Description_of_Supplies_UPDATED_1.13.2019.pdf

Description of Supplies

YR Pre-Deployment Event Location: Northeast Florida in 50-mile radius of

Jacksonville, Florida (Downtown Area) January 24th – 27th, 2019

General Information

General: This is a contract to provide a Yellow Ribbon Pre-Deployment Event on January 24th through January 27th, 2019 in the Northeast Florida area within a 50-mile radius of Jacksonville, Florida (downtown area), including potential hotel venues in Amelia Island, Jacksonville, Jacksonville Beach, Ponte Vedra Beach, St.

Augustine, and St. Augustine Beach, Florida.

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, Post-Deployment 1, and Post- Deployment 2 events.

Objectives: Provision for 250 320 attendees (including up to 40 children) 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 50 community partners and resource/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 25th through to 6 p.m. on Saturday, January 26th, 2019. The locked office space must be available on Thursday, January 24th by 12 p.m. This ensures that there is a conducive learning environment for the entire event in order to support Yellow Ribbon training and presentations, 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. All Lodging will be “Contracted”.

1. Approximately 40 60 rooms for attendees and staff will be needed on the evening of Friday, January 25th.

Approximately 30 40 rooms for attendees and staff will be needed on the evening of Saturday, January 26th.

Approximately 3 2 rooms will be needed on Thursday, January 24th for early arriving Event Support Staff who will be providing advance support for the event. All hotel rooms will be contracted for.

2. Check-in and Check-out: Check-in is between 1500 hours and 2400 hours on Friday, January 25th, 2019 to support attendees who are authorized for contracted lodging. Check-out is at 1200 on Saturday, January 26th, 2019 for attendees who are authorized for one (1) night of lodging. Check-out is at 1200 on Sunday, January 27th, 2019 for attendees who are authorized for two (2) nights of lodging. Several members of the Event Support Staff will require three (3) nights of lodging because of their pre-event coordination and preparation responsibilities supporting the Yellow Ribbon Support Specialist. Specific requirements are as follows:

a. Lodging location needs to have a family friendly environment that will allow family members who have traveled a long distance to relax and enjoy themselves before the event begins

b. Complimentary self-parking for all attendees within walking distance of the hotel

c. Hotel must have elevators, preferably with direct access to the conference spaces from attendees’ hotel rooms

3. All rooms must have basic amenities, including Iron, Ironing Board, Hair Dryer, Telephone, Television, WiFi connection, and small Refrigerator.

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

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

6. 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.

7. 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.

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

9. All attendees requiring a room will provide the hotel with a personal credit card (to cover incidental expenses only) upon checking in, although their rooms will paid for under the master contracted account for the event. 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 credit card. 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 should be adjoining or close-by to facilitate uninterrupted transition between activities.

2. Registration Area: The Contractor shall provide one (1) registration desk / area that needs to accommodate up to 10 personnel. This area shall be Wi-Fi enabled for registration on Saturday morning from 0630 to 0800. 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 Event Support Staff): At or near the registration desk/area shall be one

(1) locked room set up conference or boardroom 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 Coordinator) on Thursday, January 24th, 2019 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 Event Support Staff during the weekend. This area will be used for final event preparations, registration and attendance accounting, travel vouchers, and as an overall Command Center.

4. General Session: The Contractor shall provide one (1) Main Ballroom to accommodate up to 250 320 attendees from 3:00 p.m. on Friday, January 25th through 6:00 p.m. on Saturday, June 26th, 2019. 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 seven (7) conference rooms that can accommodate up to 50 people in a theater style to facilitate the various conference breakout sessions. Rooms required from 5am to 6pm Saturday 1/26/2019.

6. The Contractor shall provide two (2) private counseling rooms that are secluded from all other event rooms to accommodate up to seven (7) people in a private setting. These rooms should be comfortable and cozy with a table and five (5) chairs AND a couch and chairs. Rooms required from 5am to 6pm Saturday 1/26/2019.

7. The Contractor shall provide one (1) large conference room or foyer area which is set up as an Information and Resources Fair for facilitate our resource providers’ engagements with our participating Airmen and Family members / other guests. This room will include water and coffee stations with condiments throughout the weekend, 50 six (6) foot tables including skirting and table cloths, two (2) chairs at each table, and one (1) small trash can at each table. This room will also have multiple outlets and WiFi capability to facilitate the connection of personal laptop computers and other personal mobile devices.

Room required from 5am to 6pm Saturday 1/26/2019.

8. The Contractor shall provide one (1) small room or office for the Judge Advocate (Legal Officer) with a large table and chairs to accommodate up to 10 personnel on Saturday, January 26th, 2019. Room required from 5am to 6pm Saturday 1/26/2019.

9. The Contractor shall provide up to four (4) three (3) large Child Care rooms with the number of rooms or space size to be determined to accommodate a capacity of up to 25 children per room. Children’s meals will be served within or just outside of these spaces during the luncheon period on Saturday, January 26th.

A small refrigerator will be needed in this area. Rounds and chairs will need to be provided in each room as required. Small cribs will also need to be provided in one (1) of the child care rooms. Additionally, we request that two TVs (preferably 42 inches or greater) with video playing capabilities be provided in two of the four Child Care rooms. Rooms required from 5am to 6pm Saturday 1/26/2019.

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 and Child Care Services provider 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.

