PWS-YR-6 June 21 164th ADA Orlando Updated 23 FEB 21.docx

Yellow Ribbon Pre-Deployment Event for 164th ADA BDE Location: Orlando, FL Date: 6 June 2021

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.

Conference/room requirements for Yellow Ribbon Program Event with an anticipated 100 adult guests and 5 children in attendance (total guests 105). Final count will be finalized on the 10th of May 2021 COB any necessary adjustments will be made at that time. The actual event will take place on Sunday, 6 June 2021 starting at approximately 7:00am and continuing all day, ending at approximately 2:00pm. All convention space must be available for exclusive use from 5pm on Saturday, 5 June 2021 until 2pm Sunday, 6 June 2021. A site visit of offered hotel/conference facilities may be required prior to award of contract.

A. Event Requirements

CLIN 0001 Lodging Requirements: Room price must not exceed government per diem rate and will be inclusive of any surcharges and taxes for rooms designated for Yellow Ribbon staff of 7 Soldiers. Yellow Ribbon staff rooms are self-paying through individual Government Travel Cards (GTCs). A rooming roster will be provided to distinguish between the Yellow Ribbon staff and event attendees.

1. Approximately 40 rooms for the night of Saturday, 5 June 2021 (Yellow Ribbon event attendees).

2. Approximately 20 rooms for the night of Sunday, 6 June 2021 (Yellow Ribbon event attendees).

3. The event location must be within 25 miles of Florida Zip Code 32830 and must remain in the State of Florida.

4. 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.

5. The Yellow Ribbon Program will submit a roster of names to reserve rooms directly with the hotel under a group reservation code.

6. 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.

7. 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.

8. The federal government will pay for the rooms used by authorized personnel. All incidental expenses, such as room service, telephone calls, movie and game rentals, restaurant invoices, etc., are the responsibility of the individual attendee, and shall be billed to the individual’s personal credit card account or deducted from cash provided during check-in. 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 – One meeting room to hold 100 people, rounds/banquet style seating with the American flag and State of Florida flag on display at front of the room. Tables set with water pitchers and glasses. Adult lunch to be served in this location. A scaled diagram of the general session set-up must be provided.

2. Private Counseling Rooms – One room that is 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, Saturday, 5 June 2021 until 2:00pm, Sunday, 6 June 2021.

5. Breakout Sessions – Two additional rooms are to be set for 35 & 35 with theatre style seating and water stations with trash cans. Each break-out room will need to accommodate all the seating with a projector and screen. Audio and visual will be provided by the hotel as stated in section D. The break-out rooms can include the general session.

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 5 children). Must be located within easy access distance to restrooms for child care supervision/escort.

a. 6’ tables (w/ table cloths) for meals and activities for children ranging from ages 0-17.

b. Water stations.

c. One 12’ 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. One (1) speaking podium in General Session area.

2. One stage – 8’ x 8’ in General Session; access on and off stage on two sides. If stage is not available, one podium with microphone attached. Additional microphones for when general session rooms are divided into breakout rooms.

3. One 12’ Projector Screen with Projector.

4. Audio sound with mixer and microphones (one- lapel and one- hand held). Projectors, screens and microphones to accommodate general session as well as the break-out sessions, if break-out sessions are requested.

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

CLIN 0004 Meal Requirements:

1. Sunday, 6 June 2021.

a. Refreshments for 105 Guests (water, coffee, and snacks not to exceed $4.00 per person, to be provided between 7:30am - 8:00am and 10:00am - 10:30am.

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

b. Option. Continental Breakfast – 105 Guests.

c. Option. Adult Lunch – 100 Boxed lunches which include sandwiches (variety of deli meats and vegetarian); potato chips; fruit; cookie(no nuts); sodas and bottled water.

d. Option. Children’s Lunch – 5 boxed lunches finger sandwiches to include deli meats; vegetable(carrots & celery); potato chips; fruit, cookies (no nuts); 2% milk and fruit punch. To be served in the childcare rooms.

