SOW_1-130_ARB_Pre-deployment_Event_16-18_March_2018.doc

Dates of Events: 16-18 March 2018

Location of Event: 5 miles of Greensboro, NC 27407 Summary of Event

The 1-130th Attack Reconnaissance Battalion will be conducting their Pre-deployment Yellow Ribbon event, to include Veteran’s Opportunity to Work (VOW) activities, on 16-18 March 2018. This event will be conducted over a three day period starting Friday evening and ending on Sunday. Soldiers who reside over 50 miles away will check in on Friday evening w/families and conduct VOW activities all day Saturday, spending Saturday night and conducting the Yellow Ribbon event Sunday which will end at approximately 3:30pm.

Spaces needed Friday 16 March 2018:

Friday Short Summary: Yellow Ribbon Staff will arrive at location around 11:00am. Unload equipment and supplies, meet with Audio Visual personnel to test equipment, meet with Unit Command leaders for a summary briefing, set up for registration with unit’s Full time staff, and ensure Briefing room is set up to meet event requirements ready. Prepare for units arriving for check in, 1:00pm. No meals provided for Friday night.

1:00pm A.

Check-in space- typically located with hotel registration desk or 2 draped 6’ tables located in view of registration desk. As unit members arrive, they will check-in with both Yellow Ribbon staff, and Hotel staff for room assignment.

1:00pm B.

Area for Childcare registration- typically located away from registration desk. This space needs to be 3 Tables with 2-3 chairs each, set up for Family Programs to register children prior to the Event.

1:00pm C.

1 operations room - a Boardroom or similar for 10-15 people with internet. This room will be utilized primarily as the Operations Room for Yellow Ribbon Staff, activities include meetings with unit command, hotel staff, and participating vendors.

5:00pm D. 1 child care room – one childcare room will need to be available after

5:00pm for room set up and storage. Childcare will start on Saturday morning.

5:00pm

E.

Hotel audio and visual representatives available to meet in briefing room to check AV equipment and test.

Spaces needed Saturday 17 March 2018:

Saturday Short Summary: Starting with Breakfast, Child care rooms open, Briefing rooms tested 1 hour prior to event for last minute troubleshooting, Briefing activities begin. Lunch served. Dinner will be served for those staying in the hotel.

Meeting Space:

6am-4pm A.

1 operations room - a Boardroom or similar for 10-15 people with Internet.

This room will utilized primarily as the Operations Room for Yellow Ribbon Staff, activities include; meetings with unit command, hotel staff, and participating vendors (same room used on Saturday/Sunday).

6am-4pm B.

4 child care rooms - Childcare rooms need to be available by 6:00am.

One of these rooms will need sinks or wash rooms/bathroom located nearby with open space, refrigerator, 4 cribs, microwave, trash cans with lids, if possible, 2-3 of the rooms will need 2 tables with 10 chairs in the room. Child care rooms will need to be together in one location and need Not to Be in high traffic areas for Security reasons (As best as possible).

C.

1 meeting space room for DOD briefings – 550 personnel each, seating- classroom style or equivalent accommodations (banquet if using for meals as well) preferably broken into multiple rooms (not to exceed 4 rooms). This room will be used for Veteran’s Opportunity to Work class/briefings. This room(s) will need a podium, projector, and projection screen, connections for a laptop (PowerPoint presentation), laptop audio and wireless microphone, and 1 presentation clicker, per room if more than one room is utilized. If multiple projectors are needed due to room size, please include in estimate.

6am-4pm D. 1 small room for personal Counseling- one on one counseling with table and two chairs.

6am-7pm E.

1 room or area for Breakfast (500), Lunch (500), and Dinner (450) meals to serve up to 550 personnel. This room can be same room used for briefing if necessary due to space constraints. Breakfast / Dinner meal will be for those staying in the hotel (approx 500).

(Continued)

Spaces needed Sunday 18 March 2018:

Sunday Short Summary: Starting with Breakfast, Child care rooms open, Briefing rooms tested 1 hour prior to event for last minute troubleshooting, Briefing activities begin. Lunch served. No dinner will be provided.

Meeting Space:

6am-4pm A.

1 operations room - a Boardroom or similar for 10-15 people with Internet.

This room will utilized primarily as the Operations Room for Yellow Ribbon Staff, activities include; meetings with unit command, hotel staff, and participating vendors (same room used on Saturday).

B.

4 child care rooms - Childcare rooms need to be available by 6:00am.

One of these rooms will need sinks or wash rooms/bathroom located nearby with open space, refrigerator, 4 cribs, microwave, trash cans with lids, if possible, 3 of the rooms will need 2-3 tables with 10 chairs in the room. Child care rooms will need to be together in one location and need Not to Be in high traffic areas for Security reasons (As best as possible).

