Attachment 01

Updated July 09, 2011

DELAWARE NATIONAL GUARD

JFHQ, Office of the Joint Headquarters

Wilmington, Delaware 19808

STATEMENT OF WORK

FOR:

Miscellaneous DE National Guard Support Events

STATEMENT OF WORK

GENERAL NOTE

The Delaware National Guard hosts various events each year in support of Joint Support Staff Family

Readiness Programs as well as other miscellaneous conferences and military functions. The selected hotel will provide these required support services, to include lodging, food service and conference space with audio visual capabilities under an Indefinite Delivery Contract based on a date and time to be determined once the government has identified an actual requirement.

This General Statement of Work is intended to capture the characteristics of some of our more common and recurring events each year. This SOW is based on previous DE National Guard events and should be used in conjunction with the Pricing Schedule (Attachment 02) in order to establish estimated quantities, unit pricing, and to serve as guide on determining whether a venue is capable of supporting all of the minimum needs of the DE National Guard.

No offeror shall interpret any of the quantities included in this SOW to be any more than estimates.

The actual dates, quantities, and location for each event will be determined based on the needs of the government and an individual task order will be awarded with a Statement of Work specific to the event.

Strong Bonds Event

SCOPE OF WORK

The Deployment Cycle Support (DCS) Contingency Plan dated March 2003 created a requirement that Warriors, spouses, and family members be provided training relating to reunion, relational and marital enrichment. This training has been defined as STRONG BONDS.

Activities will focus on various modalities, specifically how to reconnect and enhance their personal relationships which may have been strained by separations resulting from deployment. The selected hotel will provide the required support services, to include lodging, food service and conference space with audio visual capabilities.

HOTEL REQUIREMENTS:

1.1 Must have full service facilities, to include dining and catering capabilities.

1.2 Required amenities: laundry facilities, gym, pool, free internet access availability (wired or wireless) hotel restaurant available, couple or family friendly environment, game room.

1.3 Desirable amenities: gift shop, evening entertainment.

1.4 Must be located so as to allow easy access walking/short driving distance to local attractions or free shuttle service provided.

1.5 Secure parking for patrons’ vehicles.

1.6 Suitable hotel security

1.7 Prior to issuing of a Contract for services, the government will require a public health and safety inspection to be completed before date of event.

1.8 Access to convention staff via walkie-talkies or radio throughout the event

1.9 Registration and display tables

1.10 Hotel will not be undergoing renovations during conference dates

STRONG BONDS PARTICIPANT HOTEL ROOMS:

2.1 Family Retreat:

All rooms must be able to accommodate families having 3-8 members.

Minimum of ten rooms will be needed with 2 queen size beds and three additional rooms with 2 queen size beds with access to the adjoining room next door also furnished with 2 queen size beds.

2.2 Couples Retreat:

Minimum of 20 rooms with king sized bed, double occupancy

2.3 Single Retreat: 15 rooms minimum with one king size or 2 queen size beds, single occupancy

2.4 The hotel must be able to provide roll away beds for families with an odd number of members.

2.5 The government reserves the right to drop unneeded rooms up to 72 hours before event

2.6 Accommodations must be available for physically handicapped if needed.

2.7 Desired Check in / checkout times:

Friday 3:00pm check in

Sunday 12:00pm check out

CONFERENCE ROOM AND AUDIO VISUAL NEEDS:

3.1 The facilitators will provide their own laptops and projectors.

3.2 An audio hookup to our provided equipment to conference room speakers is needed for optimum sound of videos and or power point.

3.3 Podium/Lectern required

3.4 Six to eight round tables banquet style, exact number to be determined by size of table

3.5 Two Support Tables, for sign in and additional materials inside conference room

3.6 One Sign indicating location of meeting room outside main Conference room

3.7 Access to convention staff via walkie-talkies or radio throughout the event

3.8 Family Retreat: 3 separate audio visual areas need to be provided inside one large conference room able to hold 65 people with space between the three groups. 3 projector screens are required. One whiteboard is required. Laptops and projectors will be provided by facilitators but will need connection to audio system in conference room for optimum sound of video or power point.

3.9 Couples Retreat: One audio visual area needs to be provided inside one large conference room that holds 44 people. 1projector screen is required. Laptop and projectors will be provided by facilitators but will need connection to audio system in conference room for optimum sound of video or power point.

3.10 Single Retreat: One audio visual area needs to be provided inside one conference room that holds 17 people. 1projector screen is required. Laptop and projectors will be provided by facilitators but will need connection to audio system in conference room for optimum sound of video or power point.

