W50SLF24Q00010001 (SF30 Mod).pdf

F7C31E4139AW01-1

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER (Type or print)

30-105-04EXCEPTION TO SF 30

APPROVED BY OIRM 11-84

STANDARD FORM 30 (Rev. 10-83) Prescribed by GSA

FAR (48 CFR) 53.243

The purpose of this modification is to:

1. Revised CLIN 0001 extended description, the Letter of Intent and Statement of Work.

2. All other terms and conditions remain unchanged.

1. CONTRACT ID CODE PAGE OF PAGES

J 1 16

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)

16C. DATE SIGNED

BY 14-Jun-2024

16B. UNITED STATES OF AMERICA15C. DATE SIGNED15B. CONTRACTOR/OFFEROR

(Signature of Contracting Officer)(Signature of person authorized to sign)

8. NAME AND ADDRESS OF CONTRACTOR (No., Street , County, State and Zip Code) X W50SLF24Q0001

X 9B. DATED (SEE ITEM 11)

12-Jun-2024

10B. DATED (SEE ITEM 13)

9A. AMENDMENT OF SOLICITATION NO.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

X The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offer is extended, X is not extended.

Offer must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended by one of the following methods:

(a) By completing Items 8 and 15, and returning 1 copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted;

or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN

REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA (If required)

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS.

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE

CONTRACT ORDER NO. IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(B).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

E. IMPORTANT: Contractor is not, is required to sign this document and return copies to the issuing office.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

10A. MOD. OF CONTRACT/ORDER NO.

2. AMENDMENT/MODIFICATION NO. 5. PROJECT NO.(If applicable)

6. ISSUED BY

3. EFFECTIVE DATE

14-Jun-2024

CODE

USPFO HI 154 MSC

360 MALAMA BAY DRIVE

JBPHH HI 96853-5517

W50SLF 7. ADMINISTERED BY (If other than item 6)

4. REQUISITION/PURCHASE REQ. NO.

CODE

See Item 6

FACILITY CODECODE

EMAIL:TEL:

W50SLF24Q0001

SECTION SF 30 BLOCK 14 CONTINUATION PAGE

SUMMARY OF CHANGES

SECTION SF 1449 - CONTINUATION SHEET

SUPPLIES OR SERVICES AND PRICES

CLIN 0001

The CLIN extended description has changed from:

Hotel rooms required for thirteen (13) hotel rooms from 10-14 July 2024. Thirty-seven (37) hotel rooms required from 12-14 July 2024 including meals.See attached Letter of Intent and Statement of Work.

To:

Hotel Rooms required are Thirteen (5) Hotel Rooms from 10-14 July 2024. Eight (8) Hotel Rooms from 11-14 July 2024. Ten (10) Hotel rooms required from 12-14 July 2024.See attached revised Letter of Intent and Statement of Work.

The following have been modified:

LETTER OF INTENT

Letter of Interest & Intent by Yellow Ribbon Reintegration Program (YRRP)

Pre-Deployment Event Dates for 291st CBCS: 10-14 July 2024

Hilo, Hawaii

OFFICIAL DATES & ROOMS BLOCKED FOR RESERVATION: Hawaii YRRP is tentatively reserving the following accommodations

Date: 10-14 July 2024 Day: Friday & Saturday

SUSPENSE DATE: Acceptance date from each party must be no later than 20 June 2024.

FUNCTION SPACE & PROGRAM: The function space outlined in this section is based on anticipated utilization as outlined. The following Hawaii National Guard (HING) YRRP Event agenda represents HING’s current synopsis of the program and space requirements. A total number of four meeting rooms is required for the event. The rooms will consist of a main meeting room, a breakout room, a resource expo room, and a childcare room. Hotel Rooms required are Thirteen (5) Hotel Rooms from 10-14 July 2024. Eight (8) Hotel Rooms from 11- 14 July 2024. Ten (10) Hotel rooms required from 12-14 July 2024.

