SOW_-_Yellow_Ribbon_Event_-_1_APRIL_17.pdf

Statement of Work Yellow Ribbon Reintegration Program

The Wisconsin Air National Guard will conduct a Yellow Ribbon Reintegration Program (YRRP) Pre‐ Deployment event on 1 & 2 April 2017. Seeking a family‐friendly facility to accommodate lodging and conference space in the Wisconsin Dells area.

Venue shall provide the following as outlined below:

Lodging/Sleeping Rooms Required

Required: Approximately 200 sleeping rooms at a lodging rate not to exceed the local per diem rate for the duration of the event.

o Two (2) nights: Friday, 31 March 2017 and Saturday, 1 April 2017.

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.

Reservations: The deadline for reserving rooms under the reservation code will be no earlier than 1600 hours two week prior to the event.

o Any rooms not reserved in the YRRP room block by this deadline (two weeks prior to the event) shall be released from the block and made available for sale to the general public.

Cancellations: Attendees will be provided a 72‐hour cancellation policy or better. In case of unforeseen mission requirements or confirmed emergency, members under this room block and reservation code will not be held liable for failure to cancel and will not be charged first night stay. A letter signed by the appropriate Wing Commander or an Official Order must be submitted in this case.

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.

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

Complimentary internet access shall be provided in the lodging rooms.

Required Event Spaces

All event spaces require internet access to be available for attendees and staff.

One (1) Yellow Ribbon General Event Space o Friday, 31 March 2017 1600 hours ‐ Sunday, 2 April 2017 1400 hours.

o Space needed to accommodate up to 400 attendees.

o Tables: Set as classroom with table cloths o This space may also accommodate other activities.

o Audio Visual (AV):

Two (2) projector screens centered/AV booth near outlets Two (2) wireless microphones with house sound connections Two (2) handheld microphones.

o Podium: Lectern or podium on platform ‐ centered in front of projector screens o Water glasses and pitchers of water provided on tables and replenished throughout the day.

One (1) Banquet Event Space o Space needed to accommodate up to 450 attendees.

o Space will be used for lunch on 1 & 2 April 2017, and breakfast on 2 April 2017.

o Set with 8‐10 top round skirted tables.

o POW/MIA table positioned to the left of the stage. (All details will be provided if needed.)

o Small skirted table (not round) centered in front of the stage.

o Stage: Stage or platform set with skirted head table to seat up to 10 VIPs.

o Podium: Lectern or podium on platform, positioned stage right.

o AV: All AV needs to include house sound connections.

Two (2) projector screens centered/AV booth near outlets Two (2) wireless microphones One (1) handheld microphone o Space may be used for other event activities during evening hours.

One (1) Multi‐Purpose Room for Registration/Work Stations/Resource Fair o Space needed to accommodate up to 150 people.

o Three (3) draped and dressed rectangular tables with two chairs at each table set at the entry of the room for registration.

Access to AV outlets o Three (3) draped and dressed rectangular tables with six (6) chairs at each table set in one corner to be used as work stations.

Access to several AV outlets for computers (which will be provided by AWI) o 20 draped and dressed rectangular tables info fair/expo set up around the perimeter of the room.

Two (2) chairs should be provided at each table AC power provided for ten (10) vendors o Coffee/Tea service, refreshments, and snacks centrally located

Three (3) Breakout Session Rooms – o Spaces needed to accommodate up to 50 attendees.

o Tables: U‐Shaped o Podium: Lectern or podium centered.

o AV:

Projector screen centered/AV booth near outlets Two (2) wireless microphones with house sound connections o Water station set up at the back of the room.

Two (2) Child Care/Youth Rooms o Spaces needed to accommodate up to 50 children in each room (35 square foot per child).

o Rooms must be indoors and enclosed with no outside door access.

o Child‐friendly snack and refreshments will be served Saturday, 1 April 2017 1030 hours and 1430 hours.

