SOW_2.YRRP_(26_JAN_2019).docx

STATEMENT OF WORK (SOW)

New Jersey Yellow Ribbon Reintegration Program NJANG, 177th Fighter Wing

26 JAN 2019

PART I: GENERAL INFORMATION.

1. Introduction/ Description Services. The 177th Family Support office is seeking a contract to provide a venue and support for the New Jersey Air National Guard Yellow Ribbon Reintegration Program (YRRP). The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and non-personal services necessary to perform venue support as defined in this Statement of Work (SOW) except for those items specified as government furnished property and services. The contractor shall perform to the standards in this SOW. The YRRP will conduct an event within 30 miles of Egg Harbor Twp. NJ 08234 on 26 JAN 2019, and is seeking a hotel venue to accommodate the symposium, breakout sessions, exhibit hall, meeting and counseling rooms, lodging, and dining accommodations to include catering for 150 service members, community partners, family members and children.

1.1 Background. The Yellow Ribbon Reintegration Program (YRRP) provides information and activities that are offered at key stages and throughout the deployment cycle: Pre-Deployment, During Deployment (for families supporters), and Post Deployment. YRRP offers information on benefits such as health care, education, financial, and legal counseling. YRRP works with a network of key organizations, including Military OneSource, Employer Support for the Guard and Reserve, Small Business Administration, the Department of Labor, and Veterans’ Affairs. This collaboration provides informative and interactive seminars and resources relevant to members of the National Guard and Reserve community.

1.2 Objectives. The mission of the YRRP is to promote the well-being of National Guard and Reserve Service members and their families by connecting them with the resources throughout and beyond the deployment cycle. Through YRRP, service members and those who support them have access to programs, services, resources and referrals to minimize stress and maximize resiliency during all phases of deployment and reintegration.

1.3 Scope. The major goal of this project is to develop a family friendly environment for facilitation of the required objectives of the Yellow Ribbon Reintegration Program. We are seeking a facility to allow this event to provide interactive sessions for the attendees as well as the one-on-one opportunity to connect with community partners and resource providers manning exhibit displays. Specific objectives include: Providing a venue to accommodate (a) Block of sleeping rooms, see detailed breakdown in paragraph 5.1; (b) meeting space/breakout rooms as defined in paragraph 5.2; (c) Audio visual needs as defined in paragraph 5.3; (d) meal service and refreshments as defined in paragraph 5.4 and 5.5

1.4 Period of Performance. The proposed period of performance for this event would be 26 January 2019.

1.5 Point of Contact (POC). Savanah Bennett, Yellow Ribbon Support Specialist, will be the POC for this event. The POC monitors all technical aspects of the contract and assists in contract administration.

1.6 Hours of Operation. The YRRP Proposed Symposium schedule:

· Saturday, January 26, 2019 - 6:00am to 5:00pm (Staff arrival, set-up and check-in, registration, breakout session, and breakdown)

1.7 Place of Performance. We are seeking a venue within 30 miles of Egg Harbor Twp. NJ 08234. Venue address will be determined upon award of the contract venue site.

1.8 Type of Contract. This will be a Firm Fixed Price contract.

1.9 Security Requirements. Reserved.

1.10 Special Qualifications and Certifications. The contractor is responsible for ensuring all food preparations are conducted by employees who possess a current food handling certification during the YRRP Symposium. Contractor shall be compliant with the American Disabilities Act as defined by law. The hotel must be a FEMA registered facility in accordance with http://apps.usfa.fema.gov/hotel/.

1.11 Post Award Meeting/Periodic Status Meetings. After award the contractor, POC will have meeting to clarify SOW and contract requirements such as deliverable products, and delivery schedules, special contract clauses, quality control/assurance procedures, invoicing and billing procedures, local regulations or access requirements, and/or environmental, safety and health requirements. Periodic update/status meetings to review contractor performance may be scheduled.

