SOW.pdf

Statement of Work (SOW)

Yellow Ribbon Post / Pre-Deployment

Event Location: NE Florida Beaches Areas

Date: January 27-29, 2017

General Information

General: This is a contract to provide a Yellow Ribbon Post-Deployment and Pre-Deployment

Event on January 27th-29th, 2017 in the Atlantic Beach, Neptune Beach, Jacksonville Beach or Ponte Vedra Beach, Jacksonville, Florida location.

Description of Services/Introduction: The Contractor shall provide all items necessary to provide accommodations for the Yellow Ribbon Event as defined in this Statement of Work, except for those items specified as government-furnished property and services.

Background: The mission of the Yellow Ribbon Reintegration Program is a proactive approach to ensure that Airmen, their families, and designated individuals are provided the optimum level of support before, during, and after deployment. This is a federally mandated program and requires that all National Guardsmen participate in the Yellow Ribbon Program.

Generally, these events are held as Pre-Deployment and Post-Deployment events.

Objectives: Provision for 325 attendees with lodging and meeting space to accommodate all of the weekend’s events and activities. Lodging, meeting spaces, child care rooms, private counseling rooms, a registration desk, and a locked (private) office space near the meeting spaces will be required. The Exhibitors / Vendors meeting space must be able to accommodate for up to 40 community partners/service providers with tables and chairs (including table cloths at each table). All conference spaces must be available exclusively beginning at 2 p.m. on

Friday, January 27th through to 2 p.m. on Sunday, January 29th, 2017. The locked office space must be available on Thursday, January 26th by 12 p.m. This ensures that there is a conducive learning environment/atmosphere for the entire event in order to support Yellow Ribbon presentations and training, as well as to provide those government personnel and their families attending the event with quality accommodations and the identified support services and resources.

Lodging Requirements: Lodging requirements must be met at or below the government per diem rates and will be inclusive of any surcharges.

1. Approximately up to 125 rooms for attendees, staff and community partners on Friday, January 27th – Sunday, January 29th, 2017. Up to 5 additional rooms will be needed on

Thursday, January 26th. All attendees will pay for their lodging through self-pay; there will be no master account for lodging.

2. Check-in and Check-out: Check-in is between 1500 hours and 2200 hours on Friday, January 27th, 2017. Check-out is at 1200 on Sunday, January 29th, 2017. The government rate shall be available to attendees both three (3) days prior to and three (3) days following the event.

3. The lodging location needs to have a family friendly environment that will allow family members who have traveled a long distance to relax before the event begins. Specific requirements are as follows:

a. An all-inclusive recreational resort setting in Atlantic Beach, Neptune Beach, Jacksonville Beach or Ponte Vedra Beach, Florida location due to the attractive setting, the large number of family friendly restaurants, and the wide variety of family fun activities.

b. If a secondary hotel is needed for additional lodging, the secondary hotel must be within walking distance, not to exceed 3 blocks, of the primary hotel site / conference facility.

c. A minimum of five (5) casual dining establishments, conducive to family eating and prices, within 1-2 miles of the hotel. This will include establishments which are willing to offer discounted rates to military personnel and their families.

d. Discounts on food and beverages within the hotel’s food and beverage establishments

e. Access to the pool and fitness center

f. Complimentary self-parking for all attendees within walking distance to hotel registration

g. Hotel must have elevators

4. All rooms must have basic amenities: Iron; Ironing Board; Hair Dryer; Telephone; Television;

WiFi; Refrigerator (small)

5. Each room must be a double occupancy, individual / private sleeping room with a toilet and shower / tub facilities.

6. Guests will make reservations directly with the hotel reservation system, either by on-line link or phone call, under a group reservation code.

7. The Contractor shall provide a list of amenities that the hotel offers to guests, including pool, spa, fitness center, etc. in addition to any areas of interest at the hotel or in a nearby local location for those attending the Yellow Ribbon Event.

8. The deadline for reserving rooms under the reservation code is 48 hours prior to the scheduled arrival date. Any rooms not reserved by this deadline will be released from the block and made available for sale to the general public.

9. Cancellation of a reservation must be made 24 hours prior to the scheduled arrival date. The

Contractor shall attempt to “sell” any rooms that are not properly canceled. If rooms reserved under the block cannot be “sold”, the Contractor may invoice the individual for those rooms.

10. All attendees requiring a room will provide the hotel with a government travel card for payment of their room. All incidental expenses such as room service, telephone calls, movie/game rentals, restaurant invoices, etc. are the responsibility of the individual attendee and shall be billed to the individual’s government travel card or other card provided. The government shall not be responsible for individual charges / incidentals.

