RIO_-_STATEMENT_OF_WORK_FY17_YRT_3.docx

STATEMENT OF WORK:

Yellow Ribbon Reintegration Program Training Events Baton Rouge, Louisiana 10-12 February 2017

LANG YRRP Program Manager:

2LT Abby Dufour Phone: 318-290-5389 Email: abby.e.dufour.mil@mail.mil

LANG Yellow Ribbon Reintegration Office Statement of Work Required

The Louisiana National Guard (NGLA) Yellow Ribbon Reintegration Program is seeking a facility to provide lodging, conference space, parking, catering, and dinning accommodations, for approximately one thousand (1,000) Service Members (SMs), Family Members (FMs), volunteers and event staff on 10-12 February 2017. This statement of work is for informational gathering purposes only. The Louisiana National Guard (LANG) Contracting Office will conduct the formal solicitation for a facility that can meet the requirements set forth in this statement of work at the best value to the government. Final selection will be made by the LANG Contracting Office.

Event location to be considered MUST meet the following criteria, in additional to event specifications:

1. Cannot be within walking distance or one (1) mile of a casino.

2. Hotel can guarantee the government per diem rate for lodging and meals.

3. Hotel must have self-parking without parking charges. Security must be provided.

4. Require dining area space to hold rounds of 10 (hold total 1,000 people for 10-12 February 2017)

5. Require General Session area to hold total 1,000 people for 10-12 February 2017.

6. Require a lobby area or meeting room that can hold eighty (80) exhibitor tables for 10-12 February 2017.

7. Due to specific set up for Yellow Ribbon Training, a 1500 square feet ballroom is required.

8. No less than 32,000 square feet of meeting space.

9. Required a 3:00pm checkout.

EVENT SCHEDULE for FY17 YRT#2:

Event Walk Through:

Wednesday, January 25, 2017 - Key Staff and Hotel Staff walk through 10:00a – 1:30p

Day(s) of Event:

Friday, February 10, 2017 - Staff arrival, check-in and event set up 12:00p – 3:00p (Event space needs to be available upon staff arrival; staff meeting beginning at 3:00pm in event meeting room) Saturday, February 11, 2017 - Event conducted from 6:00a – 5:30p Sunday, February 12, 2017 - Event conducted from 6:00a – 3:00p Sunday, February 12, 2017 - Staff event tear down 1:30p – 3:00p

REQUIERMENTS:

Event planner is requesting a contractor that is able to provide the following as outlined below:

1) LODGING/SLEEPING ROOMS:

a) Rooms must be double occupancy, individual/private sleeping rooms with toilet and shower/tub facilities, with any combination of two (2) double beds, two (2) queen beds, and/or one (1) queen/king bed. Additional accommodations may be requested for attendee families with more than four (4) members or for family members that have higher physical needs.

b) Rooms will be reserved by room list and/or reservation code. Most rooms will be arranged via a room list provided by the event planner and paid for via the LANG Yellow Ribbon Reintegration Program (YRRP) Master Account. Request late check out for 3:00pm on rooms.

c) Event planner shall be provided lodging confirmation numbers for all rooms included on room list NLT two (2) weeks prior to the event with a follow-up verification of all confirmed rooms NLT 1:00p three (3) days prior to first day of check in.

d) Some rooms MAY be paid for by individual party at time of booking/check in; i.e. presenters, contract staff, and/or vendors. To make a reservation, said individuals should have the option to book accommodations via telephone, online or both. Please title room block LANG YRRP for persons booking individual, self-pay rooms against Master Account.

e) Persons with a room reserved/paid for via the LANG YRRP Master Account should have the option, but not be required to, provide a credit card upon check in if they wish to have charging privileges associated with their hotel room. If no card is presented, the room will be blocked to all charges.

f) Any damages caused to hotel property by any individual associated with the event will be the fault of the individual and not the LANG YRRP or any of its affiliates. Damages caused to a hotel room will be paid by the individual whose name is assigned to said room. Damages caused to hotel property outside of a hotel room will be the responsibility of the individual(s) faulted for said damage.

g) The deadline for providing a final rooming list and/or reserving rooms under the reservation code will be no earlier than two (2) weeks prior to the event 4pm, January 27, 2017. Any rooms not reserved in the LANG YRRP room block by this deadline shall be released from the block and made available for sale to the general public without penalty or charge to the LANG YRRP Master Account.

