SOW_&_PRS_State_Volunteer_Conf..docx

Statement of Work (SOW):

The Virginia Army National Guard’s Family Program will conduct its Annual State Volunteer Training and Recognition Workshop, Williamsburg, VA area (hereafter, referred to as contractor) during the period of June 7-9 2019. Contractor shall provide the following accommodations as outlined below:

I. Requirements:

A. Sleeping Rooms:

1. An estimated total 40 sleeping rooms are required for the night of Friday 7 June 2019 for Family Programs Volunteers. An estimated 55 sleeping rooms on Saturday 8 June for same Volunteers, which shall be blocked off and designated as “FPV 1” reservation code. On Friday, 7 June and Saturday 8 June 2019, an estimated 21 sleeping rooms are required for Family Programs staff, which shall be blocked off and designated as “STAFF” reservation code. The federal government will pay for sleeping rooms occupied by the Family Program Volunteers (FPV 1 code) ONLY, under this contract, and in accordance with paragraphs A.3 through A.8 below.

2. Rooms must be individual/private sleeping rooms with toilet and shower/tub facilities with double beds, queens or kings, and or roll away beds.

3. “FPV 1” and “STAFF” reservation codes shall provide personal methods of paying for incidental expenses, such as room service, telephone calls, movie and game rentals, restaurant invoices, parking, etc. are the responsibility of the individual attendee, and shall be billed to the individual’s personal credit card account provided during room reservation.

4. The deadline for reserving rooms under both reservation codes 4 June 2019, 3:00 p.m. Any rooms not reserved by this deadline shall be released, and made available for sale to the general public.

5. If an attendee cancels a reservation, he/she must do so by the specified cancellation date set forth by hotel policy. The federal government will only pay for rooms actually used by Family Programs Volunteers reserving rooms under the “FPV 1” block.

6. No room tax is charged under this contract. The federal government is tax exempt.

B. Meeting Space: ( NOTE: All required meeting space must be provided at one location):

1. One (1) conference room to accommodate approximately 105 people, setup in crescent rounds, room needs to be locked and secured on Friday and Saturday nights, room must contain audiovisual equipment with Wi-Fi internet service on the dates and times specified, LCD Projector, wireless lavaliere (lapel mic) and hand held wireless mic, screen, cart to hold government-provided equipment, audio speaker system capable of broadcasting from different sources (i.e. microphone, projector, CD player, etc.) are required on the following date and time:

a. Friday, June 7th, 2019, 1:00 p.m. to 6:00 p.m.

b. Saturday, June 8th, 2019, 6:00 a.m. to 6:00 p.m.

c. Sunday, June 9th, 2019 6:00 a.m. to 6:00 p.m.

2. One (1) breakout room to accommodate approximately 25 youth ages 6 to 10, setup in rounds with chairs, and containing audiovisual equipment TV/ DVD cart combo as outlined in section D below, are required on the following date and time:

a. Saturday, June 8th, 2019-Sunday, June 9th 2019, 7:00 a.m. to 6:00 p.m.

b. Bathrooms shall be located on the same floor as the breakout room in a relatively close proximity. If not, hotel must provide restroom capabilities on first floor or the vendor will be considered Non-Responsive.

c. Breakout room size MUST HAVE A MINIMUM OF 20 SQUARE FEET PER CHILD.

3. One (1) breakout room to accommodate approximately 25 youth ages 0 to 5, setup in rounds with chairs placed against the wall, and containing audiovisual equipment TV / DVD cart combo on the dates and times as outlined in section D below, are required on the following date and time:

a. Saturday, June 8th, 2019-Sunday, June 9th 2019, 7:00 a.m. to 6:00 p.m.

b. Bathrooms must be on the same floor as the breakout room in a relatively close proximity.

c. Breakout room MUST HAVE A MINIMUM OF 20 SQUARE FEET PER CHILD.

4. One (1) breakout room to accommodate approximately 25 teens, setup in rounds style, and must have floor large enough to accommodate inter active teambuilding activities, containing audiovisual equipment with Wi-Fi internet service, LCD Projector, wireless lavaliere (lapel mike), and hand held wireless mic, screen, cart to hold government-provided equipment, audio speaker system capable of broadcasting from different sources (i.e. microphone, laptop, CD player, etc.) as outlined in section D below, are required on the following date and time:

a. Saturday, June 8th, 2019-Sunday, June 9th 2019, 7:00 a.m. to 6:00 p.m.

b. Bathrooms must be on the same floor as the breakout room in a relatively close proximity.

c. Breakout room size MUST HAVE A MINIMUM OF 20 SQUARE FEET PER CHILD.