Conference Spaces Requirements:

1. The location of the General Session and Information Fair (Resource Providers)

Room will be adjoining to facilitate an uninterrupted transition between activities.

2. Registration Area: The Contractor shall provide one (1) registration desk/area that needs to accommodate 7-10 personnel. This area shall be Wi-Fi enabled for registration throughout the weekend. Two (2) cocktail rounds shall also be provided for kiosk stands during registration. In addition, the contractor shall provide four (4) tables for additional services being provided at the time of general registration. Trashcans, chairs, rope stanchions, and water dispensers shall also be provided. The Yellow Ribbon Support Specialist will provide all other equipment and supplies for the registration area.

3. Office / Command Center (for Support Staff): At or near the registration desk/area shall be one (1) locked room set up conference style to be used as a command center for the duration of the event. This area must have multiple outlets and power strips/extension cords as needed so that power will be accessible at the conference table for laptops, printers, etc.

This area must be Wi-Fi enabled for the entire duration of the event. Three (3) keys shall be provided to the Yellow Ribbon Support Specialist (Event POC) on Thursday, January 26th, 2017 during the pre-conference meeting and walk-through. This area shall be secured, have no more than one (1) entrance, and be used exclusively by the Yellow Ribbon support staff during the weekend. This area will be used for registration, travel vouchers, and as a command center.

4. General Session: The Contractor shall provide one (1) Ballroom to accommodate up to 325 attendees from 2 p.m. on Friday, January 27th through 2 p.m. on Sunday, January 29th, 2017. The Ballroom shall be set with rounds / banquet style for 8-10 attendees per round with tablecloths, boxes of tissues, pens, and writing pads on each table. Water pitchers and glasses shall also be on each table.

5. The Contractor shall provide five (5) conference rooms that can accommodate up to 50 people in a theater style for conference breakout sessions.

6. The Contractor shall provide two (2) private counseling rooms that are secluded from all other event rooms to accommodate up to five (5) people in a private setting. This room should be comfortable / cozy with a table and five (5) chairs and/or a couch and chairs.

7. The Contractor shall provide one (1) large room or area set up as an Information Fair for resource providers. This room will include water and coffee stations with condiments throughout the weekend, 30-40 six (6) foot tables including skirting and table cloths, two (2) chairs at each table, and one (1) small trash can at each table.

8. The Contractor shall provide one (1) room for the Judge Advocate (Legal Officer) with a large table and chairs to accommodate up to 10 personnel on Saturday, January 28th, 2017, and Sunday, January 29th, 2017.

9. The Contractor shall provide up to five (5) Childcare rooms with the number of rooms or space size to be negotiated to accommodate a capacity of up to 35 children per room.

Children’s meals will be served in this space during the luncheon period on Saturday, January 28th. A small refrigerator will be needed in this area. Tables and chairs will need to be provided in each room. Small cribs will also need to be provided in one (1) of the childcare rooms.

10. Each meeting space shall have the ability for the Florida Air National Guard to plug into house sound.

11. The Florida Air National Guard will provide the approximate number of children attending the Yellow Ribbon Event to the Contractor no later than seven (7) days prior to the event.

12. The Contractor shall provide the required cancellation date to the government before penalties apply.

Childcare Space Requirements:

1. Must be located within proximity of restroom for childcare supervision / escort

2. 2-3 six (6) foot tables in each room with table cloths

3. 2-3 round tables with chairs in each room

4. 5-6 cribs for the infant room

Audio/Visual Requirements:

1. Podiums: One (1) podium for General Session / Ballroom; five (5) podiums for conference rooms (breakout sessions); one (1) podium for JAG conference room

2. One (1) Stage – 12 ft. x 16 ft. in General Session /

Ballroom; must have access on and off the stage on two (2) sides

3. Individual House Sound in each meeting room space (Ballroom / conference breakout rooms /

JAG conference room) for presentations

4. The Contractor will provide audio/visual equipment and accessories for the Ballroom (General

Session), five (5) conference rooms (Breakout Sessions), and the JAG conference room, as follows:

a. Large Projection Screen for Ballroom

b. Small Projection Screens for five (5) conference rooms and the JAG conference room

c. Microphone (attached to each podium)

d. Projection System for Ballroom, five (5) conference rooms, and the JAG conference room

e. WiFi-enabled

f. House Sound

g. Capable of playing / streaming video presentations

h. Laptop computers, mouses, slide pointers / clickers, power strips, and extension cords in the Ballroom, five (5) conference rooms, and the JAG conference room

5. The Florida Air National Guard may use some of its own audio/visual equipment and have the ability to patch into the house sound system and existing electrical outlets with no hotel or usage patch fees.

