YRRP_SOW_Requirement_2017_v3.pdf

Yellow Ribbon Post Deployment Events

Location: Vicinity/Commuting Distance of Burlington, VT

Dates: May 6-May 7, 2017

The mission of the Vermont Air National Guard Yellow Ribbon Program is to ensure that all deploying

Airmen and their Family Members are aware of benefits, resources, and contacts available to them. The benefits and resources available help them navigate the deployment cycle, especially as they begin their

“reintegration” back into their family and community. This is the philosophy of the Yellow Ribbon

Program, a legislatively mandated program that helps Service Members and their /families in the National

Guard connect with their local support community before, during, and after deployments.

Conference/room requirements for Yellow Ribbon Program Event with an anticipated 440 adult guests and as many as 30 children in attendance (total guests 475). The actual event will take place on Sunday starting at approximately 8:00am and ending at approximately 4:00pm. Pre-event registration would be held Saturday night, May 5th from 4-7pm.

However, the venue needs to be flexible about start and end times, as the schedule may change. The location needs to have a family friendly environment that will allow our service members and their families to relax after the rigors of an overseas deployment.

Location needs to have a family-friendly environment that will allow families members that had to travel a long distance to relax before the event begins on Saturday morning.

There should be the ability to lodge all attendees within the same property. If this is determined to not be possible, will consider alternative plans to lodge the participants.

If a secondary hotel is needed for additional lodging, secondary hotel must be within a short commute

(preferably walking distance) of primary hotel site/conference facility, not to exceed distance of two-three blocks.

CLIN 0001 - Lodging Requirements: Room price must not exceed government per diem rate of and must be inclusive of any surcharges.

1. 301 hotel rooms for Saturday, May 6, 2017. Additionally, the hotel shall block 15 rooms for resource providers/volunteers which will be paid for separately from wing contract. The individual resource providers/volunteers will contact the hotel separately to provide payment information.

2. Rooms must be double occupancy, individual/private sleeping rooms with toilet and shower/tub facilities, per room.

3. Government will provide list of names for the rooms no later than 7 days after award

4. The government will pay for the rooms only. All incidental expenses, such as room service, telephone calls, movie and game rentals, restaurant invoices, etc., are the responsibility of the individual attendee, and shall be billed to the individual’s personal credit card account or deducted from cash provided during check-in. NOTE: If cash or credit card is not available, incidental services shall be blocked for use in the room.

CLIN 0002 - Conference Space Fees/Requirements: The location of the General Session and

Resource Provider’s space will be adjoining to allow for an uninterrupted transition between activities.

1. One meeting room for the general session to hold approximately 440 people. Two large rooms to accommodate up to 150-175 people each. One smaller room that can accommodate approximately 100 people. An additional breakout room may be required. Each meeting space room shall have the ability for individual PA system.

2. One private counseling room that is secluded from all other event rooms to accommodate up to 5 people, in a private setting. – Comfortable/cozy set-up with table and 5 chairs and/or couch or similar set-up.

3. Three rooms to be used as childcare space to accommodate capacity of approximately 30 children.

Rooms must be located within easy access distance to restrooms for child care supervision/escort.

4. Space for up to 20 resource providers to include 20-25 tables. This may be its own room or an open common area near the conference rooms.

5. Registration/check-in area – counter space or four to six tables and accompanying chairs available

Saturday May 6th 4:00 pm until Sunday 4:00pm.

CLIN 0003 - Audio/Visual Requirements:

1. Full A/V package for general session room to include podium, stage, screen and projector.

2. Projector screens for the 3 other rooms. No computers/laptops are required.

3. The contractor shall allow the government to use its own audio visual equipment, have the ability to patch into House Sound System and existing electrical outlets with no hotel usage or patch fees.

CLIN 0004 – Meal requirements (Must be within Local Government Per Diem Rates):

1. Breakfast & lunch on Sunday, May 7, 2017. 440 adults and 30 children servings per meal.