FOOD SERVICES: TIMES and MENUS

4.1 At all scheduled meeting times, participants will be provided with a variety of drink choices in conference room to include coffee, tea, water

4.2 All meals will be provided in conference room or at hotel restaurant

4.3 Hot Dinner Buffet, consisting of heavy hors d’oeuvres, juice, coffee, soda served in the meeting room, to remain available from 7:30-9:30pm

4.4 Hot Breakfast Buffet, consisting of eggs, pancakes or French toast, breakfast meat, hot and cold cereals, assorted juices and coffee to be served in restaurant or adjacent meeting room, to be available between 8:00-9:00am

4.5 Hot or Cold Lunch Buffet

4.6 Snack on morning of departure

4.7 Meals are to be within the local per diem rate per local government per diem rate

4.8 Family Retreats: food must be kid friendly. Approximately 65 people total, 30 adults and

35 children ranging in age between 8 and 17. Final numbers will be provided to the banquet event planner no later than 7 days before retreat.

4.9 Couple Retreats: Approximately 44 adults. Final numbers will be provided to the banquet event planner no later than 7 days before retreat.

4.10 Single Retreats: Approximately 17 adults. Final numbers will be provided to the banquet event planner no later than 7 days before retreat.

Yellow Ribbon Event

The Joint Support Staff Family Readiness Programs helps service members and their families navigate through the numerous Department of Defense (DOD), Veterans Affairs and State systems to ensure they receive information and assistance regarding all the benefits and entitlements they have earned as a result of deployment. The program strives to prepare National Guard and Reserve

Members; and their families for the deployment and reintegrate the service member with their families, communities and employers upon re-deployment or release from active duty. Childcare service during these events is not the responsibility of the vendor under this contract; however childcare will be provided on site by either government personnel or under a separate contract to support the needs of the families attending.

1.2 Required amenities: laundry facilities, gym, pool, free internet access availability (wired or wireless) hotel restaurant available, couple or family friendly environment, game room.

1.3 Desirable amenities: gift shop, evening entertainment.

1.4 Must be located so as to allow easy access walking/short driving distance to local attractions or free shuttle service provided.

1.5 Secure parking for patrons’ vehicles.

1.6 Suitable hotel security

1.7 Prior to issuing of a Contract for services, the government will require a public health and safety inspection to be completed before date of event.

1.8 Access to convention staff via walkie-talkies or radio throughout the event

1.9 Registration and display tables

1.10 Hotel will not be undergoing renovations during conference dates

2.1 The facilitators will provide their own laptops and projectors.

2.2 An audio hookup to our provided equipment to conference room speakers is needed for optimum sound of videos and or power point.

2.3 Podium/Lectern required

2.4 Six to eight round tables banquet style, exact number to be determined by size of table

2.5 Three (3) Support Tables, for sign in and additional materials inside conference room

2.6 One Sign indicating location of meeting room outside main Conference room

2.7 Access to convention staff via walkie-talkies or radio throughout the event

2.8 One Large Conference Room 150 personnel minimum capacity

Classroom style seating – area will be utilized for general session briefing

LCD Projector, Screen and Support Package

Audio Visual service contact during event

Complete ability to show PowerPoint slides/video

Includes LCD projector, display screen, extension cable, cord, power strip

Mixer to produce sound and volume for video presentations

Microphone – wireless preferred

2.9 Childcare Rooms: Younger Childcare room

1 round table- seating

Open floor space

TV and DVD Player

Old table cloths, if available, for crafts

2.10 Operation Military Kids Programming Room

4 round tables (seating at 2, open for activities 2)

TV and DVD Player and/or WII

Old table cloths if available for crafts

2.11 Two Additional Break Out Rooms / focus groups

LCD Projector, Screen and Support Package

Ability to show PowerPoint slides/video

Includes display screens

Mixer to produce sound and volume for video presentations

Microphone – wireless preferred

2.12 Vendor set up

18 Support Tables

Tables set up on room perimeters

Seating – 2 chairs at each table

Table dressings

3.1 At all scheduled meeting times, participants will be provided with a variety of drink choices in conference room to include coffee, tea, water

3.2 All meals will be provided in large seating area for dinning with round table seating for a minimum of 150 personnel with clearing between meals included

3.3 Minimum of two buffet lines- double sided

3.4 Hot Breakfast, consisting of eggs, pancakes or French toast, breakfast meat, hot and cold cereals, assorted juices and coffee to be served between 8:00-9:00am

3.5 Hot or Cold Lunch with breads, rolls etc., tossed salad, pasta salad, cakes and cookies:

Consisting of pasta with meat and sauce selection or assorted lunchmeat trays of turkey, ham, roast beef and variety of cheese

3.6 Meals are to be within the local government per diem rate for the local area

Miscellaneous Conference Events

One Day event for members of the Delaware National Guard. Activities will focus on ensuring members of the Delaware National Guard receive professional development training on the various issues facing the Army and Air National Guard on National and State levels. In addition we provide a forum for members to discuss separately issues with the DE NG Army Guard Commander and the

DE NG Air Guard Commander. Attendees are educated through presenters from various areas that have an impact on National Guard Joint Domestic Operations capability providing sufficient information, regarding national, state and local response.

