Task_Force_Echo_Pre_SOW.docx

The Virginia Army National Guard’s Task Force Echo will conduct a Post Mobilization Yellow Ribbon Event Location within 20 miles of Fairfax, Virginia. The event will take place December 1st, 2019. The contractor shall provide the following accommodations.

1. Sleeping Rooms:

1. An estimated nineteen (19) sleeping rooms are required on November 30th, 2019. These rooms are for family members. The contractor shall reserve this block of sleeping rooms designated “VANG Yellow Ribbon” for the Virginia Army National Guard. The room numbers blocked shall be provided to the designated government representative. The government representative will determine eligibility prior to check-in by hotel representatives.

1. An additional five (5) sleeping rooms shall be reserved for the Virginia Army National Guard staff members on November 30th, 2019. The contractor shall reserve this block of sleeping rooms under "Yellow Ribbon Staff". All staff attending will make individual room reservations using the appropriate reservation code and their personal or government issued credit card. No staff rooms shall be charged against this contract.

1. An estimated nineteen (19) sleeping rooms are required on December 1st, 2019. These rooms are for family members. The contractor shall reserve this block of sleeping rooms designated “VANG Yellow Ribbon” for the Virginia Army National Guard. The room numbers blocked shall be provided to the designated government representative. The government representative will determine eligibility prior to check-in by hotel representatives.

1. Rooms shall be private sleeping rooms with toilet and shower/tub facilities, with two (2) full or queen beds per room. Additional accommodations should be made for families containing more than 5 family members or for family members that require special needs such as cribs, rollaway beds, and handicap rooms.

1. The federal government will pay for the rooms actually used by service and family members who have had rooms reserved by the Virginia Army National Guard Yellow Ribbon under the “VANG Yellow Ribbon” block. However, 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 not be billed against this contract. These services shall be blocked from use and no personal credit card will be associated with any room in this block.

1. Service and family members who contact the hotel directly for room reservations shall be referred to the designated Yellow Ribbon Event government representative to ensure rooms are not double booked. If a service or family member reserves a room individually after being referred to the designated government representative, he/she is responsible for their own lodging cost, taxes, incidental costs, etc.

1. The deadline for reserving rooms under the reservation code is seventy-two (72) hours prior to scheduled event. Any rooms not reserved by this deadline shall be released from the block and made available for sale to the general public.

1. If rooms, reserved under the “VANG Yellow Ribbon block”, are unable to be “sold”, the contractor may invoice the government for those rooms not cancelled seventy-two (72) hours prior.

1. The federal government is tax exempt.

1. Meeting Space:

1. All required meeting space must be provided at one location.

1. Space must be considered official meeting rooms and not open to the public.

1. Meeting spaces shall NOT contain pillar(s) and/or structural objects which may obstruct an attendee's view.

1. All rooms must be walled spaces with doors that are able to be secured. No pipe and drape adaptions are to be utilized to accommodate required space.

1. Screen(s) shall be large enough and properly positioned to ensure all attendees can easily view presentations.

1. General Session

a. Set banquet or classroom style for approximately 110 attendees and staff.

b. Shall be available for government use from 6:00 p.m. ET, November 30th, 2019 through 6:00 p.m., December 1st, 2019. Note: Use of the room on November 30th, 2019 is for planning purposes only; therefore, full set-up is not required.

c. The following equipment/services shall be provided and set-up for government use from 6:00 a.m., - 6:00 p.m. ET, December 1st, 2019:

(1) Podium

(2) Microphone

(3) Wireless lavalier (lapel mic)

(4) Hand-held microphone

(5) Audio Sound System

(6) Screen

(7) Projector

(8) Cart to hold government-provided equipment

(9) Wi-Fi internet service for presenters

(10) Audio/Visual technology on-site personnel to assist in set-up or as needed throughout the event.

e. A notepad and pen shall be provided for each attendee. These items shall be placed at each table.

1. Resource Provider Area

a. Shall accommodate partners and at least 100 people.

b. Setup with twenty five (35) six (6) foot skirted tables.

c. Tables shall be placed near walls with 2 chairs behind tables.

d. Shall be available for government use from 6:00 a.m. - 6:00 p.m. ET, December 1st, 2019.

e. Shall not be directly outside the main briefing room

1. Counseling Rooms

a. Two rooms, each set with one table and six chairs.

b. Shall be available for government use from 7:00 a.m. to 6:00 p.m. ET, December 1st, 2019.

c. A box of tissues shall be made available in each of the rooms.

