RFQ_-_171ARW_YRRP_1_Jun_19.docx
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- Yellow Ribbon Reintegration Program (YRRP) - Pittsburgh, PA Federal contract opportunity
- Solicitation number
- W912KC19P7016
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FROM: 171 AIR REFUELING WING Contracting Office
POC: 2LT MICHAEL BOYD michael.w.boyd2mil@mail.mil 412-776-7685
SUBJECT: REQUEST FOR INFORMATION for Yellow Ribbon Reintegration Program (YRRP) event – June 1, 2019
1. This is a Request for Quote to determine hotel rooms and required services availability for this event. If able to meet ALL of the requirements, please email the POC listed above and you will be sent an official Request for Proposal.
2. IS YOUR COMPANY REGISTERED (AND ACTIVE) IN THE SYSTEM FOR AWARD MANAGEMENT (SAM)? (https://sam.gov/portal/SAM/ ) (NOTE: Formerly CENTRAL CONTRACTOR REGISTRATION (CCR), the System for Award Management (SAM) is the Official U.S. Gov’t System that consolidated the capabilities of CCR/FedReg, ORCA, and EPLS).
YES _____ CAGE CODE# ________________ NO _____
3. EVENT (ROOM) REQUIREMENTS:
| A. GUEST ROOMS: | |
| (1) Estimated: 45 GUEST ROOMS | |
| (2) Date Needed: FRIDAY, 31 May 2019 | |
| (3) Can be a combination of double and single bed rooms if offered at the GSA per diem rate | |
| (4) Final room counts will be given to the venue 17 May 19. |
YES _____ NO _____
| B. GUEST ROOMS: | |
| (1) Estimated: 40 GUEST ROOMS | |
| (2) Date Needed: SATURDAY, 1 June 19 | |
| (3) Can be a combination of double and single bed rooms if offered at the GSA per diem rate | |
| (4) Final room counts will be given to the venue 17 May 19. |
YES _____ NO _____
*DATE FOR ALL FOLLOWING ITEMS IS SATURDAY, 1 JUN 19.
| C. WELCOME/ REGISTRATION AREA | |
| (1) THREE tables with two chairs each placed in a location near or in front of the conference room on Saturday for attendee registration in morning and afternoon | |
| (2) Time: 5:30 am to 4:00 pm |
YES _____ NO _____
| D. MAIN CONFERENCE SPACE | |
| (1) For between 275-325 PEOPLE (room should be able to be comfortably set for 350). | |
| (2) Additional 4 chairs to be set in back of room close to exit door | |
| (3) Time: 6:45 am to 4:00 pm | |
| (4) Tables w/ cloths, ice water/glasses at each table, pens and tablets | |
| (5) Projector Screen so all attendees can view; to be paired with projector | |
| (6) Projector (details below) | |
| (7) Microphone |
YES _____ NO _____
| E. BREAKOUT ROOM | |
| (1) FOUR rooms to seat 75-100 attendees comfortably classroom style. (BREAKOUT ROOMS can be in the main conference space if it is able to be sectioned off) | |
| (2) TIME: 8:00 am to 3:30 pm | |
| (3) Projector Screen in each room so all attendees can view; to be paired with projector | |
| (4) Projector (details below) | |
| (5) Microphone | |
| (6) Water/glasses in back of each room |
YES _____ NO _____
| F. COUNSELING ROOMS/SPACE | |
| (1) ONE private room for one-on-one counseling | |
| (2) TIME: 8:00 am to 3:30 pm |
YES _____ NO _____
| G. EXHIBITOR SPACE FOR EXHIBITORS | |
| (1) SIXTEEN - 6-8 FT Tables w/ cloths and 2 chairs at each table) | |
| (2) TIME: 7:00 am – 4:00 pm | |
| (3) Availability to add tables day of event as needed |
YES _____ NO _____
| H. CHILD CARE ROOMS | ||
| (1) TWO rooms (Adjoining is preferable) | ||
| (2) ROOM 1: Suitable Room for up to TWENTY children ages 6 months to 6 years | ||
| (3) ROOM 2: Suitable Room for up to TWENTY-FIVE children ages 6-17 | ||
| (a) TV with Cable | ||
| (b) TIME: 6:30 am to 3:30 pm | ||
| (d) Table to eat venue provided lunch meal |
YES________ NO ______
4. AUDIO / VISUAL SUMMARY
A. ONE 8'- 10' screen for Main Conference Room. House sound & connection to house sound; Extension cords; microphone; Podium; A/V assistance for at least 1/2 hour the morning of SATURDAY, 1 Jun 2019.
B. FOUR 8’x10 screens. ONE each per breakout room. House sound & connection to house sound; Extension cords; microphone; Podium; A/V assistance for at least 1/2 hour the morning of SATURDAY 1 Jun 2019
C. FIVE projectors. ONE each conference room; ONE each breakout rooms (4 PROJECTORS if General Session Room is going to broken out into sessions.)
D. ONE TV/DVD in the child care room – ROOM 2 – Noted above
YES _____ NO _____
5. OTHER: The registration area, exhibitor area, conference, breakout, and conference room, and dining/serving area should be located on the same floor, adjacent to one another. Preference is if space for the exhibitors is available outside the conference room.
YES_____ NO ______
6. CATERING REQUIREMENTS:
| A. Serving area near main conference space or in main conference space | |
| (1) Exact numbers for each meal/snack will be provided to venue 17 May 19. | |
| (2) Menus to be submitted by venue and approved by Contracting Officer |
| B. BREAKFAST MEAL for approximately 300 guests | |
| (1) DATE: SATURDAY, 1 Jun 19 | |
| (2) TIME: 7:30 am – 8:30 am | |
| (3) Continental Breakfast to include Eggs, Waffles, etc., Coffee, Tea, water and juice. |
| C. MID-MORNING SNACK for approximately 275 guests | |
| (1) Light snack, coffee, water |
| D. LUNCH BUFFET MEAL for approximately 260 guests (ADULT MEAL) | |
| (1) Hot meal to include Salad, Meat, Potato, Vegetable, Rolls, etc., coffee, ice tea, water. | |
| (2) Menu to be submitted by venue and approved by Contracting Officer |
| E. LUNCH MEAL for approximately 45 Children | |
| (1) Hot meal suitable for children, water, milk, juice | |
| NOTE: Children will eat in childcare rooms |
| F. MID-AFTERNOON MEAL for approximately 300 guests | |
| (1) Light Snack, coffee, ice tea, water |
YES _____ NO _______
7. Does your establishment have ample on-site available parking to host this event? Approximately 250 cars.
YES_______ NO_______
8. Is there a fee for parking use?
YES_______ NO_______ COST$_______________
YRRP EVENT 7-1 June 2019 PAGE 4 image1.jpeg image2.png image3.jpeg
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