PWS-1-265th_-17APR.docx

Yellow Ribbon Pre-Deployment Event for 1-265th ADA Location: Daytona Beach, FL Date: 16-17 April 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 180 adult guests and 30 children in attendance (total guests 210). The actual event will take place on Wednesday 17 April starting at approximately 7:00am and continuing all day until 5:00pm. All convention space must be available for exclusive use from 12pm Tuesday April 16th – 7pm Wednesday April17th. 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. (Will require 10 additional rooms on the night of Wednesday, 17 April which are not to be added to the contract. These are for support staff and guest speakers which will pay individually.)

1. Approximately 8 rooms (Support Staff – Self-Pay) for the night of Tuesday, 16 April.

2. Approximately 40 rooms for the night of Tuesday, 16 April, 2019.

3. Approximately 20 rooms for night of Wednesday, 17 April, 2019.

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

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 twenty-four (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 210 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. A scaled diagram of the general session set-up must be provided.

2. Two additional rooms for break-out sessions. Rooms are to be set for 100 & 100 with theatre style seating and water stations with trash cans. Each break-out room will need to accommodate all the seating with a projector and screen. Audio and visual will be provided by the hotel as stated in section D. The break-out rooms can include the general session.

3. One Private Counseling Room that is secluded from all other event rooms to accommodate up to five (5) people, in a private setting. –Comfortable/cozy set-up with table and five (5) chairs and/or couch or similar set-up.

4. Two rooms to be used as childcare space, to include water stations – (number of rooms or space size may be negotiated to accommodate capacity of 30 children). Children’s meals to be served in this location.

5. 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.

6. Registration/check-in area – counter space or three (3) six (6’) foot tables with eight (8) chairs & two (2) trash cans with rope stanchions – Available Tuesday, April 16th at 12pm until – and all day Wednesday, April 17th.

C. Daycare Space Requirements: Two Adjoining rooms to separate age groups. Must be located within easy access distance to restrooms for child care supervision/escort.

1. Three (3) – five (5) six foot tables in each room (no table cloths)

2. Water stations.

D. Audio/Visual Requirements:

1. One Podium.

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

3. Two twelve foot screens with projectors.

4. Audio sound with mixer and microphones, projectors and screens to accommodate general session as well as the break-out sessions.

5. Technician on site for trouble shooting.

E. Meal Requirements:

1. Tuesday 16APR19.

a. No meal requirements.

2. Wednesday 17APR19.

a. Hot Breakfast Buffet – 180 buffet.

b. Adult Lunch –180 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 – 30 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. Box dinner – 50 boxed.

3. Thursday 18APR19.

a. No meal requirements.

F. Parking Requirement: Overnight and daily parking will be included in the contract for 250 vehicles on the days/nights of April 16th & 17th.

G. Additional Requirements:

1. Staff office available for the arrival of staff on Tuesday, 16 April, 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.