SOW_YRRP Post Deployment 6-8 May 2022 Event.docx

STATEMENT OF WORK (SOW)

For YRRP Post-Deployment Event May 06-08, 2022

1. The contractor shall provide all required personnel, equipment, tools, materials, supervision, and quality control necessary to perform/provide four (4) requirements in accordance with the Statement of Work.

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 May 06-08, 2022 (two nights and three days)

4. Place of Performance The services shall be completed at/near the following location: 81620, Eagle County and/or within 25 mile radius.

5. Requirements The following services are required:

1. Meeting Spaces / Breakout Rooms / Vendor Area = 6 Rooms & Vendor Area.

Room 1 (General Session) – 3:00pm to 8:00pm, 06 May 2022, 7:00am to 9:00pm 07 May 2022, and 7:00am to 12:00pm, 08 May 2022. For approximately 220 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 Wi-Fi included in room cost. AV for computer generated presentations. Podium, projector, screen, and microphone. No pillars or other visual obstructions within the room.

Room 2 – 3:00pm to 8:00pm, 07 May 2022, 7:00am to 9:00pm 08 May 2022, and 7:00am to 12:00pm, 08 May 2022. For approximately 75 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 Wi-Fi included in room cost. AV and support for computer generated presentations. Projector, screen, and microphone. No pillars or other visual obstructions within the room.

Room 3 – 12:00pm to 5:00pm 07 May 2022, and 9:00am to 12:00pm, 08 May 2022. For approximately 50 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 Wi-Fi included in room cost. AV and support for computer generated presentations. Projector, screen, and microphone. No pillars or other visual obstructions within the room.

Room 4 (6 – 18 Youth Activities) – 3;00pm to 8:00pm, 06 May 2022, 7:00am to 9:00pm 07 May 2022, and 7:00am to 12:00pm, 08 May 2022. For approximately 25 youth and 5 adults. Room set up with five each, 6 foot tables and chairs. Youth director must be able to remove or rearrange furniture at discretion. Continuous self-service ice water included in area. AV and support for computer generated presentations. Projector, screen, and microphone.

Room 5 (ages 0 – 5 Childcare) (can be a suite or meeting space) – 3:00pm to 8:00pm, 06 May 2022, 7:00am to 9:00pm 07 May 2022, and 7:00am to 12:00pm, 08 May 2022 for approximately 15 children and 4 adults, who may keep socially distanced; room must have microwave and refrigerator for formula/milk. Provide T.V., for ability to view CD/DVDs. Childcare provider must be able to remove or rearrange furniture at discretion. If it is a meeting room, it must be in close proximity to restrooms and have no security/safety issues relating to the care of children. Room needs to have five (5) cribs provided with linens and blankets.

Room 6 (War Room) Beginning 3:00pm on May 06 and 7:00am to 5:00 pm 07-08 March 2022 for staging supplies/equipment. Set up with one (1) each 6ftx2ft table and two (2) chairs.

Vendor Area. 7:00am to 5:00pm 07 May 2022, and 08 May 8:00am to 12:00pm. Area near rooms 1-3 where vendors can set up tables to display materials, with some outlets available for use. Will require approximately fifteen (15) each 8ft.x2ft. tables with two (2) chairs per table.

2. Meals

Meal should be located in close proximity to Rooms 1 through 2.

**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 8:00am – 9:00am for 200 adults, 25 youth & 15 children on 07 May 2022. 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.

Plated or Buffet Breakfast from 8:30am – 9:30am for 200 adults, 25 youth & 15 children on 08 May 2022. 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.

Plated or Buffet Lunch from 12:00pm – 1:00pm for 200 adults, 25 youth, and 15 children on 07 May 2022, 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.

Plated Dinner 5:30pm – 6:30pm for 200 adults, 25 youth & 15 children on 07 May 2022. Dinner to include choice of meats, vegetables, starches, bread and/or rolls, soup, salad, and condiments with gluten free and vegetarian options, dessert. Beverage selection of coffee, tea, and cold drinks.

Summary- Breakfast on May 07 and May 08, 2022 - 200 adults, 25 youth & 15 children

3. Lodging

160 rooms per night for March 06 and March 07, 2022. Make-up of rooms are 85 double occupancy rooms with two (2) queen or full size beds per room and 75 single occupancy rooms with a single king, queen or full size bed. Ten (10) cribs are also needed. Check out will be 08 May 2022. 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 160 rooms per night.

4. Parking

Overnight parking requirements are needed for May 06-08, 2022. Parking costs/fees should be included in the total cost of each room and the total cost for each room must not exceed government per diem rate.