Amendment__1_FY2020_Yellow_Ribbon_Venues_Purchase_Description.pdf

DEPARTMENT OF THE ARMY

HEADQUARTERS, CALIFORNIA ARMY NATIONAL GUARD

9800 GOETHE ROAD, BOX 11

SACRAMENTO, CALIFORNIA 95826

AMENDMENT # 1

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AMENDMENT #1

SUBJECT: Purchase Description, Yellow Ribbon Coordination Services Multiple Events and Locations in Fiscal Year 2020.

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

General Event Information and Requirements:

All dates and locations are subject to change. The Government will provide a date to the vendor no later than 90 days prior to the event, if not otherwise listed. The vendor will provide a location to the Government no later than 30 days after Government notification of event date, unless otherwise stated.

All meeting rooms shall be located indoors and onsite. Number of attendees and other details are in the “Conference Dates and Details” section of this purchase description for each event.

The Government reserves the right to:

a. Cancel an event up to ninety (90) days prior to an event, or

b. Modify the number of attendees and meals required by no more than fifteen percent (15%) above or below contracted amount no less than seven (7) days prior to the event.

The requirement for audio/video equipment is not required for every event and is stated in the “Conference Dates and Details” section of this purchase agreement.

Requirements for all events are as follows:

a. Event Facility

(1) One (1) general use room for childcare that allows for food to be served in the area while lunch is served in the main session area with periodic waste removal provided, one (1) television, one (1) DVD player and three (3) tables in the room for food service as well as registration/sign-in. Water service during room use between 8:00 am to 4:30 pm. No more than two (2) general breakout rooms.

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(2) Common area for registration with water/coffee/tea/beverage station, one (1) grounded power strip and twenty (20) rectangular tables with at least (2) chairs at each table. Additional furniture/product requirements may be additional rectangular or round tables and chairs upon request.

There shall be chairs and tables sufficient to accommodate all Yellow Ribbon event attendees including staff listed in each event description.

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

Daily/overnight parking must be available and parking fees be waived for participants attending and/or working the conference event. On-premise parking must be available between 7:00 am to 5:00 pm on event days for attendees.

Continental breakfast and lunch must be placed on-site.

All food service personnel will conduct themselves in a professional manner, befitting a three (3) star/diamond rated hotel or above. All food service personnel are required to have professional attire and required training as directed by city, county and state laws.

Complimentary Wi-Fi will be available during the entire period of conference/break-out rooms and common area use. These rooms will also have tea/coffee/water service during room use with periodic waste removal. Rooms must be set up with round tables to accommodate ten (10) attendees each.

b. Lodging

(1) The room price will not exceed the current/seasonal Fiscal Year 2020 government per diem rate, as prescribed by General Services Administration http://gsa.gov/portal/category/100120 on an annual basis, and will include any surcharges, energy charges, etc. Room block must be provided for the night prior to each day of the event. Room block should be held up to three (3) days prior to event date and will not be held by CAARNG YRRP Funding.

(2) If lodging is not available on-site, lodging must available within 2 miles of event location unless otherwise stated differently in the Conference Dates and Details section below.

Conference Dates and Details:

1. Requirements for the event to be held in Anaheim, CA, on November 16 and 17, http://gsa.gov/portal/category/100120

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Vendor will provide location to the Government within seven (7) days of contract award.

This is a two-day event and is conducted over two (2) consecutive days.

Hotel must be within a five (5) miles radius of 800 W Katella Ave, Anaheim, CA

92802.

No less than four (4) rooms total for two-hundred, seventy-five (275) attendees. One

(1) general concession room to accommodate two-forty-five (245) attendees comprised of single and family units. One (1) general use room to accommodate thirty (30) children and staff. Two (2) general breakout room to accommodate one-hundred, twenty-five

(125) attendees each.

On-premise parking must be available between 7:00 am to 5:00 pm for no less than two-hundred and thirty (230) vehicles.

