Statement_of_Work.pdf

STATEMENT OF WORK

Description of Services: Contractor will provide meeting space, catered meals, and lodging for the Yellow Ribbon Reintegration Event in Olympia/Seattle/Tacoma, WA (zip code:

98501/98402/98101) region with a minimum rating of three stars for the venue.

24 February 2016 1700-2000 hours

25 February 2016 0700-1800 hours

26 February 2016 0700-1800 hours

1.0) Meeting Rooms/Space

Meeting space #1: Main Meeting / Feeding Room. The main meeting space is required from 1700-2000 on 24 FEB and 0700-1800 on 25-26 FEB. The area must comfortably fit up to 450 people (400 adults, 50 children). Setup will be with round tables, banquet style and will be used for presentations and feeding.

Audio/Visual package will include but not limited to a lectern, wireless microphone, one multimedia projector, one screen, internet availability, and on site IT representative available to address system issues.

Meeting space #2: Resource Provider Room. Contractor will provide a room large enough for 14 six foot tables with two chairs each to accommodate resource providers and their displays.

Setup in a “job fair” fashion with provider tables along the walls/barriers and open in the middle to allow customers to walk, meet, and mingle. Available from 0700-1800 on 25 FEB and with setup on 24 FEB. One six foot table for refreshments that includes coffee, water, light refreshments for AM and PM Snacks on Saturday. Refreshment table can also be in a central location.

Audio/Visual package will include but not limited to a lectern, wireless microphone, one multimedia projector, one screen, internet availability, and on site IT representative available to address system issues.

Meeting space #3: Child Care Room #1: Room to accommodate childcare on site of adult event. (Each room for up to 25 children, 35 square feet per child). Room setup shall include 5 blankets, 5 pillows, 10 (hotel) chairs, 1 garbage can, small refrigerator / buckets of ice to chill bottles, and 5 six foot tables (without legs extended and set on milk crates) this will be used as an activity center and a water station. Lastly a television with DVD player. A final layout will be provided 5 days prior. Available from 0700-1800 on 25-26 FEB.

Meeting space #4: Youth Activities #2: Room to accommodate youth activities on site of adult event. (Each room for up to 25 children, 35 square feet per child). Room setup shall include 5 blankets, 5 pillows, 10 (hotel) chairs, 1 garbage can, small refrigerator / buckets of ice to chill bottles, and 5 six foot tables this will be used as an activity center and a water station. Lastly a television with DVD Player. A final layout will be provided 5 days prior. Available from 0700- 1800 on 25-26 FEB.

Meeting space #5: Youth Activities #3: Room to accommodate youth activities on site of adult event. (Each room for up to 25 children, 35 square feet per child). Room setup shall include 5 blankets, 5 pillows, 10 (hotel) chairs, 1 garbage can, small refrigerator / buckets of ice to chill bottles, and 5 six foot this will be used as an activity center and a water station. Lastly, television with DVD Player. A final layout will be provided 5 days prior. Available from 0700-1800 on 25-

26 FEB.

Meeting space #6: Staff room. One room, conference style. Must be able to fit up to 20 people. Work space (desks or 8 FT and chairs) available. Required from 0700-1800 on 25-26

FEB.

Meeting space #7: Break-Out Room. Banquet style with A/V capabilities. Must be able to fit up to 150 people. Required from 0700-1800 on 25-26 FEB.

Meeting space #8: Break-Out Room. Banquet style with A/V capabilities. Must be able to fit up to 150 people. Required from 0700-1800 on 25-26 FEB.

Meeting space #9: Break-Out Room. Banquet style with A/V capabilities. Must be able to fit up to 75 people. Required from 0700-1800 on 25 FEB from 0700-1800.

Meeting space #10: Break-Out Room. Round style at least 8 with A/V capabilities. Must be able to fit up to 50 people. Required from 0700-1800 on 25 FEB.

2.0) MEALS

The contractor will provide five catered meals, to include the following:

Day 1 (Friday 24FEB):

1830-2000: Welcome Dinner (300 Adults + 50 Kids) (Army Only)

DAY 2 (Saturday 25FEB):

0730-0830: Breakfast (450 Adults + 50 Kids) (300 Army Adult/150 Air Adult) 50/50 Air & Army Youth

AM SNACK LIGHT REFRESHMENTS

1130-1300: Lunch (450 Adults + 50 Kids) (300 Army Adult/150 Air Adult) 50/50 Air & Army Youth

PM SNACK LIGHT REFRESHMENT

1800-2000: Dinner (300 Adults + 50 Kids) (Army Only)

DAY 3 (Sunday 26FEB):

0730-0830: Breakfast (300 Adults + 50 Kids) (Army Only)

1200-1300: Lunch (300 Adults + 50 Kids) (Army Only)

All meals must be provided with the chosen venue and within the local government per-diem rate per person inclusive of gratuity.

Kid meals for 50 kids which shall include steamed or raw vegetables, fruit, chicken nuggets, macaroni and cheese, milk and juice. Kid’s lunches to be served in each of the youth / childcare rooms.

House blend and Decaffeinated Coffee, iced tea assorted herbal teas, and water will be provided with the meal and available throughout the day: breakfast through lunch. Light snacks for morning and afternoon breaks are defined but not limited to, coffee, tea, milk, juice, soft drinks, donuts, bagels, fruit, pretzels, cookies, chips or muffins.

All meals must be within the local government per diem rate. Choice of break and meal selection to be made by event coordinator.

These numbers are for planning purposes. Final numbers will be given to the vendor no later than 5 days prior to event. Additional meals or lodging required after the 5 days will not be authorized for this contract and will be paid via other means.

3.0) Parking: No cost, on-site parking for up to 300 vehicles

4.0 Lodging: The venue will provide a maximum of 250 rooms for guests. Rooms will be available to guests for check in on Friday, 24 February 2017 and available through the duration of their stay with checkout on Sunday, 26 February 2017. These numbers are for planning purposes. A final rooming list will be given to the vendor no later than 10 days prior to event.

Additionally 40 Air Guard Rooms will be held and 7 staff rooms will be held. **These rooms will not go on the contract but will be individually billed to the member. Final numbers 10 day prior to event.