YR_P1-2_SOW_5-6_May_ver.docx

STATEMENT OF WORK

FOR

YELLOW RIBBON EVENT – IDAHO AIR NATIONAL GUARD

28 February 2017

TABLE OF CONTENTS

SECTION I Background

SECTION II Scope of Work

1. Event Days

2. Additional Catering Requirements

3. Hotel Requirements

SECTION III Performance Requirements

SECTION IV Government Furnished Property & Services

APPENDIX A Applicable Publications

I. BACKGROUND

The contractor shall, except as specified in this Statement of Work (SOW) as government furnished property or services, provide all personnel, supervision, and any items and services necessary to provide catered meals, lodging and meeting rooms to the 124 FW, Idaho Air National Guard, for the Yellow Ribbon Events scheduled for 5-6 May as defined in this SOW. Venue needs to be within the Boise, Meridian, Eagle or Nampa, ID Greater Metropolitan Area.

II. SCOPE OF WORK

Event time frame is currently scheduled for 8:00am to 5:00pm (registration to start no earlier than 8:00am). Contractor shall provide the following:

1. EVENT DAYS:

A. VENUE SPACE

1. MEETING ROOMS: Rooms shall include round tables able to seat 8 individuals comfortably, and chairs (cushioned); required room sizes are as follows:

a. One (1) large room/area (or combination of rooms) able to accommodate approximately 350-400 people. Utilized for large group presentations.

b. Four (4) rooms to accommodate approximately 75-100 people. Utilized for breakout training (can utilize the large room/area that will be used for large group presentation).

Meeting room facilities above to include:

1. Podium

2. Lapel Microphone

3. 2 wireless handheld microphones

4. American and Idaho flags (Large room only)

5. 2 rectangular tables/4 chairs with chairs and linens at back of room

6. 2 - 6 foot screens

7. 2 projectors

8. Projector/Video Splitter

9. Laptop

10. Ability to have video sound from laptop

11. Wireless slide advancer

12. Technical support (throughout entire event; initial set-up)

13. Trash Receptacles

c. Youth Activities Room – 1 room to accommodate approximately 20 youth

1. Time of use: 8:00 am to 5:00 pm

2. Ability to go outside without interrupting the adult sessions

3. Near restrooms

4. Projector

5. Screen

6. Laptop

7. Microphone

8. TV/DVD/Cart

9. 4 rounds of 10

10. 1 rectangular tables for supplies

d. Child Care Room – 2 rooms, each to accommodate approximately 20 children

1. Time of use: 8:00 am to 5:00 pm

2. Adjacent to restrooms

3. 4 rectangular tables with 4 chairs at each table

4. TV/DVD/Cart

5. Refrigerator in room

6. Microwave in room

7. Trash receptacles

8. 1 rectangular tables for supplies

2. VENDOR AREA (or additional room):

a. 7:00 am – 5:00 pm

b. 15 rectangular tables 2 chairs per table

c. Linens on all tables

d. Tables set up along the walls 5 ft. from wall

e. Trash Receptacles

3. REGISTRATION AREA (Lobby area):

a. 7:00 – 8:30 am

b. 4 rectangular tables with 1 chair per table and linens

B. MEALS

1. Meals to be provided for approximately 350-400 adults/teens and 25-30 children (0-12) as follows:

· Breakfast (Buffet style at least 2 lines) to include Muffins, seasonal fruit, bagels with assorted cream, cheese, butter, and preserves, juice, coffee, water, etc.

· Lunch (Buffet style; at least 2 tables/4 lines) to include: choice of 3 entrees, vegetables, starches, salad, and assorted deserts; to also include drinks and associated table services. Specific menu, based off of proposed choices, will be determined by event POC. Serving timeframe shall be from 12:00am – 1:00pm.

· Mid-afternoon snacks, to include assortment of brownies, cookies, etc. for 350-400 adults/teens. To be made available at approximately 1:45am.

· Coffee and Water (or bottled water) service available throughout the day.

