SOW_YR June 2020 St. Augustine rev1.docx

Yellow Ribbon Pre-Deployment Event for 3/20TH SFG/SOD C & 153RD FMSU Location: Saint Augustine Date: 5-6 June 2020

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 200 adult guests and 40 children in attendance (total guests 240). The actual event will take place on Saturday, 6 June 2020 starting at approximately 7:00am and continuing all day, ending at approximately 5:00pm. All convention space must be available for exclusive use from 12pm on Friday, 5 June until 7pm Saturday, 6 June. 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 30 rooms for the night of Friday, 5 June 2020 (Yellow Ribbon event attendees).

2. Approximately 15 rooms for the night of Saturday, 6 June 2020 (Yellow Ribbon event attendees).

3. Approximately 5 rooms for the night of Friday, 5 June 2020 (Yellow Ribbon Staff Self-Pay)

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 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 250 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. Two adjoining rooms to be used as childcare space, to include water stations – (number of rooms or space size may be negotiated to accommodate capacity of 40 children). Children’s meals 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 four (3) six (6’) foot tables with 8 chairs & two (2) trash cans with rope stanchions – Available 12:00pm, Friday, 5 June 2020 until 5:00pm, Saturday, 6 June 2020.

6. Two additional rooms for Breakout sessions. Rooms are to be set for 100 & 50 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.

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

1. Six (6) 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, Friday, 5 June 2020, and 6:30am – 4:00pm, Saturday, 6 June 2020.

E. Meal Requirements:

1. Saturday, 6 June 2020.

a. Continental Breakfast – 240 Guests.

b. Adult Lunch – 200 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 – 40 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.

F. Parking Requirement: Overnight and daily parking will be included in the contract for all guests lodging the night of 5-6 June. Also, parking will include 100 vehicles on the days of 6 June 2020 for attendees that are just attending the event for the day.

G. Additional Requirements:

1. Staff office available for the arrival of staff on Friday, 5 June 2020, 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.