Purchase_Description_YR_Jun_-_Sep_2019v2a.pdf

DEPARTMENT OF THE ARMY

HEADQUARTERS, CALIFORNIA ARMY NATIONAL GUARD

9800 GOETHE ROAD, BOX 11

SACRAMENTO, CALIFORNIA 95826

March 21, 2019

SUBJECT: Yellow Ribbon Purchase Description, Coordination Services Multiple Events and Locations from 31 May to 30 September 2019.

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 purchase description includes the period of service, deliverables, acceptable standards, and any additional special requirements which only the Government may negotiate prior to agreement and accept a potential contract.

EVENT INFORMATION AND REQUIREMENTS:

All dates and locations are subject to change. The Government will provide a date and location to the vendor NLT 45 days prior to the event if not already listed.

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.

For all events, conference spaces will include:

• A Small Meeting Room with:

• Space available for five (5) attendees.

• One (1) table with four (4) chairs

• Easy access to wall socket

• One (1) power strip fifteen (15) ft.

• A Child Care Space with:

• Allowing for food to be served in the area while lunch is served in the main session area and provide periodic waste removal.

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

• The childcare providers will need three (3) tables in the room for breakfast and lunch set up as well as registration/sign in.

• The room will also have water service during room use between 8:00am – 4:30pm.

• A Common Area – Registration Area with:

• Water/coffee/tea/beverage station.

• One (1) grounded power strip

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

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

• Chairs and tables to accommodate for all Yellow Ribbon event attendees including Staff.

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

Courtesy block ten (10) hotel room(s) at no financial obligation. Rooms will be held up to 3 days prior to event. 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, including but not limited to: television charges, long distance calls, room service, chargeable exercise/spa privileges, etc.

If lodging is not available on-site, lodging must available within 2 miles.

The Contracting Officer reserves the right to modify the number of attendees and meals required up to ninety six (96) hours prior to the event.

Daily/overnight parking fees shall be waived for participants attending and/or working the conference event. If the fee cannot be waived, the hotel must notify event attendees.

Continental breakfast and lunch must be placed on Site.

Beverage service must be provided for each room as well as waste removal.

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 appropriate attire and required training.

Wi-Fi must be available throughout entire event duration.

Complimentary Wi-Fi will be available during the entire period of conference/break out rooms & common area use, if available. These rooms should 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

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

Conference Dates and Details:

1. June 1-2, 2019, 8:00 A.M – 4:30 P.M (two-day event)

Hotel must be within a thirty (30) mile radius of 41790 Winchester Road E, Temecula, CA 92590

No less than five (5) rooms total for four hundred, twenty-five (425) attendees.

one (1) general concession room to accommodate three hundred, seventy-five (375) attendees comprised of single and family units; one (1) breakout room that can accommodate two hundred (200) attendees and comprised of “classroom” style seating; one (1) breakout room that can accommodate twenty five (25) attendees and comprised of “classroom” style seating one (1) general use room to accommodate fifty (50) children and staff and one (1) small meeting space that can accommodate up to five (5) people.

Audio/Visual equipment should be efficient enough for one (1) main conference room of three hundred, seventy-five (375) attendees and one (1) breakout room of two hundred (200) attendees.

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 two (2) nights, for ten (10) rooms on the nights of May 31, 2019, and June 1, 2019. Room block should be held up to three (3) days prior to event date and will not be held by YRRP Funding.

CONFERENCE SPACES:

Space available for three hundred, seventy-five (375) attendees.

One (1) general use conference room, setup in “banquet” style seating, to be used as the main session area from 8:00am – 4:30pm on June 1, 2019, and June 2, 2019.

BREAKOUT ROOM(S):

One (1) breakout room that can accommodate two hundred (200) attendees, setup in “class-room” style seating, to be used as subject matter expert area from 8:00am – 4:30pm on June 1, 2019, and 2 June, 2019.

SMALL MEETING ROOM:

One (1) small meeting room to be used from 8:00am to 4:30pm on June 1, 2019, and June 2, 2019, near the location of the main conference room. To be used for “ITA

PROCESSING”.

CHILD CARE SPACE:

One (1) general use space will be available for use from 8:00am – 4:30pm on June 1, 2019, and June 2, 2019. 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 will not be located in the following areas: bar/lounge, restaurants, basements, or in close proximity of pools.

COMMON AREA – REGISTRATION AREA:

Open reception/common area available from 8:00am – 4:30pm on June 1, 2019, and June 2, 2019. This space should be large enough to accommodate registration and stations for approximately fifteen (15) vendors outside of the main session area. This area should allow for periodic waste removal.

FOOD SERVICE:

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 two (2) day(s). Exact numbers will be provided below.

