Rev_Venue_SOW__13MAR16.docx

Yellow Ribbon Pre Deployment Event Location: Miami/FT Lauderdale, FL Date: 12-13 MAR 2016

The mission of the Florida Army National Guard Yellow Ribbon Program is to ensure that all deploying Soldiers and their Family Members are aware of benefits, resources, and contacts available to them. The benefits and resources available help them navigate the deployment cycle, especially as they begin their “reintegration” back into their family and community. This is the philosophy of the Yellow Ribbon Program, a legislatively mandated program that helps Service Members and their /families in the National Guard connect with their local support community before, during, and after deployments.

Conference/room requirements for Yellow Ribbon Program Event with an anticipated 1200 adult guests and 300 children in attendance (total guests 1500). The actual event will take place on Sunday starting at approximately 7:00am and continuing all day and will end at 5:00pm. All convention space must be available for exclusive use from 12pm Saturday March 12th – 7pm Sunday March 13th. A site visit of offered hotel/conference facilities is required prior to award of contract.

CLIN 0001

Lodging Requirements:

1. Approximately 250 rooms for Saturday, 12 March 2016 (230 rms on Master Acct, 20 IPO)

2. Lodging Location needs to have a Family friendly environment that will allow our Families Members that had to travel a long distance to relax before they begin the event on Sunday:

a. An all-inclusive recreational resort setting.

b. If a secondary hotel is needed for additional lodging, secondary hotel must be within walking distance of primary hotel site/conference facility, not to exceed distance of two-three blocks.

c. Pool and Daily fitness center

d. Available self Parking for all attendees within walking distance from hotel registration.

3. All rooms to have basic amenities

4. Rooms must be double occupancy, individual/private sleeping rooms with toilet and shower/tub facilities, per room.

5. Guests will make reservations directly with the hotel reservation system under a group reservation code.

6. The deadline for reserving rooms under the reservation code is forty-eight (48) hours prior to scheduled arrival date. Any rooms not reserved by this deadline shall be released from the block and made available for sale to the general public.

7. Cancellation of a reservation must be made twenty-four (24) hours prior to scheduled arrival date. The contractor shall attempt to “sell” any rooms not properly cancelled. If rooms reserved under the block are unable to be “sold”, the contractor may invoice the government for those rooms.

8. The federal government will pay for the rooms used by authorized personnel. All incidental expenses, such as room service, telephone calls, movie and game rentals, restaurant invoices, etc., are the responsibility of the individual attendee, and shall be billed to the individual’s personal credit card account or deducted from cash provided during check-in. NOTE: If cash or credit card is not available, incidental services shall be blocked for use in the room.

CLIN 0002

Conference Space Fees/Requirements: The location of the General Session and Resource Provider’s space will be adjoining to allow for an uninterrupted transition between activities.

1. 1 meeting room for General Session to hold 1200 people in rounds/banquet style seating. Tables set with box of tissues, pens, and pads; Water pitchers and glasses. Adult lunch to be served in this location.

2. 2 Private Counseling Rooms that are secluded from all other event rooms to accommodate up to 5 people, in a private setting. –Comfortable/cozy set-up with table and 5 chairs and/or couch or similar set-up.

3. 3 rooms to be used as childcare space, to include water stations – (number of rooms or space size may be negotiated to accommodate capacity of 300 children). Children’s meals to be served in this location.

4. 1 Large room or area set up as “Information Fair” for resource providers; to include water stations; 25-30 Six (6) foot tables; include skirting and table cloths; two (2) chairs at each table & small trash can.

5. Each meeting space room shall have the ability for individual PA system.

6. Registration/check-in area – counter space or six (6) six (6) foot tables with 12 chairs & 2 trash cans with rope stanchions – Available Saturday evening 5pm until – and all day Sunday.

Daycare Space Requirements: Must be located within easy access distance to restrooms for child care supervision/escort.

1. 3-5 six Foot Tables in each room (no table cloths) 2 3-5 round tables with 6 chairs in each room

3. 3-5 complete cribs for infant room

CLIN 0003

Audio/Visual Requirements:

1. 1 Podium

2. 1 stage – 8X8 in General Session; access on and off stage on two sides.

3. Individual house sound in each meeting room space for presentations.

4. FLARNG may use its own audio visual equipment and have the ability to patch into House Sound System and existing electrical outlets with no hotel usage or patch fees.

CLIN 0004

Lunch Requirements (Saturday only):

1. Adult Lunch – 1200 buffet lunches of either:

a) hot meal to include two meat selections; salad; potato or rice; assortment of desserts; sodas; bottled water and iced tea or

b) assortment of deli meats; assortment of cheeses; assorted buns/breads; assortment of sandwich condiments; potato chips; pasta salad; assortment of desserts; sodas; bottled water and iced tea

2. Children’s Lunch – 300 boxed lunches finger sandwiches to include deli meats; vegetable tray (carrots & celery); potato chips; fruit, cookies (no nuts); 2% milk and fruit punch.

Total lunches (Adult + Children): 1500

CLIN 0005

Additional Requirements:

1. Staff office available for the arrival of staff on Saturday at 12pm, with house phone with external line connectivity and one (1) high speed internet connection – secure storage space with 3 keys.

2. Convention space pre-function set up 12 hrs prior to event; FLARNG POC / Staff walk through (review) with convention staff to allow for changes if necessary.

3. Overnight parking will be inclusive in overnight hotel room rates or fee must be waived.

4. Daily parking fee will be waived for attendees, providers, and staff.

5. All tables i.e. registration and display tables shall be inclusive.

6. Per-diem rates are available three (3) days before and after event and additional guest room accommodation will not be posted to the FLARNG master account.

7. Hotel will not be undergoing renovations during conference dates.

8. Room numbers are an estimate; final numbers will be provided 72 hrs prior to event.

Other: Contractor shall provide the following miscellaneous items throughout the entire conference period:

1. The contractor agrees to allow the government to provide child care services for the Soldiers’ families by separate contract in the child care areas.

2. Contractor shall provide a single point of contact prior to each event for obtaining menus, finalizing meal counts, etc. In addition, contractor shall provide an on-site point of contact during each event. This individual shall have the authority to bind the contractor should changes be required by the contracting officer.