2018_Volunteer_Symposium_SOW_FP_FINAL.pdf

Event: 2018 Volunteer Symposium Location: St. Augustine, FL

Date: Primary 14-16 September, 2018 Alternate 21-23 September, 2018

Background.

The State Family Programs Office is tasked with providing training and support to Family Readiness Groups (FRG) at all levels and throughout the deployment cycle. In order for FRG Volunteers to efficiently accomplish tasks and achieve goals outlined by their command teams as well as effectively serve our Florida National Guard Service Members and Families, it is imperative that they are equipped with the appropriate tools and training. The Symposium is also designed to recognize Army volunteers for their continuous endeavors to carry out the Commander’s intent for Family Readiness while concurrently furthering education and training in resilience, readiness, and well-being of military Families.

Objectives.

Conference/room requirements for State Volunteer Symposium with an anticipated 71 Family Readiness Group Volunteers. Guests will be arriving on Friday, with events to commence that evening at approximately 5:00 pm and continuing all day on Saturday, ending at 12:00 pm on Sunday. All conference space must be available for exclusive use from 12:00 pm Friday – 1:00 pm Sunday. A site visit of offered hotel/conference facilities may be required prior to award of contract.

CLIN 0001

Lodging Requirements: Must not exceed government per diem rate for St. Augustine and will be inclusive of any surcharges.

1. Approximately 9 rooms for Thursday (7 Family Readiness staff/Contractor self-Pay)

2. Approximately 75 rooms for Friday (62 Volunteer participants paid by contract, 9 Family

Readiness staff/Contractor, self-Pay, 2 guest speaker plus 2 military attendee, self-pay)

3. Approximately 75 rooms for Saturday (62 Volunteer participants paid by contract, 9 Family Readiness staff/Contractor, self-Pay, 2 guest speaker plus 2 military attendee, self-pay)

4. Lodging Location needs to have a high quality atmosphere that will provide our Family

Readiness Group volunteers an opportunity to learn and rejuvenate:

a. An all-inclusive recreational resort setting.

b. Available free Self-Parking for all attendees within walking distance from hotel registration.

c. On-site restaurant to provide Meals for event (3 meals on Saturday; 1 meal on

Sunday). Price shall be inclusive of all applicable service charges.

5. Rooms may have single or double beds, but must provide individual/private sleeping rooms with toilet and shower/tub facilities, per room with basic amenities at a minimum.

6. Rooms should be conveniently located to the conference space and located within close proximity to one another as a safety precaution.

7. Rooms must be interior hotel rooms (not exterior motel rooms) in a hotel that is easily navigable for security purposes.

8. All rooms must be cleaned and available for check in no later than 3:00pm on Friday.

9. Conference participants must be allowed a late check out on 1:00pm on Sunday. In the event a late check out is not available, a storage room for securely storing baggage must be available.

10. The deadline for reserving rooms under the room block is seventy-two (72) 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.

11. Cancellation of a reservation must be made twenty-four (24) hours prior to scheduled arrival date.

12. The federal government will pay for the rooms used by authorized personnel. A personal credit card or cash will be provided by each attendee to cover any and all incidental expenses, such as room service, telephone calls, movie and game rentals, restaurant invoices, etc. In the event the attendee is unable to provide a personal credit card or cash, the hotel will place a block on any and all incidental expenses.

13. Contractors and vendors will pay for their rooms individually with a personal or company credit card.

CLIN 0002

Conference Space Requirements: The location of the General Session and Break Out space will be adjoining to allow for an uninterrupted transition between activities.

1. One (1) meeting room for General Session to hold 71 people for the duration of the conference. Preferred seating for the room will be Round tables with the American flag and State of Florida flag on display at front of the room. Drinking water will be available.

2. One (1) general use room for a Resource Fair from 8:00am – 3:00pm Saturday with fifteen (15) – 6 ft tables with two (2) chairs each and at least one (1) trash can. The room will be available 8:00am – 3:00pm Saturday. The Resource Fair room may possibly be a breakout room if additional space is unavailable.

3. 2 securable rooms for breakout sessions. Seating (e.g. round, rectangular, or no seating) is to be determined but will be decided no later than walkthrough with an on-site POC. The Florida National Guard must be able to request tables/chairs, auditorium/classroom seating, or empty. There must be a small trash can in each, and access to drinking water. Rooms must be located within a reasonable distance from restrooms.

4. Registration/check-in area with power outlet, counter space and/or two (2) 6-ft tables with two (2) chairs each and one (1) trash can. Registration space must be available Friday from 3pm – midnight and located within close proximity to the General Session space.

5. One (1) securable conference room to be used as staff office, accessible NLT 5:00pm Thursday evening until 2:00pm Sunday. Staff must have 24 hr. access to this space.

