PWS_Yellow Ribbon_3 Dec_Tallahassee v2.pdf

Yellow Ribbon Post Deployment for the 1-153rd CAV

LocationTallahassee Date:03 December

1. BACKGROUND:

The Florida Army National Guard will host multiple Yellow Ribbon Events in Fiscal Year 2023. These events are for Soldiers and their families deploying and returning from deployments. This will be a one-day event with minimal childcare services.

The mission of the Florida Army National Guard Yellow Ribbon Program is to ensure that all deploying Soldiers and their Family Members are aware of benefits, resources, and contacts available to them. The benefits and resources available help them navigate the deployment cycle, especially as they begin their “reintegration” back into their family and community. This is the philosophy of the Yellow Ribbon Program, a legislatively mandated program that helps Service Members and their /families in the National Guard connect with their local support community before, during, and after deployments. 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 1-153rd CAV with 198 total guests, final number will be finalized on 03 December 202 . It is the responsibility of the contractor to ensure all requested requirements are met. Lodging and parking will be secured by the contractor with oversight from the Yellow Ribbon POC.

3. EVENT Date and Location:

Date: 03 December 202 Hours: Hotel lodging must be available for exclusive use from 5pm on

, 02 December 202 until check out Sunday, 04 December 202 .

Location: Tallahassee

4. Event Requirements;

A site visit of offered hotel facilities may be required prior to award of contract. The contractor shall provide a facility that will offer the following: lighted parking lot, an exercise room, elevators for access to other than the ground floor, and ice machines. The venue shall have no less than a three (3) diamond rating (in accordance with American Automobile Association (AAA), Distinguished). The Contractor shall provide an on-site representative the day prior, during and after the completion of the attendees stay. Ensuring with the support staff no other requirements are needed by them or the hotel location.

CLIN 0001 Lodging Requirements: All sleeping rooms must be at or below the Government’s per diem rate. If standard rate is less than government per diem rate, please provide the lower of the two. 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 2301 and must remain in the State of Florida. Lodging location needs to have a family friendly environment that will provide Yellow Ribbon attendees an opportunity to learn and take away the most information possible from the event. The support staff usually arrives - one day prior to the event start date. These staff members should be provided with assistance from Hotel Managers or Event Coordinators in order to be ready for in-processing the day prior through the day after the event.

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

Approximately 45 rooms for the night of , 02 December 202 (Yellow Ribbon event attendees).

Approximately 10 rooms for the night of , 03 December 202 (Yellow Ribbon event attendees).

Approximately 6 rooms for the nights of 02 03 December 202 (Support Staff and will Self-Pay)

Lodging facility shall meet the American with Disabilities Act (ADA) requirements and provide ADA compliant rooms. A preliminary number of actual ADA compliant sleep room numbers will be provided for each awarded. A reconciled number of ADA compliant sleep rooms and final room requirements will be provided by 25 November 202 .

Sleeping Room Roster: The Contractor shall provide a sleeping room roster which includes the sleeping rooms’ number, number of days the rooms were used, cost per room and the total cost of all sleeping rooms for the YRRP event. Not to include the self-pay support staff rooms. The sleeping room roster shall be submitted with each invoice into the appropriate invoicing system

(WAWF).

Sleeping room requirements: All rooms provided under this contract shall be non-smoking rooms. A minimum of seventy percent (70%) of the rooms shall contain two (2) queen beds. Rooms shall contain the following:

i. Working television with remote

ii. Working telephone

iii. Working refrigerator

iv. High Speed Wireless - Internet access

The deadline for reserving rooms under the reservation code is forty-eight (48) hours prior to scheduled arrival date. Any rooms not reserved by this deadline shall be released from the block and made available for sale to the general public.

Cancellation of a reservation: Must be made 48 hours prior to scheduled arrival date. The contractor shall attempt to “sell” any rooms not properly . If rooms reserved under the block are unable to be “sold”, the contractor may invoice the government for those rooms.

CLIN 0002 Parking Requirements:

Parking Requirement: Overnight and daily parking will be included in the contract for 50 vehicles on the days/nights of 02–03 December 2022. Parking area must be within walking distance and not require a shuttle service to front lobby of hotel.

Additional Requirements:

1. Hotel check in/ set up 02–03 December 2022; FLARNG POC / Staff walk through (review) with convention staff to allow for changes if necessary.

2. Overnight and daily parking will be included in the contract.

3. Per-diem rates are available three (3) days before and after event for any support staff that will require lodging and will be individual pay.

4. Hotel will not be undergoing renovations during conference dates.

5. Room numbers are an estimate; final numbers will be provided 72 hours prior to event.

Other: Contractor shall provide the following miscellaneous items throughout the entire conference period:

Contractor shall provide an on-site point of contact during each event. This individual shall have the authority to bind the contractor should changes be required by the contracting officer.