SOW _10-11 SEP 21_ 3-157_Colorado Springs.docx

STATEMENT OF WORK (SOW )

For YRRP Event 11 SEPT 2021

1. The contractor shall provide all required personnel, equipment, tools, materials, supervision, and quality control necessary to perform four requirements in accordance with the Performance Work Statement and Quality Assurance Plan.

2. The North American Industry Classification System (NAICS) code assigned to this procurement is 721110 and the Product Service Code V231.

3. Period of Performance The Period of Performance is 11 SEPT 2021

4. Place of Performance The services shall be completed at the following location:

80907 and/or within 20 mile radius

5. Requirements The following services are required:

1. Meeting Spaces / Breakout Rooms / Vendor Area = 8 Rooms & Vendor Area.

Room 1 (General Session) – 7 a.m. to 5 p.m. 11 SEPT 2021. For approximately 375 attendees, socially distanced. Room set up with round tables for 4 to 6 personnel, banquet style. Continuous self-service ice water included in area. Available WiFi included in room cost. AV for computer generated presentations. No pillars or other visual obstructions within the room.

Room 2 – 7 a.m. to 5 p.m. 11 SEPT 2021. For approximately 100 attendees. Room set up with round tables for 6 to 8 personnel, banquet style. Implement guidelines of social distancing for 6 feet apart. Continuous self-service ice water included in area. Available WiFi included in room cost. AV and support for computer generated presentations. No pillars or other visual obstructions within the room.

Room 3 – 7 a.m. to 5 p.m. 11 SEPT 2021. For approximately 100 attendees. Room set up with round tables for 6 to 8 personnel, banquet style. Implement guidelines of social distancing for 6 feet apart. Continuous self-service ice water included in area. Available WiFi included in room cost. AV and support for computer generated presentations. No pillars or other visual obstructions within the room.

Room 4 – 7 a.m. to 5 p.m. 11 SEPT 2021. For approximately 100 attendees. Room set up with round tables for 6 to 8 personnel, banquet style. Implement guidelines of social distancing for 6 feet apart. Continuous self-service ice water included in area. Available WiFi included in room cost. AV and support for computer generated presentations. No pillars or other visual obstructions within the room.

Room 5 (6 – 18 Youth Activities) – 7 a.m. to 5 p.m. 11 SEPT 21. For approximately 75 youth and 8 adults. Room set up with one 6 foot table and 2 chairs. Youth director must be able to remove or rearrange furniture at discretion. Continuous self-service ice water included in area.

Room 6 (ages 0 – 5 Childcare) (can be a suite or meeting space) – 7 a.m. to 5 p.m. 11 SEPT 21, for approximately 30 children and 5 adults, who may keep socially distanced; room must have microwave and refrigerator for formula/milk. Must have ability to view CD/DVDs. Childcare provider must be able to remove or rearrange furniture at discretion. Room set up with one 2-4 ft table and two chairs. If it’s a meeting room, it must be in close proximity to restrooms and have no security/safety issues relating to the care of children.

Room 7 (ages 0 – 5 Childcare) (can be a suite or meeting space) – 7 a.m. to 5 p.m. 11 SEPT 21, for approximately 30 children and 5 adults, who may keep socially distanced. Must have ability to view CD/DVDs. Childcare provider must be able to remove or rearrange furniture at discretion. Room set up with one 2-4 ft table and two chairs. If it’s a meeting room, it must be in close proximity to restrooms and have no security/safety issues relating to the care of children.

NOTE: One large room to accommodate 60 children (ages 0-5) and 4 total adults who may keep somewhat socially distanced is also allowable in lieu of the two rooms, 6 & 7, referenced above, but it must include everything mentioned in Room 6.

Room 8 (War Room) 2 p.m., 7 a.m. to 5 p.m. 11 SEPT 21 for staging supplies/equipment. Set up with one 2-6 ft table and 2 chairs.

Vendor Area. 7a.m. to 5 p.m. 11 SEPT 21 Area near rooms 1-3 where vendors can set up tables to display materials, with some outlets available for use. Will require approximately 30 6ft.x2ft. tables with 2 chairs each.

2 Meal

Meal should be located in close proximity to Rooms 1 through 5.

**Adult Meals: This amount should be all inclusive with beverage selection and should not exceed government per diem rate for the city/county area. It should exclude any taxes, gratuities and service fees, and should reflect a flat rate per person. Per diem rates can be found at http://www.gsa.gov/portal/category/100120. Click on the Breakdown of M&IE Expense’s link to get a breakdown for each meal.

**Children/Youth meals per 14 FAM 572.3-4 (2)(3), should not exceed 50% of the adult government per diem rate for children 11 years of age and under, and 75% of the adult government per diem rate for youth 12 years of age and older.

Plated or Buffet Breakfast from 7:00am – 8:00am for 375 adults, 75 youth & 60 children on 11 SEPT 21. Should include a selection of seasonal fresh fruits, scrambled eggs, sausage and/or bacon and bread products (including gluten free options), with coffee, tea, and cold drink selection of milk and assorted juices. Beverages to remain out until consumed. Coffee to remain out and to be refilled throughout the day.

Plated or Buffet Lunch from 12pm – 1pm for 375 adults, 75 youth & 60 children on 11 SEPT 21. Should include choice of deli meats, cheese, bread, rolls, soup, salad, chips, relish tray and condiments with gluten free and vegetarian options, dessert. Beverage selection of coffee, tea, and cold drinks. Beverages to remain out until consumed.

3 Lodging Rooms required are as follows:

15 Rooms 10-11 SEPT 2021. Make-up of rooms are 5 rooms with 2 beds and 10 rooms with single bed. Check out will be 11 Sept 2021. Rooms must not exceed government per diem rate. If standard rate is less than government per diem rate, please provide the lower of the two. Total 15 rooms.

4 Parking Overnight parking requirements are on 10-11 SEPT 2021. Parking costs / fees should be included in the total cost of each room and that total cost for each room must not exceed government per diem rate.