1.12 Contractor Manpower Reporting: The contractor shall report ALL contractor labor hours (including Subcontractor labor hours) required for performance of services provided under this contract at the secure data collection site. The contractor is required to completely fill in all required data fields using the following web address: http://www.ecmra.mil Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs 1 October through 30 September. While inputs may be reported any time during the FY, all data shall be reported no later than 31 October of each calendar year, beginning with 2019. Contractors may direct questions to the help desk at http://www.ecmra.mil.

PART II: DEFINITIONS AND ACRONYMS

2. Definitions & Acronyms.

2.1 Definitions.

2.1.1 Childcare will be provided at the venue. The NJANG YRRP will provide certified staff, service and curriculum as allowed by the DoD YRRP.

2.1.2 A/V Freedom. The YRRP will be permitted to connect its audio visual equipment to the contractor’s electrical outlets, house sound and A/V connections within the facility and for the duration of the event with no additional cost to the government for use of contractor’s electrical power service (if applicable).

PART III: GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. Government Furnished Items & Support

3.1 Support. Reserved.

3.2 Facilities. Reserved.

3.3 Equipment. Non-network laptops and printers

3.4 Materials. NJ State Flag

PART IV: CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES.

4. Contractor Furnished Items and Responsibilities.

4.1 General. The Contractor shall furnish all supplies, equipment, facilities and services required to perform work as defined in the SOW.

4.2 Secret Facility Clearance. Not applicable.

PART V: SPECIFIC TASKS

5. Specific Tasks and Work Requirements.

5.1 LODGING / SLEEPING ROOMS.

5.1.1 Will consist of Room Blocks (Contracted Rooms).

5.1.1.1 The lodging rate for this event will not exceed the U.S. Government Daily Lodging Per Diem rate for the area where contract is awarded: http://www.gsa.gov/portal/category/100120 . The maximum lodging per diem rate for Egg Harbor Township/New Jersey is $99.00

5.1.1.2 Rooms Blocked for Attendees: 20 Contracted Rooms (Rooms that are not reserved by January 16th, 2019 will be released. The government will only be charged for rooms reserved/occupied)

5.1.1.3 Rooms must be double occupancy, individual/private sleeping rooms with toilet and shower/tub facilities, with 2 double beds, 2 queen beds, 1 double bed and 1 queen bed, 1 king bed or any combination thereof. Additional accommodations (suites) may be requested by families with more than 4 members or for family members that require special physical needs. Requests for adjoining rooms will be granted at the availability of the facility.

5.1.1.4 Preference for all lodging rooms to be located near meeting space.

5.1.1.5 Preference that all lodging rooms include complimentary Wi-Fi.

5.1.1.6 Preference that all hotel parking for guests and staff be complimentary.

5.1.1.7 Lodging offered at an overflow location must be within close proximity of the host event location, i.e. walking distance or short drive with free parking. It is desired to award lodging rooms to one vendor. If all lodging cannot be accommodated at host location, it is the NJ Air National Guard’s desire that the one vendor sub-contract to equal quality locations.

5.1.2 Room Blocks: Individual reserves room online or over phone once venue is set.

5.1.2.1 Attendees are eligible for lodging if they are traveling:

5.1.2.2 51-150 Miles-One (1) Night Stay

5.1.2.3 151-250 Miles- Two (2) Night Stay

5.1.2.4 251-350 Miles- Three (3) Night Stay

5.1.2.5 The military rooms occupied by service members, their families, and event staff support will be contracted for event.

5.1.2.6 All non-military event staff will contact the hotel directly for room reservations using the designated reservation code established by the hotel (i.e., “Yellow Ribbon”). Reservations can be made either by phone or online. The capability to make online reservations shall be provided by the contractor.

5.1.2.7 The deadline for reserving rooms under the reservation code issued is 12:00pm, January 1st, 2019. Any rooms not reserved by this deadline shall be released from the block and made available for sale to the general public.

5.2 MEETING SPACE:

5.2.1 All Meeting Space shall be located on the same floor or on two floors that are directly above/below each other and are located within close proximity of each other (7 main meetings spaces & 3 Subsections rooms).

