Statement of Need Amendment 01.pdf

140th Wing Yellow Ribbon Event Statement of Need

26-28 Aug 2022

Basic Requirements: The Contractor shall provide accommodations to support a Yellow Ribbon Event, with approximately 204 total attendees including lodging, meeting space, childcare, meals, audio/visual, additional support items, parking, and COVID-19 safety precautions. The Government will not be responsible for room service charges, long distance phone calls, movie rental charges, laundry, or other incidental room charges. Any such charges shall require the occupants to provide their personal credit cards to secure payment for those charges. The Government shall provide a preliminary room count upon award of the contract and a final room count forty-eight (48) hours prior to the event start date. Final room count will not vary more than 5% from preliminary room count.

Venue Requirements:

-The Contractor shall provide lodging for staff and attendees for the Yellow Ribbon event. At a minimum, the lodging establishment shall meet International Hospitality Association (IHA) Three Star rating criteria. The venue must provide a resort/retreat like setting.

-Venue location shall be in a ski town on the I-70 corridor, no more than 130 miles from 18860 E.

Breckenridge Ave, Aurora, CO 80011.

-Free high-speed internet and/or in-room Wi-Fi (or hard-wire access in restricted areas) with consistent signal strength available in guest rooms and pubic areas. Per DoD Lodging Standards.

-The Venue Contractor shall provide sleeping accommodations for attendees. Estimated attendees will need lodging for a total of 2 nights, (assumption: 1 room per family). 120 Sleeping Rooms Friday night and 120 Rooms Saturday night for a total of 240 Sleeping-room-nights. Room cost will not exceed Government per diem rates associated with the hotel’s physical address. Local area rates can be found at https://www.gsa.gov.

Rooms shall be broken out as follows:

At least 20 rooms need to be a double queen room The remainder need to be either double queens or single kings (preferably kings)

In addition, the Contractor shall provide staff sleeping room reservations only (staff is self-pay).

The staff reservations requirement is not part of the 240 sleeping room night requirement.

Provide reservation only for the following:

Core Staff: Five (5) nights (24-29 August) for 2 estimated Core Staff. (assumption: 1 room per staff)

Advance Party staff: Four (4) nights (25-29 August) for estimated 3 Advance Party staff (assumption: 1 room per staff)

Security Requirements: Contractor shall limit conference area entries to outsiders during the event. Contractor shall ensure security patrols are provided throughout the conference and registration times, Friday- Sunday.

COVID-19 Safety Requirements:

-Social distancing will be followed at all times including registration, General Session, Breakout Sessions, and during meals. The contractor must consider additional space needed to socially-distance tables and seats.

-Hand sanitizer will be provided throughout the venue including the registration area, General Session, and Breakout session areas.

-Additional cleaning steps should be taken by the venue to ensure sanitization of meeting rooms and common-area surfaces.

-Meal service will be provided cafeteria-style so that venue staff are serving all food items. Venue serving staff should be appropriately masked and gloved.

-Partitions such as a plexiglass divider shall separate the attendees from the food service area.

-Disposable masks shall be provided by the contractor to ensure all participants are provided a mask if requested.

Meeting Room Requirements:

Meeting Rooms consist of General Session room, Breakout Session rooms, Childcare rooms, Meeting Rooms, Vendor/Exhibitor space, Registration area, Operations Center room, and a Logistics Storage room. All Meeting Rooms shall be available from Friday at 5:00 PM until Sunday at 12:00 PM. The Operations Center Room and Storage Room shall be available on Wednesday at 12:00 PM and available until 5:00 PM on Sunday. The rooms shall meet the requirements below, be available for the entire event days, and accessible 24 hours of the conference.

The Contractor shall provide water stations and/or pitchers filled with water, and glasses/cups for General Session and each Breakout Session Room from 7:00 AM until 5:00 PM Saturday, and 8:00 AM to 12:00 PM Sunday. Event Staff will provide the Venue Contractor with an Event Agenda including break times in order to refresh rooms.

General Session Room. The Contractor shall provide one (1) General Session room capable of holding all attendees set with rounds of 6-8. Social distancing must be considered in room staging.

The General Session Room shall not be re-arranged to serve as Breakout Rooms. The General Session Room and the Breakout Rooms shall be separate spaces. General Session room shall be used for dining purposes. The following requirements shall be met for the General Session Room:

A stage that is completely dressed. The stage shall include seating for three (3), two (2) podiums with two (2) wireless microphones and two (2) lavaliere microphones. This room shall have two

(2) projectors, two (2) projector screens with complimentary high-speed Internet for three (3) connections. Prefer to have screens placed in each corner on an angle for best viewing. An area shall be set up for a presenter to connect a computer to the projectors and connect to house sound.

The presenter will also require a power strip. One (1) American flag with pole and stand and one State flag with pole and stand. The Contractor shall ensure that Core or Advance Party staff can direct which doors are locked or unlocked to control access to the General Session room. Pens and note pads shall be provided at each seat, minimum of four (4) water stations with cups, four (4) trashcans. This room shall be available for A/V check on Friday before the event NLT 5:00 PM.

