PWS_Yellow Ribbon_4 Feb_St Aug_REV1.pdf

Yellow Ribbon Pre-Deployment Event For 2/54th & 3/54th SFAB

Location: St. Augustine,FL Date:04 February 2023

1. BACKGROUND:

The Florida Army National Guard will host multiple Yellow Ribbon Events in Fiscal Year 2023. These events are for Soldiers deploying and returning from deployments and their families. This will be a one-day event with limited childcare services. 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 and resources available to them. These benefits and resources 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. The selected venue will provide the meeting, vendor and childcare spaces, audio/visual (A/V) equipment and food/beverages for the event listed in this solicitation.

2. SCOPE:

The objective of this Statement of Work is to conduct and complete the requirements for the 2/54th & 3/54th SFAB Pre-Deployment Event with 130 total guests, (number will be finalized on 27 January 2022). It is the responsibility of the contractor to ensure all requested requirements are met. Meeting, vendor and childcare spaces, audio/visual (A/V) equipment and beverages will be secured by the contractor with oversight from the Yellow Ribbon POC.

3. EVENT Date and Location:

Date: 04 February 2023 Hours: All convention space must be available for exclusive use from 5pm on Friday, 03 February 2023 until 2pm Saturday, 04 February 2023.

Location: St. Augustine, FL

4. Event Requirements;

A site visit of offered hotel/conference facilities may be required prior to award of contract. The contractor shall provide a facility that will offer the following: lighted parking lot, an exercise room, elevators for access to other than the ground floor, and ice machines.

Lodging rooms shall be in the same facility as all of these items. Restricted Access afterhours, such as key cards are used as a security measure to enter the hotel. The venue shall have no less than a three (3) diamond rating (in accordance with American Automobile Association (AAA), Distinguished). The event venue shall have a meeting space large enough to hold approximately 130 seated attendees, 20 tables for resource providers, and a stage for presenters. The venue shall also have a meeting space suitable for childcare for approximately 15 children ages 0-12. The event venue shall have sufficient seating to meet the requirements for the anticipated attendance plus normal occupation. The Contractor shall provide an on-site representative the day prior, during and after the completion of the event.

Ensuring with the support staff no other requirements are needed by them or the event location.

CLIN 0001 Lodging Requirements: All sleeping rooms must be at or below the Government’s per diem rate. If standard rate is less than government per diem rate, please provide the lower of the two. The Federal Government is tax exempt. The quantities ordered in this contract are estimates.

Vendor accommodations must be within 20 miles of Florida Zip Code 32092 and must remain in the State of Florida. 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. The support staff usually arrives - one day prior to the event start date. These staff members should be provided with assistance from Hotel Managers or Event Coordinators in order to be ready for in-processing on the morning of the event.

Attendees who meet our requirements for lodging will start to arrive the day prior to the event

• Approximately 40 rooms for the night of Friday, 03 February 2023(Yellow Ribbon event attendees).

• Approximately 8 rooms for the night of Saturday, 04 February 2023 (Yellow Ribbon event attendees).

• Approximately 0 rooms for Support Staff

Lodging facility shall meet the American with Disabilities Act (ADA) requirements and provide ADA compliant rooms. A preliminary number of actual ADA compliant sleep room numbers will be provided for each awarded. A reconciled number of ADA compliant sleep rooms and final room requirements will be provided by 27 January 2022.

Sleeping Room Roster: The Contractor shall provide a sleeping room roster which includes the sleeping rooms’ number, number of days the rooms were used, cost per room and the total cost of all sleeping rooms for the YRRP event. Not to include the self-pay support staff rooms. The sleeping room roster shall be submitted with each invoice into the appropriate invoicing system

(WAWF).

Sleeping room requirements: All rooms provided under this contract shall be non-smoking rooms. A minimum of seventy percent (70%) of the rooms shall contain two (2) queen beds. Rooms shall contain the following:

i. Working television with remote

ii. Working telephone

iii. Working refrigerator

iv. High Speed Wireless - Internet access

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 (YRRP’s Master Account) and made available for sale to the general public. The released rooms available for sale to the public will not be charged to the block. The contractor may not invoice the government for those rooms.

