PWS-YR-14 AUG 21-1-124th Miami updated 11 JUN 21.docx

Yellow Ribbon Pre-Deployment Event for 1/124th INF BN Location: Miami, FL Date: 14 AUG 2021

1. BACKGROUND:

The Florida Army National Guard will host multiple Yellow Ribbon Events in Fiscal Year 2021. These events are for Soldiers and their families deploying and returning from deployments. This will be a one-day event with 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 the meeting, vendor and childcare spaces, audio/visual (A/V) equipment and food/beverages 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 1/124th INF BN Pre-Deployment Event with 910 total guests, final number will be finalized on 20 JULY 2021. It is the responsibility of the contractor to ensure all requested requirements are met. Meeting, vendor and childcare spaces, audio/visual (A/V) equipment and food/beverages will be secured by the contractor with oversight from the Yellow Ribbon POC.

3. EVENT Date and Location:

Date: 14 August 2021 Hours: All convention space must be available for exclusive use from 5pm on Friday, 13 August 2021 until 2pm Saturday, 14 August 2021.

Location: Miami, FL

4. Event Requirements;

A site visit of offered hotel/conference 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. Lodging rooms shall be in the same facility as all of these items. Restricted Access afterhours, such as key cards are used as a security measure to enter the hotel. The venue shall have no less than a three (3) diamond rating (in accordance with American Automobile Association (AAA), Distinguished). The event venue shall have meeting space for multiple simultaneous briefings, a staff operations center, and counseling rooms. The event venue shall have sufficient seating to meet the requirements for the anticipated attendance plus normal occupation. The Contractor shall provide an on-site representative the day prior, during and after the completion of the event. Ensuring with the support staff no other requirements are needed by them or the event 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 30 miles of Florida Zip Code 33132 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 on the morning of the event.

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

· Approximately 160 rooms for the night of Friday, 13 August 2021 (Yellow Ribbon event attendees).

· Approximately 90 rooms for the night of Saturday, 14 August 2021 (Yellow Ribbon event attendees).

· Approximately 15 rooms for the nights of 13 and 14 August 2021 (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 27 JULY 2021.

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 cancelled. If rooms reserved under the block are unable to be “sold”, the contractor may invoice the government for those rooms.

Personal Expenses: Personal expenses in guest rooms such as long distance phone charges, movie rentals, laundry, room service, etc. will be paid for 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.

CLIN 0002 Conference Space Fees/Requirements:

1. General Session – Large room for general assembly to accommodate 910 guests (850 adults & 60 children), round tables and chairs for seating. Adult lunch to be served in close proximity of the General Session location. A scaled diagram of the general session set-up must be provided

1) 1 podium with microphone stand

2) 1 lapel microphone and 2 hand microphones for questions with house sound system

3) 1 laptop with a CD/DVD drive and ability to connect to hotel WiFi

4) 2 12’ projector screens

5) 2 projectors and small tables for projectors or A/V carts

6) 1 small presenters table by podium with water pitcher and glasses

7) American and State Flag to be set up on each side of podium

8) Trash cans, food tray stands, pens and paper will be in the room

9) Tables set up with water pitchers and glasses

2. Private Counseling Rooms – two rooms that are secluded from all other event rooms to accommodate up to 5 people, in a private setting. Comfortable/cozy set-up with table and 5 chairs and/or couch or similar set-up.

3. Information Fair Room – One large room or area set up for resource providers; to include water stations; 25-30 Six (6) foot tables; include skirting and table cloths; two (2) chairs at each table & small trash can.

4. 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, 13 August 2021 until 2:00pm, Saturday, 14 August 2021.

5. Breakout Sessions – Two additional rooms are to be set for 300 & 300 with round table and chairs for seating and water stations with trash cans. Each break-out room will need to accommodate all the seating with 2 projectors, 2 screens, 1 podium with microphone stand, and 1 lapel and hand microphone.

6. Childcare Space Requirements: One to two rooms large enough to separate age groups (number of rooms or space size may be negotiated to accommodate capacity of 60 children). Must be located within easy access distance to restrooms for child care supervision/escort.

Youth Room: Large room for staff and 40 children from the ages of 7-12 yrs.

1) 1 - six/eight foot table with 2 chairs for registration outside the room.

2) Wifi code will be provided.

3) Lunch for the youth will be served in this room (see menu). Plates, cups, utensils and napkins will be provided for lunch and snacks.