Breakout Session Rooms. Contractor shall provide meeting space for 6 Breakout Session rooms.

The rooms shall be available for the entirety of Saturday and Sunday, and accessible 24 hours of the conference.

All six (6) of the six (6) Breakout Session Rooms shall be configured as follows:

1. Set up in classroom style with seating for 40 people

2. One (1) 10 x 10 projector screen or larger

3. One (1) LCD projector with connections

4. One (1) A/V table

5. One (1) hand-held wireless microphone and one lavaliere microphone with connection to house sound

6. Provide sound connection to house sound for laptops to play videos

7. Provide wireless USB presentation clicker in each meeting room

8. Internet service for two (2) connections (wireless or hardwire)

9. One (1) power strip

10. One (1) trashcan

11. Water station with cups

Childcare Rooms. The contractor shall provide three (3) Childcare Rooms. Childcare rooms shall be in close proximity of each other and will be away from exits and elevators/escalators. The Contractor will ensure that Childcare rooms are in an area where access is blocked to outsiders and hotel staff (for example, the end of a hallway). Access to this area will controlled by Core or Advance Party staff and childcare staff. Two (2) six-foot banquet tables with tablecloths and skirting and six (6) chairs will be set up in the area to control access to the childcare rooms.

The three (3) Childcare Rooms shall be configured as follows:

Two (2) Rooms that can accommodate up to (20) children, ages 0-5 years. Each room shall consist of the following items per-day: water station with cups and (1) large trash can, one (1) refrigerator, two (2) portable cribs (or pack and play), television with DVD player, one (1) tables with tablecloths that can seat 10. Lunch will be served to the children in the designated rooms. Lunch will be buffet style with the Contractor’s staff provided to assist with serving. Contractor will provide additional staff as needed to assist with serving.

One (1) Room that can accommodate up to (20) children ages 6 years and older. The room shall consist of the following items per-day: water station with cups and a large trash can, television with DVD player, and one (1) table with tablecloths that can seat 10. Lunch will be eaten by the children in the designated room. Lunch will be served buffet style with the buffet set up in close proximity of all three rooms. The Catering/Venue Contractor will provide additional staff as needed to assist with serving.

Meeting Rooms. The contractor shall provide three (3) Meeting Rooms. The rooms will be conference table style with seating for up to ten (10) people. The rooms shall include a conference table with ten (10) chairs. The rooms shall consist of the following items per-day: pens and note pads, water station with cups and one (1) trash can.

One of the three (3) rooms shall have complimentary wireless Internet access for two (2) users, and 1 power strip.

Vendor/Exhibitor Space. The Contractor shall provide one (1) vendor/exhibitor space in an area adjacent to the General Session room capable of holding up to a minimum of 40 tables with 2 chairs each for vendor’s displays. The tables shall be properly dressed with tablecloths and skirted.

Registration Area. The Contractor shall provide one (1) registration area set with six (6) tables with three (3) chairs at each table. The tables shall be properly dressed with tablecloths and skirted. The contractor will provide four (4) power strips. The Registration space will be available by 1200-1800 on Friday. The preferred location for registration is near General Session.

Operations Center. The Contractor shall provide one (1) meeting room to be used by the staff as an administrative operations center. The room shall be available upon arrival on Wednesday by 12:00 PM through Sunday at 5:00 PM. The room shall have complimentary wireless Internet access for twelve (12) users, and 7 power strips. The room shall be equipped with (1) Wi-Fi capable multi-function printer. The room shall encompass a conference table with twelve chairs.

The room shall consist of the following items per-day: One (1) hotel phone with capabilities to call any in-house number, pens and note pads, keys or digital access, water station with cups, one

(1) trashcan. This space must be able to be locked and secured with keys or digital access given to the Core Staff. In the event a hotel phone is not available, the Contractor shall secure a means of communication between the Operations Center and hotel staff offices/guest lodging rooms.

Logistics Storage Room. The Contractor shall provide one (1) room to be used for Logistics Storage space beginning Wednesday through Sunday for Logistics/Resources and IT equipment storage (up to 2 pallets, plus four (4) large crates). Room will require double doors (no middle bar on doors) to move pallets in and out, preferably near the freight elevator (if equipped). This space must be able to be locked and secured with keys or digital access given to the Core Staff.

Childcare Requirements:

-Childcare services will be provided by a licensed childcare provider for ages 0-5 and 6-18 following the Federal Teacher to Children ratio.

-Childcare providers must be prepared and able to provide support for special needs children.

-Provide additional Childcare staff (in addition to minimum Federal Teacher to Children ratio) for assistance with special needs children, if required.

-Service provided for approximately 20 children in the 0-5 age group and 15 children in the 6 years and older group. Final numbers of children including ages will be provided to Childcare Provider 7 days prior to the event.

-Must abide by Federal Teacher to Children ratio and any applicable State Law.

-Childcare required to be set and ready to accept children between 7:30 AM – 5:00 PM on Saturday and 8:00 AM-12:00 PM on Sunday.

-Plan staffing accordingly to provide breaks to staff members yet provide continuous, adequate, supervision at all times including during meal and snack times.

-Childcare providers must provide games, toys and activities, etc. appropriate for ages 0-6.

