Fresno_Statement_of_Work_for_Dec_9th_(Update_4).docx

Statement of Work Yellow Ribbon Pre-Deployment Event Event Location: Fresno (area), CA Date: December 9, 2018

General Information

General: This is a contract to provide a Yellow Ribbon Pre-Deployment Event on December 9, 2018 in or around Fresno, CA.

Description of Services/Introductions: The Contractor shall provide all items necessary to accommodate the Yellow Ribbon Event, as defined in this Statement of Work, except for those items specified as government-furnished property and services.

Background: The mission of the Yellow Ribbon Reintegration Program (YRRP) is a proactive approach to ensure that Airmen, their families, and designated individuals are provided the optimum level of support before, during, and after deployment. This is a federal mandated program and requires that all National Guardsmen participate in the YRRP. Generally, these events are held as Pre and Post Deployment events.

Objectives: Provision for an estimated eight hundred (800) attendees with lodging and meeting space to accommodate all of the weekend’s events and activities. Lodging, meeting spaces, child care rooms, private counseling rooms, a registration desk, and a locked (private) office space near the meeting spaces will be required. The Exhibitors/Vendors meeting space must be able to accommodate up to 20-25 community partners/service providers with tables and chairs (including table cloths on each table). All conference spaces must be available exclusively beginning at 6am on December 9th through 6pm on December 9th. The locked office space must be available beginning at 12pm on December 6th. This ensures that the learning environment for the entire event works in support of the Yellow Ribbon presentations and training. It will also provide the attendees, government personnel and their families, with quality accommodations, as well as the necessary support services and resources.

Lodging Requirements: Lodging requirements must be at or below the current government per Diem rates for the area and will be inclusive of any surcharges.

1. Approximately ninety (90) rooms for Saturday December 8, 2018.

2. Approximately sixty five (65) rooms for Sunday December 9, 2018.

3. The Yellow Ribbon Support Specialists will need four (4) rooms Thursday, December 6, 2018 through Monday December 10, 2018. An additional two (2) staff rooms will also be needed Friday December 7, 2018 through Monday, December 10, 2018. Another two (2) additional rooms will also be needed for staff Saturday, December 8, 2018 through Monday December 10, 2018.

4. Check-in and Check-out: Attendees may begin checking-in at 1500 hours on December 8th. Checkout is at 1200 hours on December 10, 2018. Attendees will only be reimbursed for two (2) nights of lodging, but the government rate will be made available to the attendees, as an option, both two (2) days prior and two (2) days following the December 9th Yellow Ribbon event. The contract is to include lodging as described above.

5. The lodging location needs to have a family friendly environment that will allow family members who have traveled a long distance to relax & enjoy themselves before the event begins. Specific requirements are as follows:

a. The chosen site will be such that all extra fees; Wi-Fi, resort, energy, etc. will be included in the stated room rate.

b. If a secondary hotel is needed to additional lodging, this secondary hotel must be within walking distance, not to exceed three (3) blocks, of the primary hotel site/conference facility.

c. A minimum of two (2) casual dining establishments within 1-2 miles of the hotel, with prices and environment conducive to family eating. This will include establishments that are willing to offer discounted rates to military personnel and their families.

d. Complimentary access to the pool and fitness center.

e. Complimentary self-parking to all attendees

f. Hotel must have elevators

6. All rooms must have basic amenities, to include: Iron, Ironing Board, Hair Dryer, Telephone, Television, Wi-Fi, and a small Refrigerator.

7. Each room must be a double occupancy, individual/private-sleeping room with a toilet, and shower/tub facilities.

8. Guests will make reservations directly with the hotel reservations system via their GTC, either by calling the reservations line or through an online link to the hotel’s website, with a group reservation code supplied by the Contractor.

9. The Contractor shall provide a list of amenities that the hotel offers guests, including pool, spa, fitness center, etc. in addition to any areas of interest at the hotel or in the nearby locale, for those attending the Yellow Ribbon event.

10. The deadline for reserving rooms under the reservation code is 72-hours prior to the scheduled start date and time of the event.

11. Cancellation of a reservation must be made no later than 48-hours prior to the scheduled start date and time of the event.

12. The Contractor shall not require a minimum number of guest rooms. The Fresno Air National Guard will provide final guest room numbers 7 days before start of event.

13. All incidental expenses such as: room service, telephone calls, movie/game rentals, restaurant charges, etc. are the responsibility of the individual attendee and shall be billed to the individual’s government travel card or to any other card provided by the guest. The government shall not be responsible for individual charges/incidentals accrued by an attendee or their guests.

Conference Space Requirements:

1. The location of the General Session and Information Fair Room (Resource Providers) shall be adjoining, to facilitate an uninterrupted transition between activities.

