Purchase Description.pdf

ANG Yellow Ribbon Event Purchase Description

1.0 Scope: The 115th Fighter Wing, Wisconsin Air National Guard (WIANG), will conduct its Yellow Ribbon Reintegration Program (YRRP) Multi-Phase-Deployment event on Friday, 20 Aug 2021. The WIANG is seeking a family-friendly facility within 15 miles of Madison, WI zip code 53704 to provide conference space, meeting rooms, childcare rooms, audio-visual, meals, and snacks for the event. The Government is anticipating 325 attendees.

1.1 Background: The YRRP is a Department of Defense mandated initiative designed 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 before and after mobilization. This event is for Airmen and their families who are assigned to the 115th Fighter Wing, Air National Guard. 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.

The venue shall provide the following as outlined below:

2.0 General Requirements

2.0.1 Date and time of event: Friday, 20 Aug 2021, at 0700-1700 hours. Setup is required prior to event for inspection prior to arrival of attendees.

2.0.2 All event spaces require wireless internet access to be available for attendees and staff.

2.0.3 Drinking water shall be consistently available throughout the event in rooms. The contractor shall provide water stations with glasses/cups, pitchers filled with water, and/or bottled water.

Plastics cups will be provided in the children’s areas.

2.0.4 Trash and recycling receptacles shall be available in all areas and maintained throughout the event.

2.0.5 The contractor shall provide a dedicated audio/visual person on-site to be available to assist with connections during the event and during set-up.

2.0.6 Parking in a ramp, or a lot adjacent to the event, is required for an estimated 225 vehicles.

Parking for event attendees will be included in the contract; it will not be paid by any individual attendee.

2.0.7 20 parking spaces in a ramp, or a lot adjacent to the event, will be reserved for self-paying community partners who are supporting the event.

2.0.8 Lodging is not required as part of the contract. Any attendee or community party choosing to utilize lodging at the event location will be self-pay, and the Government will not be responsible for any charges incurred by individuals.

2.0.9 Meeting space shall comply with social distancing guidelines per CDC and state and local regulations. Hand sanitizer stations should be available at the entrance to each room.

2.0.10 Contractor shall limit conference area entries to outsiders during the event and ensure a secure facility.

2.0.11 The Contractor shall ensure there is a conducive learning environment/atmosphere at the event venue to support Yellow Ribbon presentations and training.

2.0.12 No noise, unsightly distractions or other activities shall interfere with meeting space. Padded chairs shall be provided to accommodate extended meetings. Meeting spaces shall not be allowed in basements.

2.1 Event Spaces to be provided by the Contractor

2.1.1 One (1) Yellow Ribbon (YR) General Session Event Space

2.1.1.1 Capacity: large room to accommodate up to 325 attendees.

2.1.1.2 Set up and available no later than: 0530, 20 August, 2021

2.1.1.3 Seating set-up: Round tables with table cloths.

2.1.1.4 Audio-Visual Equipment:

2.1.1.8.1 Two (2) projectors with two (2) projector screens – or – alternate means of displaying videos or presentations to all attendees.

2.1.1.8.2 High-speed Internet for three (3) connections. One hard-wired connection is preferred, which will be provided to one computer that will be situated at either the AV table or podium.

2.1.1.8.3 Two (2) wireless microphones

2.1.1.8.4 Two (2) lavaliere microphones

2.1.1.8.5 An area shall be set up for a presenter to connect a computer to the projectors and connect to house sound. The presenter will also require a power strip.

2.1.1.5 The General Session Room shall not be re-arranged to serve as any Breakout Rooms.

2.1.1.6 General Session room shall be used for dining purposes.

2.1.1.7 One (1) American flag with pole and stand, if available

2.1.1.8 Dressed stage with 2 podiums

2.1.1.9 The Contractor shall ensure that YR staff are be able to control access to the General Session room through locks or other means.

2.1.1.10 Each seat shall have a pen and note pad.

2.1.2 Five (5) Breakout Session Rooms

2.1.2.1 Capacity: Up to 50 attendees.

2.1.2.2 Set up and available no later than: 0530, 20 August, 2021

2.1.2.3 Seating set-up: Theater style.

2.1.2.4 Audio-Visual Equipment:

2.1.2.4.1 One (1) 10 x 10 projector screen or larger – or - alternate means of displaying videos or presentations to all attendees

2.1.2.4.2 One (1) LCD projector with connections

2.1.2.4.3 One (1) A/V table

2.1.2.4.4 One (1) hand-held wireless microphone and one (1) lavaliere microphone with connection to house sound

2.1.2.4.5 Provide sound connection to house sound for laptops to play videos

2.1.2.4.6 Internet service for two (2) connections

2.1.2.4.7 One (1) power strip

2.1.3 Three (3) Childcare Rooms and Childcare Reception Area

2.1.3.1 Childcare rooms will be in close proximity to each other and will be away from exits, elevators/escalators. The Contractor will ensure that childcare rooms are in an area where access is blocked to outsiders and hotel staff (for example, the end of a hallway). Access to this area will be controlled by YR staff and childcare staff.

