Attachment_2_-_Statement_of_Work.doc

Statement of Work

Yellow Ribbon Post-Deployment Event 24-26 June 2016 The Department of Defense (DOD) Yellow Ribbon and Reintegration Program will provide National Guard and Reserve members and their families with information, services, referral and proactive outreach opportunities throughout the entire deployment cycle.

OBJECTIVE: Contract with a hotel for a 2 day post-deployment Yellow Ribbon event for accommodations, meals, and meeting space.

1. Dates:

a. Check-in Friday, 24 Jun 2016, (Attendees arrive, 3:00 pm to 6:00 pm registration)

b. Saturday, 25 Jun 2016 (Yellow Ribbon seminar 8:00 am to 4:00 pm, breakfast and lunch provided)

c. Check-out Sunday, 26 Jun 2016 (Yellow Ribbon seminar 8:00 am to 12:00 pm, breakfast provided)

2. Suggested Location: Asheville, NC and surrounding area (within 30 miles)

3. Requirements:

a. Venue Requirements:

(1) Reserve rooms as follows:

a. Friday, 24 Jun, 123 rooms

b. Saturday, 25 Jun, 123 rooms

c. A detailed list of room assignments will be provided to the hotel NLT 20 June.

(2) Provide access to set up and decorate banquet room no later than 6:00 am on Saturday.

(3) Set up registration for attendees 3:00 pm to 6:00 pm Friday and 7:00 am to 8:00 am Saturday. Provide 3 registration tables and 6 chairs.

(4) Vendor tables to be set up outside the ballroom. Provide 20 tables set up no later than 7:00 am Saturday to remain in place until 12:00 pm Sunday.

(5) 1 banquet briefing room Saturday and Sunday for Yellow Ribbon general sessions to hold approximately 175 adults at round tables. Banquet briefing room available from 8:00 am to 4:00 pm Saturday and 8:00 am to 12:00 pm Sunday.

(6) 3 break-out briefing rooms for Saturday and Sunday to hold approximately

60 adults each at round tables available from 8:00 am to 4:00 pm on Saturday and 8:00 am to 12:00 pm on Sunday.

(7) 3 childcare rooms required Saturday, and Sunday, completely empty with restrooms nearby. One small table set up for childcare supplies. Also need 1 childcare registration table outside set up no later than 7:00 am Saturday and Sunday. Childcare rooms and water service available from 7:00 am to 4:00 pm Saturday and 8:00 am to 12:00 pm Sunday.

(8) 3 small rooms available for Finance, personal counseling and staff meeting/storage. Rooms should be set up with two tables and two chairs per table. Staff meeting/storage room available 3:00 pm on Friday to 1:00 pm Sunday. The other two rooms available 7:00 am to 4:00 pm Saturday and 8:00 am to 12:00 pm Sunday. Provide keys to these rooms to Yellow Ribbon event coordinator.

(9) A/V requirements include 2 8’ screens (if not part of main conference room) and tables for client’s LCD projector/computers. Provide raised stage with standing podium with microphone and house sound system. Provide extension cord from wall to projector if necessary. Provide smaller screens and tables for client’s LCD projector/computer in breakout rooms.

b. Catering Requirements:

(1) Vendor must provide buffet breakfast at 7:00 am Saturday and Sunday for 259 people each day. Coffee, tea, and juice service available at breakfast and remain available until empty.

(2) Vendor must provide lunch from 12:00 - 12:45 Saturday for 259 people. Vendor to provide coffee, iced tea, and water service. Beverage service pricing should be rolled into overall lunch price.

(3) Water service to be available on event tables from 8:00 am - 4:00 pm Saturday and 8:00 am to 12:00 pm Sunday.

(4) Vendor responsible for providing adequate personnel to assist in food preparation/serving.

(5) Vendor must provide beverages, napkins, plates, cutlery, etc.

(6) Catering vendor is responsible for transportation of items, set-up of equipment, and disposal of garbage.

(7) Provide all necessary safety equipment for food preparation/serving (i.e. fire extinguishers, gloves, etc.)

(8) Vendor must be able to provide all necessary documentation (certification from Health Board, Business License, etc.)

4. Points of Contact are:

• Contracting Officer: SSgt Zachary Leddy, 980-213-5087 cell, 704-391-4209 office, email: zachary.d.leddy.mil@mail.mil

• Event POC: Tommy Boggs, 704-918-9961 cell, 704-398-4746 office, email:

tommy.f.boggs.ctr@mail.mil