SOW_in_Detail_YR_03NOV2019.pdf

Statement of Work Oregon Army National Guard

Event Space, Catered Meals, and Lodging – November 2-3, 2019 Salem, Oregon (15 mile radius)

1.0 Overall Concept

1.1 The Service Member and Family Support (SMFS) of the Oregon National Guard requests a vendor to provide conference space, catered meals, and lodging as outlined below in order to conduct a Yellow Ribbon Pre-Deployment Event and Resource Fair as outlined below.

1.2 Lodging requirements:

Check In Date Duration Description Quantity

November 2, 2019 One Night Double Occupancy 40

1.3 Meal requirements:

Date Descripti on

Breakfast Headcount

Lunch Headcount

Snack Headcount

Beverages Headcount

November 3, 2019 Adult Meals 548 478 478 478

November 3, 2019 Child Meals With Adults 70 70 70

1.4 Date/Time:

Date Description Breakfast

Time Lunch Time

Snack Time

Beverages Time

November 3, 2019 Adult 7:30 am – 9:00 am 12:00 pm –

1:00 pm 2:30 pm

7:30 am to 10:30 am 11:30 am to 12:30 pm 2:30 pm to 4:00 pm

November 3, 2019 Children With Adults 11:30 am – 12:30 pm

10:00 am

2:30 pm

7:30 am to 9:00 am 11:30 am to 12:30 pm 2:30 pm to 4:00 pm

1.5 Event Space:

Date Times Description Quantity Headcount

November 3, 2019 6:00 am – 6:00 pm

Registration space at entrance for event registration.

(8 ft. tables)

November 3, 2019 6:00 am – 6:00 pm

Conference room with banquet rounds setting. A/V capabilities required.

1 548

November 3, 2019 1:00 pm – 4:00 pm

Breakout rooms with seating. A/V capabilities required. (can be main conference room divided by air wall

2 274

November 3, 2019 6:00 am – 6:00 pm

Breakout room for United Through Reading Recording/ Staff Breaks

2 20

November 3, 2019 6:00 am – 6:00 pm

Resource tables space (lobby, wide hall ways, or centrally located room)

(6 ft. tables)

November 3, 2019 6:00 am – 6:00 pm

Childcare rooms with space for physical activity and/or age appropriate activity (Infant, Pre-K, Elementary, Middle - High school)

4 70

November 3, 2019 6:00 am – 6:00 pm

Registration space outside of childcare area to be used for childcare registration

(6 ft. tables)

2.0 Lodging Requirements

2.1 Conference: November 2, 2019 – Yellow Ribbon Pre‐Deployment Event

• Forty (40) double occupancy rooms for the night prior to the event, November 2, 2019.

3.0 Meal Requirements

3.1 Conference: November 3, 2019 – Yellow Ribbon Pre‐Deployment Event

• 75 Gallons of Ice Water served throughout the entire day to be located near conference rooms and childcare rooms, refilled as needed 7:00 AM – 5:00 PM.

• Hot buffet style breakfast for 478 adults and 70 children.

o Breakfast for adults to be served, 7:30 AM – 9:00 AM.

o Buffet Style meal must include any assortment of hot meals that includes on choice of

Meat, Potato, Egg and Pastry.

o Utensils for 478 Adults and 70 Children.

o Meal must be provided with quote for review acceptance.

• Morning Drinks, 7:30 AM – 10:30 AM:

o 35 Gallons – Regular Hot Coffee o 10 Gallons – Decaf Hot Coffee o 35 Gallons – Orange Juice o 10 Gallons – Hot Water for Tea with Assortment of different types of Tea for 130 cups o Cups for 478 adults and 70 Children

• Morning snack of Graham Crackers and Apple Slices for 70 children, to be delivered in the childcare areas no later than 10:00 AM.

• Buffet style thanksgiving themed lunch for 478 adults. Please provide a selection of meals that are priced equally with quote.

o Lunch for adults to be served, 12:00 PM – 1:00 PM.

• Box lunches for 70 children to be delivered in the childcare area no later than 11:30 AM.

o Example meal: chicken tenders or chicken nuggets, bag of baked chips, or French fries, macaroni and cheese fresh fruit (no grapes or strawberries), cookie or pudding cup, choice of juice, white or chocolate milk.

o Meal must be provided with quote for review acceptance

• Afternoon Drinks & Snacks, 2:30 PM:

o Assorted whole cookies and brownies (without nuts) for 478 adults.

o 35 Gallons of Ice Tea, sweet and unsweet options.

o 35 Gallons of Lemonade.

• Afternoon snack for 70 children to be delivered in the childcare area no later than 2:30 PM.

o Pretzels and fruit cup for 30 toddlers/ pre-k & popcorn and assorted vegetable tray and cookies for 40 elementary through high school.

• Children meals and snacks must not contain any item from the list in paragraph 4.2.

4.0 Special Meal Requirements

4.1 Quantity and meals are provided in Section 3.1 and 3.2 and are listed by date and time.

4.2 Special Requirements.

• Due to allergies and special needs, the following items will NOT be approved:

o Nuts or seeds of any kind (peanut butter, 7‐grain bread, etc.)

o Strawberries o Grapes or olives o Hot Dogs

4.3 A list of special dietary needs will be provided 72 hours before the event.

5.0 General Cleanup

5.1 All meals and food related items will be cleaned and sanitized throughout the food service area during the event.

5.2 Throughout the event, all tables will be sanitized and wiped clean.

5.3 Trash will be monitored and emptied into the facility’s dumpster as they are filled, and will remain empty at the end of the event.

