SOW_REV2_-Yellow_Ribbon_06May17.docx

Yellow Ribbon Post Deployment Event for 1-124IN Location: Miami, FL Date: 05-06 May 2017

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 1500 adult guests and 200 children in attendance (total guests 1700). The actual event will take place on Saturday 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 Friday May 5th – 7pm Saturday May 6th. A site visit of offered hotel/conference facilities is required prior to award of contract.

CLIN 0001

A. Lodging Requirements: Room price must not exceed government per diem rate of $156.00 and will be inclusive of any surcharges. (Will require 20 additional rooms on the night of May 5th and 6th which are not to be added to the contract. These are for support staff and guest speakers which will pay individually.)

1. Approximately 100 rooms for night of Friday, 05 May 2017

2. Approximately 225 rooms for night of Saturday, 06 May 2017

3. Lodging location needs to have a Family friendly environment.

4. Any parking fees need to be added to the contract.

6. The Yellow Ribbon Program will submit a roster of names to reserve rooms directly with the hotel under a group reservation code.

7. 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.

8. Cancellation of a reservation must be made forty-eight (48) 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.

9. 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.

B. Conference Space Fees/Requirements:

1. 1 meeting room for General Session to hold 1500 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. General Session must be at a minimum of 23,000 Sq. Ft. in order to accommodate 1500 people in rounds of 8 or 10.

2. 3 additional rooms for break-out sessions. Rooms are to be set for 300 with theatre style seating with a minimum of 3,000 Sq. Ft. in order to comfortably seat 300 and water stations with trash cans. Audio will be provided by the hotel as stated in section D. seat 300 guests theatre style.

3. One Private Counseling Room that is 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.

4. 3 rooms to be used as childcare space, a minimum of 7,000 Sq. Ft. and must be able to be broken into 3 separate rooms to accommodate children of different age groups, to include water stations – (number of rooms or space size may be negotiated to accommodate capacity of 200 children). Children’s meals to be served in this location.

5. 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. This room needs to be a minimum of 8,000 Sq. Ft.; large enough for the entire group to flow through to visit with resource providers.

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

C. Daycare Space Requirements: 3 Adjoining rooms to separate age groups. 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. Water stations.

D. Audio/Visual Requirements:

1. 1 Podium

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

3. 4 screens with projectors

4. Audio sound with mixer and microphones to accommodate general session along with break-out sessions.

E. Lunch Requirements: Lunch must be within Local Government Per Diem Rate of $16.00

1. Adult Lunch – 1300 buffet lunches which include a hot meal of two meat selections; salad; potato or rice; assortment of desserts; sodas; bottled water and iced tea.

2. Children’s Lunch – 200 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

F. Additional Requirements:

1. Staff office available for the arrival of staff on Friday, May 5th at 12pm, with a 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 and daily parking will be included in the contract.

4. Per-diem rates are available three (3) days before and after event for any support staff that will require lodging and will be individual pay.

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

6. 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.