Continental breakfast for four hundred, twenty-five (425) attendees on June 1, 2019, and June 2, 2019, available from 8:00am - 9:00am

Hot buffet lunch for three hundred, seventy-five (375) attendees on June 1, 2019, and June 2, 2019, available from 11:30 am - 12:30pm

Children’s lunch for fifty (50) attendees available at the same time and dates as the main event lunch is served

Complimentary tea/coffee/water service for four hundred, twenty-five (425) attendees available for the duration of the event. No bottled beverages or canned soft drinks.

2. June 15-16, 2019, 8:00 A.M – 4:30 P.M (two-day event)

Hotel must be within a fifteen (15) mile radius of 500 David J Stern Walk, Sacramento, CA 95814

No less than four (4) rooms total for one hundred, seventy five (175) attendees.

one (1) general concession room to accommodate one hundred, fifty (150) attendees comprised of single and family units; one (1) breakout room that can accommodate one hundred

(100) attendees and comprised of “classroom” style seating; one (1) general use room to accommodate twenty five (25) children and staff and one (1) small meeting space that can accommodate up to five (5) people.

Audio/Visual equipment should be efficient enough for one (1) main conference room of one hundred, seventy five (175) attendees and one (1) breakout room of one hundred (100) attendees.

Chairs and tables to accommodate for all Yellow Ribbon event attendees including staff.

surcharges, energy charges, etc. Room block must be provided for two (2) nights, for ten (10) rooms on the nights of 14 June, 2019, and 15 June, 2019. Room block should be held up to three (3) days prior to event date and will not be held by YRRP Funding.

Space available for one hundred, fifty (150) attendees.

as the main session area from 8:00am – 4:30pm on June 15, 2019, and June 16, 2019.

One (1) breakout room that can accommodate one hundred (100) attendees, setup in “class-room” style seating, to be used as subject matter expert area from 8:00am – 4:30pm on June 15, 2019, and June 16, 2019.

One (1) small meeting room to be used from 8:00am to 4:30pm on June 15, 2019, and June 16, 2019, near the location of the main conference room. To be used for “ITA

One (1) general use space will be available for use from 8:00am – 4:30pm on June 15, 2019, and June 16, 2019. 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

Open reception/common area available from 8:00am – 4:30pm on June 15, 2019, and June 16, 2019. This space should be large enough to accommodate registration and stations for approximately fifteen (15) vendors outside of the main session area.

This area should allow for periodic waste removal.

Continental breakfast for one hundred, seventy-five (175) attendees on June 15, 2019, and June 16, 2019, available from 8:00am - 9:00am

Hot buffet lunch for one hundred, fifty (150) attendees on June 15, 2019, and June 16, 2019, available from 11:30 am - 12:30pm

Children’s lunch for twenty-five (25) attendees available at the same time and dates as the main event lunch is served

Complimentary tea/coffee/water service for one hundred, seventy-five (175) attendees available for the duration of the event. No bottled beverages or canned soft drinks

3. June 15-16, 2019, 8:00 A.M – 4:30 P.M (two-day event)

Hotel must be within a fifteen (15) mile radius of 701 W Ocean Blvd, Long Beach, CA 90831

No less than five (5) rooms total for five hundred, seventy five (575) attendees. one

(1) general concession room to accommodate five hundred (500) attendees comprised of single and family units; two (2) breakout rooms that can accommodate one hundred, fifty (150) attendees each and comprised of “classroom” style seating; one (1) general use room to accommodate seventy five (75) children and staff and one (1) small meeting space that can accommodate up to five (5) people.

room of five hundred (500) attendees and two (2) breakout rooms of one hundred, fifty

(150) attendees each.

Staff.

surcharges, energy charges, etc. Room block must be provided for two (2) nights, for ten (10) rooms on the nights of June 14, 2019, and June 15, 2019. Room block should be held up to three (3) days prior to event date and will not be held by YRRP funding.

Space available for five hundred (500) attendees.

as the main session area from 8:00am – 4:30pm on June 15, 2019, and June 16, 2019.

Two (2) breakout rooms that can accommodate one hundred, fifty (150) attendees each, setup in “class-room” style seating, to be used as subject matter expert area from 8:00am – 4:30pm on June 15, 2019, and June 16, 2019.

One (1) small meeting room to be used from 8:00am to 4:30pm on June 15, 2019, and June 16, 2019, near the location of the main conference room. To be used for “ITA

One (1) general use space will be available for use from 8:00am – 4:30pm on June 15, 2019, and June 16, 2019. 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

Open reception/common area available from 8:00am – 4:30pm on June 15, 2019, and June 16, 2019. This space should be large enough to accommodate registration and stations for approximately fifteen (15) vendors outside of the main session area.

This area should allow for periodic waste removal.