4) Round tables with chairs to accommodate youth activities and meals.

5) Open space for seating and activity area.

6) Water station with cups, trash can and Kleenex in the room.

7) Large screen TV with CD/DVD player or projector screen with projector.

Childcare Rooms: Large room for staff and 20 children from the ages of 0 to 6 yrs.

1) 1- six/eight foot table with 2 chairs for registration outside the room.

2) Wifi code will be provided.

3) Lunch for the kids will be served in this room (see menu). Plates, cups, utensils and napkins will be provided for lunch and snacks.

4) Six foot tables in room with chairs to accommodate children’s activities and meals.

5) Open space for seating, play area and daycare needs.

6) Water station with cups, trash can and Kleenex in the room.

7) Large screen TV with CD/DVD player or projector screen with projector.

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. Three (3) speaking podiums one in General Session and one in each breakout session rooms.

2. One stage – 8’ x 8’ in General Session; access on and off on each side of the stage. If stage is not available, one podium with lapel and 2 hand microphones.

3. Six (8) 12’ Projector Screen with Projector. 2 General Session, 2 each breakout session rooms, 2 in childcare rooms.

4. Audio sound with mixer, 3 lapel microphones (1 General Session, 1 each Breakout Session Room) and 4 hand microphones (2 General Session 1 each Breakout Session Room)

5. Technician on site for trouble shooting the day before and the day of event. Preferred availability, 3:00pm – 5:00pm Friday, 13 August 2021, and 6:30am – 2:00pm, Saturday, 14 August 2021.

CLIN 0004 Meal Requirements:

1. Saturday, 14 August 2021.

a. Light refreshments are required for 140 Guests not to exceed $4.00 per person per designated time periods as follows;

6:30 am - 8:00 am, 10:30 – 10:45 am and final at 11:30am – 11:45 am

i. Refreshments shall consist of a buffet with options for varying diets. Morning refreshments shall consist of donuts, pastries, bagels with cream cheese, and fruit trays. The refreshment table shall include coffee, hot water for provided tea bags, soda, and water, with all condiments (including honey).

ii. All refreshments for Childcare and Youth shall consist of ‘child’ options for up to 60 guests per meal. The children morning refreshments menu will consist of an assortment of yogurt and applesauce, mixed sliced/chopped fruit tray (or fruit cups), and cereal bars. The morning beverage table to include a total of up 20 assorted juices (orange juice, grape juice or apple juice), milk (whole and 2%), water with cups and trash receptacles. Childcare meals shall take into consideration health dietary requirements to include allergies-nut, choking hazards, and ease of consumption, i.e. fruits should be sliced or chopped into small child bite size pieces. Tea or caffeinated beverages shall not be served to children.

If Budget is approved for full meals, it must be within per diem rates:

b. Continental Breakfast – 910 Guests Saturday, 6:00 A.M. to 8:00 A.M. local time

c. Adult Lunch – 850 lunches with options for varying diets (Vegan, Gluten Free and dietary restrictions). Coffee, sodas and bottled water. 11:00 A.M. to 1:00 P.M. local time

d. Children’s Lunch – 60 lunches kid friendly with options for varying diets (Vegan, Gluten Free and dietary restrictions). To be served in the childcare rooms.

11:00 A.M. to 1:00 P.M. local time

e. ***The Yellow Ribbon POC will provide the contractor the final number of adults, youth and children by 20 July 2021 COB. Provisions should exist to decrease the amount of food and beverages needed and invoice for the final number. ***

B. Parking Requirement: Overnight and daily parking will be included in the contract for 500 vehicles on the days/nights of 13 - 14 August 2021. Parking area must be within walking distance and not require a shuttle service to the General Session.

C. Additional Requirements:

1. Staff office available for the arrival of staff on Friday, 13 August 2021, with a secure storage space with three (3) keys.

2. Convention space pre-function set up 12 hours prior to event; FLARNG POC / Staff walk through (review) with convention staff to allow for changes if necessary.

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

4. 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.

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

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

7. Each meeting room must have solid walls (no pipe and drape).

8. Meeting and vender spaces to be located away from pool and restaurant areas.

9. Hotel will not be a COVID quarantine location for other agencies.

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

1. Contractor shall provide a single point of contact prior to each event for obtaining menus, finalizing meal counts, etc. In addition, 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.