Statement_Of_Work__28-30_June_Phase_I_(2_day).pdf

[1]

Statement of Work Badger Yellow Ribbon

Reintegration

Organization: WING Badger Yellow Ribbon

Event: Post Deployment Reintegration Event – Phase I

Dates of Event: Event #1 28-29 June 2019

Attendance Expected: It is anticipated that 450 will attend this event, to include service members, their spouses, their children, and staff.

Proposed Location of Event: Milwaukee AREA

Lodging Requirement:

Number of nights for Lodging: 1

Dates of Lodging: _6-28-19 - 6-29-19

Number of Lodging Rooms Needed for Event:

Badger Yellow Ribbon/G3: Approx. 130 sleeping rooms (soldiers, spouses & parents).

Vendor shall provide quote for total amount of rooms, however, the Government shall only be invoiced for total amount of rooms utilized. Final room numbers will be provided to the vendor by 4:00 PM CST on 18 June 2019, ten days prior to the event.

Any rooms not reserved in the BYRP room block by this deadline shall be released from the block and made available for sale to the general public.

Date Meeting Rooms to be utilized:

Friday June 28 2019 – 1 General Session Room Sat June 29 2019 – ALL rooms listed below

Total Number of Meeting Rooms:

1. 1 - General Session

2. 2 – Breakout Rooms

3. 1 - Child and Youth Room

4. 1 - Nanny Room

5. 1 – Resource Area

6. 3 - Privacy Rooms

7. Registration Area

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Type of Meeting Rooms Required with Requirements:

1. General Session Room – To accommodate 400 people with 5 skirted 6 ft tables in the back of the room with 2 chairs each.

a. Time:

Day 1 FRIDAY 28 JUNE 2019 from 1300-2400

This day can be set in theater style for 450

WITH ONLY A PODIUM AND IN HOUSE SPEAKER SYSTEM

Day 2 Saturday 29 JUNE 2019 from 0600-1700 - set in rounds of 8 for 400

DAY 2 Requirements below:

b. A/V Requirements SATURDAY:

i. 2 A/V Carts

ii. 2 Large Projection Screens

iii. In house sound system with handheld WIRELESS microphone and clip on LAVALIER microphone

c. Room Set-up Requirements SATURDAY:

i. Round tables of 8.

ii. Water station in the back of the room.

iii. Government lunch served buffet style – can be in gen session room

1. 2 sets of buffet areas to make 4 total buffet lines with each serving:

a. 2 meat proteins. 1 vegetarian protein, 1 starch, 1 vegetable, dessert, milk, iced tea and coffee.

b. (Special dietary requests will be sent in 1 week prior to the event.

2. 2 Breakout Rooms: To accommodate 100 people in each

a. Saturday:

0600-1700

b. A/V Requirements:

i. A/V Cart

ii. Screen

c. Room Set-up Requirements:

i. Round tables set for 8.

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d. Food and Beverage Requirements:

i. None

3. Child and Youth Room – To accommodate 25 children (1200 sq. ft. of open floor space minimum).

a. Time: Saturday 0600-1800

b. A/V Requirements:

i. AV Cart

ii. Screen

c. Room Set-up Requirements:

i. Open area for games and activities.

ii. Corner area with tables and chairs for 25 children (crafts).

iii. Open area in front of screen for kids to sit and watch movie.

iv. 1 table outside of door entrance for registration.

v. Water station with plastic cups.

vi. Appropriate lunch for youth served at 1115

1. Assorted pizza buffet (single topping cheese, sausage and pepperoni) and gluten free option available upon request.

2. Snack for 25 served at 2:30 pm

3. Long table and chairs to accommodate 25 for lunch.

4. Nanny Room – A Nanny Room to accommodate 25 children (1200 sq. ft. of open floor space minimum. Nannies will be arranged and provided by the BYR Program personnel.

a. Time: Saturday 0600-1800

b. A/V Requirements:

i. None.

c. Room Set-up Requirements:

i. Need two tables in corner with 25 chairs.

ii. Need room to place Play-Pens.

iii. 1 table outside of door for registration.

iv. Water pitchers with plastic cups.

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v. Need a refrigerator and microwave.

vi. Appropriate lunch for children served at 1115

1. Chicken strips, mac n cheese, applesauce and milk served buffet style

2. Long table and 25 chairs for lunch.

5. Resource Area – Central open area or large room – set for 20 resource tables with minimum 6 ft between each table.

a. Time: Saturday 0600-1800

b. A/V Requirements:

i. None.

c. Room Set-up Requirements:

i. 20 Skirted 6ft. tables with 3 chairs each (2 on one side and 1 on the other side).

6. 3 Privacy Rooms – Boardrooms, small meeting rooms or sleeping rooms in close proximity to the Resource Area – confidential one-on-ones between SM’s and Mental

Health Professionals.

a. Time: Saturday 0600-1800

b. A/V Requirements:

i. None.

c. Room Set-up Requirements:

i. 3 Privacy Rooms.