5.2.2 Tactical Operations Center (TOC): Space should be located near ballroom/general session and registration. Set in executive conference style, with power, power strips and or multiple outlets for computer stations. Wireless and LAN internet capabilities are required. This space must be able to be locked and secured at the discretion of the YRRP event coordinator. Room will be used: 26 January 2019 at 6:00 am through 5:00pm.

5.2.3 General Session Conference Room. Room/ballroom with room to accommodate approximately 150 attendees, set in half-rounds of 8 or 10, comfortably accommodate catered meal service and all day water service. At the head of the room, medium sized risers or fixed state/lectern or podium centered, wireless microphones, projection screens, AV/carts/tables, A/V connections to in-house sound and projector (if built in), and wireless internet service. Room will be used: Saturday, 26 January 2019 from 6:00am - 5:00pm.

5.2.4 Resource Fair Space. Large open hallway/common area or separate room adjacent to or close proximity to General Session Space is required as outlined below. Twelve (12) skirted rectangular tables (preferably 6’) set with 2 chairs each, to be used vendor style. Standard wall outlets must be accessible for use. Tables are used by our Community Partners providing information on services and benefits to our service members and their families. The 12 tables will be in use on Saturday, 26 January 2019 from 6:00am - 5:00pm.

5.2.5 Event Registration Space. Location near the General Session entry area, easily accessible to symposium participants upon arrival. 4 skirted/dressed rectangular tables, preferably 6’, with two chairs per table. Will be used as Event Information Desk for duration of the event. Registration/Information area will be used: Saturday, 26 January 2019 from 6:00am - 5:00pm.

5.2.6 Breakout Session Rooms (in addition to General Session Room). Six (6) rooms to accommodate at least 25 people in each room set in half rounds of 8 or 10 or set in classroom style (rows of tables with chairs on back side), with water service. Use of venue A/V, lectern/podium, projector, screen, in-house sound and wireless microphone. All 6 breakout rooms will be used Saturday, 26 January 2019 from 6:00am - 5:00pm.

5.2.7 Childcare Activity Rooms. Two (2) Childcare rooms to accommodate up to 20 children and 6 adults childcare providers per room. The childcare room will host childcare for children ages 0-12. Room must be an enclosed and indoor room that must comfortably accommodate toddler play, 2 small playpens, sleeping mats, and tables with seating for activities and meals, with water service. The childcare will be provided by a local military childcare provider company. Childcare Activity room will be used: Saturday, 26 January 2019 from 6:00am - 5:00pm. Childcare Freedom is defined as: YRRP will provide a certified child care service and curriculum as allowed by the DoD YRRP.

5.3 AUDIOVISUAL EQUIPMENT.

5.3.1 Podium (1), wireless microphones (4), screens (7), stage (1), AV/carts/tables, A/V connections to in-house sound and projector (if built in), technical support for AV equipment and wireless internet service. Costs quoted will determine our decision to rent equipment or provide our own. This need is for the General Session and Breakout Session rooms only.

5.3.2 Should we provide our own equipment the Government requests AV Freedom and will be permitted to connect its equipment to the contractor’s electrical outlets, house sound and AV connections within the facility and for the duration of the event with no additional cost to the government for use of contractor’s electrical power service.

5.4 MEALS

5.4.1 Contractor shall provide two (2) meals (1 hot breakfasts, 1 hot lunch) to accommodate approximately 150 people at the breakfast meal and lunch on Saturday. Event staff will be notified approximately a week in advance if participant’s number drops below the expected amount for meal count. Contractor shall also provide two break meals for participants consisting of healthy snacks, and beverages. Breakfast and Lunch menus are negotiable and must remain at or under the per diem cost allotted for meals for the venue area according to the U.S. General Services Administration website: Fiscal Year 2019 Per Diem Rates for New Jersey are listed in the following web link: http://www.gsa.gov/portal/category/100120 and the M&I/E breakdown http://www.gsa.gov/portal/content/101518.