Lodging. The 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. Room block must be provided for one (1) night, for twenty (20) rooms on the night of November 15 and 16, 2019. Room block should be held up to three (3) days prior to event date and will not be held by CAARNG YRRP Funding.

Conference Spaces

One (1) general use conference room that can accommodate two-hundred, forty-five

(245) attendees, setup in “banquet” style seating, to be used as the main session area from 8:00 am to 4:30 pm on November 16 and 17, 2019. Audio/video package to include projectors, screens, cables, mixers, audio equipment and wireless microphone appropriate for room and number of attendees.

Two (2) breakout rooms that can accommodate one-hundred, twenty-five (125) attendees each, setup in “class-room” style seating, to be used as subject matter expert area from 8:00 am to 4:30 pm on November 16 and 17, 2019. Complimentary Wi-Fi must be available during the entire period of room use. The room must also have tea/coffee/water service during room use with periodic waste removal. Audio/video package to include projectors, screens, cables, mixers, audio equipment and wireless microphone appropriate for room and number of attendees.

One (1) general use space that can accommodate thirty (30) children will be available for use from 8:00 am to 4:30 pm on November 16 and 17, 2019. This room should be large enough to accommodate play pens, strollers, and children’s accessories, located near or within one-hundred feet (100 ft.) from the event room/rooms and must be located within one-hundred feet (100 ft.) from male and female restrooms. This room

Page - 4 - of 17 will not be located in the following areas: bar/lounge, restaurants, basements, or in close proximity of pools.

Common/Reception/Registration Area. Open reception/common area available from

8:00 am to 4:30 pm on November 16 and 17, 2019. This space should be large enough to accommodate registration and stations for approximately twenty (20) vendors outside of the main session area. This area should allow for periodic waste removal.

Food Service. Hotels contracting with the CAARNG 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 two (2) days. Exact numbers will be provided below:

a. Continental breakfast for two-hundred, fifty-five (255) attendees available from

7:00 am to 10:00 on November 16 and 17, 2019.

b. Hot buffet lunch for two-hundred, twenty (220) attendees available from 11:30 am to 12:30 pm on November 16 and 17, 2019.

c. Children’s lunch for thirty (30) children available at the same time as the main event lunch is served on November 16 and 17, 2019.

d. Complimentary tea/coffee/water service for two-hundred, forty-five (245) attendees available for the duration of the event in the conference room on November 16 and 17, 2019. No bottled or canned beverages.

e. Complimentary water/juice service for thirty (30) children available for the duration of the event in the childcare room on November 16 and 17, 2019. No bottled or canned beverages.

2. Requirements for the event to be held in Sacramento, CA on January 11, 2020

Vendor will provide location to Government within fifteen (15) days of contact award.

Hotel must be within ten (10) miles of 1315 10th, Sacramento, CA 95814.

No less than three (3) rooms total for one-hundred, sixty-four (164) attendees. One

(1) general concession room to accommodate one-hundred, forty-six (146) attendees comprised of single and family units. One (1) general use room to accommodate eighteen (18) children and staff. One (1) general breakout room to accommodate seventy-three (73) attendees.

one-hundred, thirty-two (132) vehicles.

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Lodging. The 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. Room block must be provided for one (1) night, for twenty (20) rooms for the night of January 10, 2020. Room block should be held up to three (3) days prior to event date and will not be held by CAARNG YRRP Funding.

One (1) general use conference room that can accommodate one-hundred, forty-six

(146) attendees, setup in “banquet” (round tables) style seating, to be used as the main session area from on January 11, 2020. Audio/video package to include projectors, screens, cables, mixers, audio equipment and wireless microphone appropriate for room and number of attendees.

One (1) breakout room that can accommodate seventy-three (73) attendees, setup in

“class-room” style seating, to be used as subject matter expert area from 8:00 am to 4:30 pm on January 11, 2020. Complimentary Wi-Fi must be available during the entire period of room use. The room must also have tea/coffee/water service during room use with periodic waste removal. Audio/video package to include projectors, screens, cables, mixers, audio equipment and wireless microphone appropriate for room and number of attendees.