Pre-Deployment Event: 12 July 2024 Time Timeline Remarks 1000-1700 Set-Up 13 Adults

13 July 2024 Time Timeline Remarks 0800-0900 Registration/ Breakfast 87 Adults 0800-0900 Registration (Child Care) 8 Children

0800-1600 Child Care 1 Room:

(1) to accommodate 8 children

0800-1130 Briefings 1 Room:

(1)to accommodate 87 adults

1130-1300 Working Lunch

2 Rooms:

(1) to accommodate 87 adults

(1) to accommodate Resource Expo 14 resource booths

1300-1530 Briefings/Breakout 2 Rooms:

(1)to accommodate 47 adults (1)to accommodate 40 adults

1530-1600 AAR/Mahalo and Aloha 1 Room:

(1) to accommodate 87 adults

1600-1700 Break Down / Cleanup 10 Adults

EQUIPMENT: The hotel will provide, at no charge, a reasonable amount of meeting equipment i.e. chairs, tables, etc. This complimentary arrangement does not include special set-ups or extraordinary format that would exhaust the hotel in-house equipment to the point of requiring rental of an additional supply to accommodate YRRP's needs.

Additional equipment requirements:

2 Registration tables and 6 chairs 1 Podium and microphone

MEALS: Due to the time constraints and traffic in the surrounding area, lunch will be served at the hotel in order to meet the timeline and accomplish all training requirements on time. The hotel will provide meals according to the following schedule:

ADULTS:

Meal Time QTY Description

Working Lunch 1130-1300 87 Buffet lunch (Hot)

CHILDREN:

Meal Time QTY Description

Working Lunch 1130-1230 8 Child friendly lunch (Hot)

The selected meals are not to exceed $55.00 for Lunch per person including tax and tip. All meals will be pre-ordered prior to the event. Menus will be provided to this office for selected meals in advance to event. Final headcount and meal timeline will be provided one week prior the event.

If space is available, meals are to be served inside the session rooms, if space is not available; the designated area needs to be close and accessible to the briefing and child room.

LIGHT REFRESHMENTS: The hotel will provide water and light refreshments according to the following schedule:

CHILDREN:

Meal Time QTY Description

Refreshment Mid-Morning 8 Child friendly snack with water & juice

Refreshment Mid-Afternoon 8 Child friendly snack with water & juice

If space is available, meals are to be served inside the session rooms, if space is not available; the designated area needs to be close and accessible to the briefing & child room.

EVENTS ROOM: The hotel or facility will provide the following rooms:

(Pre-Deployment)

0800-1700 Registration/Briefing room with a 87 person capacity.

One Room for briefing sessions with capacity of 87 adults in a banquet style set up (crescent rounds of 8) banquet style to allow audience to look forward during briefings). Water Jars and glasses will be set on the tables to avoid distractions during sessions. Room will require one podium. We will require two tables with four chairs in the BACK of the room for our Yellow Ribbon Representative’s laptop (A/V workstation to control the Power Point Presentation). It is required for our Yellow Ribbon representative to maintain eye contact with the speaker at all times in case of technical problems while presentations are in progress; therefore, the laptop table needs to have clear visibility to the podium to facilitate communications, in case of such event. Internet access is required in this room.

(Pre-Deployment)

0800-1600 Resource/Expo Room

One Room for resources/vendors with the capacity of 20 adults, 10 tables (6ft) and 20 chairs.

(Pre-Deployment)

0800-1600 Childcare room/space:

One room partitioned into two sections with enough space to accommodate 8 children and up to 4 childcare providers. If the room cannot be partitioned, two separate childcare rooms located adjacent to each other are required. Cribs, mats, highchair, and blankets as well as tissues, paper towel, disincentive cloths, and antibacterial soap are also required in this room. Lunch, mid-morning snacks, and mid-afternoon snacks will be required in these rooms. Meals required are to be kid- friendly.

1130-1300 Lunch for 87 buffet style meals for adults. Buffet set up in common area.

This will be a working lunch and briefings will continue during this time. The Resource Expo will be conducted during this time and attendees may visit the booths.

Lunch for 8 buffet style meals for toddler/children/youths. Buffet set up in common area. This will be a working lunch and childcare/youth curriculum will continue during this time.

COORDINATION OF PROGRAM: A vendor representative will be in regular contact with the HING / YRRP Event Coordinator throughout the month prior to YRRP’s scheduled conference. He/she will finalize all details for the conference. Final age breakdown and count will be provided to the childcare provider one week prior to the event.

AUDIOVISUAL SERVICES: will provide audiovisual equipment as follows:

ROOM EQUIPMENT QTY

Briefing Rooms Podium & Microphone / Screen

Rooms will be set up and become available to staff the day prior to the event for rehearsing purposes. All requested rooms are to be located in same location. .

BILLING AND CREDIT ARRANGEMENTS: If (there’s a meeting room charge), the vendor will receive a HIARNG purchase order or Government VISA card order. The vendor will provide YRRP with original invoice. A copy of all invoices will be provided to a designated

HIARNG / YRRP Event Coordinator. For the banquet costs, the vendor will be prepared to divide the bill as directed by conference coordinator into a portion paid by government visa or purchase order and a portion paid by private credit card.

