A-2_SOW_24Aug.docx

Venue Statement of Work Yellow Ribbon Post 1 Deployment Event Event Location: Salt Lake City, Utah Date: Aug 24, 2019 Time: 6am-5pm

General Information

1. General: This requirement to provide a Yellow Ribbon Post 1 Deployment Event for the 151 Air Refueling Wing in the Salt Lake County.

2. Description of Services/Introductions: The Contractor shall provide all items necessary to accommodate the Yellow Ribbon Event, as defined in this Statement of Work, except for those items specified as government-furnished property and services (if included).

3. Background: The mission of the Yellow Ribbon Reintegration Program (YRRP) 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 YRRP. Generally, these events are held as Pre and Post Deployment events.

4. Lodging Requirements: Lodging requirements must be at or below the current government Per Diem rates for the area and will be inclusive of any surcharges.

4.1. The Contractor will “block-off” rooms for attendees of the Yellow Ribbon Event.

4.2. The Service Member/attendee/traveler who reserves a room for the event will pay for the room with a personal/government credit card and will be responsible for all incidental expenses. Guests will make reservations directly with the hotel reservation system, either by calling the reservations line or through an online link to the hotel’s website. A group reservation code will be supplied by the Contractor.

4.3. The lodging location needs to have a family friendly environment that will allow family members who have traveled a long distance to relax & enjoy themselves before the event begins. Specific requirements are as follows:

4.4. All rooms must have basic amenities, to include: Iron, Ironing Board, Hair Dryer, Telephone, Television, Wi-Fi, and a small Refrigerator.

4.5. Each room must be a double occupancy, individual/private-sleeping room with a toilet, and shower/tub facilities.

4.6. The Contractor shall provide a list of amenities that the hotel offers guests, including pool, spa, fitness center, etc. in addition to any areas of interest at the hotel or in the nearby locale, for those attending the Yellow Ribbon event.

4.7. The deadline for reserving rooms under the reservation code is 72 hours prior to the scheduled start date and time of the event.

4.8. Cancellation of a reservation must be made no later than 48 hours prior to the scheduled start date and time of the event.

4.9. All incidental expenses such as: room service, telephone calls, movie/game rentals, restaurant charges, etc. are the responsibility of the individual attendee and shall be billed to the individual’s government travel card or to any other card provided by the guest.

The government shall not be responsible for individual charges/incidentals accrued by an attendee or their guests.

5. Conference Space Requirements: The location of the General Session and Information Fair Room (Resource Providers) shall be adjoining, to facilitate an uninterrupted transition between activities.

5.1. Registration Area: The Contractor shall provide one registration desk/area, consisting of four rectangular tables (6 ft) with tablecloths that will accommodate 3-5 personnel. This area shall be Wi-Fi enabled. Trash cans, chairs, rope stanchions, and water dispensers shall also be provided.

5.2. Staff Office/Command Center (used for staff support): At or near the registration desk/area shall be one locked room to be used as a command center for the duration of the event. This area must have multiple outlets and power strips, as needed, so that power will be accessible at the conference table for laptops, printers, etc. This area must also be Wi-Fi enabled from Friday until end of event on Saturday. Three keys shall be provided to the Yellow Ribbon Support Specialist (Event Coordinator) Friday, prior to the pre-conference meeting and walk-through. This area shall be secured, have only one entrance, and be used exclusively by the Yellow Ribbon support staff during the weekend. This area will be used as a staging area as well as a command center.

5.3. General Session: The Contractor shall provide one ballroom to accommodate attendees for the event. The ballroom shall have round/banquet style tables, with tablecloths, to comfortably seat 6-10 attendees. This room will be used for the breakouts as well as for the breakfast and lunch buffets. All tables shall have pitchers of water (no bottled water).

5.4. Breakout Rooms: The Contractor shall provide four conference rooms that can accommodate up to 50 people in a theater style for conference/breakout sessions.

5.4.1. One of the conference rooms will be classroom style.

5.5. Counseling Room: The Contractor shall provide a private counseling room that is secluded from the other event rooms, to accommodate up to five people in a private setting. This room shall be comfortable/cozy with a table and five chairs, and/or a couch, one small trashcan and a box of tissue.

5.6. Vendor Area: The Contractor shall provide a large room or area set up as an Information Fair for resource providers. This room will include water and coffee stations, with condiments throughout the day of event.

5.6.1. Provide fifteen rectangular tables (6 ft), including skirting, tablecloths, two chairs, and one small trashcan at each table.

5.7. Child Care Rooms: The Contractor shall provide Child Care rooms with the number of rooms or space size negotiated to accommodate a capacity of up to twenty-five (25) children per room.

5.7.1. Must be located within proximity of restrooms for childcare supervision.

5.7.2. One rectangular table (6 ft) with table cloth outside of each room.

5.7.3. Three to four round tables with chairs in each room.

5.7.4. Three small cribs to be provided in one of the child care rooms.

5.7.5. One television & DVD player to be provided for use in each room.

5.7.6. One small refrigerator will be needed in one of the child care rooms.

5.7.7. The 151st ARW Air National Guard will provide to the Contractor the approximate number of children attending the Yellow Ribbon Event, no later than five days prior to the event, to establish the exact number of rooms needed.