One (1) general use space that can accommodate eighteen (18) children will be available for use from 8:00 am to 4:30 pm on January 11, 2020. This room should be large enough to accommodate play pens, strollers, and children’s accessories, located near or within one-hundred feet (100 ft.) from the event room/rooms and must be located within one-hundred feet (100 ft.) from male and female restrooms. This room

8:00 am to 4:30 pm on January 11, 2020. This space should be large enough to accommodate registration and stations for approximately twenty (20) vendors outside of the main session area. This area should allow for periodic waste removal.

breakfast, lunch, and coffee/tea services for one (1) day. Exact numbers will be

a. Continental breakfast for one-hundred, forty-nine (149) attendees available from

7:00 am to 10:00 am on January 11, 2020.

b. Hot buffet lunch for one-hundred, thirty-one (131) attendees available from 11:30 am to 12:30 pm on January 11, 2020.

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c. Children’s lunch for eighteen (18) children available at the same time as the main event lunch is served on January 11, 2020.

d. Complimentary tea/coffee/water service for one-hundred, forty-nine (149) attendees available for the duration of the event in the conference room on January 11, 2020. No bottled or canned beverages.

e. Complimentary water/juice service for eighteen (18) children available for the duration of the event in the childcare room on January 11, 2020. No bottled or canned

3. Requirements for the event to be held in Anaheim, CA in January 11, 2020

Hotel must be within five (5) miles radius of 800 W Katella Ave, Anaheim, CA 92802.

No less than three (3) rooms total for thirty-five (35) attendees. One (1) general concession room to accommodate thirty (30) attendees comprised of single and family units. One (1) breakout room to accommodate fifteen (15) attendees. One (1) general use room to accommodate five (5) children and staff.

twenty-eight (28) vehicles.

Lodging. The 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. Room block must be provided for one (1) night, for three (3) rooms for the nights prior to each day of the event. Room block

One (1) general use conference room that can accommodate thirty (30) attendees, setup in “banquet” (round tables) style seating, to be used as the main session area from on the day of the event. No audio/video equipment required to be provided from venue for this room as audio/video equipment will be provided by the Government for use during this event.

One (1) breakout room that can accommodate fifteen (15) attendees, setup in “class-room” style seating, to be used as subject matter expert area from 8:00 am to 4:30 pm on the day of the event. Complimentary Wi-Fi must be available during the entire period of room use. The room must also have tea/coffee/water service during room use with periodic waste removal. Audio/video package to include projectors, screens, cables, Page - 7 - of 17 mixers, audio equipment and wireless microphone appropriate for room and number of attendees.

One (1) general use space that can accommodate five (5) children will be available for use from 8:00 am to 4:30 pm on the day of the event. This room should be large enough to accommodate play pens, strollers, and children’s accessories, located near or within one-hundred feet (100 ft.) from the event room/rooms and must be located within one-hundred feet (100 ft.) from male and female restrooms. This room will not be located in the following areas: bar/lounge, restaurants, basements, or in close proximity of pools.

8:00 am to 4:30 pm on the day of the event. This space should be large enough to

a. Continental breakfast for thirty-two (32) attendees available from 7:00 am to 10:00 am on the day of the event.

b. Hot buffet lunch for twenty-seven (27) attendees available from 11:30 am to 12:30 pm on the day of the event.

c. Children’s lunch for five (5) children available at the same time as the main event lunch is served on the day of the event.

d. Complimentary tea/coffee/water service for thirty-two (32) attendees available for the duration of the event in the conference room on the day of the event. No bottled or canned beverages.

e. Complimentary water/juice service for five (5) children available for the duration of the event in the childcare room on the day of the event. No bottled or canned

4. Requirements for the event to be held in Fresno, CA in March 2020

The Government will provide a date to the vendor no later than 90 days prior to the event. The vendor will provide the Government a location no later than 30 days after Government notification of event date.