CLIN 0005 Childcare Requirements:

The Florida Army National Guard is requesting a childcare provider that can facilitate comprehensive childcare and youth activities for several age groups from infants to youth in support of the Yellow Ribbon Reintegration Program.

1. Number of children: 5 Age Groups: 1 children 0-23 mos, 1 children 2-3 yrs, 1 children 4-6 yrs, 2 children 7-12 yrs.

2. Contractor Requirements:

a. The contractor must carry sufficient corporate liability insurance to cover possible claims, and an insurance rider to protect us as the client. Proof of this insurance must be attached to quote.

b. Contractor should and have at least five years professional experience in childcare industry.

c. Childcare agency must be licensed and must provide proof of licensure.

d. Contractor will comply with FAR 37(d) 37.103 para (d) criminal background checks -----Ensure that contracts for child care services include requirements for criminal history background checks on employees who will perform child care services under the contract in accordance with 42 U.S.C. 13041, as amended, and agency procedures. In addition, all employees of the company supporting the event must be fingerprinted and CPR and First Aid certified.

e. The contractor must provide the adequate ratio of staff for the amount of children at the event to meet the Florida Department of Health Services and Child Care Resource and Referral requirements of provider to child ratio.

f. Contractor will charge for actual number of providers per hour.

g. Contractor must provide past performance reviews from previous contracts with other agencies/ companies.

h. Contractor must provide sufficient staff for the registration of all children to avoid any delays.

i. The contractor must provide secure check-in (with attendance list report, sign in, wristbands, sign out, require ID checks, etc.) to ensure safety of the children and will present a security plan with the quote.

j. Contractor will collect emergency contact information, any information about disabilities, impairments, allergies, or special instructions, and any other information to ensure the parents can be reached in an emergency.

k. The contractor must provide a quality mid-morning snack for all children (boxed juices, pretzels, gold fish etc….). Any cost associated with snacks must be included in hourly rate.

l. Contractor must provide a TV for use with a DVD player and games, as well as the liability of using and securing their own equipment.

m. All electronics and supplies needed for the day’s activities (i.e. TV, DVD players, DVDs, games, toys, craft supplies, etc.) must be provided by the contractor and reflected into total cost,.

n. Contractor director or supervisor is required to be physically present and “hands on” in the childcare rooms.

o. Throughout the day, the contractor is expected to keep the children in the specified activity area, away from the adult attendees.

p. Contractor staff will ensure that all children are continually accounted for during the day and any child leaving the room will be accompanied by a staff member.

q. Contractor will provide all items necessary to care for the children. Rental of equipment such as cribs, high chairs, etc must be included in the quote. Any rental of equipment must be included in the quote and the need for it must be specified and approved prior to the event.

r. Contractor should be prepared for a full day of Age appropriate engaging activities (approximately 6-9 hours) and a variety of options for children.

s. The contractor is expected to plan a detailed agenda that is age appropriate for the entire day with activities that should engage children physically, mentally, socially, and, if necessary, emotionally. Detailed agenda must be attached and submitted with the quote.

t. If a movie is shown or if pictures of the child are part of the agenda, a consent form must be signed prior to the event for all children.

u. Contractor must be prepared to allow non-agency staff from Operation Military Kids (OMK), Military Family Life Consultants, licensed counselors and FLNG State Youth Coordinator to enter the childcare rooms, interact with the children and provide activities, presentations, talk sessions, and individual sessions with the children. Non-agency staff will be required to coordinate with childcare agency manager for all planned activities and will abide by Contractor’s liability and security procedures.

v. Contractor must stay until every child has been picked up. The scheduled ending time is tentative.

w. It is the contractor’s responsibility to setup and teardown each day.

B. Parking Requirement: Overnight and daily parking will be included in the contract for 70 vehicles on the days/nights of 5 – 6 June 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 Saturday, 5 June 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.

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.