20_&_21_October_Anaheim_PWS.pdf

DEPARTMENT OF THE ARMY

HEADQUARTERS, CALIFORNIA ARMY NATIONAL GUARD

9800 GOETHE ROAD, BOX 11

SACRAMENTO, CALIFORNIA 95826

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: 20 & 21 October, 2018

b. Hotel must be within a fifteen (15) mile radius of Anaheim, CA. (92806)

c. No less than five (5) rooms total for nine hundred (900) attendees. One (1) general concession room to accommodate eight hundred (800) attendees comprised of single and family units; three (3) breakout rooms that can accommodate two hundred (200) attendees each and comprised of “classroom” style seating; one (1) general use room to accommodate one hundred (100) children and staff and one (1) small meeting space that can accommodate up to five (5) people.

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 ninety six (96) hours prior to the event.

f. Request that daily/overnight parking fees be waived for participants attending and/or working the conference event. If the fee cannot be waived the hotel must notify event attendees.

g. Continental Breakfast and Lunch must be served on Site.

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

i. Wi-Fi must be available throughout Entire Event Duration.

j. Audio/Visual equipment should be efficient enough for one (1) main conference room of eight hundred (800) attendees and three (3) breakout rooms of two hundred (200) attendees each.

k. Chairs and tables to accommodate for ALL Yellow Ribbon event Attendees including Staff.

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2. LODGING:

a. Courtesy block ten (10) hotel room(s), 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.

b. 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 19 & 20 October, 2018. Room block should be held up to three (3) days prior to event date and will not be held by YRRP Funding.

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

3. CONFERENCE SPACES:

a. Space available for eight hundred (800) Attendees.

b. 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: 20 & 21 October, 2018. 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:

c. Round tables to accommodate Ten (10) Attendees each

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

4. BREAKOUT ROOMS:

a. Three (3) breakout rooms that can accommodate two hundred (200) attendees each, setup in “class-room” style seating, to be used as subject matter expert area from 8:00am – 4:30pm on: 20 & 21 October, 2018. Complimentary Wi-Fi must be available during the entire period of room use. These rooms should also have tea/coffee/water service during room use with periodic waste removal.

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

5. SMALL MEETING ROOM:

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a. Space available for Five (5) Attendees.

b. One (1) small meeting room to be used from 8:00am to 4:30pm on 20 & 21 October, 2018 near the location of the main conference room.

c. One (1) Table with Four (4) Chairs

d. Easy access to wall socket

e. One (1) power strip Fifteen (15) ft.

6. CHILD CARE SPACE:

a. One (1) general use space will be available for use from 8:00am – 4:30pm on 20 & 21 October, 2018. 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 SHALL NOT be located in the following areas:

restaurants, basements, or in close proximity of pools.

b. The 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.

c. Two (2) televisions and Two (2) DVD players.

d. The Childcare providers will need three (3) Tables in the room for breakfast and lunch set up as well as registration/sign in.

7. COMMON AREA - REGISTRATION AREA

a. Open reception/common area available from 8:00am – 4:30pm on 20 & 21 October.

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:

b. Water/Coffee/Tea/Beverage station.

c. One (1) grounded power strip

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

e. Complimentary Wi-Fi. (If available)

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

8. FOOD SERVICE:

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a. 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 and acceptable examples of food options will be included on the attached enclosure.

1) Continental breakfast for nine hundred (900) attendees on 20 & 21 October, 2018 available from 8:00am - 9:00am

2) Buffet lunch for eight hundred (800) attendees on 20 & 21 October, 2018 available from 11:30 am - 12:30pm

3) Children’s lunch for one hundred (100) attendees available at the same time and dates as the main event lunch is served

4) Complimentary tea/coffee/water service for nine hundred (900) attendees available for the duration of the event. NO BOTTLED WATER

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.

Enclosure

Examples of food service options:

a) Complimentary breakfast: coffee, tea, juices, hot and ice water, beverage condiments, assorted pastries, fresh fruit, standard plates, glasses, utensils and required linens.

b) Buffet lunch will be a HOT meal and should include Three (3) entrees/main dish options with at least Two (2) sides and a baked good. Additional beverage options other than coffee/tea service and all standard serving dishes, plates, glasses, utensils and required linens.

c) Children’s lunch should be kid friendly, i.e. macaroni & cheese or chicken fingers. Side dish can include French fries, a fruit and/or vegetable and a small desert. Beverages can be water and juice.