5.8. The Contractor shall provide the required cancellation date to the government before penalties apply.

6. Audio/Visual Requirements: The Contractor will provide audio/visual equipment and accessories for the Ballroom/General Session and breakout rooms, as follows

6.1. One Stage at least 8 ft. x 12 ft., in the General Session/Ballroom. The Stage must have access on and off on two sides.

6.2. Contractor will provide house sound in meeting room space to accommodate presentations. These rooms will include: Ballroom, Conference/breakouts. The 151st ARW ANG may also incorporate their own audio/visual equipment as required. No hotel or usage fees will be incurred.

6.3. Two large projection screens and projection systems set up in the Ballroom/General Session. This includes remotes and all required cords necessary for proper functioning of the equipment.

6.4. One large projection screen in each of the conference/breakout rooms.

6.5. One podium for the General Session/Ballroom.

6.6. One wireless microphone in each room.

6.7. One printer in the Command/Staff Center.

6.8. The Ballroom/General Session and breakout rooms will also be equipped with pointers/clickers, power strips and extension cords.

6.9. Wi-Fi is to be enabled in all rooms.

6.10. One laptop in each of the breakout rooms and General Session.

7. Breakfast and Lunch Requirements:

7.1. The Contractor will serve two meals on the day of event. (Breakfast and Lunch). All meals will be served buffet-style, in the Ballroom/General Session room. The meal services should accommodate approximately 300 attendees. The cost of a meal for each individual attendee must be within the area’s local Government Per Diem rate. A final count of meals will be given 5 days prior to event.

7.2. Breakfast Buffet, in Ballroom, for approximately 300 will include the following:

7.2.1. Choice of assorted juices, coffee, water, tea

7.2.2. Scrambled eggs, with cheddar cheese available on the side

7.2.3. Choice of two breakfast meats (bacon and sausage)

7.2.4. Breakfast potatoes

7.2.5. Choice of assorted fresh fruit, pastries, bagels, muffins, cereals, and yogurts

7.3. Lunch Buffet, in Ballroom, for approximately 255 will include the following:

7.3.1. Choice of two meat options; minimum serving of 4 ounces.

7.3.2. Choice of two vegetables; minimum serving of 4 ounces.

7.3.3. Garden salad with at least three choices of salad dressing.

7.3.4. Choice of two starches; minimum serving of 4 ounces.

7.3.5. Choice of at least two different desserts.

7.3.6. Choice of two rolls or bread, with spreadable butter.

7.3.7. Choice of beverages shall be provided. Beverage portions shall be at least 10 ounces. Beverages shall be offered in the following varieties – three types of soft drinks, hot and iced tea, coffee, 2% milk, and half and half.

7.3.8. Sugar, sugar substitute, honey, and other assorted condiments are expected to be served as well.

7.4. Kids Lunch, in childcare area, for approximately 45 will include the following:

7.4.1. Finger sandwiches, chicken nuggets, pizza, deli meats, one starch, assorted cheeses, fruits and vegetables, cookies (no nuts), 2% milk, and two juice choices. Water should be available throughout the day in the childcare rooms.

7.5. Refreshments:

7.5.1. The Contractor shall provide ice water and coffee throughout the day of the event.

7.5.2. The Contractor shall provide two separate Snack Periods, One (1) in the morning and one (1) in the afternoon, and the same for the children/youth attendees.

7.5.3. The refreshments for the adult Morning Snack Period shall include - a selection of hot teas, pitchers of water, pastries/muffins, and assorted fruit.

7.5.4. The refreshments for the adult Afternoon Snack Period shall include – pitchers of water, a selection of soda, assorted cookies, assorted chips, popcorn, etc.

7.5.5. The refreshments for both of the children/youth Morning and Afternoon Snack Periods shall include – a beverage choice of water and juice, crackers, and assorted sliced fruits and vegetables.

8. Additional Requirements:

8.1. The Conference spaces shall be set-up at least twelve hours prior to the beginning of the event. 12 hours prior to the start of the event the 151st ARW Air National Guard Yellow Ribbon Support Specialist/Staff will walk through and assess the set-up of the conference spaces with convention/hotel staff. This will allow for any changes, as needed.

8.2. The overnight parking fee will be included in the quoted room rate; otherwise the parking fee must be waived.

8.3. The daily parking fee will be waived for attendees, vendors/resource providers, and support staff.

8.4. Lodging numbers are an estimate. The final number will be provided no later than 72 hours prior to the event date.

8.5. Security: The Contractor shall provide hotel security to facilitate a safe and secure environment for the entire event from the start of the event until the time that the event ends on Saturday. To ensure the safety of all participants, the 151st ARW Air National Guard may employ two off-duty security police officers to provide security coverage during the course of the event.

Other:

The Contractor agrees to allow the government to provide their own approved/vetted childcare services for the military families, through a separate contract with said companies.

Attachments:

1. Yellow Ribbon Itemized Excel Breakout