Description_of_Supplies.pdf

Description of Supplies

What: Yellow Ribbon 1st Post-Deployment Event &

2nd Post-Deployment Event

Location: Central Florida within 50-mile radius of Orlando, Florida (Downtown Area)

Dates: August 22nd – August 25th, 2019

General Information

General: This is a contract to provide a Yellow Ribbon Pre-Deployment Event on August

22nd through August 25th, 2019 in the Central Florida area within a 50-mile radius of

Orlando, Florida (downtown area).

Description of Services/Introduction: The Contractor shall provide all items necessary to provide accommodations for the Yellow Ribbon Event as defined in this Description of

Supplies, 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, 1st Post-Deployment, and 2nd Post-

Deployment events.

Objectives: Provision for 225 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 40 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, August 23rd through to 6 p.m. on

Saturday, August 24th, 2019. The locked office space / boardroom must be available on

Thursday, August 22nd by 12 p.m. This ensures that there is a conducive learning environment for the entire event in order to support Yellow Ribbon training, presentations, and outreach resources 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 will be contracted at or below the government per diem rate and will be inclusive of surcharges.

1. One (1) room for a support staff member will be needed on the evening of Thursday, August 22nd. Approximately 50 rooms for attendees and staff will be needed on the evening of Friday, August 23rd. Approximately 35 rooms for attendees and staff will be needed on the evening of Saturday, August 24th. All hotel rooms will be contracted for and paid directly to the Contractor or Hotel Venue.

2. Check-in and Check-out: Check-in at the hotel is between 3:00pm and 12:00am on Friday, August 23rd, 2019 to support attendees who are authorized for contracted lodging.

Check-out is on Saturday, August 24th, 2019 for attendees who are authorized for one (1) night of lodging is in accordance with the hotel’s policy. Check-out is on Sunday, August 25th, 2019 for attendees who are authorized for two (2) nights of lodging is in accordance with the hotel’s policy. Specific requirements are as follows:

a. Lodging location needs to have a family friendly environment that will allow family members traveling long distances 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. The Contractor shall provide a list of amenities that the hotel offers to guests, including pool, spa, fitness center, restaurants, coffee shops, etc. and any other areas of interest at the hotel or in nearby local locations for those attending the Yellow Ribbon Event.

6. For attendees from other Air National Guard Wings and Service Components, 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.

7. Cancellation of lodging reservations must be made 24 hours prior to the scheduled arrival date.

8. Attendees who are authorized “Contracted” rooms will provide the hotel with a personal credit card (to cover incidental expenses only) upon checking in, although rooms for

“Contracted” attendees will be 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 will be billed to the individual’s credit card upon departure. The government shall not be responsible for individual charges / incidentals.

Conference Spaces Requirements:

1. The location of the General Session and Information and Resources 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 (August 24th) from 6:00am to 8:00am. 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 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 in Boardroom or Conference 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, August 22nd, 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 225 attendees from 3:00 p.m. on Friday, August 23rd through 6:00 p.m. on Saturday, August 24th, 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. Pitchers of water and glasses shall also be on each table. The Main Ballroom shall not be dual-purposed as the Information and Resources Fair room.

5. The Contractor shall provide six (6) conference rooms (in addition to the Main

Ballroom) that can accommodate up to 50 people in a theater style to facilitate the various conference breakout sessions.

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 have a round or square/rectangular table with at least six (6) chairs AND a ideally a couch and soft chairs.

7. The Contractor shall provide one (1) large conference room or foyer area which is set up as an Information and Resources Fair to facilitate our resource providers’ engagements with our participating Airmen and Family members / other guests. This room / area will include water and coffee stations with condiments throughout the weekend, 40 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.

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. The

Legal room shall also have two rectangular tables for the staging of a printer and various legal supplies. This room primarily will be used for the preparation and execution of

Wills and Powers of Attorney as well as general legal advice and guidance.

9. The Contractor shall provide three (3) Child Care / Youth Programs rooms with the number of rooms or space size to be determined to accommodate a capacity of up to 20 children per room. Please note that the third Child Care room will be used by the Project

YES (Youth Educational and Enrichment Program) to separate activities into two age groups (6 – 12 / 13 – 17) as needed. All Child Care / Youth Programs rooms shall be in the same building and in general proximity to the Main Ballroom. Children’s meals will be served within or just outside of these spaces during the luncheon period on Saturday, May 18th. A small refrigerator will be needed in this area. Rounds and chairs will need to be provided in each room as required. Five (5) cribs will also need to be provided in the

Child Care room designated for the 0 – 5 year old children. Additionally, we request that two (2) TVs (preferably 42 inches or greater) with video playing capabilities be provided in two of the three Child Care rooms.

