PWS- event and catering 1-265 ADA 01JUN_updated.pdf

Yellow Ribbon Pre-Deployment Event For 1-265 ADA

Location: Daytona Beach, FL Date: 01 June 2024

1. BACKGROUND:

1.1. The Florida Army National Guard (FLARNG) will host multiple Yellow Ribbon Events in Fiscal Year 2024. These events are for Soldiers and the families of Soldiers who are deploying and returning from deployments. This will be a one-day event with no childcare services. The mission of the FLARNG Yellow Ribbon Program is to ensure that all deploying Soldiers and their Family Members are aware of benefits, resources, and contacts available to them by connecting them to resource providers. These benefits and resources help military families navigate the deployment cycle, especially as Soldiers begin their “reintegration” back into their families and communities. The selected venue will provide lodging and parking 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 1-265 ADA Pre-Deployment Event with 450 total guests. It is the responsibility of the contractor to ensure all requested requirements are met.

Event space, audio/visual (A/V) services, and catering services will be secured by the contractor with oversight from the Yellow Ribbon POC.

3. EVENT Date and Location:

Date: 01 June 2024 Hours: All convention space must be available for exclusive use from 5pm on Friday 31 May 2024 until 2pm Saturday, 01 June 2024.

Location: Daytona Beach, FL

4. Event Requirements;

A site visit of offered event facilities may be required prior to award of contract. The contractor shall provide a facility that will offer the following: parking lot, event space, audio/ visual equipment and technical support, and catering. The location of the facility should be within 12 miles of zip code 32114. If a suitable facility cannot be found for the date provided in the location radius, other facilities outside of that radius may be considered at the judgment of the Yellow Ribbon Program Manager. The contractor shall provide an on-site representative the day prior, during and after the completion of the event. Ensuring with the support staff that no other requirements are needed by them or the event location. The Federal Government is tax exempt.

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CLIN 0001 Catering Requirements:

1.1. A catered hot breakfast will be provided for approximately 450 adults. It will be served buffet style from 0700 to 0900 on 01 June 2024. Buffet will include a hot buffet meal with a minimum of two main entree choices, two additional side items, and an assortment of common breakfast items (i.e. granola, yogurt, fruit, etc.). The buffet will also serve beverages including, but not limited to, hot coffee, juice(s), milk, water, and hot tea including sugar and cream. Beverages and the beverage station must be made available to event attendees from 0700 to 1200.

1.2. Buffet will not serve 'fast food' items (i.e. french toast sticks, waffle tacos, Cinnamon Swirl Toast Breakfast Sandwiches, cheesy cheddar baco-biscuits, etc.). Egg dishes cannot be made from powdered eggs. Food menu items should avoid common allergies (i.e. shellfish) and clearly label allergens when necessary. At least one entree and one side dish must not include cheese.

1.3. The on-site representative is responsible for ensuring that catered food items conform to these requirements. Failure to meet these requirements will incur a claim from the government.

1.4. Catering services will provide flatware, plates, and condiments. With the exception of paper "to-go" coffee cups, plates and/or flatware must not be paper products. Catering services include set-up and clean-up. Flatware is encouraged to be made of a durable plastic that can be trashed after use.

1.5 Catering will be delivered to the conference space ready to be served at 0700 01 June, 2024.

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CLIN 0002 Conference Space 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 450 guests, tables and chairs for seating, a stage, at least one trash can, and water stations. This room will likely need space to stage the catered breakfast and must provide tables so that guests can eat in this space. 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, four 6’ tables with 8 chairs & two (2) trash cans with rope stanchions shall be provided.

3. Room #2 - One room large enough to accommodate a capacity of 100 attendees with tables, chairs, and at least one water station. This room should be only a short distance (~1-2 minute walk) from room #1. This room will be used to host convention workshops and should include A/V equipment in accordance with CLIN 0003.

4. Room #3 - Space for 55 6' vendor tables with two chairs at each table and at least one water station shall be provided as the vendor area. The area should be big enough to host approximately 300 attendees standing at any given time. This area may be co-located with room #1 or can be adjacent to room #1. Black table linens shall be provided for the tables.

5. Parking - Parking must be provided for attendees, vendors, and event staff (approximately 400 vehicles). Under no circumstances shall attendees, vendors, or event staff be required to pay for parking. Parking may be listed as a separate expense. The parking site may be up to 0.5 miles from the venue space.

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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

• 2 hand microphones with sound system

• 1 screen with dimensions at least 6' by 6'. This may be a projector screen.

• 1 A/V cart or projector (if needed)

• A stage

2. Room #2 A/V requirements:

• 2 hand microphones with sound system

• 1 screen with dimensions at least 6' by 6'. This may be a projector screen.

• 1 A/V cart or projector (if needed)

A technician must be on site for trouble shooting the day before and the day of event.