Breakfast buffet service for approximately 75 guests (6:30 - 8:30AM).

• Lunch served in a room capable of supporting 75 guests (12:00 - 1:00PM).

• Snack station(s) with coffee, tea, and water and small selection of finger foods at one/two central location(s) to the seven (7) breakout rooms noted in the requirement document; once at 10:00 - 10:15AM and once at 3:00 - 3:15PM.

Wednesday, March XX:

• Breakfast buffet service for approximately 75 guests (6:30 - 8:30AM).

• Lunch served in a room capable of supporting 75 guests (12:00 - 1:00PM).

• Snack station(s) with coffee, tea, and water and small selection of finger foods at one/two central location(s) to the seven (7) breakout rooms noted in the requirement document; once at 10:00 - 10:15AM and once at 3:00 - 3:15PM.

Thursday, March XX:

• Breakfast buffet service for approximately 75 guests (6:30 - 8:30AM).

Statement of Work for 2020 North Pacific Coast Guard Forum Experts’ Meeting

• Lunch served in a room capable of supporting 75 guests (12:00 - 1:00PM).

• Snack station(s) with coffee, tea, and water and small selection of finger foods at one central location to the general session/plenary meeting room noted in the requirement document;

once at 10:00 - 10:15AM.