SOW_12_Aug_19_-_6.19.19.docx

DELAWARE AIR NATIONAL GUARD

166th Airlift Wing – Yellow Ribbon Reintegration Program New Castle, DE 19720

STATEMENT OF WORK

FOR:

YELLOW RIBBON REINTEGRATION PROGRAM

DELAWARE AIR NATIONAL GUARD

PRE AND POST 2 DEPLOYMENT EVENT

12 August 2019

ISSUED BY:

PURCHASING & CONTRACTING

Delaware Air National Guard Building 2600 New Castle, Delaware, 19720-1615

STATEMENT OF WORK

SCOPE OF PROGRAM

The Yellow Ribbon program 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 before, during and after deployment and reintegrate the service member with their families, communities and employers after release from active duty.

REQUIREMENTS

The venue shall provide conference, administrative, childcare and open/reception rooms as delineated below for a Pre and Post 2 Deployment Yellow Ribbon event with approximately 460 attendees. The venue shall block off lodging rooms for our out of town members, families, and staff. The venue shall provide a continental breakfast with coffee, juice, tea and water for Monday morning; a buffet lunch; snacks and refreshments for each break period throughout the event; ice water for each breakout room throughout the event; Internet/Wi-Fi access; and parking for event attendees.

LOCATION

New Castle and Kent County, Delaware

SITE VISIT

The Yellow Ribbon Coordinator shall conduct a site visit to the venue at a date to be determined. The Yellow Ribbon Coordinator for this event is Mrs. Sarah Mears (email: sarah.mears.yrss@gmail.com)

CLIN0001: Meeting Space / Breakout Rooms The venue shall provide 16 rooms as detailed below along with a Registration and Break Area. All rooms shall be available for use from 0700 to 1700 on 12 August 2019, have continuous self-service ice water, and projector screen with a PC or Mac compatible projector unless dictated below. All meeting rooms in close proximity is key.

See agenda on final page.

Registration / Break Area. The venue shall provide a welcome reception/registration and vendor fair area or room for approximately 460 attendees. The venue shall provide and setup 42 vendor tables with two (2) chairs for each table. This area shall be in close proximity to the other rooms being used as classrooms or approved by the Yellow Ribbon Coordinator. This area shall be used for the continental breakfast from 0730-0830 and for the morning and afternoon break periods with venue provided pastry/snacks identified in CLIN 0003.

MAIN ROOM- (ROOM 1). The room shall be able to hold all 460 attendees. The venue shall provide a podium with wireless microphone, sound mixer with microphone volume control, and an American Flag with stand in the room. The venue shall set up the room with round tables for six (6) attendees at each table in crescent seating.

BREAKOUT ROOMS- TOTAL 11 (ROOM 2- ROOM 12). The venue shall provide eleven (11) separate breakout rooms. All rooms shall be in close proximity to Room 1, main room. Each room shall be set up in a classroom style seating. We will need approximately 1 room for 60 people, 1 room for 20 people, 5 rooms for 48 people, and 4 rooms for 35 people. *There is potential to change the number of breakout rooms and adjust the number of attendees for each session accordingly. Let us know how you can best accommodate the break outs.

CHILDCARE ROOMS- TOTAL 2 (ROOM 13 AND ROOM 14). The venue shall provide one (1) registration table outside the room. The venue shall provide two (2) rooms for approximately 20 attendees each that are in close proximity to restrooms and the breakout rooms equipped with two (2) round tables for 5-8 people with old tablecloths for crafts/activities, open floor space, TV and DVD Player with Wii if available and WiFi Access. The venue shall provide set up times for the childcare rooms on 11 August 2019. Room 13 shall be set up for childcare ages 0-5 years of age. Room 14 shall be set up as a youth activity room for ages 6-17

ROOM 15. The venue shall provide an administrative staff room with tables and chairs for the yellow ribbon coordinator, equipment and supplies. This room shall be able to lock for security reasons.

ROOM 16. The venue shall provide a private room to be used for counseling session purposes. The room shall have a table and 3 chairs for the counselor, service member and/or family member.

CLIN0002: Lodging:

The venue shall block a total 55 room nights for lodging; 35 of the 45 rooms shall be blocked for one (1) night and 10 of the 45 rooms shall be blocked for two (2) nights. The check-in date shall be Sunday, 11 August 2019. All rooms shall be at the Government lodging rate and tax-exempt. The occupant in the room shall pay any additional charges that are charged to the room.

Periodic room reviews will be conducted to adjust the block accordingly and the hotel will agree to increase the number of rooms available to the group, if need be, at the Government lodging rate unless at 100% occupancy over the contracted dates. The Government will provide the venue with final numbers and list of personnel not later than 5 August 2019. The room block is a good faith estimate of the number of rooms that may be reserved based on historical data. There will be no attrition penalty should the Government utilize less than the contracted room block.

Sleeping Room Block:

August 11: 45 rooms August 12: 10 rooms

CLIN0003: Meals

All meals shall not exceed the Government Per Diem rate. The Government will provide venue with final numbers no later than 5 August 2019.

The venue shall provide a sample of proposed menu. The proposed menu shall consider the following factors; cost, nutrition, suitability for mixed population of adults, teenagers and children, and ability to respond to special dietary requirements. There shall be a minimum of two buffet lines - double sided for efficiency.

Monday schedule: 12 Aug 2019

(1) Continental Breakfast (0730 to 0830): Eggs (scrambled), bacon, sausage, yogurt, fruit, cereal, pastry, juices, coffee, tea, and water (served in break area)

(2) 1st Break (1030 – 1055): Pastry, Juices, coffee, tea and water (served in break area)

(3) Buffet Lunch (1200 to 1250): Pasta with meat (chicken or beef or Italian sausage or vegetable) and sauce selection, breads, rolls etc., tossed salad, pasta salad, dessert (cookies or pastry)

(4) 2nd Break (1450 – 1500): Pastry, Juices, coffee, tea and water (served in break area)

(5) Beverage availability during event hours: water

CLIN0004: Parking

The venue shall have parking available for 300+ cars. The Government will issue the final count the day of the event.

CLIN0005: Audio Visual

The venue shall provide a dedicated wireless internet connection in each room and a dedicated employee to handle audio visual needs throughout the entire event.

With proposal include floor plan (showing rooms in relation to one another), capacity charts and agenda with proposed meeting room assignments.