PWS - 15NOV25 - KFOR CAV.pdf

Yellow Ribbon Pre-Deployment Event For 1-153 CAV

Location: Panama City Beach or Tallahassee, FL Date: 15 NOV 2025

1. BACKGROUND:

1.1. The Florida Army National Guard (FLARNG) will host multiple Yellow Ribbon Events in Fiscal Year 2026. These events are for Soldiers and the families of Soldiers who are deploying and returning from deployments. This will be a one-day event with no childcare services. The mission of the FLARNG Yellow Ribbon Program is to ensure that all deploying Soldiers and their Family Members are aware of benefits, resources, and contacts available to them by connecting them to resource providers. These benefits and resources help military families navigate the deployment cycle, especially as Soldiers begin their “reintegration” back into their families and communities. The selected venue will provide lodging and parking for the event listed in this solicitation.

2. SCOPE:

The objective of this Statement of Work is to conduct and complete the requirements for the 1-153 CAV Pre-Deployment Event with 330 total guests. It is the responsibility of the contractor to ensure all requested requirements are met. Event space, audio/visual (A/V) services, and catering services will be secured by the contractor with oversight from the Yellow Ribbon POC.

3. EVENT Date and Location:

Date: 15 November 2025 Hours: All convention space must be available for exclusive use from 0600 - 1500 on Saturday 15 November 2025.

Lodging Hours: Hotel lodging must be available for exclusive use from 1700 on Friday 14 November 2025 until check out Sunday 16 November 2025 Location: Panama City Beach or Tallahassee, FL

4. Event Requirements;

A site visit of offered event facilities may be required prior to award of contract. The contractor shall provide a facility that will offer the following: parking lot, event space, audio/ visual equipment and technical support, catering and lodging. The contractor shall provide an on-site representative the day prior to the event, during the event, and after the completion of the event. This representative cannot be a member of the venue or hotel, it must come from the contracting agency. The Federal Government is tax exempt.

CLIN 0001 Catering Requirements:

1.1. A catered hot breakfast will be provided for approximately 330 adults. It will be served buffet style from 0700 to 0900 on 15 November 2025. Drink refreshments will remain available to guests until 1100. Buffet will include a hot meal with a minimum of two main entree choices, an assortment of breakfast pastries, and additional, common breakfast items (i.e. granola, yogurt, fruit, etc.). The buffet will also serve beverages including, but not limited to, hot coffee, juice(s), milk, water, and hot tea including sugar and cream.

1.2. Buffet will not serve 'fast food' items (i.e. french toast sticks, waffle tacos, Cinnamon Swirl Toast Breakfast Sandwiches, cheesy cheddar baco-biscuits, etc.). Egg dishes cannot be made from powdered eggs. Food menu items should avoid common allergies (i.e. shellfish) and clearly label allergens when necessary. At least one entree and one side dish must not include cheese.

1.3. The on-site representative is responsible for ensuring that catered food items conform to these requirements. Failure to meet these requirements will incur a claim from the government.

1.4. Catering services will provide flatware, plates, and condiments. With the exception of paper "to-go" coffee cups, plates and/or flatware must not be paper products. Catering services include set-up and clean-up. Flatware is encouraged to be made of a durable plastic that can be trashed after use.

1.5 Catering will be delivered to the event venue, ready to be served at 0700 15 November 2025.

CLIN 0002 Conference Space Requirements:

5. Registration/check-in area – If an in-house registration area is not available we will require four 6’ tables with 8 chairs & two (2) trash cans with rope stanchions – Available 5:00pm, Friday, 14 January 2022 until 2:00pm, Saturday, 15 January 2022.

1. Room #1 – Large room for initial assembly to accommodate 330 guests, tables and chairs for seating, a stage, at least one trash can, and water stations. This room will likely need space to stage the catered breakfast and must provide tables so that guests can eat in this space. A scaled diagram of Room #1's set-up must be provided. See CLIN 0003 for Audio/Visual equipment requirements.

2. Registration/check-in area – If an in-house registration area is not available, four 6’ tables with 8 chairs & two (2) trash cans shall be provided – Available 0600 - 1500, Saturday, 15 November 2025.