Continental breakfast for five hundred, seventy five (575) attendees on June 15, 2019, and June 16, 2019, available from 8:00am - 9:00am

Hot buffet lunch for five hundred (500) attendees on June 15, 2019, and June 16, 2019, available from 11:30 am - 12:30pm

Children’s lunch for seventy five (75) attendees available at the same time and dates as the main event lunch is served Complimentary tea/coffee/water service for five hundred, seventy five (575) attendees available for the duration of the event. No bottled beverages or canned soft drinks

4. August 10, 2019, 8:00 A.M – 4:30 P.M

Hotel must be within a fifteen (15) mile radius of 2233 Ventura St, Fresno, CA 93721

No less than four (4) rooms total for seventy (70) attendees. one (1) general concession room to accommodate fifty five (55) attendees comprised of single and family units; one (1) breakout room that can accommodate twenty five (25) attendees and comprised of “classroom” style seating; one (1) general use room to accommodate fifteen (15) children and staff and one (1) small meeting space that can accommodate up to five (5) people.

room of fifty five (55) attendees and one (1) breakout room of twenty five (25) attendees.

Staff.

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 ten (10) rooms on the night of August 9, 2019. Room block should be held up to three (3) days prior to event date and will not be held by YRRP Funding.

Space available for fifty five (55) attendees.

as the main session area from 8:00am – 4:30pm on August 10, 2019.

One (1) breakout room that can accommodate twenty five (25) attendees, setup in “class-room” style seating, to be used as subject matter expert area from 8:00am – 4:30pm on August 10, 2019.

One (1) small meeting room to be used from 8:00am to 4:30pm on August 10, 2019, near the location of the main conference room. To be used for “ITA

One (1) general use space will be available for use from 8:00am – 4:30pm on August 10, 2019. 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 will not be located in the following areas: bar/lounge, Open reception/common area available from 8:00am – 4:30pm on August 10, 2019. This space should be large enough to accommodate registration and stations for approximately ten (10) vendors outside of the main session area. This area should allow for periodic waste removal.

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

Continental breakfast for one hundred, seventy (70) attendees on August 10, 2019, available from 8:00am - 9:00am

Hot buffet lunch for fifty five (55) attendees on August 10, 2019, available from 11:30 am - 12:30pm

Children’s lunch for fifteen (15) attendees available at the same time and dates as

Complimentary tea/coffee/water service for seventy (70) attendees available for the duration of the event. No bottled beverages or canned soft drinks

5. September 7-8, 2019, 8:00 A.M – 4:30 P.M (two-Day Event)

Hotel must be within a fifteen (15) mile radius of 500 David J Stern Walk, Sacramento, CA 95814

No less than four (4) rooms total for sixty five (65) attendees. one (1) general concession room to accommodate fifty (50) attendees comprised of single and family units; one (1) breakout room that can accommodate twenty five (25) attendees and comprised of “classroom” style seating; one (1) general use room to accommodate fifteen (15) children and staff and one (1) small meeting space that can accommodate up to five (5) people.

room of fifty (50) attendees and one (1) breakout room of twenty five (25) attendees.

staff.

surcharges, energy charges, etc. Room block must be provided for two (2) nights, for ten (10) rooms on the night of September 6, 2019, and September 7, 2019. Room block should be held up to three (3) days prior to event date and will not be held by YRRP Funding.

Space available for fifty (50) attendees.

as the main session area from 8:00am – 4:30pm on September 7, 2019, and September 8, 2019.

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

“class-room” style seating, to be used as subject matter expert area from 8:00am – 4:30pm on September 7, 2019, and September 8, 2019.

One (1) small meeting room to be used from 8:00am to 4:30pm on September 7, 2019, and September 8, 2019, near the location of the main conference room. To be used for “ITA PROCESSING”.

One (1) general use space will be available for use from 8:00am – 4:30pm on September 7, 2019, and September 8, 2019. 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 will not be located in the following areas: bar/lounge, restaurants, basements, or in close proximity of pools.

Open reception/common area available from 8:00am – 4:30pm on September 7, 2019, and September 8, 2019. This space should be large enough to accommodate registration and stations for approximately fifteen (15) vendors outside of the main session area. This area should allow for periodic waste removal.

lunch, and coffee/tea services for two (2) day(s). Exact numbers will be provided below.

Continental breakfast for one hundred, sixty five (65) attendees on 7-8 September, 2019, available from 8:00am - 9:00am

Hot buffet lunch for fifty (50) attendees on 7-8 September, 2019, available from 11:30 am - 12:30pm

Children’s lunch for fifteen (15) attendees available at the same time and dates as

Complimentary tea/coffee/water service for sixty five (65) attendees available for the duration of the event. No bottled beverages or canned soft drinks

***END OF PURCHASE DESCRIPTION***