YELLOW RIBBON Statement of Work.docx

Statement of Work

FROM: Yellow Ribbon Reintegration Program

Organization: Arkansas National Guard Family Programs "Yellow Ribbon"

Event: Two day retreat for Post Deployment activities for 188th FW, Air National Guard

SW- 1. Purpose of Event: Conduct a two day pre-deployment event away from home station for Service Members and their families to provide useful information and guidance from various service providers. This service is for Service Members and their families to help get answers to frequently asked questions concerning deployment from home station to theater of operation. Selected venue will provide required support services, to include conference space, audio visual capabilities, and food service. Venue must be located within walking distance from local hotels which will provide lodging for this event.

1.1 Date of Event: 26-27 June 2010

1.2 Proposed Location of Event: Fort Smith, Arkansas

SW-2. Date Meeting Rooms to be Utilized: 26-27 June 2010

2.1 Number of Meeting Rooms on 26 June 2010: Eleven meeting rooms (five for breakout sessions, one large room for joint session, one large room for joint meals/vendor displays, and four rooms for daycare facilities during retreat).

2.2 Number of Meeting Rooms on 27 June 2010: Thirteen meeting rooms (seven for breakout sessions, one large room for joint session, one large room for joint meals/vendor displays, and four rooms for daycare facilities during retreat).

Types of Meeting Rooms Required with Requirements:

2.3 One large meeting area for service providers and joint meal.

2.4 One large meeting area for Hometown Heroes Ceremony.

2.5 Class Rooms for breakout sessions.

2.6 Child care rooms for daycare and youth activities.

SW-3. Requirements for large meeting room for the joint meal:

3.1 Date and Time: 26-27 June 2010, 7 AM (0700 hrs) to 4 PM (1600 hrs)

3.2 Twenty tables for table top displays with 30 chairs for service provider attendants.

3.3 Tables and seating for 1050 people for a joint meal.

3.4 Work area for catering company to prepare the meals.

SW-4. Requirements for the large meeting room for the Hometown Heroes Ceremony

4.1 Date and Time: 26-27 June 2010, 7 AM (0700 hrs) to 4 PM (1600 hrs)

4.2 Podium with microphone and sound system, 8X8 audio visual screen for presentations. Tech support from contractor required.

4.1.2 Raised stage with 5 skirted tables to be used for awards presentation.

4.1.3 Stadium seating for 1300 people.

SW-5. Requirements for class rooms: To be used for breakout sessions.

5.1 Five class rooms on: 26 June 2010; 7 AM (0700 hrs) to 4 PM (1600 hrs)

5.1.1 Office supplies, i.e. pens, pencils, paper: (these will be responsibility of government).

5.1.2 Classroom seating capacity (tables & chairs) with a minimum of 40 per room.

5.1.3 One head table for presenter/moderator in each room.

5.1.4 Refreshments Required, (coffee & water).

5.2 Seven classrooms on: 27 June 2010; 7 AM (0700 hrs) to 4 PM (1600 hrs)

5.2.1 Office supplies, i.e. pens, pencils, paper: (these will be responsibility of government).

5.2.2 Classroom seating capacity (tables & chairs) with a minimum of 40 per room.

5.2.3 One head table for presenter/moderator in each room.

5.2.4 Refreshments Required, (coffee & water).

SW-6. Requirements for daycare rooms: Four meeting rooms with open space to accommodate daycare areas for children.

6.1 Date and Time: 26-27 June 2010, 7 AM (0700 hrs) to 4 PM (1600 hrs)

6.2 Two rooms for children 0 thru 5 years old.

6.3 Two rooms for children 6 thru 17 years old.

6.4 Children's snacks: (these will be responsibility of government).

6.5 Games, toys and other activities: (these will be responsibility of government).

6.6 Television in each of Children's daycare rooms ages 6 thru 17 years old.

6.7 One table and 4 chairs for daycare personnel per room.

(Note): cleanup of all meeting rooms is expected to be responsibility of contractor.

SW-7. Meals for Attendees: A total of four meals must be provided for attendees from lodging/hotel facilities.

7.1 Type of Meals to be provided: Full menu (Buffet style) (Buffet menu to be provided by contractor).

7.1.1 Noon meal (26 June 2010): number of meals- 1050

7.1.2 Noon meal (27 June 2010): number of meals-1050

SW-8. METHOD OF PAYMENT.

8.1 Government Purchase Order, Wide Area Workflow Electronic Payment, direct deposit.

List of Service Providers

The following is a list of service providers that will be attending at the request of the government. The providers will be answering questions and relaying information to the Service Members and families as needed during the 26-27 June 2010 group meeting. Time is approx set for (8 AM to 4 PM) on 27 June 2010. Requirements for these individuals are stated in paragraph 6, requirements for large meeting room. Any additional requirements will be specifically mentioned here, if applicable. POC for these individuals is Sean Flannery at 501-765-6882.

NOTE: The government assumes full responsibility for these individuals since they are guest of the government for this event.

Unit Admin Personnel Military Family Life Consultant Military OneSource Pine Bluff Arsenal VA Medical Center VA Regional Office ARNG Family Readiness Personnel Invitation Travel Orders Medical/TRICARE Dental/Concordia

ESGR

USAA

ARNG Chaplain Red Cross