5. One (1) breakout room to accommodate approximately 25 Youth Adult volunteers, setup in rounds style, and must have floor large enough to accommodate inter active teambuilding activities, containing audiovisual equipment with Wi-Fi internet service, LCD Projector, wireless lavaliere (lapel mike), and hand held wireless mic, screen, cart to hold government-provided equipment, audio speaker system capable of broadcasting from different sources (i.e. microphone, laptop, CD player, etc.) as outlined in section D below, are required on the following date and time:

a. Saturday, June 8th, 2019, 7:00 a.m. to 6:00 p.m.

6. One (1) breakout room to accommodate approximately 15 vendor tables with 2 chairs at each table. Tables needs to be around the walls and in the middle of the room end to end for easy access for attendees. Tables need to have table cloths and be skirted.

a. Saturday, June 8th, 2019, 7:00 a.m. to 6:00 p.m.

7. All meeting spaces shall NOT contain pillar(s) and/or structural objects which may obstruct attendees’ view. If windows are present they must be able to be covered for video presentations.

C. Catering:

1. Contractor shall provide a working lunch to accommodate approximately 105 people for Saturday, June 8th, 2019. The lunch will be buffet style. Government shall provide contractor with a final meal count no later than April 10th 2019, 3:00 p.m.

2. Contractor shall provide a working lunch to accommodate approximately 35 youth for Saturday, June 8th, 2019. The lunch will be buffet style or boxed, served in their appropriate rooms. Government shall provide contractor with a final meal count no later than April 10th, 2019, 3:00 p.m.

3. Contractor shall provide a working breakfast to accommodate approximately 140 Adults and Youth for Sunday, June 9th 2019 from 8:00 to 9:00 a.m. The breakfast buffet will include scrambled eggs, breakfast meat, biscuits, pancakes, assorted fruit, assorted yogurt, assorted pastries, juice, water, and coffee.

4. Contractor shall NOT impose a penalty upon the government for meals not consumed by attendees, provided the government gives proper meal count notification to the contractor in accordance with item C.1 & 2. Above.

D. Audiovisual Equipment:

1. Contractor shall provide designated hotel staff to setup and monitor equipment during event as follows, LCD Projector, a podium, microphone, screen, and cart to hold government-provided equipment, audio speaker system, cable for broadcasting from different sources (i.e. wireless lavaliere, lapel mic, and hand held wireless mike), and any connecting cables needed in the conference room on Saturday, June 8th, 2019-Sunday, June 9th 2019, 6:00 a.m. to 6:00 p.m.

a. Screen must be large enough to accommodate the audience to ensure all attendees can easily view presentations.

2. Government shall be permitted to bring and setup its own, LCD projector, and laptop computer with Microsoft PowerPoint applications, to be used in conjunction with contractor-provided equipment in the conference room, and connect its equipment to the contractors electrical outlets and facilities with no additional cost to the government.

3. Government shall be permitted to connect its equipment to the contractor’s electrical outlets and facilities, with no additional costs to the government for use of contractor’s electrical service.

E. Other:

1. Contractor shall provide the following miscellaneous items throughout the entire conference period:

a. Registration area with table and chairs; paper and pens on Saturday, June 8th, 2019-Sunday, June 9th 2019 near all conference rooms.

b. Sign(s) identifying to participants the location of training on Saturday, June 8th, 2019-Sunday, June 9th 2019 near all conference rooms.

2. Contractor shall identify with quote any cost for parking of vehicles or valet parking.

3. The contractor agrees to allow the government to provide child care services for the conference by a separate contract in the child areas identified in paragraph B.

4. Must have 24 hour front desk service at hotel.

II. Government Representatives A. On-site Representative:

1. The Government’s on-site representative for this event is 1SG Blad Fernandez at 804-236-7867 or bladimiro.n.fernandez.mil@mail.mil.

2. 1SG Blad Fernandez and/or other conference attendees is/are not authorized to change the terms and conditions of the contract.

Performance Requirements Summary:

Performance below AQL will be noted for future reference.

Performance below AQL will be noted for future reference.

Menu variety, timeliness and service: no more than one violation.

Food and safety issues shall be at 100% compliance.

The contractor’s invoice will be deducted at the per meal rate for each attendee unable to eat as a result of untimeliness or food/safety issues.

Performance below AQL will be noted for future reference.

For each one hour delay the government will deduct $100.00, not to exceed the total unit cost of the room, from the contractor’s invoice.