PWS_3-265 ADA_24Q0007.pdf

Location: Bradenton Date: 07 April 2024

1. BACKGROUND:

1.1. The Florida Army National Guard (FLARNG) will host multiple Yellow Ribbon Events in Fiscal Year 2023. These events are for Soldiers and the families of Soldiers who are deploying and returning from deployments. Each event is 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:

2.1. The objective of this Statement of Work is to dictate the lodging and catering requirements for the 3-265 ADA with 120 total guests. The final number of attendees requiring lodging will be finalized on 22 March 2024. It is the responsibility of the contractor to ensure all requirements are met. Lodging and catering will be secured by the contractor with oversight from the Yellow Ribbon POC.

3. EVENT Date and Location:

3.1. Date: 07 April 2024

3.2. Hours: Hotel lodging must be available for use from 5pm on Saturday, 06 April 2024 until check out on Monday,08 April 2024.

3.3. Location: Bradenton

4. Lodging Requirements;

4.1. See CLIN 0001

Performance Work Statement (PWS) for Lodging & Catering Services Yellow Ribbon Post-Deployment for the 3-265 ADA

5. Catering Requirements;

5.1. See CLIN 0002

6. CLIN 0001 Lodging Requirements:

6.1. The Federal Government is tax exempt. The quantities ordered in this contract are estimates.

Vendor accommodations must be within 20 miles of Florida Zip Code 4205 and must remain in the State of Florida. The support staff usually arrives at the lodging venue one day prior to the event start date. The on-site representative must be able to meet Yellow Ribbon staff there 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.

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

The amount of rooms required are:

3 rooms for the night of Saturday, 06 April 2024 2 rooms for the night of un , 07 April 2024

6.3. Lodging facility 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 22 March 2024.

6.4. All rooms provided under this contract shall be non-smoking rooms. The venue will not be undergoing renovations during conference dates. Overnight and daily parking will be included in the contract for 15 vehicles on the days/nights of 06-07 April 2024. 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.

6.5.

The lodging venue may not deny qualified and identified event attendees the use of lodging if the attendee does not present a credit card for incidentals.

6.6. The Yellow Ribbon Coordinator may review the offered hotel facilities prior to awarding a contract at his or her discretion. The contractor shall provide a facility 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.

6.7. The lodging venue should qualify as a two-star hotel according to the classic two-star rating system. As such, the lodging venue 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.

6.8. 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.

7. CLIN 0002 Catering Requirements:

7.1. The Federal Government is tax exempt. A catered hot breakfast will be provided for approximately 120 adults. It will be served buffet style from 0700 to 0900 on 07 April 2024. Buffet will include a hot buffet meal with a minimum of two main entree choices, two additional side items, 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.

7.2. 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.

7.3. 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.

7.4. 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. Plastic flatware is acceptable. Catering services include set-up and clean-up.

7.5 Catering will be delivered to the Bishop Museum of Science and Nature (201 10th St. W Bradenton, FL 34205). The catering provider is welcomed and encouraged to use the kitchen and kitchen amenities found on-site.

7.6 Catering Services must be provided by a caterer approved to work with the Bishop Museum of Science and Nature. The list of approved catering vendors can be found on the following page. A caterer must be selected from amongst this list.