1. 1 table with 3 chairs in each room

7. Registration Area – Outside the General Session Room three 6ft tables with 2 chairs behind each.

a. Time: Friday 1300-2100

Saturday 0600-1800

b. A/V Requirements:

i. Location must be near electrical outlets

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Statement of Work Badger Yellow Ribbon

Reintegration

Organization: WING Badger Yellow Ribbon

Event: Post Deployment Reintegration Event – Phase I

Dates of Event: 29-30 JUNE 2019

Attendance Expected: It is anticipated that 450 will attend this event, to include service members, their spouses, their children, and staff.

Proposed Location of Event: Milwaukee AREA

Lodging Requirement:

Number of nights for Lodging: 1

Dates of Lodging: _6-29-19 - 6-30-19

Number of Lodging Rooms Needed for Event:

Badger Yellow Ribbon/G3: Approx. 130 sleeping rooms (soldiers, spouses & parents).

Vendor shall provide quote for total amount of rooms, however, the Government shall only be invoiced for total amount of rooms utilized. Final room numbers will be provided to the vendor by 4:00 PM CST on 18 June 2019, ten days prior to the event.

Any rooms not reserved in the BYRP room block by this deadline shall be released from the block and made available for sale to the general public.

Date Meeting Rooms to be utilized:

Sat June 29 2019 – 1 General Session Room Sunday June 30 2019 – ALL rooms listed below

Total Number of Meeting Rooms:

8. 1 - General Session

9. 2- Breakout Rooms

10. 1 - Child and Youth Room

11. 1 - Nanny Room

12. 1 – Resource Area

13. 3 - Privacy Rooms

14. Registration Area

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Type of Meeting Rooms Required with Requirements:

8. General Session Room – To accommodate 400 people with 5 skirted 6 ft tables in the back of the room with 2 chairs each.

a. Time:

Day 1 SATURDAY 29 JUNE 2019 from 1800-2300

Refresh room at 1700

Day 2 SUNDAY 30 JUNE 2019 from 0600-1800 - set in rounds of 8 for 400

DAY 2 Requirements below:

b. A/V Requirements:

i. 2 A/V Carts

ii. 2 Large Projection Screens

iii. In house sound system with handheld WIRELESS microphone and clip on LAVALIER microphone

c. Room Set-up Requirements:

i. Round tables of 8.

ii. Water station in the back of the room.

d. Food and Beverage Requirements:

Government Lunch – to include 1 protein, 1 vegetable, 1 starch, gluten free options, desserts and drinks – SERVED BUFFET STYLE

9. 2 Breakout Rooms: To accommodate 100 people in each

e. Sunday:

0600-1800

f. A/V Requirements:

i. A/V Cart

ii. Screen

g. Room Set-up Requirements:

i. Round tables set for 8.

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h. Food and Beverage Requirements:

i. None

10. Child and Youth Room – To accommodate 25 children (1200 sq. ft. of open floor space minimum).

a. Time: Sunday 0600-1800

b. A/V Requirements:

i. AV Cart

ii. Screen

c. Room Set-up Requirements:

i. Open area for games and activities.

ii. Corner area with tables and chairs for 25 children (crafts).

iii. Open area in front of screen for kids to sit and watch movie.

iv. 1 table outside of door entrance for registration.

v. Water station with plastic cups.

vi. Appropriate lunch for youth served at 1115

1. Assorted pizza buffet (single topping cheese, sausage and pepperoni) and gluten free option available upon request.

2. Snack for 25 served at 2:30 pm

3. Long table and chairs to accommodate 25 for lunch.

11. Nanny Room – A Nanny Room to accommodate 25 children (1200 sq. ft. of open floor space minimum. Nannies will be arranged and provided by the BYR Program personnel.

a. Time: Sunday 0600-1800

b. A/V Requirements:

i. None.

c. Room Set-up Requirements:

i. Need two tables in corner with 25 chairs.

ii. Need room to place Play-Pens.

iii. 1 table outside of door for registration.

iv. Water pitchers with plastic cups.

v. Need a refrigerator and microwave.

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vi. Appropriate lunch for children served at 1115

1. Chicken strips, mac n cheese, applesauce and milk served buffet style

2. Long table and 25 chairs for lunch.

12. Resource Area – Central open area or large room – set for 20 resource tables with minimum 6 ft between each table.

a. Time: Sunday 0600-1800

b. A/V Requirements:

i. None.

c. Room Set-up Requirements:

i. 20 Skirted 6ft. tables with 3 chairs each (2 on one side and 1 on the other side).

13. 3 Privacy Rooms – Boardrooms, small meeting rooms or sleeping rooms in close proximity to the Resource Area – confidential one-on-ones between SM’s and Mental

Health Professionals.

a. Time: Sunday 0600-1800

b. A/V Requirements:

i. None.

c. Room Set-up Requirements:

i. 3 Privacy Rooms.

1. 1 table with 3 chairs in each room

14. Registration Area – Outside the General Session Room three 6ft tables with 2 chairs behind each.

a. Time: Saturday 1300-2100

Sunday 0600-1800

b. A/V Requirements:

Location must be near electrical outlets