10. Each meeting space shall have the ability for the Florida Air National Guard’s Yellow

Ribbon Event Support Staff to connect to the hotel venue’s “House Sound” system.

11. The Yellow Ribbon Support Specialist will provide the approximate number of children attending the event to the Contractor, Hotel Management Staff, and Child Care support 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. Located within close proximity of the Main Ballroom and a restroom to facilitate proper Child Care supervision and escorts

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

3. Four (4) round tables with eight (8) chairs in each room, if the rooms are of sufficient size to fit all of the requested tables.

4. Five (5) cribs for the room which will be used for Child Care support for the 0 -5 year old children

Audio/Visual Requirements:

1. Podiums – eight (8) total: Two (2) Podiums for Main Ballroom (General Session & another

Breakout session) and six (6) Podiums for conference rooms (Breakout sessions)

Commented [ERJGUAFA12]: Why is this separate from the other counseling rooms? Why not simply 3 counseling rooms?

2. One (1) Raised Speaking Platform – 8 ft. x 12 ft. Stage in Main Ballroom for General

Sessions; 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 session & another Breakout session), six (6) conference rooms (Breakout sessions), and the JAG conference room, as follows:

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

Breakout sessions)

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

c. Microphone attached to all (8) podiums [two (2) in Main Ballroom to facilitate

Breakout sessions; and six (6) for Conference Rooms]

d. Two (2) Projection Systems to support presentations in the Main Ballroom and six

(6) Projection Systems to support presentations in six (6) conference rooms

e. WiFi enabled

f. House Sound enabled

g. Video playing and streaming capabilities to facilitate presentations in all General /

Breakout sessions

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

Ballroom (2 stations) and six (6) 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, particularly laptop computers, 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 on Saturday, August 24th, 2019

2. Luncheon Buffet on Saturday, August 24th, 2019

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

Commented [ERJGUAFA13]: This language can be unduly restrictive limiting competition. delete

4. Meals can be served either in the Main Ballroom and/or in a designated Dining Area, at the hotel’s discretion.

5. Contractor will serve two (2) meals – Saturday Breakfast and Luncheon buffet style – to accommodate approximately 225 people for Breakfast and 185 people for the Luncheon

(Adults only).

6. Breakfast Buffet on Saturday, August 24th, 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

7. Luncheon Buffet on Saturday, May 18th, 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. Choice of two (2) starches (e.g. potatoes & steamed rice)

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.

8. Children’s Luncheon on Saturday, August 24th, 2019 will include the following:

a. Contractor will provide 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 / youth programs rooms.

b. Children’s lunch head count will be provided no less than seven (7) days prior to the event.

c. Children and youth lunches will be served just outside of the Child Care services and

Youth programs rooms OR in close proximity to the location of the buffet lines for the Adults Luncheon.

9. Refreshments on Saturday, August 24th, 2019 will include the following:

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 – bottled water, assorted juices, crackers, and assorted fruit and vegetables.

e. Refreshments charges shall fall within the total Per Diem which is authorized collectively for the Breakfast meal, Luncheon meal, and Incidental Expenses (not to exceed $5.00 per day).

Additional Requirements:

1. Support Staff Office / Command Center will be available for the arrival of the Event

Support Staff on Thursday, August 22nd at 12:00 p.m. prior to the Pre-Event Meeting

(between the hotel management and event support staffs) and the initial Pre-Event Walk-

Through of all event spaces. This room will have a house phone, external line connectivity, and high-speed internet connections. The room will also be a secure storage space for the Event Support Staff. Accordingly, three (3) keys shall be provided to the

Yellow Ribbon Support Specialist on Thursday, August 22nd by 12:00 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, August 24th. The Yellow Ribbon Support Specialist and other

Event Support Staff will walk through and assess the set-up of the conference spaces with the Contractor and/or Hotel Convention Manager / other hotel management staff to facilitate any needed adjustments.

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

4. Daily Parking fees are complimentary and will be waived for attendees, resource providers, and event support 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.

8. Security: 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 facilitate controlled 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.

a. 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.

b. 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:

All Child Care services will be provided by the government.