DRAFT SOW_YR_20 MAR 2026_REV. 1.pdf

DRAFT STATEMENT OF WORK (SOW) – SCOPE FOR SOURCES SOUGHT

The Rhode Island Army National Guard requires venue space and ancillary support space/equipment to conduct a one-day Pre-Deployment Yellow Ribbon Event on 20 March 2026.

The event will support 288 attendees (271 adults and 17 children) and consist of a general session, breakout workshops conducted in small groups, and information booths staffed by military, government, and civilian agencies.

The event shall take place from 0800 to 1400 hours. The contractor shall allow access for setup beginning at 0600 hours.

1. Location Requirements

• The venue shall be located within the state of Rhode Island, or if outside the state, within a 20-minute driving distance from “Providence, Rhode Island” as calculated by Google

Maps under normal, non-rush hour traffic conditions.

• Parking is required for one hundred and seventy-five (175) vehicles. Any cost associated with parking shall be included in the contract, attendees shall not be charged for parking upon arrival the day of the event.

2. Facility and Space Requirements

The contractor shall provide the following meeting and support spaces. All room setups shall be flexible to accommodate the final layout plan.

a. Registration Area Requirements: The registration area shall have the following:

• Four (4) tables for check-in from 0800-1000 hours.

• Be located in proximity to the main room entrance.

• Trash receptacles placed throughout the registration area.

b. Main Room Requirements: The main event space room shall have the following:

• Seating capacity for two hundred and seventy-one (271) participants.

• Tables, chairs, and linens set for refreshments and buffet-style lunch service.

• One (1) podium with microphone and house sound system.

c. Breakout Rooms: The breakout rooms shall meet the following requirements:

• Consist of two (2) breakout rooms, each capable of accommodating 75 participants.

• Each room shall include:

o One (1) rectangular table for class check-in.

o Chairs for 75 participants.

o One (1) easel.

d. Childcare Rooms: The childcare rooms shall meet the following requirements:

• Consist of two (2) childcare rooms capable of accommodating a total of 17 children.

o Room 1: Sink and running water and six (6) portable cribs.

o Room 2: Tables and chairs for activities to accommodate 11 children.

o Audio/visual capabilities as outlined in Section 3.

NOTE: The contractor is not responsible for providing childcare supervision services; the

Yellow Ribbon Reintegration Program will provide staffing.

e. Resource Vendor Area: This area shall meet the following requirements:

• Include forty (40) tables placed along foyer walls for vendor use.

• Each table shall include two (2) chairs.

• Trash receptacles placed throughout the vendor area.

• A minimum of five (5) easels placed throughout the vendor area.

• A minimum of five (5) easels placed throughout the venue for signage and wayfinding.

3. Audio/Visual Requirement

The contractor shall provide the following audio/visual support:

a. Main Room

• One (1) wireless clip-on microphone.

• One (1) podium with microphone and house sound.

• Two (2) projector screens and two (2) LCD projectors.

b. Breakout Rooms

• One (1) LCD projector and one (1) screen per room.

• One (1) podium with microphone and presentation capability.

• House sound system.

c. Childcare Rooms

• One (1) projector, one (1) DVD player, one (1) projector screen, and audio support per room.

Audio/visual equipment shall include standard HDMI connectivity and necessary cables to support laptop presentation.

4. Refreshments and Meals

a. Beverages: Water-filled pitchers and drinking glasses shall be provided in all rooms, including childcare rooms, and replenished throughout the event.

b. Meals, Buffet-style lunch for two hundred and seventy-one (271) adults: The contractor shall provide a buffet style lunch. Lunch, at a minimum, shall include the following classes of foods and servings per person and should adhere to nutritional guidelines and recipes outlined at Choosemyplate.gov:

• Entrée to include a 6 oz. serving of protein (1)

• Vegetables (2)

• Starch, bread, or potatoes (1)

• Fruit or dessert (1)

• Drinks shall include coffee plus choice of two other drinks, such as flavor aid, tea, carbohydrate beverage/ soft drink, or milk.

Sample lunch meal items include but are not limited to: soup or stew, baked, roasted or grilled meat, one or more sauce or gravy to accompany the entrée, mashed, roasted or baked potatoes, cooked vegetables such as green beans, carrots, or corn, salad, salad dressing, two choices of fruit, bread (wheat, white, rolls, cornbread, garlic, biscuit), appropriate condiments such as -butter, ketchup, mustard, hot sauce, salt and pepper, honey, jelly, fresh fruit, canned fruit, baked dessert (cake, cookies, ice cream, Gelatin, yogurt), and two choices to drink.

Special Dietary Meal Requirements: The contractor shall be prepared to provide one (1) individually plated gluten-free meal to accommodate specific dietary needs. This individually plated meal shall be of comparable quality and substance to the main buffet offering.

c. Children’s meals for seventeen (17) children. The contractor shall provide a lunch meal for each child as follows:

• Chicken fingers

• Pizza

• French fries

• Milk and choice of apple juice or lemonade (replenished as needed)

d. Meal Schedule

• A beverage station with regular coffee, decaffeinated coffee, and hot tea shall be available from 0800 until 1400.

• Lunch service shall be provided from 1100 to 1200 hours.

5. Lodging

The contractor shall reserve two (2) guest rooms for the night of 19 March 2026 (the night prior to the event). The negotiated room rate shall not exceed the published U.S. General Services

Administration (GSA) per diem lodging rate for the event's locality effective for that date. Upon award, the Government will provide the guest information for registration purposes.