This is a two-day event and conducted over two (2) consecutive days.

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Hotel must be within fifteen (15) miles of 5575 East Airways Blvd, 93727.

No less than four (4) rooms total for one-hundred, thirty-five (135) attendees. One (1) general concession room to accommodate one-hundred, twenty (120) attendees comprised of single and family units. One (1) general use room to accommodate fifteen

(15) children and staff. Two (2) general breakout rooms to accommodate eighty (80) attendees.

one-hundred, eight (108) vehicles.

Lodging. The 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. Room block must be provided for one (1) night, for twenty (20) rooms for the night prior to each day of the event. Room block

One (1) general use conference room that can accommodate one-hundred, twenty

(120) attendees, setup in “banquet” (round tables) style seating, to be used as the main session area from on the day of the event. Audio/video package to include projectors, Two (2) breakout rooms that can accommodate eighty (80) attendees each, setup in

4:30 pm on the day of the event. Complimentary Wi-Fi must be available during the entire period of room use. The room must also have tea/coffee/water service during room use with periodic waste removal. Audio/video package to include projectors, One (1) general use space that can accommodate fifteen (15) children will be available for use from 8:00 am to 4:30 pm on the day of the event. This room should be large enough to accommodate play pens, strollers, and children’s accessories, located near or within one-hundred feet (100 ft.) from the event room/rooms and must be located within one-hundred feet (100 ft.) from male and female restrooms. This room

Page - 9 - of 17 breakfast, lunch, and coffee/tea services for two (2) days. Exact numbers will be

a. Continental breakfast for one-hundred, twenty-three (123) attendees available from 7:00 am to 10:00 am on the days of the event.

b. Hot buffet lunch for one-hundred and eight (108) attendees available from 11:30 am to 12:30 pm on the days of the event.

c. Children’s lunch for fifteen (15) children available at the same time as the main event lunch is served on the days of the event.

d. Complimentary tea/coffee/water service for one-hundred and eight (108) attendees available for the duration of the event in the conference room on the days of the event. No bottled or canned beverages.

e. Complimentary water/juice service for fifteen (15) children available for the duration of the event in the childcare room on the days of the event. No bottled or

5. Requirements for the event to be held in Sacramento, CA in April 2020

No less than three (3) rooms total for one-hundred, seventy-one (171) attendees.

One (1) general concession room to accommodate one-hundred, fifty-two (152) attendees comprised of single and family units. One (1) general use room to accommodate nineteen (19) children and staff. One (1) general breakout room to accommodate seventy-six (76) attendees.

one-hundred, twenty-two (122) vehicles.

Lodging. The 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. Room block must be provided for one (1) night, for twenty (20) rooms for the night prior to the day of the event. Room block

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One (1) general use conference room that can accommodate one-hundred, fifty-two

(152) attendees, setup in “banquet” (round table) style seating, to be used as the main session area from on the days of the event. Audio/video package to include projectors, One (1) breakout room that can accommodate seventy-six (76) attendees, setup in

4:30 pm on the day of the event. Complimentary Wi-Fi must be available during the entire period of room use. The room must also have tea/coffee/water service during room use with periodic waste removal. Audio/video package to include projectors, One (1) general use space that can accommodate nineteen (19) children will be large enough to accommodate play pens, strollers, and children’s accessories, located near or within one-hundred feet (100 ft.) from the event room/rooms and must be located within one-hundred feet (100 ft.) from male and female restrooms. This room

a. Continental breakfast for one-hundred, fifty-six (156) attendees available from

7:00 am to 10:00 am on the day of the event.

b. Hot buffet lunch for one-hundred, thirty-seven (137) attendees available from 11:30 am to 12:30 pm on the day of the event.

c. Children’s lunch for nineteen (19) children available at the same time as the main event lunch is served on the day of the event.