2.1.3.2 Minimum space for each room is 35 square feet per child.

2.1.3.3 Lunch will be served to the children in the designated childcare rooms.

2.1.3.4 Childcare services will be provided by a third party.

2.1.3.5 Required Spaces

2.1.3.5.1 Room 1

- Capacity: 20 children ages 0-5, plus caregivers

- Set up and available no later than: 0530, 20 August, 2021

- Available until: 1700, 20 August, 2021

- Seating set-up: Two (2) tables with tablecloths that can each seat 10.

Chairs must be stable (non-rolling) for children’s safety.

- Audio-Visual Equipment: Television with a DVD player

- One (1) refrigerator

- Two (2) portable cribs (or pack and play)

- Open space needed for children’s play and equipment.

2.1.3.5.2 Room 2

- Capacity: 20 children ages 6-12, plus caregivers

- Set up and available no later than: 0530, 20 August, 2021

- Available until: 1700, 20 August, 2021

- Seating set-up: Two (2) tables with tablecloths that can each seat 10.

Chairs must be stable (non-rolling) for children’s safety.

- Audio-Visual Equipment: Television with a DVD player

- Open space needed for activities.

2.1.3.5.3 Room 3

- Capacity: 20 children ages 13-17, plus caregivers

- Set up and available no later than

- Set up and available no later than: 0530, 20 August, 2021

- Available until: 1700, 20 August, 2021

- Seating set-up: Two (2) tables with tablecloths that can each seat 10.

Chairs must be stable (non-rolling) for children’s safety.

- Audio-Visual Equipment: Television with a DVD player

- Open space needed for activities.

2.1.3.5.3 Childcare Room Reception Area

- Set up and available no later than: 0530, 20 August, 2021

- Two (2) six-foot banquet tables with tablecloths and skirting and six (6) chairs will be set up in the area for YR staff to control access to the childcare rooms.

2.1.4 One (1) Event Registration Area

2.1.4.1 Set up and available no later than: 1400, 19 August, 2021

2.1.4.2 Available until: 1700, 20 August, 2021

2.1.4.3 This area should be in proximity to the General Session room. The area shall be used by the YR staff to provide sign-in, welcome, and orientation packages for attendees.

2.1.4.4 The area shall have two (2) registration tables. The tables shall be properly dressed with table cloths and skirted. Wireless high-speed Internet access for YR staff shall be provided. A power source shall be provided for at least two computers and two printers.

2.1.4.5 Rope stanchions, signage, and sufficient easel stands to direct traffic to the registration area shall be available. The contractor shall provide sufficient display stands/easels able to support standard poster sized signage to place throughout the event area to provide direction to locations.

2.1.5 One (1) Operations Center Room & Storage Room

2.1.5.1 - Set up and available no later than: 1200, 19 August, 2021

2.1.5.2 The room shall have wireless Internet access for ten (10) YR staff users, and five (5) power strips. The room shall encompass a conference table with chairs. The room shall consist of the following items per-day: One (1) hotel phone with capabilities to call any in-house number, pens and note pads, keys or digital access, water station with cups, mini refrigerator, one (1) trashcan, one (1) flatbed cart. This space must be able to be locked and secured with keys or digital access given to the Yellow Ribbon Staff.

2.1.6 One (1) Wellness Room

2.1.6.1 - Set up and available no later than: 0530, 20 August, 2021

2.1.6.2 Cleared of all tables with 30 chairs against the wall with an open floor space. The room should have the capability to be darkened (dimming lights and/or closed curtains/blinds).

2.1.6.3 This room shall be away from the childcare room, resource provider space, and other loud or congested spaces.

2.1.7 One (1) Vendor/Exhibitor Space

2.1.7.1 - Set up and available no later than: 0530, 20 August, 2021

2.1.7.2 Located in an area adjacent to the General Session room capable of holding up to a minimum of 20 tables with 2 chairs each for vendor’s displays. The tables shall be properly dressed with table cloths and skirted.

2.1.8 Three (3) Private Counseling Rooms

2.1.8.1 Capacity: 6

2.1.8.2 Set up and available no later than: 0530, 20 August, 2021

2.1.8.3 Work table required with access to power outlet.

2.1.8.4 Appropriate seating.

2.2 Food and beverage

2.2.1 The contractor shall provide breakfast and lunch. Food and beverage charges are based upon a maximum of 350 total attendees (both adult and child) servings per meal.