1.2 Secure parking for patrons’ vehicles.

1.3 Access to convention staff via walkie-talkies or radio throughout the event

1.4 Registration and display tables

1.5 Hotel will not be undergoing renovations during conference dates

1.6 Main Conference Room must be able to seat a minimum of 450 personnel to include round tables that seat 8-10 personnel per table.

1.7 Main Conference Room seating must provide viewing of event so that no participant is obstructed from the main stage where the speakers are presenting. No table positioned to either side of the main stage shall be at an acute angle as to hinder the view of either the speaker or the projection screens.

1.8 Eight Sign in Tables outside main Conference room.

1.9 Access to venue staff throughout the event.

1.10 Internet access availability (wired or wireless).

1.11 Secure parking for attendee vehicles.

1.12 Venue security with Security POC of venue assigned as liaison to DNG Staff.

2.1 One Large Conference Room 450 personnel minimum capacity

2.2 Four (4) Breakout Rooms Smaller Break-Out Rooms that will accommodate from 50 -

100 personnel each.

2.3 Audio/Visual Support Package (to show power point slides/video) in Main Conference

Room

2.4 A/V system in main conference room to source capable of both computer and DVD player. 2.4 A minimum number of projection screens to ensure viewing from all locations in conference room.

2.5 Venue to provide Audio/Visual liaison assigned to support DNG Staff

2.6 Podium/Lectern, microphone and stage for main conference room plus the ability to use wireless/wired microphones for question and answer session from the audience.

2.7 DNG authorized to bring in additional audio/visual equipment if needed

2.8 One Large Conference Room: 450 Minimum Personnel

LCD Projector, Screen and Support Package

Ability to show PowerPoint slides/video

Includes display screens

Mixer to produce sound and volume for video presentations

Microphone – wireless preferred

2.9 Four Additional Break Out Rooms: 50-100 Personnel

LCD Projector, Screen and Support Package

Ability to show PowerPoint slides/video

Includes display screens

Mixer to produce sound and volume for video presentations

Microphone – wireless preferred

3.1 At all scheduled meeting times, participants will be provided with a variety of drink choices in conference room to include coffee, tea, water

3.2 All meals will be provided in large seating area for dinning with round table seating for a minimum of 450 personnel with clearing between meals included

3.3 Minimum of two buffet lines- double sided

3.4 Meals are to be within the local government per diem rate for the local area

3.5 Sufficient food and drinks to attend needs of 450 minimum personnel.

3.6 Continental breakfast (7:00am); juices, coffee and hot water with teas; donuts and bagels with condiments and cut fresh fruit for 450 minimum personnel – No replenishment for Mid-morning break.

3.7 Mid-morning break (9:00am): coffee, hot water with teas, ice tea and water (use left-over food from breakfast)

3.8 Lunch (11:30am): not less than two per person, create your own deli sandwich to include roast beef, honey ham, turkey breast, corned beef, tuna and chicken salad, sliced cheeses, pickles, lettuce, tomato, mayonnaise, mustard, horseradish. Three per person potato salad, coleslaw, and garden salad with assorted chips, deserts of brownies and cookies, ice tea and water. All items will be make your own/self-serve for 450 minimum personnel.

3.9 Mid- afternoon break (2:30pm): ice tea and water and cookies left over from lunch.

ADDITIONAL REQUIREMENTS (ALL EVENTS)

1. The venue shall not be undergoing any renovations during conference dates.

2. All Hotel Room numbers are an estimate; final numbers will be provided 72 hrs prior to event. We reserve the right to drop any rooms without charge 72 hours prior to the event.

3. A menu that corresponds to the suggested meal plan submitted in the solicitation is to be provided with the established CLIN Pricing. This menu must take into consideration the following factors: cost, nutrition, suitability for mixed population of participants and ability to respond to special dietary requirements. A variety of hot and cold drinks should be offered with each meal/snack.

4. The attendee /traveler/ service member who reserves a room for any event will be responsible for all incidental expenses, such as parking, room service, telephone calls, movie and game rentals, restaurant invoices, etc. These amenities over and above the terms and conditions of the contract are the sole responsibility of the individual attendee, and shall be billed to the individual’s personal credit card account provided during check-in.

5. The government requires a public health and safety inspection to be completed before date of event prior to issuing a contract for services.

6. Pre-function set up of venue space up to 24 hours prior to the start of the event in order for government representatives to perform a final walk through (review) with venue staff to allow for any necessary changes.

7. The designated government representative is not authorized to change the terms and conditions of the resulting contract.

8. Vendor to annotate how many days advance notice is required for lodging and meal counts.

Must not be more than 3 days for lodging and no more than 7 days for meals prior to event start date.