Breakfast and Lunch Requirements:

1. Saturday breakfast and lunch / Sunday breakfast only

2. Meals must be within the Local Government Per Diem Rate.

3. The Contractor will provide a separate dining area for participants and support staff.

4. The Contractor will serve three (3) meals – Saturday breakfast and lunch buffet style AND

Sunday breakfast buffet style – to accommodate approximately 325 people for each meal.

5. Breakfast Buffet on Saturday and Sunday will include the following:

a. Choice of assorted juices

b. Scrambled Eggs (cheddar cheese on the side)

c. Choice of two (2) breakfast meats (bacon and sausage)

d. Breakfast potatoes

e. Choice of assorted fresh fruit, pastries, bagels, muffins, cereals, and yogurts

6. Lunch Buffet on Saturday will include the following:

a. Choice of two meat options; minimum serving 4 oz.

b. Choice of two vegetables; minimum serving 4 oz.

c. Garden salad with at least three (3) choices of salad dressing

d. Choice of two (2) starches; minimum serving 4 oz.

e. Choice of at least two (2) desserts

f. Choice of two rolls or bread (with spreadable butter)

g. Choice of beverages shall be provided. Beverage portions shall be at least 10 oz.

Beverages shall be offered in the following varieties – three (3) types of soft drinks, hot and iced tea, coffee, 2% milk, and half and half. Sugar, sugar substitute, honey, and other assorted condiments are expected to be served as well.

7. Children’s Lunch:

a. The Contractor will provide approximately 70 children’s/youth lunches to include:

finger sandwiches; chicken nuggets; pizza; deli meats; one (1) starch, assorted cheeses; vegetables; fruits (assorted); cookies (no nuts); 2% milk; and two (2) juice choices. Water should be available throughout the day in the childcare rooms.

b. Children’s lunch head count will be provided seven (7) days prior to the event.

c. Children and youth lunches will be served in the childcare/youth rooms.

8. Refreshments:

a. The Contractor shall provide ice water and coffee throughout the day on Saturday and

Sunday.

b. The Contractor shall provide a Morning Breakout (Saturday & Sunday) of refreshments which shall include – selection of hot teas, bottled water, pastries/muffins, and fruit.

c. The Contractor shall provide an Afternoon Breakout (Saturday only) of refreshments which shall include – bottled water, sodas, assorted cookies, assorted chips, popcorn, etc.

d. The Contractor shall provide a Children’s Snack (Saturday & Sunday) which shall include – beverage of both water and juice, crackers, and assorted fruit and vegetables.

e. The Contractor shall provide complimentary assorted cookies, chips, coffee, and water in the Staff Office / Command Center throughout the weekend (if possible).

Additional Requirements:

1. The Support Staff Office / Command Center will be available for the arrival of staff on

Thursday, January 26th at 12 p.m. prior to the Pre-Event Meeting (between the hotel management / event support staff) and the Walk-Through of all event spaces. This space will have a house phone, external line connectivity, and high speed internet connections.

The space will also be a secure storage space with three (3) keys provided to the Air Wing

Integrator / Event Coordinator on Thursday, January 26th.

2. The Conference spaces shall be set up at least 12 hours prior to the beginning of the event at

7 a.m. on Saturday morning. The Florida Air National Guard Yellow Ribbon Support

Specialist / other Support Staff will walk through and assess the set-up of the conference spaces with the convention / hotel staff to allow for changes as needed.

3. Overnight Parking will be inclusive in overnight hotel room rates. Otherwise, the parking fee must be waived.

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

5. All tables, including registration and exhibitor/vendor tables, shall be included.

6. Per Diem rates are available three (3) days prior to and three (3) days following the event.

7. The hotel shall not be undergoing renovations during the conference dates.

8. Lodging numbers are an estimate. The final numbers will be provided no later than 72 hours prior to the event.

9. Security: The Contractor shall provide hotel security to facilitate a safe, secure environment for the entire event, from the start of the event until all Attendees, Support Staff, and

Exhibitors / Vendors have departed the hotel premises. The Florida Air National Guard may hire two (2) off-duty armed police officers to provide the security coverage during the course of the event and to ensure the safety of all participants.

Other:

The contractor agrees to allow the government to provide childcare services for the military families by separate contract in the child care areas.

Contractor Manpower Reporting (CMR):

"The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Yellow Ribbon event via a secure data collection site. The contractor is required to completely fill in all required data fields using the following web address: http://www.ecmra.mil/. Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the

FY, all data shall be reported no later than October 31 of each calendar year, beginning with

2013. Contractors may direct questions to the help desk at: http://www.ecmra.mil.”

Unit Identification Code (UIC) for the Requiring Activity: C21CFTX5

Issuing Office DoDAAC: W911 http://www.ecmra.mil/ http://www.ecmra.mil/