SECURITY DEPOSITS: There will be no security deposit. The HING YRRP Event Coordinators are not authorized to pay for security deposits of any kind.

INSURANCE: The HING YRRP is exempt for insurance.

IMPOSSIBILITY: Should events beyond either party’s control, such as strikes, acts of God, civil disturbance or Department of Defense requirements (i.e. mobilization for war or operations other than war) materially affect the parties' ability to perform, this agreement shall be terminated without prejudice.

CANCELLATION: The HIARNG YRRP Event Coordinator is empowered to assure that there shall be no right of termination for the sole purpose of holding this meeting at another facility.

The Hotel Sales Manager is likewise empowered to assure that the hotel will not cancel this conference or for the sole purpose of booking another organization.

CONDITIONS OF ACCEPTANCE: Should the above offer be acceptable, signing and returning the original or a copy of this Letter of Interest & Intent and receiving a HIARNG purchase order or IMPAC card order (for the meeting rooms and other conference room incidental costs agreed upon) will enable HIARNG to confirm space.

SECURITY: The hotel does not assume responsibility for damage of merchandise or articles left in the hotel prior to or following a function. The hotel will lock meeting rooms whenever they are not in use. The HIARNG will arrange to secure/guard government property or personal property as needed.

STATEMENT OF WORK

291st CBCS Yellow Ribbon Event Statement of Work

Hilo, HI

1.0 General: This is a non-personal services contract to provide support for a Yellow Ribbon Reintegration Program (YRRP) event, 10-14 July 2024 within the county of Hawaii.

1.1 Scope: The Government is anticipating approximately 87 Attendees. Attendees will arrive Saturday Morning and register at the event location that day. Service members and their families from neighbor islands will arrive Friday afternoon. Most attendees will depart on Saturday afternoon after the event and those from neighbor islands will leave Sunday morning. Core Staff will arrive the Wednesday before the event, and the advance party members will arrive on Thursday. Core Staff will depart on Sunday or Monday.

1.1.1 Objectives: The Contractor must provision for the requested number of attendees’ lodging, meeting space and childcare to accommodate one (1) event, to ensure adequate space for learning and to meet the needs of the units within the Air National Guard.

Contractor shall provide hotel rooming, meeting space rooms, audio-visual (screens, audio connections, computer hookups, and microphones), and space for community partners, parking, and serve meals and snacks. The Contractor shall ensure there is a conducive learning environment/atmosphere at the event venue to support Yellow Ribbon presentations and training and shall provide those government personnel and their families attending the event with quality accommodations and identified support services.

1.1.1.1 Description of Services/Introduction: The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform YRRP events as defined in this Statement of Work except for those items specified as government furnished property and services. The Contractor shall perform to the terms, conditions and standards in this contract.

1.2 Background: The YRRP is a Department of Defense mandated initiative designed to provide information, services, referrals, and proactive outreach programs to Air National Guard (ANG) members and their families through all phases of the deployment cycle in accordance with DoD Directive 5124.02, DoD Instruction 1342.28. The overall objective of the program is to prepare and sustain Airmen and their families before and after mobilization.

1.2.1 This event is for Airmen and their families who are assigned to the Air National Guard. All attendees are placed on official travel orders and/or Invitational Travel Authorizations (ITAs) in accordance with the Joint Federal Travel Regulation (JFTR), the Joint Travel Regulation (JTR) and ANG Fiscal Year Financial Guidance. Family members are authorized to travel on Invitational Travel Authorizations (ITAs).

1.2.1.1 During these events, families gain practical, useful information based on curriculum designed specifically for military families. Through small group and one-on-one activities, family members learn how to maintain closeness, and leverage resources during frequent relocation, long separations, and repeated reunions. This approach provides the continuum of care needed.

1.3 Dates of Event: 10-14 July 2024.

1.4 General Information:

1.4.1 Location: The Contractor shall provide Venue to support Yellow Ribbon Event, including lodging, meeting space, meals, audio/visual, additional support items, parking, airport shuttle service and COVID-19 safety precautions when the CDC Community level is above “low”. 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.

1.4.1.1 Venue: The Contractor shall provide lodging for staff and attendees for 1 Yellow Ribbon event. At a minimum, the lodging establishment shall meet International Hospitality Association (IHA) Three Star rating criteria. The venue should be within walking distance of other restaurants and family-friendly activities.

