SOW_January_2019.pdf

Event Statement of Work

The Tulsa Air National Guard will conduct a Yellow Ribbon Reintegration Program (YRRP) event on Saturday, January 26th 2019. The YR Program Coordinator is seeking a facility for conference accommodations.

Venue Provisions Lodging: Will consist of Contracted Rooms (master billed) and Room Blocks (guest/self-pay).

The lodging rate for this event will not exceed the U.S. Government Daily Lodging Per Diem rate for the area where contract is awarded: http://www.gsa.gov/portal/category/100120 . The maximum lodging per diem rate for Tulsa is $94.00.

Rooms must be double occupancy, individual/private sleeping rooms with toilet and shower/tub facilities, with 2 double beds, 2 queen beds, 1 double bed and 1 queen bed, 1 king bed or any combination thereof. Additional accommodations (suites) may be requested by families with more than 4 members or for family members that require special physical needs.

Requests for adjoining rooms will be granted at the availability of the facility.

• Preference for all lodging rooms to be located near meeting space.

• Preference that all lodging rooms include complimentary Wi-Fi.

• Preference that all hotel parking for guests and staff be complimentary.

Lodging offered at an overflow location must be within close proximity of the host event location, i.e. walking distance or short drive with free parking. It is desired to award lodging rooms to one vendor. If all lodging cannot be accommodated at host location, it is the Tulsa Air National Guard’s desire that the one vendor sub-contract to equal quality locations.

Contracted Rooms / Master Billed Account | Attendees, Family, and Support Staff ONLY All reservations will be covered under the contract agreement; Attendees, Families, Spouses, Designated Individuals, and ADOS Staff.

• Thirty (30) rooms Friday night, January 25th 2019 – Saturday, January 26th, 2019

• Fifteen (15) rooms Friday night, January 25th 2019 – Sunday, January 27th, 2019

The rooms will be occupied by one service member and/or their authorized guest(s).

Government will provide a rooming list with the names of the authorized room guest.

A credit card for will be required upon check-in to cover any expenses incurred during guest stay.

Room Blocks (Guest Pay) | Vendors, Support Specialists, and Speakers ONLY Individual reserves and pays the invoice; Yellow Ribbon Specialist coming in to help assist with the event. Reservations will be made through Corporate via ADC Management by Antonia Chavez | Accounts Receivables Clerk | Phone: 720-884-8055 ext. 09545| Fax: 720-884-8920.

• Ten (10) rooms Wednesday night, January 23rd, 2019 - Sunday, January 27th, 2019 http://www.gsa.gov/portal/category/100120

Deadline All non-military event staff will contact the hotel directly for room reservations using the designated reservation code established by the hotel (i.e., “January 2019 Yellow Ribbon”).

Reservations can be made either by phone or online. The capability to make online reservations shall be provided by the contractor

The deadline for reserving rooms under the reservation code issued is 8:00pm, January 24th, 2019. Any rooms not reserved by this deadline shall be released from the block and made available for sale to the general public.

Cancellations Attendees will be provided a 24 hour cancellation policy or better. In case of unforeseen mission requirements or confirmed emergency, members under this room block and reservation code will not be held liable for failure to cancel and will not be charged first night stay. A letter signed by the appropriate Wing Commander or an Official Order must be submitted in this case.

Parking All types of parking, if not free, will be paid through the contract in one lump sum for those utilizing lodging and those arriving the day of the event. Please make sure all parking has been blocked off for event only on the day of event.

Meeting Spaces Resource Fair and Event Registration Tables Vendor Arrival Date and Time | Saturday, January 26th 2019 0700-1700

• Three draped tables for registration at entry of event

• Twenty draped and dressed rectangular table’s info fair or expo setup.

• Two chairs should be provided per table.

• Hotel provides refreshment station

• Internet connection/ Wi-Fi available

• One large trash can for each room

General Session or Theater | Saturday, January 26th 2019 0700-1700 Banquet style seating to accommodate approximately 300 attendees

• Podium & Stage: podium & stage centered, both the Oklahoma Flag and the USA flag on each side of the stage.

• AV: Projector, two screens, microphone, and house sound connections, if available

• Hotel provides refreshment station

Five Breakout Session Rooms | Saturday, January 26th 2019 0700-1700 Accommodate approximately 50 attendees each.

• Tables: Classroom setup with table cloths.

• Podium: Available for speaker

• AV: Projector, screen, microphone, and house sound connections, if available

One Breakout Session Room | Saturday, January 26th 2019 0700-1700 Accommodate approximately 50 attendees each.

• Banquet Style seating with table cloths.

• Podium: Available for speaker

• AV: Projector, screen, microphone, and house sound connections, if available

Meeting Room (Both Days) Friday, January 25th 2019 1530 – 1700 | Saturday, January 26th 2019 0700 – 1700 Meeting Style Setup – Command Center

• Located close to the Breakout Sessions

• Hotel provides refreshment station

Meeting Room | Saturday, January 26th 2019 0700 – 1700

• Accommodate approximately 40, 6 - 17, youth in room

• Hotel provides refreshment station

• AV: Childcare room will need to have a TV and DVD player

• Accommodate approximately 80 children, 0 – 17 yrs.

• Lunch Room Setup

Room needs to be located on same floor as breakout sessions

• Accommodate approximately 40 children, ages 0-5 years.

• AV: Childcare room will need to have a TV and DVD player

• Hotel will provide small refrigerator for infant and toddlers needs

• Hotel provides refreshment station

Being utilized for Breast feeding mothers

Miscellaneous Space Requirements | Saturday, January 26th 2019 0700-1700 One small meeting room/boardroom/executive suite for Mental Health, Chaplain and Financial counselors to conduct one on one and family sessions.

Tables Setting: Executive Conference style with chairs or couch and chair arrangements.

Meals and Refreshments Food accommodation for approximately 350 adults and 80 child/youth. Breakfast, lunch, and snacks will be within the established government per diem rate per meal, Adults/day $41.25 and Children/day $20.63.

Breakfast on Saturday, January 26th 2019, will be served at 0700 until 0800 (Setup by 0650, near General Session).

Breakfast will need to be buffet style and will be selected from the catering menu, must have two meats and one protein. Coffee will be provided frequently all day starting at breakfast and served until 1530.

Lunch will be buffet style and served Saturday, January 26th 2019. Lunch will be selected from the catering menu and set up by NLT at 1050 in the dining area. Lunch must contain at least 2 meats, 2 starches, vegetables, and bread.

Child friendly lunch will need to be served in boardroom/LG suite, setup by 1050 for approximately 80 children.

Afternoon snack, no cookies, and refreshments for Saturday, January 26th 2019, will be selected from the catering menu and provided at 1335.

Other The Oklahoma YR Program Coordinator will provide directional signage aiding attendees navigating towards registration and general meeting space and identifying signage listing breakout sessions on the doors of each breakout room. Hotel signage for meeting rooms should be labeled “Oklahoma ANG YRRP”.

The YRRP/Government will supply the computer to all meeting/breakout sessions and is permitted to connect its equipment to the contractor’s electrical outlets, house sound and AV connections within the facility and for the duration of the event with no additional cost to the government for use of contractor’s electrical power service.