14JUL2019_-_PR0011345228_-164TH_ADA_(NCR)-PWS-_Updated.docx

Yellow Ribbon Pre-Deployment Event for 164TH ADA Location: Orlando, FL Date: 13-14 July 2019

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 115 adult guests and 25 children in attendance (total guests 140). The actual event will take place on Sunday, 14 July 2019 starting at approximately 7:00am and continuing all day ending at approximately 5:00pm. All convention space must be available for exclusive use starting at 12:00pm on Saturday, 13 July until 7:00pm on Sunday, 14 July. A site visit of offered hotel/conference facilities may be required prior to award of contract.

CLIN 0001

A. Lodging Requirements: Room price must not exceed government per diem rate and will be inclusive of any surcharges and taxes for rooms designated for Yellow Ribbon staff. Yellow Ribbon staff rooms are self-paying through individual Government Travel Cards (GTCs). A rooming roster will be provided to distinguish between the Yellow Ribbon staff and event attendees.

1. Approximately 5 rooms for two nights, Saturday, 13 July 2019 and Sunday, 14 July 2019 for the Yellow Ribbon support staff - self-pay (government per diem rate).

1. Approximately 25 rooms for the night of Saturday, 13 July 2019 (Yellow Ribbon event attendees).

2. Approximately 15 rooms for night of Sunday, 14 July 2019 (Yellow Ribbon event attendees).

4. Lodging location needs to have a family friendly environment that will provide Yellow Ribbon attendees an opportunity to learn and take away the most information possible from the event.

5. The Yellow Ribbon Program will submit a roster of names to reserve rooms directly with the hotel 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 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.

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.

B. Conference Space Fees/Requirements:

1. One meeting room for General Session to hold 115 people in rounds/banquet style seating with the American flag and State of Florida flag on display at front of the room. Tables set with water pitchers and glasses. Adult lunch to be served in this location. A scaled diagram of the general session set-up must be provided.

2. 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.

3. One room to be used as Childcare Space, to include water stations – (number of rooms or space size may be negotiated to accommodate capacity of 25 children). Children’s meals need to be served in this location.

4. One 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. Registration/check-in area – counter space or three (3) six (6’) foot tables with 8 chairs & two (2) trash cans with rope stanchions – Available 12:00pm, Saturday, 13 July 2019 until 5:00pm, Sunday, 14 July 2019.

C. Daycare Space Requirements: One room large enough to separate age groups. Must be located within easy access distance to restrooms for child care supervision/escort.

1. Three (3) 6’ tables (no table cloths).

2. Water stations.

D. Audio/Visual Requirements: 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. One stage – 8’ x 8’ in General Session; access on and off stage on two sides. If stage is not available, one podium with microphone attached.

3. One 12’ Projector Screen with Projector.

4. Audio sound with mixer and microphones (one- lapel and one- hand held). Projectors and screens to accommodate general session as well as the break-out sessions, if break-out sessions are requested.

5. Technician on site for trouble shooting the day before and the day of event. Preferred availability, 3:00pm – 5:00pm, Saturday, 13 July 2019, and 6:30am – 4:00pm, Sunday, 14 July 2019.

E. Meal Requirements:

1. Saturday, 13 July 2019.

a. 40 dinner vouchers to on-sight restaurant or 40 boxed dinner meals.

2. Sunday, 14 July 2019.

a. Continental Breakfast – 140 Guests.

b. Adult Lunch – 115 buffet lunches which include a hot meal of two meat selections; salad; starch and vegetable; assortment of desserts; sodas; bottled water and iced tea. No box lunches for adults.

c. Children’s Lunch – 25 boxed lunches finger sandwiches to include deli meats; vegetable tray (carrots & celery); potato chips; fruit, cookies (no nuts); 2% milk and fruit punch. To be served in the childcare rooms.

d. 20 dinner vouchers to on-sight restaurant or 20 boxed dinner meals.

3. Monday, 15 July 2019.

a. Continental Breakfast – 20 Guests.

F. Parking Requirement: Overnight and daily parking will be included in the contract for 80 vehicles on the days/nights of 13-14 July 2019.

G. Additional Requirements:

1. Staff office available for the arrival of staff on Saturday, 13 July 2019, with a secure storage space with three (3) keys.

2. Convention space pre-function set up 12 hours 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 hours 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.