1.4.1.2 The Contractor shall provide sleeping accommodations for attendees. Estimated attendees will need lodging for a total of 2 nights. 37 double-bed and/or single sleeping rooms Friday night and 37 double-bed and/or sleeping rooms Saturday night for a total of 74 Sleeping-room-nights.

1.4.1.3 In addition, the Contractor shall provide staff sleeping room for support staff. This requirement is separate from the contracted rooms in 1.4.1.2.

1.4.2 Security: Contractor shall limit conference area entries to outsiders during the event. Contractor shall ensure security patrols are provided throughout the conference and registration times, all day Saturday.

1.4.3 COVID-19 Safety Protocol: When the CDC Community level is above “low”, 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.

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

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

1.4.3.3 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 if community COVID levels are above “low”.

1.4.3.4 Partitions such as a plexiglass divider shall separate the attendees from the food service area if COVID community risk is High per the CDC website.

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

2.0 Definitions and Acronyms:

2.1 Definitions:

2.1.1 Contractor: A supplier or vendor awarded a contract to provide specific supplies or service to the Government. The term is used in this contract refers to the prime.

2.1.2 Contract Administrator: The official Government representative delegated authority by the Contracting Officer to administer a contract. This individual is normally a member of the appropriate Contracting/Procurement career field and advises on all technical contractual matters.

2.1.3 Contracting Officer: A person with authority to enter into, administer, and/or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

2.1.4 Contracting Officer’s Representative: An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.5 Defective Service: A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.6 Deliverable: Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

2.1.7 Government-Furnished Property or Government Property: Property in the possession of, or directly acquired by, the Government and subsequently made available to the Contractor.

2.1.8 Key Personnel: Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the SOW. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.9 Physical Security: Actions that prevent the loss or damage of Government property.

2.1.10 Quality Assurance: The government procedures to verify that services being performed by the Contractor are acceptable in accordance with established standards and requirements of this contract.

2.1.11 Quality Assurance Specialist: An official government representative concerned with matters pertaining to the contract administration process and quality assurance/quality control. Acts as technical advisor to the Contracting Officer in these areas.

2.1.12 Quality Control: All necessary measures taken by the Contractor to ensure that the quality of an end product or service shall meet contract requirements.

2.1.13 Subcontractor: One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.1.14 Work Day: The number of hours per day the Contractor provides services in accordance with the contract.

2.2 Acronyms:

ACOR Alternate Contracting Officer's Representative AOR Area of Responsibility CAP Corrective Action Plan CDR Contract Discrepancy Report CFR Code of Federal Regulations CMR Contract Manpower Reporting CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative COTS Commercial-Off-the-Shelf DD250 Department of Defense Form 250 (Receiving Report) DD254 Department of Defense Contract Security Requirement List DFARS Defense Federal Acquisition Regulation Supplement DMDC Defense Manpower Data Center DOD Department of Defense FAR Federal Acquisition Regulation FSC Federal Service Code FY Fiscal Year GFP Government Furnished Property HIPAA Health Insurance Portability and Accountability Act of 1996 IAW In accordance with KO Contracting Officer MFLC Military Family Life Consultant NLT No later than OCI Organizational Conflict of Interest OCONUS Outside Continental United States (includes Alaska and Hawaii) OFT Operations, Functional, Training ODC Other Direct Costs PDHRA Post Deployment Health Reassessment PIPO Phase In/Phase Out POC Point of Contact

PRS Performance Requirements Summary QA Quality Assurance QAP Quality Assurance Program QC Quality Control QCP Quality Control Plan RSC Regional Support Command

SOW STATEMENT OF WORK

TE Technical Exhibit UIC Unit Identification Code

3.0 Government Furnished Property, Material, Equipment and Services (GFP/M/E/S):

The Government will not provide the property, material, equipment, and/or other supplies to the Contractor to assist the Contractor with the requirements of this SOW.

4.0 Contractor Furnished Property, Materials, and Equipment (CFP/M/E): The Contractor shall furnish all supplies, equipment, facilities, services, labor, and management necessary to fill the SOW and other contract requirements.

5.0 Requirements: The Contractor shall provide supplies to support Yellow Ribbon Event, including lodging, meeting space, meals, audio/visual, additional support items, parking, and shuttle to and from airport. 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 seven (7) days prior to the event start date. The Government shall only pay for lodging rooms used.

5.1 Lodging: The Contractor shall provide lodging for staff and a t t e n d e e s for one (1) Yellow Ribbon event. At a minimum, the lodging establishment shall meet International Hospitality Association (IHA) Three Star rating criteria.