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d. Complimentary tea/coffee/water service for one-hundred, thirty-seven (137) attendees available for the duration of the event in the conference room on the day of

e. Complimentary water/juice service for nineteen (19) children available for the duration of the event in the childcare room on the day of the event. No bottled or canned

6. Requirements for the event to be held in Anaheim, CA on June 13, 2020

No less than two (2) rooms total for twenty-four (24) attendees. One (1) general concession room to accommodate twenty (20) attendees comprised of single and family units. One (1) general use room to accommodate four (4) children and staff. No general breakout room is required.

twenty (20) vehicles.

Lodging. The 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. Room block must be provided for one (1) night, for twenty (20) rooms for the night prior to the day of the event. Room block

One (1) general use conference room that can accommodate twenty (20) attendees, setup in “banquet” (round table) style seating, to be used as the main session area from on June 13, 2020. No audio/video equipment required to be provided from venue for this room as audio/video equipment will be provided by the Government for use during this event.

One (1) general use space that can accommodate four (4) children will be available for use from 8:00 am to 4:30 pm on June 13, 2020. This room should be large enough to accommodate play pens, strollers, and children’s accessories, located near or within one-hundred feet (100 ft.) from the event room/rooms and must be located within one-hundred feet (100 ft.) from male and female restrooms. This room will not be located in the following areas: bar/lounge, restaurants, basements, or in close proximity of pools.

No audio/video equipment required to be provided from venue for this room as audio/video equipment will be provided by the Government for use during this event.

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8:00 am to 4:30 pm on June 13, 2020. This space should be large enough to

a. Continental breakfast for twenty-two (22) attendees available from 7:00 am to

10:00 am on the day of event.

b. Hot buffet lunch for eighteen (18) attendees available from 11:30 am to 12:30 pm on the day of event.

c. Children’s lunch for four (4) children available at the same time as the main event

d. Complimentary tea/coffee/water service for twenty-two (22) attendees available for the duration of the event in the conference room on the day of the event. No bottled or canned beverages.

e. Complimentary water/juice service for four (4) children available for the duration of

7. Requirements for the event to be held in Sacramento, CA on July, 2020

No less than two (2) rooms total for twenty-four (24) attendees. One (1) general concession room to accommodate twenty (20) attendees comprised of single and family units. One (1) general use room to accommodate four (4) children and staff. No general breakout room is required.

twenty (20) vehicles.

Lodging. The room price will not exceed the current/seasonal government per diem rate, as prescribed by General Services Administration on an annual basis, and will

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One (1) general use conference room that can accommodate twenty (20) attendees, setup in “banquet” style seating, to be used as the main session area from on July 11, 2020. No audio/video equipment required to be provided from venue for this room as audio/video equipment will be provided by the Government for use during this event.

One (1) general use space that can accommodate four (4) children will be available for use from 8:00 am to 4:30 pm on July 11, 2020. This room should be large enough to accommodate play pens, strollers, and children’s accessories, located near or within one-hundred feet (100 ft.) from the event room/rooms and must be located within one-hundred feet (100 ft.) from male and female restrooms. This room will not be located in the following areas: bar/lounge, restaurants, basements, or in close proximity of pools.

8:00 am to 4:30 pm on July 11, 2020. This space should be large enough to

a. Continental breakfast for twenty-two (22) attendees available from 7:00 am to

10:00 am on July 11, 2020.

b. Hot buffet lunch for eighteen (18) attendees available from 11:30 am to 12:30 pm on July 11, 2020.

c. Children’s lunch for four (4) children available at the same time as the main event lunch is served on July 11, 2020.

d. Complimentary tea/coffee/water service eighteen (18) attendees available for the duration of the event in the conference room on July 11, 2020. No bottled or canned

e. Complimentary water/juice service for four (4) children available for the duration of the event in the childcare room on July 11, 2020. No bottled or canned beverages.

8. Requirements for the event to be held in Valencia, CA on July 11, 2020

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Hotel must be within ten (10) miles radius of 26101 Magic Mountain Pkwy, Valencia, CA 91355.