Cancellation of a reservation: Must be made 48 hours prior to scheduled arrival date. The contractor shall attempt to “sell” any rooms not properly canceled. If rooms reserved under the block are unable to be “sold”, the contractor may not invoice the government for those rooms.

Personal Expenses: Personal expenses in guest rooms such as long distance phone charges, movie rentals, laundry, room service, etc. will be paid for by the guest and shall not be billed under the resultant contract. NOTE: If cash or credit card is not available, incidental services shall be blocked for use in the room.

CLIN 0002 Conference Space And Requirements:

5. Registration/check-in area – If an in-house registration area is not available we will require four 6’ tables with 8 chairs & two (2) trash cans with rope stanchions – Available 5:00pm, Friday, 14 January 2022 until 2:00pm, Saturday, 15 January 2022.

1. Room #1 – Large room for initial assembly to accommodate 130 guests, tables and chairs for seating, 20 Six (6) foot tables; include skirting and table cloths; two (2) chairs at each table & small trash can, and water stations. A scaled diagram of Room #1's set-up must be provided. See CLIN 0003 for Audio/Visual equipment requirements.

2. Registration/check-in area – If an in-house registration area is not available we will require four 6’ tables with 8 chairs & two (2) trash cans with rope stanchions – Available 5:00pm, Friday, 03 February 2023 until 2:00pm, Saturday, 04 February 2023.

3. Childcare Space Requirements: One room large enough to accommodate a capacity of 15 children.

Must be located within easy access distance to restrooms for child care supervision/escort.

1) 1 six foot table with 2 chairs for registration outside the room.

2) Wifi code will be provided.

3) Round tables with chairs to accommodate youth activities

4) Open space for seating and activity area.

5) Water station with cups, trash can and Kleenex in the room.

See CLIN 0003 for Audio/Visual equipment requirements.

CLIN 0003 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.

1. Room #1 A/V requirements:

• 1 podium with microphone stand

• 1 lapel microphone and 2 hand microphones for questions with house sound system

• 1 12’ projector screens

• 1 projectors and small tables for projectors or A/V carts

• 1 small presenters table by podium with water pitcher and glasses

• 8X8 stage

2. Childcare Room #1 A/V requirements:

• Large screen TV with CD/DVD player or projector screen with projector

A technician must be on site for trouble shooting the day before and the day of event. Preferred availability, 3:00pm – 5:00pm Friday, 03 February 2023, and 6:30am – 2:00pm, Saturday, 04 February 2023.

CLIN 0004 Meal Requirements:

1. Saturday, 04 January 2023.

a. Light refreshments are required for 130 Guests not to exceed $4.00 per person per

10:30 – 10:45 am designated time periods as follows;

i. The refreshment table shall include coffee, hot water for provided tea bags, soda, and water, with all condiments (including honey).

ii. The beverage table for childcare shall include include assorted juices (orange juice, grape juice or apple juice), milk (whole and 2%), water with cups and trash receptacles. Tea or caffeinated beverages shall not be served to children.

7:30 – 8:30 am

b. ***The Yellow Ribbon POC will provide the contractor the final number of adults, youth and children by 21 January 2022 COB. Provisions should exist to decrease the amount of food and beverages needed and invoice for the final number. ***

B. Parking Requirement: Overnight parking will be included in the contract for 40 vehicles on the days/nights of 03–04 February 2023. Parking area must be within walking distance and not require a shuttle service to the General Session.

C. Additional Requirements:

1. 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.

2. Overnight and daily parking will be included in the contract.

3. 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.

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

5. Room numbers are an estimate; final numbers will be provided 72 hours prior to event.

6. Meeting and vender spaces to be located away from pool and restaurant areas.

7. Hotel will not be a COVID quarantine location for other agencies.

D. Other: Contractor shall provide the following miscellaneous items throughout the entire conference period:

1. 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.