h) A 72 hour cancellation policy or better will be provided to avoid any penalty or fee. In case of unforeseen mission requirements or confirmed emergency, members under this room block and reservation code will not be held liable for failure to cancel and will not be charged first night’s stay. A letter signed by the appropriate designated LANG YRRP representative must be submitted in this case.

i) On-site lodging priority will be given to event guest. Overflow hotels may be used for this event, however preference will be given to hotels located within walking distance and owned by a single vendor.

j) The lodging rate for this event will not exceed the daily Government Lodging Per Diem rate of $97.00 for February 2017 in the Louisiana city where the contract is awarded.

2) MEETING SPACE to include AUDIOVISUAL and INTERNET:

a) The LANG YRRP is requesting the contractor provide the following meeting space at NO ADDITIONAL COST. All requested meeting space should be available beginning Friday, February 10, 2017 to Sunday, 12 February, 2017. Event staff will be on site beginning, February 10, 2017 to begin setting up event.

b) Meeting space requirements will be broken down by event and, where applicable, into two sections; the Adult Training and the Child Care requirements. Both sections are unique of each other and requirements are to be viewed separately. Though requirements are separated, ALL SPACE FOR EACH EVENT SECTION MUST BE AVAILABLE FROM February 10, 2017 – February 12, 2017. ADDITIONALLY, ALL EVENT SPACE IS REQUIRED TO BE LOCATED TOGETHER IN THE SAME AREA OR WITHIN REASONABLE/SAFE WALKING DISTANCE FROM EVENT LOCATION AND LODGING.

c) Meeting Space Requirement

i) Require no less than 32,000 square feet of meeting space for events at NO COST due to the amount of additional paid services. NO overflow hotels may be utilized for meeting space.

ii) Yellow Ribbon Reintegration Training February 10-12, 2017

(1) General Session:

(a) Conference space to accommodate approximately 1,000 attendees.

(b) medium sized risers or fixed stage w/lectern or podium centered in room

(c) AV booth positioned near rear-left side wall, by an outlet and set with A/V splitter and sound connections

(d) Sound board link into either house sound or PA

(e) Depending on space, up to, four (4) screens, four (4) projectors and two (2) wireless hand held mics you may want to double A/V support.

(f) Wireless routers or access to in house WiFi

(g) Requesting A/V freedom to use our own technicians to run AV booth, with house AV staff on standby

(2) Dining Room: (can be combined with General Session if space requires)

(a) Dining space to accommodate approximately 1000 attendees

(b) set in rounds to comfortably seat meal service

(c) medium-sized risers or fixed stage w/lectern or podium centered in room

(d) AV booth positioned near rear-left side wall, by an outlet and set with A/V splitter and sound connections

(e) Sound board link into either house sound or PA

(f) Wireless routers or access to in house WiFi

(g) Depending on space, up to, four (4) screens, four (4) projectors and two (2) wireless hand held mics

(h) Requesting A/V freedom to use our own technicians to run AV booth, with house AV staff on standby

(3) Evening Social (Saturday Night): (can be combined with General Session if space requires; however room require special set-up adjustments)

(a) Dining space to accommodate approximately 1,000 attendees

(b) set in rounds to comfortably seat meal service

(c) Dance floor set in center of room adjacent to stage

(d) medium sized risers or fixed stage w/lectern or podium centered in room

(e) AV booth positioned near rear-left side wall, by an outlet and set with A/V splitter and sound connections

(f) Sound board link into either house sound or PA

(g) Wireless routers or access to in house WiFi

(h) Depending on space, up to, four (4) screens, four (4) projectors and two (2) wireless hand held mics

(i) Requesting A/V freedom to use our own technicians to run AV booth, with house AV staff on standby

(4) Resource Fair/Event Registration:

(a) Space, to include a hall, entryway, pre-function or separate room, adjacent to General Session required as out lined below.