No less than three (3) rooms total for two-hundred, thirty-eight (238) attendees. One

(1) general concession room to accommodate two-hundred, twelve (212) attendees comprised of single and family units. One (1) general use room to accommodate twenty-six (26) children and staff. One (1) general breakout room to accommodate one-hundred, six (106) attendees.

one-hundred, seventy (170) vehicles.

Lodging. The 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. Room block must be provided for one (1) night, for twenty (20) rooms for the night prior to the day of the event. Room block

One (1) general use conference room that can accommodate two-hundred, twelve

(212) attendees, setup in “banquet” (round tables) style seating, to be used as the main session area from on the day of the event. Audio/video package to include projectors, One (1) breakout room that can accommodate one-hundred, six (106) attendees, setup in “class-room” style seating, to be used as subject matter expert area from 8:00 am to 4:30 pm on the day of the event. Complimentary Wi-Fi must be available during the entire period of room use. The room must also have tea/coffee/water service during room use with periodic waste removal. Audio/video package to include projectors, One (1) general use space that can accommodate twenty-six (26) children will be large enough to accommodate play pens, strollers, and children’s accessories, located near or within one-hundred feet (100 ft.) from the event room/rooms and must be located within one-hundred feet (100 ft.) from male and female restrooms. This room

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a. Continental breakfast for two-hundred, seventeen (217) attendees available from

7:00 am to 10:00 am on the day of the event.

b. Hot buffet lunch for one-hundred, ninety-one (191) attendees available from 11:30 am to 12:30 pm on the day of the event.

c. Children’s lunch for twenty-six (26) children available at the same time as the main event lunch is served on the day of the event.

d. Complimentary tea/coffee/water service for one-hundred, ninety-one (191) attendees available for the duration of the event in the conference room on the day of

e. Complimentary water/juice service for twenty-six (26) children available for the duration of the event in the childcare room on the day of the event. No bottled or canned

9. Requirements for the event to be held in Anaheim, CA in September 2020

No less than three (3) rooms total for fifty-six (56) attendees. One (1) general concession room to accommodate fifty (50) attendees comprised of single and family units. One (1) general use room to accommodate six (6) children and staff. One (1) general breakout room to accommodate twenty-five (25) attendees.

forty (40) vehicles.

Lodging. The room price will not exceed the current/seasonal government per diem rate, as prescribed by General Services Administration on an annual basis, and will

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One (1) general use conference room that can accommodate fifty (50) attendees, setup in “banquet” style seating, to be used as the main session area from on the day of the event. No audio/video equipment required to be provided from venue for this room as audio/video equipment will be provided by the Government for use during this event.

One (1) breakout room that can accommodate twenty-five (25) attendees, setup in

4:30 pm on the day of the event. Complimentary Wi-Fi must be available during the entire period of room use. The room must also have tea/coffee/water service during room use with periodic waste removal. No audio/video equipment required to be provided from venue for this room as audio/video equipment will be provided by the Government for use during this event.

One (1) general use space that can accommodate six (6) children will be available for use from 8:00 am to 4:30 pm on the day of the event. This room should be large enough to accommodate play pens, strollers, and children’s accessories, located near or within one-hundred feet (100 ft.) from the event room/rooms and must be located within one-hundred feet (100 ft.) from male and female restrooms. This room will not be located in the following areas: bar/lounge, restaurants, basements, or in close proximity of pools.

a. Continental breakfast for fifty-one (51) attendees available from 7:00 am to 10:00 am on the day of the event.

b. Hot buffet lunch for forty-five (45) attendees available from 11:30 am to 12:30 pm on the day of the event.

c. Children’s lunch for six (6) children available at the same time as the main event

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d. Complimentary tea/coffee/water service forty-five (45) attendees available for the duration of the event in the conference room on the day of the event. No bottled or

e. Complimentary water/juice service for six (6) children available for the duration of

END OF PURCHASE DESCRIPTION