6.0 Performance Standards

6.1 The vendor will provide no less than the required amount of conference rooms stated in this SOW and the solicitation. If conference rooms, lodging or any other item identified in the CLINs of the contract are “double allocated,” the vendor will ensure the government has precedence.

6.2 The vendor will ensure that lodging rooms are clean and sanitary based on local and state regulations.

6.3 The vendor will be responsible for all preparation and/or delivery of food on time. “On‐time” is defined as prepped and ready for serving no later than ten (10) minutes prior to scheduled meal times.

6.4 The vendor will ensure food is prepared in accordance will local and state regulations.

6.5 The vendor will provide meals in accordance with the SOW to include stated Special Requirements.

6.6 The vendor will ensure that eating areas are clean and sanitary based on local and state regulations.

Final food serving table cleanup will also be conducted by food service provider.

6.7 The vendor will ensure all equipment requested in the solicitation and the SOW, as quoted on by the vendor, is in good working order.

6.8 The vendor will provide any proposed changes or needed changes to the COR in a timely manner. No changes will occur prior to approval from the Contract Officer.

7.0 Event Space Requirements

7.1 Conference: November 3, 2019 – Yellow Ribbon Pre‐Deployment Event

7.2 One (1) conference room, to comfortably accommodate 548 people in banquet rounds style seating.

• Audio/Visual requirements for this conference room to include: one (1) podium, minimum two

(2) projectors, and minimum two (2) projector screens, two (2) wireless microphones, and sound patch. A/V package to be included during all conference hours.

7.3 Two (2) breakout rooms in the afternoon, to comfortably accommodate 274 people per room in afternoon, banquet rounds style seating.

• Audio/Visual requirements for this conference room to include: one (1) projector, and (1) projector screen, one (1) wireless microphone, and sound patch per room. A/V package to be included during all conference hours.

7.4 One (1) Lobby, wide hallway, or centrally located space to accommodate 30 resource/vendor tables, 50 resource providers and allow the 478 adult guests to walk through and around to visit the tables.

7.5 Two (2) Registration areas near entrances that allow 478 adult guests ability to register for the event as they arrive.

7.6 Two (2) breakout rooms, to comfortably accommodate twenty (20) adults. One (1) of the breakout rooms should have tables and chairs and will be used for staff breaks, staging, and storing excess items.

One (1) of the breakout rooms should have one (1) table and three (3) chairs for audio/visual recording of book reading. We will provide audio/visual recording equipment for this activity.

7.7 Four (4) Childcare registration areas outside the childcare areas to be used for childcare registration.

7.8 Four (4) separate rooms for childcare providers to provide age appropriate activities for child guests, separated into 4 age groups: infant, pre-k, elementary, and middle through high school aged. Each child is required 35 square feet, the breakdown is as follows:

• Infant room = 500sq.ft. (10 infants)

• Pre-K room = 1,050sq.ft. (25 pre-k)

• Elementary room = 1,225sq.ft. (25 elementary)

• Middle through High School room = 1,050sq.ft. (10 middle-high school)

7.9 All four (4) childcare rooms must meet the following criteria:

• Located in close proximity to each other, main event space, and provide limited access to only our registered guests for safety purposes.

• Power should be accessible for small appliances provided by our childcare personnel, such as bottle warmers and baby swings.

• Located near a bathroom that can be cordoned off from other users of the facility to be used only for our childcare.

• No hotel rooms will be used to meet this childcare requirement.

7.19 All conference rooms must be located on the same property.

7.20 All conference rooms must be indoors.

7.21 Cost will be inclusive of all taxes and service charges.

7.22 All setup and breakdown of tables and other vendor provided equipment will be conducted by the vendor.

7.23 Wi-Fi readily available throughout the facility from 6:00 am – 6:00 pm.

8.0 Security Requirements

8.1 All service providers shall be able to provide a valid driver's license, valid vehicle registration, and valid vehicle insurance to base security in order to gain access before gaining access to the site.

All personnel will be subjected to a Law Enforcement Data System (LEDS) Background check. All individuals with unfavorable background checks will be banned from the installation. All contracted employees and subcontracted employees will be required to pass the required training below in order to come and go off site or maintain onsite for the duration of the requirement.

9.0 Antiterrorism/Operations Security Requirements

9.1 AT Level I Training: All contractor employees, to include subcontractor employees, requiring access Army installations, facilities and controlled access areas shall complete AT Level I awareness training. The contractor shall submit certificates of completion for each affected contractor employee and subcontractor employee, to the COR and to the contracting officer, within ten (10) days of award.

AT Level I awareness training is available at the following website: http://jko.jten.mil.

9.2 iWATCH Training. The contractor and all associated sub-contractors shall brief all employees on the local iWATCH program (training standards provided by the requiring activity ATO). This local developed training will be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the COR. There will be an AT/OPSEC handout for the contractor to review and a student log for the contractor to sign to complete this requirement. This training shall be completed and the results reported to the COR and the contracting officer within ten

(10) days of award.

http://jko.jten.mil/

10.0 Contracting Manpower Recording Act (CMRA):

10.1 The Contractor shall report ALL Contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the National Guard Bureau via a secure data collection site.

10.2 The Contractor shall completely fill in all required data fields using the following web address:

http://www.ecmra.mil/. Reporting inputs shall be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year, beginning with 2013. Contractors may direct questions to the help desk at http://www.ecmra.mil

10.3 Unit Identification Code (UIC) for the Requiring Activity: W90KNA

10.4 Issuing Office DoDAAC: W912JV