C.

1 meeting space room for DOD briefings - 550 personnel each, seating- theater style.

This room will be used for initial briefings and DOD mandatory Briefings. This room will need a podium, multiple projectors, and projection screens (ensuring visibility for all participants in the large area, connections for a laptop (PowerPoint presentation), laptop audio and wireless microphone, and 1 presentation clicker. Multiple projectors will be needed due to room size, please include in estimate.

D.

2 additional meeting space room for DOD briefings break outs - 175 personnel seating theater style for one and round tables with seating for 100 in the other. These rooms will be used for smaller group breakout rotation briefings. 1 Room will need a podium, projector, and projection screen, connection for laptop (PowerPoint presentation), laptop audio and wireless microphone, and 1 presentation clicker; the other (round tables) will not require any A/V.

6am-4pm E.

1 Large space or pre-function area – 20-25 Vendors-

For Vendors in a convention setting with 6’ tables and 2 chairs each- No AV needed. Each table will need skirting as well as power & internet will need to be accessible for resource providers.

F. 1 small room for personal Counseling- one on one counseling with table and two chairs.

6am-2pm G.

1 room or area for Breakfast and Lunch meals to serve up to 550 personnel (lunch will be largest meal). This room is separate from the meeting area to conserve time.

Hotel Rooms needed for Friday 16 March 2018:

· Soldiers will check into the Yellow Ribbon blocked rooms by name only.

Meals for Saturday 17 March 2018:

· Dining area for Breakfast (6:30am-7:45am)

Adults and children eat together Adult and Children Meals – 500

· Lunch - (11:30am-1:30pm)

Children Meals – 100 (Note: Children eat in Childcare area, not with parents)

Adult Meals – 500

· Dinner - (6:00-7:00 PM)

Adults and children eat together

Adult and Children Meals - 450

· (Prefer separate room from presentation area due to time constraints) Hotel Rooms needed for Saturday 17 March 2018:

· Soldiers will check into the Yellow Ribbon blocked rooms by name only.

Meals for Sunday 18 March 2018:

· Dining area for Breakfast (6:30am-7:45am)

Adults and children eat together

Adult and Children Meals – 500

· Lunch - (11:30am-1:30pm)

Children Meals – 100 (Note: Children eat in Childcare area, not with parents

Adult Meals – 525

· (Prefer separate room from presentation area due to time constraints) Additional Program Requirements:

· All Hotels’ will need to provide Duns# and Cage Code, as a requirement with SAMS.gov.

· Parking must be free or included at no expense to the government contract.

· Internet Access in all conference spaces and Operation rooms.

· All convention space must be housed in one Individual facility.

· On site catering service that can provide buffet or plated breakfast and lunch meals.

· On site Audio and Visual service that will support program needs. Third party A/V is not authorized.

· Pipe and Drape or Skirting for the Resource Providers’s tables with 2 chairs each.

· Breakfast and Lunch meals location should be separate from meeting space location.

· All prices for rooms and meals need to meet government per-diem rates.

· Water Stations in main function areas, such as Briefing rooms, Child care rooms, and Ops.

(Continued)

Please see below for meal guidelines: Hotel will need to send menu to Yellow Ribbon staff to confirm choices prior to event.

Meal Example:

Breakfast | Buffets (6:30am – 7:45am)

Scrambled and Hard Boiled Eggs

Sausage and Bacon

Pancakes / Waffles / Biscuits Fresh Fruit

Milk, Coffee, Water, Juice, Tea

Luncheon | Buffets (12:00pm -1:00pm) ***Different meals each day; sandwich/salad/soup acceptable for lunch*** Grilled Breast of chicken with 5 cheese blend with tomato basil sauce

Beef Burgundy

Rice Pilaf

House Salad / Cesar salad

Mixed Vegetables

Chef selection of dessert

Rolls

Tea, coffee, water

Children’s Lunch Meals Box Lunch – 16 months – 4 years old

Cheese Pizza

Mac n’ cheese

Fresh Carrot Sticks

Apple Sauce

Milk 2 or 1 %

Box Lunch – 5 Years and Up

Combination of Pepperoni and Cheese Pizza

Chicken Tenders

Mac n’ cheese

Salad

Fruit Cups

Milk 2 or 1 %

NOTE FOR CHILD MEALS: Due to allergies, NO peanut products, chocolate, or fresh strawberries.

All food and beverages should be served using paper products and plastic cutlery (if possible) (End of Statement of Work)