2. Registration Area: The Contractor shall provide one (1) registration desk/area, consisting of four (4) six-foot rectangular tables, with tablecloths, that will accommodate 7-10 personnel. This area shall be Wi-Fi enabled, for registration, throughout the weekend. In addition, the Contractor shall provide four (4) tables, with table cloths, for additional services begin provided at the time of the general registration. Trash cans, chairs, rope stanchions, and water dispensers shall also be provided. The Yellow Ribbon Support Specialist will provide all other equipment and supplies necessary for the registration area.

3. Office/Command Center (used for staff support): At or near the registration desk/area shall be one (1) locked room set up conference style to be used as a command center for the duration of the event. This area must have multiple outlets and power strips/extension cords, as needed, so that power will be accessible at the conference table for laptops, printers, etc. This area must also be Wi-Fi enabled from 12 pm (noon) December 6th until 8 pm on December 9th or the duration of the event. Multiple keys shall be provided to the Yellow Ribbon Support Specialist (Event Coordinator) at 12 pm (noon) on December 6, 2018 prior to the pre-conference meeting and walk-through. This area shall be secured, have only one (1) entrance, and be used exclusively by the Yellow Ribbon support staff during the weekend. This area will be used as a staging area as well as a command center.

4. General Session: The Contractor shall provide one (1) Ballroom to accommodate approximately eight hundred (800) attendees from 7am until 6pm on December 9th. The Ballroom shall have 80-100 round/banquet style tables, with tablecloths, to comfortably seat 8-10 attendees. The number of tables will depend on whether they are set for (8) for (10) attendees. This room will be used for the General Session and may be used for additional breakout sessions. This room will also be used for the breakfast and lunch buffets. All tables shall have pitchers of water, glasses, pens, writing pads, and utensils.

5. The Contractor shall provide approximately eight (8) conference rooms that can accommodate 75-100 people in a theater style for conference/breakout sessions.

6. The Contractor shall provide one (1) private counseling room that is secluded from the other event rooms, to accommodate up to five (5) people in a private setting. This room shall be comfortable/cozy with a table and give (5) chairs, and/or a couch and give (5) chairs, one (1) small trashcan, and a box of tissue.

7. The Contractor shall provide one (1) large room or area set up as an Information Fair for resource providers. This room will include water and coffee stations, with condiments, throughout the day on December 9th. We will need 20-25 six (6) foot rectangular tables, including skirting, tablecloths, two (2) chairs, and one (1) small trashcan at each table.

8. The Contractor shall provide one (1) room for the Judge Advocate (Legal Officer) on December 9th. This room shall consist of one (1) table and ten (10) chairs. The table should be large enough to accommodate ten (10) personnel comfortably.

9. The Contractor shall provide approximately (5) Child Care rooms with the number of rooms or space size negotiated to accommodate a capacity of up to thirty (30) children per room. A small refrigerator will be needed in this area. Tables and chairs will need to be provided in each room. Cribs will also need to be provided in one (1) of the child care rooms.

10. Each meeting space will have the ability for the Fresno Air National Guard to plug into house sound.

11. The Fresno Air National Guard will provide to the Contractor the approximate number of children attending the Yellow Ribbon Event, no later than seven (7) days prior to the event, to establish the exact number of rooms needed.

12. The Contractor shall provide the required cancellation date to the government before penalties apply.

Child Care Space Requirements:

1. Must be located within proximity of restrooms for childcare supervision.

2. One (1) six (6) foot table, with table cloth, outside of each room.

3. Two to three (2-3) round tables with chairs in each room.

4. Twenty (20) small cribs approximately to be provided in one (1) of the child care rooms.

Audio/Visual Requirements:

1. One (1) Stage at least 8 ft. x 12 ft., in General Session/Ballroom. The Stage must have access on and off on two (2) sides. It will have both the US and State flags. The flags shall be placed on either side of the projection screen, with the US flag at the speaker’s right, as they face the audience.

2. Podiums: One (1) podium for the General Session/Ballroom; one (1) podium in each of the eight (8) conference/breakout rooms.

3. Contractor will provide Individual House Sound in meeting room space to accommodate presentations. These rooms will include: Ballroom, conference/breakout, and the JAG conference room.

4. The Contractor will provide audio/visual equipment and accessories for the Ballroom/General Session and eight (8) conference/breakout rooms, as follows:

a. Two (2) large projection screens for the General Session/Ballroom

b. One (1) large projection screen in each of the eight (8) conference/breakout rooms

c. One (1) Wireless microphone in each room, attached to podium.

d. One Projection System set up in the Ballroom/General Session and each of the eight (8) conference/breakout rooms. This is to include remotes, and all required cords necessary for proper, sustained functioning of the equipment.

e. Wi-Fi is to be enabled in all rooms.

f. The System will be capable of playing/steaming video presentations.

g. The Ballroom/General Session room and all conference/breakout rooms will also be equipped with a laptop computer, a pointer/clicker, power strips, and extension cords.

h. One (1) small printer/scanner/copier at the registration desk and one (1) larger printer/scanner/copier in the Command Center.