1. Childcare Room (2)

a. One childcare room to accommodate up to fifteen (15) children, ages 0-5.

b. One childcare room to accommodate up to fifteen (15) children, ages 6-10.

c. Each room is required to have a minimum size of 20 sq. feet per child.

d. Shall be set with two (2) tables (round or rectangle) with eight (8) chairs per table

e. Shall be available for government use from 7:00 a.m. – 6:00 p.m. ET, December 1st, 2019.

f. Each room shall include a television and DVD card combo.

1. Youth Room

a. Shall accommodate up to ten (10) youth, ages 11-17.

b. Shall provide a minimum of 20 sq. feet per child.

c. Shall be set with two (2) tables (round or rectangle) with eight (8) chairs per table

d. Shall be available for government use from 7:00 a.m. – 6:00 p.m. ET, December 1st, 2019.

e. Room shall include a projector and screen.

1. Catering:

2. The contractor shall provide a working lunch for approximately 115 adult and teen participants on December 1st, 2019 at 12:00 p.m. ET. The lunch shall be served buffet style and include 2 entrees, a salad, a vegetable, a starch, bread, non-carbonated beverages, coffee, and assorted desserts.

2. The contractor shall provide a lunch for approximately 20 children 0 to 10 on December 1st, 2019 at 12:00 p.m. ET. The lunch shall be served buffet style and include 2 entrees, a salad, a vegetable, a starch, bread, non-carbonated beverages, coffee, and assorted desserts. The menu shall be kid friendly (i.e. chicken fingers, pizza, fries, bread sticks, etc.).

2. The contractor is responsible for all set up and clean up related to the required meals.

2. The government will provide a final meal count 72 hours prior to the event.

2. The contractor shall not impose a penalty upon the government for food not consumed by attendees, provided the government gives proper personnel count to the contractor.

1. Other:

1. The Government shall be permitted to bring and setup its own laptop computers, with Microsoft Office applications, and printers to be used in conjunction with contractor-provided equipment in the conference room and breakout rooms.

2. The 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.

3. The contractor shall provide one (1) table and four (4) chairs outside the three conference rooms and two (2) tables and four (4) chairs outside the childcare/youth rooms for registration.

4. The contractor agrees to allow the government to provide child care services via separate contract in the conference rooms identified as child care rooms.

5. The contractor shall have adequate staff at the front desk during check-in/registration to ensure attendees are promptly served.

6. The contractor is required to have a representative on-site throughout the duration of the conference. This representative shall have the authority to make decisions and bind the contractor should changes be necessary.

1. Contractor Manpower Reporting

The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the National Guard Bureau via a secure data collection site. The contractor shall completely fill in all required data fields using the following web address: http://www.ecmra.mil/. Reporting inputs shall be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year, beginning with 2013. Contractors may direct questions to the help desk at http://www.ecmra.mil.

*****IMPORTANT FOR 3rd PARTY VENDORS (Event Planners, etc.)*****

The government is bound by the terms and conditions of the award issued to the contractor identified on page 1 of the Standard Form (SF) 1449, Block 17a. The government is NOT bound by the terms and conditions agreed upon by the lodging/event facility, caterer and/or audio visual company and the contractor identified on the SF1449. With the exception of payment terms, any deviation from the performance requirement must be submitted as an alternative at the time quotes are submitted. The government may or may not accept the alternative term or condition; therefore, if a company is unable to accept an award unless the alternative is accepted it must be clearly annotated on the quote. Examples of such scenarios are provided below.

1. While the government is tax exempt, third party vendors are responsible for paying applicable taxes in accordance with their contractual agreements. A tax exemption form will not be provided by the government directly to the lodging/event facility, caterer, etc. should award be made to a third party vendor, nor will the government complete a tax exemption form on behalf of the third party vendor. Pricing should take this into consideration.

2. Payment is made to the vendor who is awarded a government contract. The government will make payment in accordance with the Prompt Payment Act after services have been received. Advance payment by the government is not authorized. The third party vendor is responsible for payment in accordance with their contractual agreement regardless of when payment is made by the government. For example, if the third party vendor's contractual agreement with the hotel is for a deposit of 20% ten days prior to the event, the third party is responsible for the deposit. The government will not make an advance payment to the contractor in order for the deposit to be made.

3. Final counts will be provided in accordance with award issued by the government. Should an agreement between a third party vendor and hotel, caterer, etc. include different cutoff dates for final counts, the government is not responsible for any differences, nor will the government attempt to estimate what the final count will be in advance.

4. During the event, the contractor shall have their own personnel on-site for coordination. Government personnel will not directly address or negotiate with suppliers/vendors as there is no privy of contract.