Yellow_Ribbon__PWSv.3.docx

PERFORMANCE WORK STATEMENT

FOR

165TH AIRLIFT WING YELLOW RIBBON PRE AND 1ST POST DEPLOYMENT EVENT

17-18 MAY 2019

1. BACKGROUND

The 165TH Airlift Wing, Georgia Air National Guard requires a venue and support to accommodate a Yellow Ribbon Pre and 1st Post Deployment Event on May 18, 2019 to provide information to its service members and their families.

2. GOVERNMENT CONTRACTING AGENCY

The Government contracting agency for this requirement will be the 165th Airlift Wing, Georgia Air National Guard, United States Property and Fiscal Office, Purchasing and Contracting Division. The agency address is 1401 Robert B Miller Jr Rd, Garden City, GA 31408-9001. Government contracting personnel will consist of a Procuring Contracting Officer (PCO), Contract Specialist (CS) and Contracting Officer’s Representative (COR).

3. SCOPE

Under this contract, the contractor will independently provide a full range of conference meeting space and other related support services to satisfy the overall event objectives. The primary objective is to host the Yellow Ribbon event at a single site that can provide lodging, meeting space, dining and support services for approximately up to 250 attendees. Contractor must have availability for check-in on 17 May 2019 (Arrival 3:00pm) and departure on 18 May 2019.

4. FACILITY REQUIREMENT SUMMARY

The Contractor will provide a facility that meets the following requirements:

a. Event Management: Contractor shall provide an on-site point of contact that will conduct all pre-event planning and on-site execution of the conference in coordination with the Government COR.

b. Security: Contractor must provide a facility that is highly secure from unauthorized individuals and ensure the safety of all event attendees.

c. Lodging: Contractor will provide lodging for attendees. Lodging rates must not exceed the Federal Government per diem rate and in accordance with the DOD Joint Travel Regulation. The Yellow `Ribbon Program Manager (YRPM) will provide a rooming list 7 days prior to event start date. Preference that all lodging rooms include complimentary Wi Fi. Lodging of all personnel must be located no greater than a 5 minute walk or on-site to event and meeting areas.

--Friday, 17 May, 2019 – 75 Rooms (doubles and or kings) minimum of 10 doubles. The number or rooms required may vary. One room is required to accommodate a handicap individual.

--Saturday, 18 May, 2019 – 45 Rooms (doubles or kings) minimum of 10 doubles. One room is required to accommodate a handicap individual.

d. Conference Spaces requirements: All meeting room space must adequately hold the required number of persons without any adverse restrictions on Yellow Ribbon Event attendees, or interference in the meeting process.

--Registration Area: The Registration area needs to be available Friday, May 17, 2019 1700 – 1900 and Saturday 0600 -1700. The Contractor shall provide one (1) registration desk/area that can accommodate up to six (6) personnel. This area will be Wi Fi enabled for registration on Saturday morning. In addition, the contractor shall provide two (2) six foot tables and six chairs for additional services being provided at the time of general registration.

--Office/Command Center (for Support Staff): Should be located near General Session room and registration area. This area must have multiple outlets and power strips/extension cords as needed so that power will be accessible at the conference table for laptops, printers, etc. This area must be Wi Fi enabled for the entire duration of the event.

--General Session: The Contractor shall provide one (1) General Session room to accommodate up to 250 attendees from 1700 p.m. on Friday, May 17 through 1700 p.m. on Saturday, May 18, 2019. The General Session room shall be set up with rounds/banquet style for 8-10 attendees per round with tablecloths, boxes of tissues, pens, and writing pads on each table. Podium, microphone, screen(s), AV/booth, A/V connections to house sound and projector (if built into the general session room), and internet service. If available a tripod capable of holding a 1-meter by 1-meter sign at door entrance. Water pitchers and glasses shall also be on each table.

--Breakout Session Rooms: Three (3) rooms that can accommodate up to 30 people set in half rounds of 8 or 10 or set in classroom style (rows of tables with chairs on back side). Use of venue A/V, lectern/podium, projector, screen, in-house sound, wireless microphone and 1 lapel mic. All three breakout rooms will be used Saturday, May 18, 2019, 7:00 a.m. – 5:00 p.m. Water available.

--Childcare Rooms: Two (2) separate rooms are required for childcare: One (1) room for childcare (Ages 0-5). Meals will be served in this area. DVD/TV combo and trash can required. Room must have tables and chairs and be able to accommodate up to 20 children and 5 adults. Room needed from 8:00 a.m. – 5:00 p.m.

One (1) room for youth programs (Ages 6-17). Meals will be served in this area. Space should be large enough for kids to play games with support staff of four (4) dedicated to youth program. Room must have tables and chairs and be able to accommodate up to 30 youth and four (4) staff. Room needed from 8:00 a.m. – 5:00 p.m.

--Vendor Tables: One room or foyer area to accommodate Fifteen (15) tables and two (2) chairs per table and trash can for Vendors during the duration of the event. Should be within close proximity to General Session space.

e. Facility must be located within a 75 mile radius from Savannah, GA 31408.

5. MEALS

The Contractor must provide the following services:

a. Contractor must be able to successfully seamlessly facilitate the following meals for up 250 people.

b. Breakfast: Buffet style with a choice of choice of two breakfast meats, scrambled eggs, fruit, bagels, muffins, cereals, coffee, juice, tea and water along with assorted condiments.

c. Lunch: Buffet style with a choice of two meat options, two vegetables, garden salad, desserts, rolls, hot and iced tea, coffee and water along with assorted condiments.

d. Children’s Lunch: Finger sandwiches, chicken fingers, pizza, deli meats, one starch, vegetables, fruit, cookies (no nuts), milk, juice and water. Water should be available throughout the day in the childcare rooms.

6. AUDIO VISUAL REQUIREMENTS

1. Podiums: One podium for General Session Room and each breakout room.

2. One (1) Stage – 8 ft. x 12 ft. for General Session Room (must have access on and off stage on two (2) sides

3. Individual House Sound in each meeting room space for presentations.

4. The Contractor will provide audio/visual equipment and accessories for the General Session Room and three breakout rooms as follows:

a. Two (2) Large Projection Screens for General Session Room

b. Small Projection Screens for three breakout rooms

c. Microphone (attached to each podium)

d. Projection System for the General Session Room and three breakout rooms

e. Wi-Fi enabled

f. House Sound

g. Capable of playing / streaming video presentations

h. Laptop computers, mouse, slide pointers / clickers, power strips, and extension cords in the General Session and three breakout rooms.

7. GOVERNMENT-FURNISHED PROPERTY AND SERVICES.

The Government will not be providing any facilities or services.