This rate is $15.00 per person for breakfast and $16.00 per person for lunch for Egg Harbor Twp., NJ. Meals may be procured using any variation of cost agreed upon so long as the totaling is no more than maximum of ($64.00) allowable adult rate for these three meals combined.

5.4.2 The government shall provide contractor with a final count of persons (adults and children) to be served meals 10 Days prior to the event date (Saturday, 26 January 2019 from 6:00am - 5:00pm).

5.4.2.1 The government will not be responsible for any cost above those calculated based on the final counts provided.

5.4.2.2 The meal rate for this event will not exceed the daily Government Daily Per Diem Rate for the Southern NJ Region where the contract is awarded. U.S. General Services Administration Fiscal Year 2018 Per Diem Rates for New Jersey http://www.gsa.gov/portal/category/100120 and the M&I/E breakdown http://www.gsa.gov/portal/content/101518

5.4.3 Breakfast. Hot breakfast meals must contain at minimum, but are not limited to: one breakfast meat, eggs, whole grains, fruit, coffee, tea & water and applicable condiments.

5.4.3.1 Buffet style is preferred, but plated meals are acceptable.

5.4.3.2 Breakfast meals served 7:00 a.m. – 8:30 a.m. on Saturday, 26 January 2019

5.4.4 Lunch. Hot lunch meals must contain at minimum but are not limited to: two meat/protein options, two whole grain options, two vegetable options, one dessert option, tea & water and applicable condiments.

5.4.4.1 Buffet style is preferred, but plated meals are acceptable.

5.4.4.2 Child friendly lunches to be served in the Childcare and Youth Activity rooms.

5.4.4.3 Lunch meal served 12:00 noon – 1:00 p.m. on Saturday, 26 January 2019

5.5 REFRESHMENTS.

5.5.1 Refreshment and snacks to accommodate approximately 150 people.

5.5.2 Service provided on Saturday mid-morning and Saturday mid-afternoon. Exact serving times to be coordinated with on-site POC.

5.5.3 Refreshments and snacks are to be served in the area of the Meeting Space.

5.5.4 Child friendly refreshments and snacks are to be served in the Childcare area and the Youth Activities areas.

5.5.5 The government shall provide contractor with a final count of persons (adults and children) to be served refreshments and snacks 10 Days prior to the event date.

5.6 OTHER.

5.6.1 Contractor shall provide or agrees to the following miscellaneous items for duration of conference:

5.6.1.1 Directional signage as follows: easels or other highly visible navigation to registration, general meeting space, breakouts and childcare locations, signage listing breakout sessions by name on or near the doors of each breakout room. All signs, placards, door cards and so forth that identify our group should be labeled “NJANG YRRP” or “Yellow Ribbon.”

5.6.1.2 The contractor agrees to allow the government Childcare, to provide child care activities/services via separate contract operating on the facility premises.

5.6.1.3 Contractor shall provide a U.S. Flag, two ceremonial flag poles and two flag bases.

The government or venue will provide an NJ state flag for use on the second base. Items should be placed in the main general session room on or next to medium risers/fixed stage. The U.S. flag must fly at equal or greater height of the government furnished New Jersey flag and be placed on the right side of a speaker who would be standing at the podium facing the audience. The State of New Jersey flag should be posted on the speakers left.

5.6.1.4 Contactor shall provide a detailed copy of their floor plan.

PART VI APPLICABLE PUBLICATIONS

6. Applicable Documents and Reference Materials:

“Unified Facilities Criteria (UFC) Inspection, Testing, and Maintenance of Fire Protection Systems (UFC 3-600-2) available at http://www.wbdg.org/ccb/DOD/UFC/ARCHIVES/ufc_3_600_02.pdf

U.S. General Services Administration FY 2019 Per Diem Rates for Illinois available at: http://www.gsa.gov/portal/category/100120

U.S. General Services Administration Per Diem Allowances for Meals and Incidental Expenses (M&IE) Breakdown. The separate amounts for each; breakfast, lunch and dinner listed in the listed at the following link: http://www.gsa.gov/portal/content/101518