2.2.2 Self-serve beverage stations are preferred at each meal.

2.2.3 The dining room will be in the General Session meeting room.

2.2.4 The contractor shall identify the notification time frame for meal cancellation. The cancellation time frame should be consistent with commercial practice.

2.2.5 The contractor shall identify a date by which the Government must provide final attendee numbers for food and beverage.

2.2.5 The contractor must be in compliance with all applicable regulations regarding food and beverage services.

2.2.6 The per-person meal charge shall not exceed the local per diem rate for M&IE expenses, which is available at https://www.gsa.gov/travel/plan-book/per-diem-rates/per-diem-rates-lookup.

2.2.7 Contractor shall provide the following:

2.2.7.1 Coffee and tea service

2.2.7.1.1 Set up and available no later than: 0700, 20 August, 2021

2.2.7.1.2 Available until: 1400, 20 August, 2021

2.2.7.1.3 Capacity: 270 adults

2.2.7.1.4 Location: in or directly adjacent to the General Event Space

2.2.7.1.5 Replenished throughout the day.

2.2.7.2 Breakfast Buffet

2.2.7.2.1 Set up and available no later than: 0700, 20 August, 2021

2.2.7.2.2 Available until: 0800, 20 August, 2021

2.2.7.2.3 Capacity: 270 adults, 60 children

2.2.7.2.4 Location: To be served in, or directly adjacent to, the General Event Space.

2.2.7.2.5 The breakfast buffets shall include such items as: Scrambled eggs, meat (bacon and/or sausage) potatoes or grits, oatmeal, waffles, pancakes or French toast, pastries, bread, (toast or biscuits), yogurt, fresh fruits and an assortment of cereal. Drinks shall consist of: coffee, tea, milk, and juice. Self-serve beverage stations are preferred.

2.2.7.3 Morning Snacks – Adult

2.2.7.3.1 Set up and available no later than: 1000, 20 August, 2021

2.2.7.3.2 Capacity: 270 adults

2.2.7.3.3 Location: On the table with the coffee/tea/water in the General Session room

2.2.7.3.5 Items such as muffins, breakfast breads, pastries and whole or cut fruit.

The morning snacks will include coffee, iced tea, juice, and water.

2.2.7.4 Morning Snacks – Child

2.2.7.4.1 Set up and available no later than: 1000, 20 August, 2021

2.2.7.4.2 Capacity: 60 children

2.2.7.4.3 Location: On the same table as the coffee/tea/water in the General Session room

2.2.7.4.4 Snacks consist of items such as graham or saltine crackers and cheese, and cut fresh fruit or yogurt. The children’s snacks will include milk or juice and water.

2.2.7.4.5 The childcare providers will serve and cleanup.

https://www.gsa.gov/travel/plan-book/per-diem-rates/per-diem-rates-lookup

2.2.7.5 Lunch Buffet - Adult

2.2.7.5.1 Set up and available no later than: 1145, 20 August, 2021

2.2.7.5.2 Available until: 1300, 20 August, 2021

2.2.7.5.3 Capacity: 270 adults

2.2.7.5.4 Location: To be served in, or directly adjacent to, the General Event Space.

2.2.7.5.5 Hot food buffet shall be available shall include such items as: baked or broiled chicken entrée, beef or pasta entrée, garden salad with assorted toppings and dressings, vegetable(s), and starch selection. Drinks shall consist of coffee, iced tea, lemonade, and punch or juice. Self-serve beverage stands are preferred.

2.2.7.6 Lunch - Children

2.2.7.6.1 Set up and available no later than: 1145, 20 August, 2021

2.2.7.6.2 Available until: 1300

2.2.7.6.3 Capacity: 60 children

2.2.7.6.4 Location: Child care rooms

2.2.7.6.5 Served by contractor with childcare provider’s assistance. Lunch shall consist of such items as: chicken fingers, spaghetti or mac & cheese, fries, cut fresh fruit, and cut raw veggies. Drinks shall consist of milk (whole and 2%), juice, and water.

2.2.7.7 Afternoon Snacks – Adult

2.2.7.3.1 Set up and available no later than: 1500, 20 August, 2021

2.2.7.3.2 Capacity: 270 adults

2.2.7.3.3 Location: On the table with the coffee/tea/water in the General Session room

2.2.7.3.4 Items such as cut or whole fruit, cookies, brownies, chips and popcorn. The afternoon snacks will include coffee, iced tea, lemonade, and water.

2.2.7.8 Afternoon Snacks – Child

2.2.7.4.1 Set up and available no later than: 1500, 20 August, 2021

2.2.7.4.2 Capacity: 60 children

2.2.7.4.3 Location: On the table with the coffee/tea/water in the General Session room.

2.2.7.4.4 Items such as graham crackers, cheese, cut fresh fruit, cookies, and yogurt.

The children’s snacks will include milk or juice and water. The childcare providers will server and cleanup.