5.1.1 The Contractor shall provide sleeping rooms for attendees. Estimated attendees will need lodging for a total of 2 nights, (assumption: 1 room per family). 37 Sleeping Rooms Friday night and 37 Rooms Saturday night for a total of 74 Sleeping room-nights.

5.1.1.1.0 The Contractor shall provide staff sleeping room reservations only for the following:

YR Staff: Five (5) nights for 9 estimated Core Staff. (assumption: 1 room per staff)

Additional YR staff: (5) nights for three (3) estimated Advance Party staff (assumption:

1 room per staff)

5.2 Security: 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.

5.3 Meeting Room Accommodations:

5.3.1 Meeting Rooms consist of General Session, Breakout Session room, Childcare room, Vendor/Exhibitor space, and a Logistics Storage room. All Meeting Rooms are available from Friday at 5:00 PM until Sunday at 12:00 PM except for Logistics Storage which is available on Wednesday at 10:00 AM through Sunday at 5 PM. The rooms shall meet the requirements below, be staged in accordance with the attached Meeting Room Staging Requirements, be available for the entire event day, and accessible 24 hours of the conference.

5.3.1.1 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 4:30 PM Saturday. Event Staff will provide the Contractor with an Event Agenda including break times in order to refresh rooms.

5.3.2 The Contractor shall provide one (1) General Session room capable of holding 87 attendees set with rounds of 6-8 (preferably rounds of 10 if 72-inch diameter tables are available). 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 and potentially a large meeting room. 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. 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.

5.3.3 Breakout Session Rooms. Contractor shall provide meeting space for approximately 2 Breakout Session rooms. The rooms shall be available for the entirety of Saturday.

5.3.3. All 2 of the 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

5.3.4 Childcare Rooms. The contractor shall provide 1 (1) Childcare Room. Childcare rooms will be in close proximity of each other and will be away from exits, 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 be 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.

5.3.4.1 Childcare Room1 shall be configured as follows:

One (1) Meeting Room that can accommodate 10 children, ages 0-12 years.

Each room shall consist of the following items per-day: water station with cups and (1) large trash can, one (1) refrigerator, three (3) portable cribs (or pack and play), television with DVD player, two (2) tables with tablecloths that can seat 10 each. 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.

5.3.5 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 14 tables with 2 chairs each for vendors displays. The tables shall be properly dressed with tablecloths and skirted.

5.4 Childcare:

5.4.1 Childcare will be provided by separate Provider. Contractor will provide the following:

5.4.2 Meals and Snacks

5.4.2.1 Breakfast – No requirement. Children will eat this meal with their parents.

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

5.4.2.1.1 Contractor must provide snacks for children.

5.4.3 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.

6.0 Applicable Publications: Publications applicable to this SOW are listed below:

ANNEXES / ATTACHMENTS

ANNEX A – Catering

Food and Beverage. The Contractor shall provide three (3) meals total based off the Banquet Event Order (BEO) with two (2) meals (Breakfast and Lunch) on Saturday and Breakfast only on Sunday. Food and beverage charges are based upon a maximum of 350 servings per meal. Self-serve beverage stations are preferred at each meal. Local government per diem rates for food shall apply (see Annex D). 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 will 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 when CDC Community levels are above “low”.

Meal service area shall be separated from the attendees’ meal line by plexiglass dividers or other acceptable divider when COVID community level is HIGH as identified by the CDC website.

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

2. Breakfast. Hot food buffet shall be available from 7:00 AM to 8:30 AM Saturday.

The buffet shall include such items as: Scrambled eggs, and meat (bacon or sausage) and starch (potatoes or grits), oatmeal or waffles or, pancakes or French toast, a n d pastries, and yogurt, and fresh fruits. 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(s) 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 COR seven days (7) 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 25 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 handheld radios or other quick communication method.

3. The Contractor shall provide a dedicated Audio/Visual person on-site to be available to assist during the event from 6:30 AM – 5:00 PM Saturday.

4. A laser printer with toner supplied that is capable of printing 28 pages per minute in black and white.

ANNEX C – Parking

1. Parking: The Contractor shall provide 5 parking spaces for up to six (6) nights.

The Contractor shall provide 125 parking spaces Friday night and Saturday during the event. This will be located in a parking ramp or lot adjacent hotel to accommodate the vehicles of staff and attendees.

a. An additional 25 parking spaces will be “Reserved” for self-paying Community Partners who are supporting the Event.

(End of Summary of Changes)