6. Space for a seated dinner to hold 75 people; the room should be set and available from 5:00pm-11:00pm Saturday. The room will have A/V as outlined in CLIN 0003.

Note: This CAN be the same space as General Session, providing it is converted back to General Session use NLT 7:30am Sunday morning. The two spaces will not be used simultaneously.

CLIN 0003

Audio/Visual and Technology Requirements: Cost shall be included in the total bill from the venue. Must NOT be a separate bill and may NOT be provided by a third party.

1. One (1) speaking podium in General Session area.

2. Speaker, screen, projector, and microphone in each breakout room, the General Session room, and the dining room used Saturday evening. Trainers should have the choice between a handheld or body microphone; venue will be notified of preferences in advance of event.

3. The Florida National Guard may also use its own audio visual equipment and have the ability to patch into any existing House Sound System and existing electrical outlets with no hotel usage or patch fees.

4. Wi-Fi access must be available at no additional charge for the duration of the conference.

CLIN 0004

Food & Beverage Requirements:

1. Facility must be able to accommodate various severities of food allergies and be able to ensure no cross contamination of foods, if applicable. Facility will be notified of known food allergies no later than 72 hours prior to event. Facility will avoid the use of peanuts and peanut products regardless of reported allergies.

2. Facility must be able to accommodate vegetarian, vegan, and gluten-free diets. Facility will be notified of known requirements no later than 72 hours prior to the event. However, if a last minute dietary need does become known after the 72 hour deadline, facility must be able to accommodate within reason.

3. Water must be available for all meals.

4. Breakfast must include two (2) or more hot items (one of which must be a protein), fruit, bread products, and juice, milk, coffee, water.

5. Lunch and dinner must either be buffet style or plated; consisting of at least two (2) protein options per meal; salad; starch and vegetable and assortment of desserts. Water and at least one (1) additional non-carbonated beverage will be offered (i.e. Tea, Lemonade).

CLIN 0005

Security Requirements:

1. Facility must be highly secure from unauthorized individuals and ensure the safety of all conference attendees. All breakout rooms and general session area must be located on a single floor in a secure area with limited egresses to help ensure the safety of the attendees.

2. Facility must allow for an independent risk assessment to be done by the Florida National Guard prior to the event and must be willing to make reasonable changes and accommodations based on the findings.

3. Military protocol must be followed if Military leadership is present. Such protocol can include (but may not be limited to) curbside parking and the use of secondary entrances.

CLIN 0006

Additional Requirements:

1. The venue should be available for an on-site walk through prior to award of the contract.

2. Pre-conference meeting and venue walk through with Florida National Guard and Hotel POCs will be held Friday at a mutually agreeable time. The venue should be able to accommodate changes as needed.

3. The Florida National Guard should have access to all conference spaces prior to the actual event to allow for pre-function set up and preparation.

4. Prefer conference space not co-located with events or activities hosted by outside entities to avoid unnecessary distractions.

5. Free parking to attendees and Resource Fair participants.

6. All tables, chairs and linens shall be inclusive.

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

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

9. All meeting spaces, rooms, recreation spaces, bathrooms, and meal spaces must be handicapped accessible, with no stairs and 36 inch walkways to accommodate wheelchairs. Facility will be mindful of this need when setting tables in classrooms.

10. Venue will provide one primary on-site POC for the duration of the event.

11. All meeting space should be located in close proximity to general session.

Other: The Florida National Guard will provide the following miscellaneous items throughout the entire conference period:

1. A single point of contact prior to the event for obtaining menus, finalizing meal counts, rooming list, etc.

2. A single on-site point of contact throughout the event. This individual shall have the authority to bind the contract should changes be required by the Contracting Officer’s representative.

Dates: 14-16 September, 2018 Location: St. Augustine, FL 32084

Requirements Thurs, September

Fri, September 14 Sat, September 15 Sun, September 16

Sleeping Rooms

9 (self-pay) 13 (self-pay) 62 (on contract)

13 (self-pay) 62 (on contract)

General Session

0 0 0 71 Adults

Breakout #1a 0 0 35 Adults 35 Adults

Breakout #1b 0 0 34 Adults 34 Adults

Breakout# 2a 0 0 35 Adults 35 Adults

Breakout # 2b 0 0 34 Adults 34 Adults

Adult Buffet 0 0 69 69

Exhibitor Tables

0 0 0 0

AV 0 0 Speaker, screen, projector, and microphone in each breakout room, the General Session room, and the dining room used Saturday evening.

Trainers should have the choice between a handheld or body microphone; Podium and stage set up if available

Speaker, screen, projector, and microphone in each breakout room, the General Session room, and the dining room used Saturday evening. Trainers should have the choice between a handheld or body microphone; Podium and sage set up if available

Registration 0 0 Area to set up registration. Close proximity to a lockable office

Area to set up registration. Close proximity to a lockable office