5. The Fresno Air National Guard may also incorporate their own audio/visual equipment. They will have the ability to patch into the House Sound system and existing electrical outlets. No hotel or usage patch fees will be incurred.

Breakfast and Lunch Requirements:

1. The Contractor will serve two (2) meals on December 9, 2018 - breakfast and lunch, buffet style, in the Ballroom/General Session room. The meal services should accommodate approximately eight hundred (800) attendees. The cost of a meal for each individual attendee must be within the area’s Local Government per Diem rate.

2. The Lunch Buffett for approximately six hundred and fifty (650) will include the following:

a. Choice of two (2) meat options; minimum serving of 4 ounces

b. Choice of two (2) vegetables; minimum serving of 4 ounces

c. Garden salad with at least three (3) choices of salad dressing

d. Choice of two (2) starches; minimum serving of 4 ounces

e. Choice of at least two (2) different desserts

f. Choice of two (2) rolls or bread, with spreadable butter

g. Choice of beverages shall be provided. Beverage portions shall be at last 10 ounces. Beverages shall be offered in the following varieties – three (3) types of soft drinks, hot and iced tea, coffee, 2% milk, and half and half.

h. Sugar, sugar substitute, honey, and other assorted condiments are expected to be served as well.

3. The Children/Youth Lunch for approximately one hundred and fifty (150) will include the following:

a. Finger sandwiches, chicken nuggets, pizza, deli meats, one (1) starch, assorted cheeses, fruits and vegetables, cookies (no nuts), 2% milk, and two (2) juice choices. Water should be available throughout the day in the childcare rooms.

b. The head count for Children/Youth lunches shall be provided seven (7) days prior to event.

c. Children/Youth will have lunch provided with the adult attendees.

4. Refreshments:

a. The contractor shall provide ice water and coffee throughout the day on December 9, 2018.

b. The Contractor shall provide two (2) separate Morning and Afternoon Snack Periods on December 9, 2018. One (1) for the adult attendees and one (1) for the children/youth attendees.

c. The refreshments for the adult Morning Snack Period shall include – a selection of hot teas, bottled water, pastries/muffins, and assorted fruit.

d. The refreshments for the adult Afternoon Snack Period shall include – bottle water, a selection of soda, assorted cookies, assorted chips, popcorn, etc.

e. The refreshments for both of the children/youth Morning and Afternoon Snack Periods shall include – a beverage choice of water and juice, crackers, and assorted fruits and vegetables.

f. The Contractor shall provide complimentary assorted cookies, chips, coffee, and water in the Command Center/Staff Office throughout the day, on December 9, 2018.

Additional Requirements:

1. The Command Center/Support Staff Office will be set-up and available for the arrival of staff on December 6, 2018 at 12 pm (noon). This space will have a house phone, external line connectivity, power strips, and high-speed Internet/Wi-Fi connections.

2. The Conference spaces should be set-up at least twelve (12) hours prior to the beginning of the event at 7 am December 9, 2018. On December 8, 2018 (12 hours prior to the start of the event), the 144thAir National Guard Yellow Ribbon Support specialist/Staff will walk through and assess the set-up of the conference spaces with convention/hotel staff. This will allow for any changes, as needed.

3. Overnight Parking fees will be included in the quoted room rate; otherwise the parking fee must be waived.

4. The Daily Parking fee will be waived for attendees, vendors/resource providers, and support staff.

5. All tables, including registration and exhibitor/vendor tables, shall be included.

6. The quoted government rates will be made available two (2) days prior to and two (2) days following the event for local attendees not provided a room, though wishing to pay for a room through personal means.

7. The hotel should not be undergoing renovations during the conference dates

8. Lodging numbers are an estimate. The final number will be provided no later than 72 hours prior to the event date of December 9th.

9. Security: The Contractor shall provide hotel security to facilitate a safe and secure environment for the entire event from the start of the event until all Attendees and Support Staff have departed the hotel premises. The 144th Air National Guard may hire two off-duty armed police officers to provide security coverage during the course of the event, on December 9th to ensure the safety of all participants.

Other:

The Contractor agrees to allow the government to provide their own approved/vetted childcare services for the military families, through a separate contract with said companies.

Contractor Manpower Reporting (CMR):

“The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provide under this contract for the Yellow Ribbon event via a secure data collection site. The Contractor is required to completely fill in all required data fields using the following web address: http://www.ecrma.mil/. Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year, beginning with 2013. Contractors may direct questions to the help desk at: http://www.ecrma.mil”.

Unit Identification Code (UIC) for the Requiring Activity: C21CFTX5 Issuing Office DoDAAC: W912LA