2. Breakfast to start @ 8:00am, and will end at approximately 9:00am. Lunch to start @12:00pm, and will end at approximately 12:50pm.

3. Specific numbers will be provided 7 days prior to the event.

2. ADDITIONAL CATERING REQUIREMENTS:

a. Contractor will furnish all food items, cooked, and delivered to the areas identified by catering manager at designated times in accordance with this SOW.

b. Contractor shall provide full service catering to include setting up, plates, napkins, silverware, and glasses/cups, clean up equipment to keep food hot/cold and removal of all trash.

c. Contractor shall have all food items delivered and available on site no later than 8:00am, and available until 9:00am for breakfast and 12:00 am, and be available until 1:00pm for lunch.

d. Contractor shall provide a coffee “bar” and variety of drinks (sodas), iced tea and water to be available all day and replenished (up to 8 hours) as necessary.

e. Contractor shall provide all condiments (sugar, cream, sweetener, etc.).

3. HOTEL REQUIREMENTS:

Request 30 rooms on a self-pay block at government per diem rate; within walking distance of event venue. The government is not liable for, and will not pay for, items such as in room movies, alcohol, room service or any other charges beyond the government per diem rate. These items must be paid for directly by the room occupant prior to checkout. Specific numbers can be provided 7 days prior to the event and any remaining rooms will be released.

III. PERFORMANCE REQUIREMENTS

1. CONTRACTOR MANAGEMENT

The contractor shall provide an on-site contract manager who shall be responsible for the performance of the work. The name of this person, and an alternate(s), who shall act for the contractor when the manager is absent, shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to the operation of this contract. The contract manager or alternate shall be available at all times to meet with government personnel designated by the contracting officer to discuss problem areas. The contract manager and alternate(s) must be able to read, write, speak, and understand English. The positions shall at no time be vacant.

2. CONDUCT

Contractor employees shall not access any area that is not pertinent or necessary to the fulfillment of their duties in accomplishing this contract. Contractor employees are to adhere to all instructions and warnings, communicated or posted, in regards to their work area and the facilities that occupy this area.

3. INSPECTIONS

Contractor performance shall be inspected by the Quality Assurance Evaluator (QAE) for contract compliance.

a. Other Authorized Observers. Government personnel, other than QAEs and contracting officers, may observe the contractor operations. However, these personnel may not conduct quality assurance inspections or interfere with employee performance.

4. PERFORMANCE OBJECTIVES SUMMARY

4. GOVERNMENT-FURNISHED PROPERTY AND SERVICES

a. Government Furnished Property: The government will provide all amenities and equipment related to Childcare to be provided in. Should the vendor have any specific equipment or material requirements that they deem to be necessary, but are not able to provide, these need to be identified in initial proposal submitted for this requirement.

b. Services: None identified at this time.

5. GENERAL INFORMATION

a. Coordination: The Contracting Officer’s Representative (COR/QAE) will represent the government as point of contact for this requirement, and will be on-site for the duration of the requirement.

IV. GOVERNMENT-FURNISHED PROPERTY AND SERVICES. The government will not be providing any facilities or services.

APPENDIX A

APPLICABLE PUBLICATIONS

1. General. Publications that apply to the SOW are listed below. The contractor is obligated to follow those publications to the extent specified in other sections of this SOW. The contractor shall be guided by those publications to the extent necessary to accomplish requirements in this SOW. The government shall provide all required publications listed.

2. Supplements, amendments and/or replacements to listed publications from any organizational level may be issued during the life of the contract. The contractor shall implement changes and notify the CO in writing of such change. If such change alters the magnitude of work, the contractor shall provide a proposal for a change in the contract price to the CO within 30 calendar days.

DEPARTMENT OF DEFENSE and AIR FORCE PUBLICATIONS:

Change 1

OTHER DIRECTIVES:

US Dept. of Labor – wage rate determinations applicable to this requirement US Department of Health and Human Services FOOD CODE National Fire Protection Association (NFPA) – codes and regulations applicable to facility fire safety Occupational Safety and Health Administration (OSHA) – applicable codes and regulations