Revised_SOW.pdf

Event: FLNG State Youth Symposium Location: Tallahassee, FL

Date: 11-13 July 2019

Conference/room requirements for State Youth Symposium with an anticipated 60 military children (ages 13-18) and 30 adult guests. Guests will be arriving on Thursday, July 11th with events to commence that evening at approximately 6:00pm and continuing all day on Friday, July 12th ending at 1:00pm on Saturday, July 13th. All convention space must be available for exclusive use from 1000 am Thursday – 2:00 pm Saturday. A site visit of offered hotel/conference facilities is required prior to award of contract.

Contract must be in place NLT 01 JUNE 2019.

Lodging Requirements: Must not exceed government per diem rate for the Tallahassee area and will be inclusive of any surcharges.

1. Approximately 2 rooms (SELF-PAY) for 3 nights, 10-12 July

2. Approximately 50 rooms (CONTRACT) for 2 nights, 11-12 July

3. Lodging Location needs to have a high quality atmosphere that will provide our dependent Military Youth 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 (1 Thursday late evening dinner/snack, 3 meals for Friday; 2 meals for Saturday). Meals must be within the Local Government Per-diem rate for Tallahassee. Price shall be inclusive of all applicable service charges.

4. Rooms must be double occupancy with double beds, individual/private sleeping rooms with toilet and shower/tub facilities, per room.

5. Rooms for youth attendees and designated staff must be either contained on one rooming floor for security purposes or divided between two floors (male/female participants) with the rooms located next to one another.

Prefer non-adjoining rooms – if not possible, Child and youth Program (CYP) Staff must be notified where specific rooms do adjoin for room assignment purposes. Prefer no balconies - or to be notified of rooms with balconies for room assignment purposes.

6. Hotel Staff must allow CYP Staff to move minor participant’s assigned without issue. CYP staff will, in turn, continue to provide updated room lists and rosters to hotel as needed.

7. All rooms must be cleaned and ready and all keys given to CYP POC NLT 3:00 pm on Friday.

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

9. The deadline for reserving rooms under the reservation code 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.

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

11. 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., shall be blocked.

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

13.Preferred hotel locations no more than ½ mile from State Capitol building (400 S. Monore St Tallahassee Florida 32318.

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

1. 1 meeting room for General Session to hold 90 people in a classroom or auditorium style seating for the duration of the conference. Drinking water will be available.

2. 4 securable rooms for breakout sessions. Seating (e.g. round, rectangular, or no seating) is TBD NLT BEO walkthrough with POC, 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.

3. Registration/check-in area with power outlet – counter space and/or Three (3) - 6 ft tables with 2 chairs each and one (1) trash cans – Available Thursday from 2pm - midnight: in close proximity to General Session space.

4. One (1) securable conference room to be used as staff offices, accessible NLT 6:00pm Wednesday evening – 2:00pm Saturday. CYP Staff must have 24hr access to this space. Water and trash can to be provided.

5. Space for dance instruction and actual Dance to hold 80 people to be available 3:00pm – 10:30pm Friday. The room will have a dance floor, A/V as outlined in CLIN 0003, and 5 round tables along the perimeter for seating. There will be two (2) water stations and trash cans. Note: This CAN be the same space as general session, providing it is converted back to general session use NLT 7:00am Saturday morning. The two spaces will not be used simultaneously.

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

1. 1 Podium in general session area

2. Speaker, screen, projector, and microphone in each breakout room, the general session room, and the dance room. Trainers should have the choice between a handheld or body microphone, venue will be notified of preferences in advance of event.

3. FLARNG 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. Wifi access must be available at no additional charge for the duration of the event.

Food & Beverage Requirements:

1. 11JUL19: Buffet Dinner Meal for 80

2. 12JUL19: Hot Breakfast, Buffet Lunch, Buffet Dinner for 90

3. 13JUL19: Hot Breakfast, Box Lunch for 80

4. 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 food allergies no later than 72 hours prior to event. Facility will avoid the use of peanuts and peanut products.

5. Facility must be able to accommodate vegetarian, vegan, and gluten-free diets.

Facility will be notified no later than 72 hours prior to the event.

6. Because we are hosting unaccompanied minors, if a last minute dietary need does become known after the 72 hour deadline, facility must be able to accommodate.

7. Water must be available for all meals.

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

9. Lunch and dinner must either be buffet style or consist of at least 2 protein options for a plated meal. Water and at least one additional non carbonated beverage will be offered (i.e. Sweet Tea, Lemonade)

10. Dinner on Friday night will be executed over an extended period of time as guests arrive at staggered times. It will need to consist of items that can be served in a way that ensures it will remain fresh and safe for consumption over a period of time.

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 Youth attendees.

2. CYP Staff must be granted immediate access to any hotel rooms occupied by minor children upon request. These staff members will be identified to hotel staff at the start of the event.

3. CYP POC must be able to obtain copies of lost keys on behalf of minor children without the minor children present.

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

5. 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.

Additional Requirements:

1. Pre-Con meeting w/Hotel Directorates for Friday morning – time TBD.

2. Convention space pre-function set up prior to event; FLARNG POC / Staff walk through (review) with convention staff to allow for changes if necessary

3. Prefer meeting space for this event that is away from others in the event there is more noise due to children.

4. Free parking to attendees and providers throughout the event.

5. All tables i.e. registration and display tables shall be inclusive.

6. Per-diem rates are available three (3) days before and after event and additional guest room accommodation will not be posted to the FLARNG master account.

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

8. Room numbers are an estimate; final numbers 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. Atrium style lobby is preferred to comply with Line of site supervision requirements.

Other: Government Representative shall provide the following miscellaneous items throughout the entire conference period:

1. Government Representative shall provide a single point of contact prior to each event for obtaining menus, finalizing meal counts, rooming list, etc. In addition, Government Representative shall provide a single on-site point of contact throughout the event. This individual shall have the authority to bind the contractor should changes be required by the contracting officer’s representative.