Child Care Rooms Requirements:

1. Must be located within proximity of a restroom to facilitate proper Child Care supervision and escorts

2. Three (3) six (6) foot tables in each room with table cloths, for use of the Child Care staff

3. Four (4) round tables with eight (8) chairs in each room

4. 5 cribs for the infant room

Audio/Visual Requirements:

1. Podiums 7 total: One (1) Podium for Main Ballroom (General Sessions) and six (6) Podiums for conference rooms (Breakout sessions)

2. One (1) Stage – 8 ft. x 12 ft. Stage in Main Ballroom / General Session;

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

3. Individual House Sound in each meeting room space (Main Ballroom for General sessions & six (6) conference rooms for Breakout sessions) to facilitate presentations

4. The Contractor will provide audio/visual equipment and accessories for the Main Ballroom (General sessions), six (6) conference rooms (Breakout sessions), and the JAG conference room, as follows:

a. Two (2) Large Projection Screens for Main Ballroom (General sessions)

b. Six (6) Small Projection Screens for six (6) conference rooms (Breakout sessions)

c. Microphone attached to all seven (7) podiums (Main Ballroom and 6 Conference Rooms)

d. Projection System for the Main Ballroom and seven (7) conference rooms

e. WiFi enabled

f. House Sound enabled

g. Video playing & streaming capabilities for all General and Breakout sessions presentations

h. Mouses, slide pointers / clickers, power strips, and extension cords in the Main Ballroom and seven

(7) conference rooms for the various Breakout sessions

5. The Florida Air National Guard, 125th Fighter Wing Event Support Staff may use some of its own audio/visual equipment and have the ability to patch into the House Sound system and existing electrical outlets without incurring additional hotel or usage patch fees.

Breakfast and Lunch Requirements:

1. Breakfast Buffet and Luncheon Buffet on Saturday, 26 January 2019

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

3. Meals can be served in the Main Ballroom or a separate dining area at the hotel’s discretion.

4. Contractor will serve two (2) meals – Saturday Breakfast and Luncheon buffet style – to accommodate approximately 250 320 people for Breakfast and 210 280 people for the Luncheon.

5. Breakfast Buffet on Saturday, 26 January 2019 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

f. Coffee with 2% milk and half & half

g. Water pitchers w/ ice on each table

6. Luncheon Buffet on Saturday, 26 January 2019 will include the following:

a. Choice of two meat options

b. Choice of two vegetables

c. Garden salad with at least two (2) choices of salad dressing

d. (1) Starch

e. Choice of at least two (2) desserts

f. Choice of rolls (with spreadable butter)

g. Choice of beverages shall be provided. Beverages shall be offered in the following varieties – hot and iced tea, lemonade, water, and coffee with 2% milk and half & half. Sugar, sugar substitute, honey, and other assorted condiments are expected to be served as well.

7. Children’s Lunch on Saturday, 26 January 2019:

a. Contractor will provide approximately 40 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 child care 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 within or just outside of the Child Care services and Youth outreach rooms.

8. Refreshments on Saturday, 26 January 2019:

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

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

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

d. Contractor shall provide a Children’s Snack (Saturday morning / afternoon) which shall include – beverage of both bottled water and juice, crackers, and assorted fruit and vegetables.

Additional Requirements:

1. Support Staff Office / Command Center will be available for the arrival of staff on Thursday, January 24th at

12 p.m. prior to the Pre-Event Meeting (between the hotel management and event support staffs) and the initial 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 Yellow Ribbon Support Specialist on Thursday, January 24th by 12 p.m.

2. Conference spaces shall be set up at least 12 hours prior to the beginning of the event at 6:30 a.m. on Saturday, January 26th. The Florida Air National Guard Yellow Ribbon Support Specialist and other Event Support Staff will walk through and assess the set-up of the conference spaces with the convention / hotel staff to facilitate any adjustments as needed.

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

4. Daily Parking fee will be waived for attendees, vendors / resource providers, and staff.

5. All tables, including registration and resource providers’ tables, shall be included.

6. Hotel Venue shall not be undergoing renovations during the conference dates.

7. Lodging numbers are an estimate. The final numbers will be provided no later than 7 days prior to the event.

Security: Access and General Protection/Security Policy and Procedures. This standard language is for contractor employees with an area of performance within Government controlled installation, facility, or area. The contractor shall comply with all applicable installation/facility access and local security policies and procedures, which may be obtained from the Contracting Officer’s Representative (COR). The contractor shall also provide all information required for background checks to meet installation access requirements to be accomplished by the local installation’s Security Forces, Director of Emergency Services or local Security Office. The contractor shall ensure compliance with all personal identity verification requirements as directed by DoD, HAF and/or local policy. Should the Force Protection Condition (FPCON) change, the Government may require changes in contractor security matters or processes.

a. 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 Resource Providers / Exhibitors have departed the hotel premises. The hotel venue must have single-point access to the property and parking (i.e. security gate house or room key access card) and the Main Ballroom and other event-related conference rooms must be internal to the property with no direct access for the public from the outside.

b. At least two weeks prior to the event, the Yellow Ribbon Support Specialist and Security Forces Squadron Anti-Terrorism/Force Protection and Force Support Squadron leadership personnel will coordinate closely with the hotel to ensure that a comprehensive vulnerability assessment is conducted at the hotel location.

c. At its discretion, the Florida Air National Guard may hire two (2) additional off-duty armed police officers to augment the security coverage and protection throughout the course of the event, further ensuring the safety and security of all event participants.

Other:

Contractor agrees to allow the government to provide Child Care services for the military families by separate contract in the child care areas.