SOW_October_2018_Updated_3.pdf

Event Statement of Work

The Tulsa Air National Guard will conduct a Yellow Ribbon Reintegration Program (YRRP) event on Friday, October 19th 2018. 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 $93.00.

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 All reservations will be covered under the contract agreement; Attendees, Families, Spouses, Designated Individuals, and ADOS Staff.

• Forty-Five (45) rooms Thursday night, October 18th – Friday, October 19th, 2018

• Fifteen (15) rooms Thursday night, October 18, 2018 – Saturday, October 20, 2018

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) 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.

• Five (5) rooms Tuesday night, October 16, 2017 - Saturday, October 20, 2018 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., “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, October 12, 2018. 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 72 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.

Meeting Spaces Resource Fair and Event Registration Tables Vendor Arrival Date and Time – Friday, October 19th 2018 0700-1700

• Hall, entry, pre-function or separate room adjacent to breakout sessions.

• Three draped tables for registration

• 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 - Friday, October 19th 2018 0700-1700 Banquet style seating to accommodate approximately 300 attendees

• Podium: Lectern or podium centered

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

• Hotel provides refreshment station

Four Breakout Session Rooms – Friday, October 19th 2018 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 – Friday, October 19th 2018 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 – Friday, October 19th 2018 0700-1700 Meeting Style Setup – Command Center

• Located close to the Breakout Sessions

• Hotel provides refreshment station

• Accommodate approximately 40, 5 - 12, youth in room

• Hotel provides refreshment station

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

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

Miscellaneous Space Requirements – Friday, October 19th 2018 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 and lunch will be within the established government per diem rate per meal.

Breakfast on Friday, October 19th 2018, will be served at 0700 until 0800.

Breakfast will need to be buffet style and will be selected from the catering menu. Coffee will be provided with breakfast starting at 0700 and served throughout the event, until 3:00 p.m.

Lunch on Friday, October 19th 2018, will be selected from the catering menu and provided at 11:00 a.m.in the dining area. Lunch must contain at least 2 meats, 2 starches, vegetables, bread, and dessert.

Child friendly lunch will need to be served in boardroom/LG suite at 11:00 a.m. to approximately 80 children.

Afternoon snack and refreshments for Friday, October 19th 2018, will be selected from the catering menu and provided at 1:45 p.m.

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.