SOW_-_SEP_16.pdf

Statement of Work Wisconsin Air National Guard (WIANG)

Singles, Couples, Family Strong Bonds September 2016

Organization: WIANG Chaplain Corp.

Event: Singles, Couples, Family Readiness

Purpose of Event: To use Strong Bonds training for building resilient single airmen, married airmen, and airmen with families of WIANG.

Date of Event: 23-25 September 2016

Attendance Expected: It is anticipated that up to 30 singles, 30 couples, and 30 families totaling no more than 220 people to attend this event which includes service members, spouses, children, and staff .

Proposed Location of Event: In the state of Wisconsin or North Illinois - reasonable proximity to Milwaukee, Madison, and Volk Field.

Lodging Required:

Number of Nights for Lodging: two (2) nights

Dates Required: 23-24 September 2016

Number of Lodging Rooms Needed for Event: _up to 90 sleeping rooms will be required. Extra rooms or rooms with additional sleeping space may be necessary, depending on the number of children in the families. Families with four or more children may require an extra room. Whenever possible, roll away beds will be provided to avoid using extra rooms.

Please block rooms near conference space.

Rooms will include daily maid service and trash removal. Each unit shall have a shower, tub, sofa, refrigerator, and microwave.

The government is NOT responsible for long distance phone calls, movie rentals, internet fees, alcohol, room service charges, late check out fees, damages, etc. These charges will be billed to the individuals staying at the hotel.

The government is tax exempt and not required to pay tax on lodging or any other charges. The Contracting Office will provide the vendor with a tax exempt certificate.

Hotel lodging shall not exceed the local per diem rate for the duration of event.

Onsite parking is required. Parking shall be free of charge for attendees.

Complimentary internet access shall be provided in the lodging rooms.

Complimentary late checkout should be authorized for members attending the Strong

Bonds event. If late checkout is not available, contractor shall provide a lockable storage room for stowage of attendee baggage.

Meeting Rooms Needed:

Friday 23 September 2016- 1:00 pm - 9:00 pm Saturday 24 September 2016- 7:00 am - 4:00 pm Sunday 25 September 2016- 7:00 am to 12:00 pm.

Conference Room - The hotel will provide 4 (four) on-site conference rooms large enough to accommodate up to 60 people per room with round tables and chairs for the classroom setting.

A podium, AV Table, and registration table will be required in each room.

1 resource table set up in the front of the room for materials and binders, 1 table in the back of the room for props.

Food and Beverage requirements: A water station and coffee will be supplied in the room

Audio Visual Support Needed: The hotel will provide Audio Visual Support to include the following equipment:

Wireless Microphones: None Projector: None Projector Screen: 1 EACH Room.

DVD Player: None Speakers and Misc connecting cables: N/A The Government will provide CPU(s) that will be connected to the equipment provided by the hotel for use and the hotel will ensure Audio Visual Support is operational.

Childcare Room - NA

Meals: These numbers are for planning purposes. Final numbers will be given to the venue no later than 3 days prior to event. The Government WILL NOT PAY and is NOT LIABLE for any meals over the final number given to the hotel prior to the event.

Estimated # of Adults – 180 Estimated # of Children - 40

Friday - Dinner o Time: 1730 to 1900 o Meal Choice: Buffet – Variety of food

Saturday – Breakfast o Time: 0700 to 0830 o Meal Choice: Prefer vouchers for restaurant

Saturday – Lunch o Time: 1200 to 1300 o Meal Choice: Buffet – Variety of food

Saturday – Dinner or Meal Vouchers/Certificates to be used at restaurant(s) on property or local restaurants.

o Time: Open

Sunday – Breakfast o Time: 0700 to 0830

Break Time Snacks: The Strong Bonds Program does not allow funding for

Snacks. It is at the discretion of the Hotel to include Snacks and/or Light Refreshments gratuitously as part of the contract package.

Break Times:

Saturday – 1000 & 1400

Special dietary considerations must be provided for by the hotel. The government representative will notify the hotel of any such considerations no less than three days prior to start of the event.

Activities:

The Contractor shall provide daily use of activities to include the following:

onsite fitness center, swimming pool/waterpark, free parking, and in-room internet access. Any resort fees shall be inclusive.

Reimbursement/Credit:

Contractor will not bill the government for vacant/unused rooms or food vouchers/certificates should unforeseen circumstances (such as military deployment or duty) cause some attendees to cancel.

Additional Information:

The Government will provide a finalized number of personnel to assist the contractor in securing appropriate lodging, meeting space and meal services to be paid through this contract. This will be provided by the Government Representative no less than 7 days prior to the event.