3. Room #2 - One room large enough to accommodate a capacity of 100 attendees with tables, chairs, and at least one water station. This room should be only a short distance (<2 minute walk) from room #1. This room will be used to host convention workshops and should include A/V equipment in accordance with CLIN 0003.

4. Room #3 - 40 6' vendor tables with two chairs at each table and at least one water station shall be provided in this room as the vendor area. The area should be big enough to host approximately 200 standing attendees and 40 6' vendor tables at any given time. This area may be co-located with room #1 or can be adjacent to room #1. Black table linens shall be provided for 10 tables.

5. Parking - Parking must be provided for attendees, vendors, and event staff (approximately 350 vehicles). Under no circumstances shall attendees, vendors, or event staff be required to pay for parking.

CLIN 0003 Audio/Visual Requirements: Audio/Visual and Technology Requirements: Cost shall be included in the total bill from the venue. Must NOT be a separate bill.

1. Room #1 A/V requirements:

• 1 podium with microphone stand

• 2 hand microphones with sound system

• 1 screen with dimensions at least 6' by 6'. This may be a projector screen.

• 1 A/V cart or projector (if needed)

• A stage

2. Room #2 A/V requirements:

• 2 hand microphones with sound system

• 1 screen with dimensions at least 6' by 6'. This may be a projector screen.

• 1 A/V cart or projector (if needed)

A technician must be on site for trouble shooting the day before and the day of event.

CLIN 0004 Lodging Requirements:

1. The Federal Government is tax exempt. Vendor accommodations must be within 10 miles of the event venue. Multiple lodging venues may be used to meet this requirement. All lodging venues to be used are subject to the requirements specified in CLIN 0004. The on-site representative must be able to meet Yellow Ribbon staff at the lodging venue(s), if requested. The on-site representative is responsible for ensuring that event-attendees identified by the Yellow Ribbon Coordinator who qualify to receive lodging are able to successfully check-in to the lodging venue without complications.

2. Attendees who meet our requirements for lodging will start to arrive the day prior to the event.

The amount of rooms required are:

38 rooms for the night of Friday, 14 November 2025 12 rooms for the night of Saturday, 15 November 2025

3. Lodging facilities shall meet the American with Disabilities Act (ADA) requirements and provide ADA compliant rooms. A preliminary requirement for ADA compliant sleep rooms and special room requirements will be provided by 30 October 2025.

4. All rooms provided under this contract shall be non-smoking rooms. The venue will not be undergoing renovations during event dates. Overnight and daily parking will be included in the contract for 38 vehicles on the days/nights of 14-15 November 2025. The parking area must be within walking distance of the lodging venue and not require a shuttle service to the front lobby of the venue.

5. Personal Expenses: Personal expenses in guest rooms such as long distance phone charges, movie rentals, laundry, room service, etc. will be paid by the guest and shall not be billed under the resultant contract. NOTE: If cash or credit card is not available, incidental services shall be blocked for use in the room. The lodging venue may not deny qualified or identified event attendees the use of lodging if the attendee does not present a credit card for incidentals.

6. The Yellow Ribbon Coordinator may review the offered hotel facilities prior to awarding a contract at his or her discretion. The contractor shall provide facilities that will offer the following:

lighted parking lot, an exercise room, functional elevators, and ice machines. The Contractor shall provide an on-site representative to mediate complications and concerns while event attendees check-in and check-out from their rooms and all times between. The on-site representative must be a representative from the contracting agency and cannot be a member of the hotel staff.

7. The lodging venue(s) should include a gym/fitness center, 24-hour front desk assistance, business services, a pool, and laundry services. Rooms should be spacious and include showers with warm water, a working refrigerator, free wi-fi, air conditioning and heating, a flat-screen television, furnishings complete with a desk, closet, chair(s), and an alarm clock.

8. Most importantly, the venue must be located in a low-crime area where attendees feel safe walking alone at night. The Yellow Ribbon Coordinator will determine if a proposed venue meets this requirement.