PWS_12AUG17_LA_Area.pdf

DEPARTMENT OF THE ARMY

HEADQUARTERS, CALIFORNIA ARMY NATIONAL GUARD

9800 GOETHE ROAD, BOX 11

SACRAMENTO, CALIFORNIA 95826

July 10, 2017

Performance Work Statement

The California Army National Guard (CAARNG) Yellow Ribbon Reintegration Program

(YRRP) has a need to acquire conference space and amenities for informational meetings. This requirement is for temporary use on a non-recurring basis.

The information included in this request includes the scope of work, period of service, deliverables, acceptable standards, and any additional special requirements which may be negotiated prior to agreement and acceptance of a contract with your property.

1. REQUIREMENTS:

a. Period of service: 12 August 2017

b. Hotel must be within a 10 mile radius of the Long Beach/ Anaheim , CA area.

c. 12 August 2017: No less than (4) rooms: One (1) general concession room to accommodate 550 people, comprised of single and family units. One (1) general concession room to accommodate 140 people, comprised of single and family units. One (1) general concession room to accommodate 140 people, comprised of single and family units. One (1) general use room to accommodate 75 children and appropriate staff.

d. Hotel must be equivalent to or higher than AAA’s 3 Star/Diamond rating at the time of contract award and period of service.

e. YRRP reserve the right to modify the number of attendees and meals required up to 96 hours prior to the event.

f. Request that daily/overnight parking fees be waived for participants attending and/or working the conference event.

2. LODGING:

a. Limited hotel room blocks will be set up by YRRP staff members. The individual travelers are required to contact the venue in a timely manner to reserve rooms and utilize their own form of payment for the hotel room and all associated expenses, included but not limited to: television charges, long distance calls, room service, chargeable exercise/spa privileges, etc.

b. Room price will not exceed the current/seasonal government per diem rate, as prescribed by General Services Administration on an annual basis, and will include any surcharges, energy charges, etc.

c. Overnight parking costs will be inclusive in hotel room rates ALONG with day parking rates being waived.

-2-

3. CONFERENCE SPACE: 12 August 2017

a. Space available for 550 persons.

b. One (1) general use conference room, setup in “banquet” seating style, to be used as the main session area from 8:00am – 4:30pm on dates 12 August 2017. Complimentary Wi-Fi must be available during the entire period of room use. This room should also have tea/coffee/water service during room use with periodic waste removal. Room must be set up with:

1) Round tables to accommodate 10 people each

2) Audio/Video package to include projectors, screens, cables, mixers, audio equipment and wireless microphone appropriate for room and number of attendees.

c. Space available for 140 persons.

d. One (1) general use conference room, setup in “banquet” seating style, to be used as the main session area from 8:00am – 4:30pm on dates 12 August 2017. Complimentary Wi-Fi must be available during the entire period of room use. This room should also have

e. Space available for 140 persons.

f. One (1) general use conference room, setup in “banquet” seating style, to be used as the main session area from 8:00am – 4:30pm on dates 12 August 2017. Complimentary Wi-Fi must be available during the entire period of room use. This room should also have

g. Space available for 75 children.

h. One (1) general use space designated as a “Child Care Room” that will be available for use from 8:00am – 4:30pm on dates 12 August 2017. This room should be large enough to accommodate play pens, strollers, and children’s accessories, located near or within reasonable distance from the event room/rooms and must be located within reasonable distance from male and female restrooms. This room SHOULD NOT be located in the

-3-following areas: restaurants, basements, or in close proximity of pools. This room should allow for food to be served in the area while lunch is served in the main session area and provide periodic waste removal. Room must be set up with:

1) One (1) television and one (1) DVD player.

2) Use of the rooms tables at request of childcare providers.

i. Open reception/common area available from 8:00am – 4:30pm on dates 12 August

2017. This space should be large enough to accommodate registration and stations for approximately 15 vendors outside of the main session area. This area should allow for periodic waste removal and be set up with:

1) One (1) grounded power strip

2) Fifteen (15) 6ft. rectangular tables with two (2) chairs at each

3) Complimentary Wi-Fi. (If available)

j. Additional furniture/product requirements: Additional rectangular/round tables and chairs upon request.

4. FOOD SERVICE:

a. DATE: 12 August 2017

b. Hotels contracting with the CA ARNG YRRP cannot charge an explicit or implicit food and beverage minimum amount for the event. This event will require breakfast, lunch, and coffee/tea services for one (1) day(s). Exact numbers will be provided below:

1) Continental breakfast for (905) attendees on the following days,12 August 2017, available from 8:00am – 9:00am

2) Buffet lunch for (830) attendees on the following days, 12 August 2017, available from

11:30 am-12:30pm

3) Children’s lunch for (75) attendees available at the same time as the main event lunch is served

4) Tea/coffee/water service for (830) attendees available for the duration of the event.

NO BOTTLED WATER

All food service personnel will conduct themselves in a professional manner, befitting a 3 Star/Diamond rated hotel or above. All food service personnel are required to have appropriate attire and required training.