Menu negotiable but will include healthy options o Children shall be divided into two (2) rooms depending on age groups:

Newborns‐6 Years

Refrigerator and microwave required.

Two (2) clothed tables with chairs set in corner area.

o Chairs must be stable (non‐rolling) for children’s safety.

Open space needed for children’s play and equipment.

One (1) registration table with two chairs required outside room.

Water stations with plastic cups set up in room.

AV: Projector screen centered/AV booth near outlets

One (1) large trash can.

7‐17 Years

Four (4) clothed tables with chairs set in corner area.

Open space needed for activities.

One (1) registration table required outside room.

Water stations with plastic cups set up in room.

AV: Projector screen centered/AV booth near outlets

One (1) large trash can.

Additional Space Requests

One (1) Meeting Room/Office for the Staff Judge Advocate o Friday, 31 March 2017 1600 hours ‐ Sunday, 2 April 2017 1400 hours.

o Space needed to accommodate up to ten (10) people.

o Meeting room needs to be private for confidentiality purposes.

o Work table required with access to AV outlet.

o Pitchers of water and glassware provided on work table and replenished through the day.

One (1) Conference/Board Room for YRRP Event Staff o Friday, 31 March 2017 1600 hours ‐ Sunday, 2 April 2017 1400.

o Space needed to accommodate up to 20 personnel.

o Work table required with access to multiple AV outlets.

o Pitchers of water and glassware provided on work table and replenished through the day.

One (1) Meeting Room/Office for Mental Health Sessions o Friday, 31 March 2017 1600 hours ‐ Sunday, 2 April 2017 1400 hours.

o Space needed to accommodate up to eight (8) people.

o Comfortable set‐up and atmosphere (couches, arm chairs, etc.) and at least one (1) round table to be included in room set up.

o Meeting room needs to be private for confidentiality purposes.

o Pitchers of water and glassware provided and replenished through the day.

Meals, Snacks, and Refreshments

Hotel shall provide the following:

o Coffee/Tea service centrally located in the Multi‐Purpose Room.

Saturday, 1 April 2017 0800‐1600.

To accommodate up to 350 attendees.

Replenished throughout the day o Snacks and refreshments centrally located in the Multi‐Purpose Room.

Saturday, 1 April 2017 1000‐1130 and 1400‐1530.

To accommodate up to 350 attendees.

Menu to include ice water, coffee, tea or lemonade, soda, cookies, and fresh fruit.

o Breakfast buffets will be served in the Banquet Event Room.

Sunday, 2 April 2017

Exact time to be determined To accommodate up to 350 people.

Breakfast menu to include variety of food to include choices of juice, milk, eggs, meat, potatoes, fresh fruit, yogurt, cereal, and assortment of pastries.

o Lunch buffets will be served in the Banquet Event Room.

Saturday, 1 April 2017 and Sunday, 2 April 2017

Exact times to be determined To accommodate up to 350 people.

Lunch menu to include variety of food to include choice of:

a. Choice of two meat options, minimum serving: 4 oz.

b. Choice of two vegetables: minimum serving 4 oz.

c. Garden Salad with at least two varieties of dressing available

d. Choice of two starches: minimum serving: 4 oz.

e. Choice of two rolls or bread with spreadable margarine or butter available

f. Choice of two desserts

g. Assorted beverages. Portions shall be at least 10oz but no more than 21 oz. to include: 2% milk, coffee, tea, and at least two types of soft drink beverages

Other/Miscellaneous The WI YR Program Coordinator will provide directional signage aiding attendees navigating towards registration and general meeting space and identifying signage listing breakout sessions on the doors of each breakout room. Hotel signage for meeting rooms should be labeled “WI ANG YRRP”.

The Government is permitted to connect its equipment to the contractor’s electrical outlets, house sound and AV connections within the facility and for the duration of the event with no additional cost to the government for use of contractor’s electrical power service.