-Childcare providers must provide snacks for children.

-Suggested Childcare providers bring movie time entertainment.

-A TV and DVD player will be provided by the Venue Contractor.

-Must provide blankets, and nap time accessories. Two (2) portable cribs and/or pack and play type beds will be provided by the Venue Contractor.

-Must have a security system in place for receiving/registering children, tracking children, and releasing children.

-Seven (7) days prior to event, childcare service provider shall provide to the Contracting Officer a complete listing of staff members. Listing shall include full names, contact number, and an up-to-date photo for each staff member.

-Childcare Service Providers shall provide adequate documents for proof of favorable background checks for all staff members. In accordance with DODI 6060.02, Child Care Programs, and DODI 1402.05, Background Checks on Individuals in Department of Defense Child Development and Youth Programs, Section 3.4, (2), Childcare provider must meet State licensing standards or school district requirements and policies for background checks. These background checks on staff members should be "favorably adjudicated", cleared by State in order to provide childcare for the Government, and must have been completed within 12 months of event.

-Childcare Service Providers must provide copy of valid business license and proof of insurance seven days prior to the event.

-Childcare Service Providers shall wear name badges with company name. Providers must wear company shirts or matching shirts or same color shirts so they can easily be identified.

- Saturday Lunch meal provided by the Venue Contractor to children from 12:00 PM-1:30 PM with childcare providers’ assistance.

ANNEXES / ATTACHMENTS

ANNEX A – Catering

Food and Beverage Requirements: The Contractor shall provide three (3) meals based off the Banquet Event Order (BEO) commencing with two (2) meals (Breakfast and Lunch) on Saturday, the first full event day. Sunday, only a breakfast meal shall be provided. Food and beverage charges are based upon a maximum of 204 total servings per meal. Self-serve beverage stations are preferred at each meal. Local Government per diem rates for food shall apply. Local area rates can be found at https://www.gsa.gov. The dining room will be in the General Session meeting room. The Contractor shall identify the notification time frame for meal cancellation. The cancellation time frame should be consistent with commercial practice. The Contractor must be in compliance with all applicable regulations regarding food and beverage services. Cost shall not exceed government per diem rates associated with the hotel’s physical address.

For COVID-19 safety, social distancing will be observed during meal service times. Venue staff shall serve all meals cafeteria style. Meal service area shall be separated from the attendees’ meal line by plexiglass dividers or other acceptable divider.

1. Coffee, tea and water shall be available from 3:00 PM to 6:00 PM Friday, 9:00 AM to 3:30

PM Saturday and from 9:00 AM to 10:15 AM Sunday.

2. Breakfast. Hot food buffet shall be available from 7:00 AM to 8:30 AM Saturday, and 7:30 AM to 9:00 AM on Sunday. The buffet shall include such items as: Scrambled eggs, meat (bacon and sausage), potatoes or grits, oatmeal, waffles, pancakes or French toast, pastries, bread (toast or biscuits), yogurt, fresh fruits and an assortment of cereal. Drinks shall consist of coffee, tea, milk, and juice. Self-serve beverage stations are preferred.

3. Lunch. Hot food buffet shall be available from 12:00 PM to 1:00 p.m. on Saturday.

Buffet shall include such items as: baked or broiled chicken entrée, and beef or pasta entrée, garden salad with assorted toppings and dressings, vegetables, and starch selection and a dessert. Drinks shall consist of coffee, iced tea and lemonade, punch or juice. Self-serve beverage stands are preferred.

a. Children’s lunch on Saturday (12:00 PM to 1:00 PM) will be served in the children’s meeting space area. Lunch shall consist of such items as: chicken fingers, spaghetti, mac & cheese, fries, cut fresh fruit, cut raw veggies. Drinks shall consist of milk, juice, and water.

4. Dinner. No dinner provided.

A final BEO shall be submitted to the Contracting Office seven (7) days calendar days prior the event.

ANNEX B – Additional Support Items

The following items are required to support the event:

1. The Contractor shall provide up to 10 display stands/easels able to support standard poster sized signage to place throughout the Event(s) area. This shall be available at 9:00 a.m. on Friday.

2. The Contractor shall provide a means to communicate with contractor staff and between

Event Staff by hand held radios or other quick communication method.

The Contractor shall provide a dedicated Audio/Visual person on-site to be available to assist during both event days from 6:30 AM – 5:00 PM Saturday and 7:00 AM -12:00 PM Sunday. The Contractor shall provide a black and white laser printer with toner capable of printing at an approximate speed of 20 ppm and the ability to print up to 500 pages total. The printer will be set and ready for use beginning on Wednesday at 12:00 pm in the Operations Center.

ANNEX C – Parking, Transportation and Shuttle Service

1. Parking: The Contractor shall provide 10 parking spaces for up to five (5) nights. The Contractor shall provide 125 parking spaces for two (2) nights. This will be located in a parking ramp or lot adjacent hotel to accommodate the vehicles of staff and attendees. The cost of this parking shall be no additional charge to the government.

a. An additional 30 parking spaces will be “Reserved” for self-paying Community Partners who are supporting the Event.