2018_Banquet-APAM_-_Performance_Work_Statement.pdf

COLORADO EMPLOYER SUPPORT

OF THE GUARD AND RESERVE

12200 E. BRIARWOOD AVE., SUITE 160

CENTENNIAL, CO 80112

Performance Work Statement

The Colorado Committee for Employer Support of the Guard and Reserve (ESGR) will be hosting its Annual Employer Awards Banquet and Volunteer Planning/Awards Meeting on July 27 and 28, 2018.

There are two objectives for this event. The first objective is to host an awards banquet (July 27, 2018) for the most supportive employers of the National Guard and Reserve members in Colorado. The second objective of this event is to hold a training meeting (July 28, 2018) for ESGR volunteers.

Hotel Requirement Hotel accommodations. Approximately 30 individually billed rooms for one night, not to exceed the government per diem rate to include parking and internet. Rooms shall be blocked but charges shall be billed individually to each room occupant; reservations will be made by the individual directly with the host venue.

Event Planner and Facilitator An event planner/facilitator on site is required for the duration of each event. (in house)

July 27, 2018

Banquet Room for Employer Awards Banquet on July 27, 2018

1) The banquet shall be held at a full service venue in the Denver Metro area.

2) The banquet room requires a minimum capacity of 350. The exact number of attendees shall be provided to the offeror no later than July 20, 2018.

a) Seating shall be at round tables set for either 8 or 10, to be placed and set no later than 4:00 p.m.

b) Three 6 or 8 foot tables, with skirting, placed at the front of the room to use as needed for event awards/displays.

c) One skirted riser, approximately 12 feet x 24 feet, with stairs at each side.

d) Two podiums, one at each side of the riser each equipped with light and microphone.

3) Reception area outside of Banquet room for registration and a cash bar. Reception Area should be able to accommodate approximately 250 guests.

a) Two Cash bars available in the reception area prior to dinner. Attendees to pay separately.

(This must be at no cost to the government.)

b) Space available in reception area to accommodate a 6 piece band.

c) Space available in reception area to accommodate 2 display areas approx. 20 feet by 20 feet.

d) Space for 2 tables (6 or 8 ft. rectangular) with skirting to accommodate check in and administration, to include power outlets, Wi-Fi, and waste baskets.

12200 E. BRIARWOOD AVE., SUITE 160

CENTENNIAL, CO 80112

4) Venue Parking included for all attendees.

5) Facility should meet all ADA requirements.

6) Contractor shall provide house audio equipment, power cords, 2 small skirted tables for projectors, 1 skirted table (6 feet or 8 feet) for laptop and operator; and 2 large, framed video screens to interface with Government-provided projectors and laptop. Cabling shall not be exposed on banquet floor.

7) Contractor will provide 2 spot lights.

8) Audio visual and technical support for duration of banquet 4:00pm – 10:00pm.

Dinner/Meal Requirement on July 27, 2018

1) A three-course meal for 350 people, to include salad and dressing, bread, entrée, dessert and coffee service, with maximum cost not to exceed the government per diem rate. Salad, bread and dessert are to be served in appropriate sequence, with the entrée served at 7:15 pm. The exact number of meals required shall be provided to the offeror no later than July 20, 2018. Gratuity and service fees are not authorized.

2) The venue must be able to accept advance payment for approximately 75 of the 350 meals directly from individuals attending the dinner. The Government cannot pay for these 75 meals.

July 28, 2018

Conference Rooms for Annual Planning and Awards Meeting (APAM) on July 28, 2018

Two conference rooms to conduct volunteer training, in use from 0700 to 1700. (10 hours).

1) 1 General Session Meeting Room, capacity of 100 in a classroom-style arrangement.

2) 1 Breakout room, capacity 25, in classroom-style arrangement.

3) Reception area for 2 tables with skirting, trash cans and signs to accommodate group check-in and administration, to include power outlets and Wi-Fi.

4) Coffee, Ice Tea, Water and Ice service provided for General Session meeting room for entire Morning and Afternoon sessions.

5) Venue Parking included for all attendees.

6) Contractor shall provide house audio equipment, power cords, 1 large video screen to interface with Government provided lap top and projectors.

7) Contractor shall provide 1 small table and 1 6 ft. to 8 ft. rectangular table for computer and projector, 1 Podium w/mic, 2 Hand-held mics. Cabling shall not be exposed on meeting room floor.

8) Audio visual technical support for duration of Volunteer Conference 7:00am-4:00pm.

Breakfast and Lunch for Annual Planning and Awards Meeting (APAM) on July 28, 2018. (Cost not to exceed the government per diem rate. Gratuity and service fees are not authorized)

Breakfast:

• Buffet style breakfast, to include fruit, cereal and milk, scrambled eggs, potatoes, breads and assorted breakfast meats for approximately 75 people. Beverage service to include coffee, tea and juices. Not to exceed the government per diem rate, (gratuity and service fees are not authorized). Breakfast to be available at 7:00 am for 1 1/2 hours.

• The final number of attendees shall be provided no later than July 20, 2018.

Lunch:

• Cold Buffet Lunch for approximately 75 people. Lunch meal to be served at 11:30 am for a period of 1 hour.

• The final number of meals required shall be provided no later than July 20, 2018.

BID SHEET

BID

ITEM DESCRIPTION PER DAY/PERSON

COST QUANTITY TOTAL REMARKS

1 SLEEPING ROOMS (27 July

2018, 1 NIGHT) $ 30 $

2 BANQUET HALL 350

CAPACITY (27 JULY 2018) $ 1 $

3 DINNER (27 JUL 18) $ 350 $

4 GENERAL SESSION ROOM

(100 CAPACITY) $ 1 $

5 BREAKOUT ROOM (25

CAPACITY) $ 1 $

6 BREAKFAST (28 JULY 2018) $ 75 $

7 LUNCH (28 JULY) $ 75 $

Audio Visual Equipment and Support Package for 27 July Banquet

$ 1

Audio Visual Equipment and Support Package for 28 July APAM

$ 1 $