(b) Eighty (80) draped and dressed rectangular tables set info fair/expo style

(c) Two (2) chairs and a wastepaper basket should be provided at each table

(d) Standard wall outlets and wireless internet must be available/accessible for use

(5) Breakout Session:

(a) (8) Training rooms; theater style; seating

(i) Requested in each room if available at no cost; if unavailable, freedom to use own equipment:

(ii) Projector

(iii) Screen

(iv) Wireless mic

(v) House sound/or sound board with PA

(vi) Butcher Block

(i) A/V cart

(ii) Wireless routers or access to in house WiFi

(iii) Water Stations

(b) Room needs to lock w/LANG YRRP designated representative(s) issued key(s)

d) Event Operations:

i) Located near or around General Session and Registration tables.

ii) Set boardroom style seating 8-12, with two (2) additional 6’ tables along wall and a large wastepaper basket

iii) Wireless router compatible and Wireless Internet capabilities required

iv) Continuous water service requested

v) Room needs to lock w/LANG YRRP designated representative(s) issued key(s)

e) Supply Room:

i) Located near or around Operations.

ii) Three (3) 6’ tables along wall and a large wastepaper basket with seating for 10

iii) Wireless router compatible and Wireless Internet capabilities required

iv) Continuous water service requested

v) Room needs to lock w/LANG YRRP designated representative(s) issued key(s)

f) DTS:

i) Ten (10) 6’ tables around room w/waste baskets; seating (2) ea

ii) hard line LAN drop and Wi-Fi; non-firewall protected

iii) Room needs to lock w/the ability of DTS POCs and LANG YRRP designated representative(s) to be issued room key

iv) Water service

g) VIP Room (Sunday Only):

i) One (1) Round top or board room setting; seating 10

ii) Two (2) 6’ tables around room for beverage and refreshment service; menu to be provided

3) CHILD CARE: Rooms should be located next to each other in a secure area for accountability and the safety of the children.

a) Registration:

i) Three (3) 6' tables w/ waste baskets

ii) power supply and Wi-Fi access

b) Child Care Specific Requirements: Requires adequate space to house 180 children. Rooms must be cleared and safe for infants and young children, rooms next door to each other w/ first two rooms being next to, or very near to, bathrooms)

c) Infant to Toddler Room (6mo's - 3yrs old):

i) cribs

ii) Pillows and blankets

iii) refrigerator & microwave

iv) water station

v) (4) 6' tables placed along wall w/ waste baskets

vi) large trash can with replacement bags

vii) (8) chairs

viii) (1) TV

d) Little Kids Room (4-7 yr olds):

i) water station

ii) Pillows and blankets

iii) (4) 6' tables placed along wall w/ waste baskets

iv) large trash can with replacement bags

v) (12) chairs

vi) (1) TV

e) Big Kids Room (8-12 yr olds):

i) water station

ii) Pillows and blankets

iii) (4) 6' tables placed along wall w/ waste baskets

iv) Large trash can with replacement bags

iv) (12) chairs

v) (1) TV

4) FOOD & BEVERAGE:

a) Meals: (unless provided at no cost by the hotel)

i) The LANG YRRP is requesting the contractor provide the following meals to be provided buffet style and to feed approximately 1000 people.

ii) All meals will be provided by the event and paid for under the LANG YRRP Master Account.

iii) Select meals need to also provide a child friendly option served at the same time in the Child Care rooms. Child Care menus must be free of nuts, hot dogs and any other allergy prone food items.

iv) The following meals are requested on dates specified:

(1) Saturday, February 11, 2017; Breakfast menu negotiable; i.e., eggs, breakfast meat(s), fruits, danish, etc., but not continental. Must include orange/apple juice, caffeinated and decaffeinated coffee, tea, water, and milk at a cost of $13.00 or less per person.

(2) Saturday, February 11, 2017; Dinner menu negotiable-(NO hotdogs or sandwiches as a main course) and must remain at or under the cost of $29.00 per person

(3) Saturday and Sunday, February 11-12, 2017; Lunch menu negotiable, NO hotdogs or sandwiches as a main course. Must include tea, water, sodas, caffeinated and decaffeinated coffee, hot tea, and must remain at or under the cost of $15.00 per person.

v) Additionally, separately and served in child care dining location, child friendly menu requested for this meal.

vi) The Event planner or LANG YRRP representative shall provide contractor with a final count of personnel to be served plated or buffet meals no later than one week prior to the event date. The LANG YRRP, Government, or any of its affiliates, will not be responsible for any additional cost once the final count is provided.

vii) The meal rate for this event will not exceed the daily Government Daily Per Diem Rate for the LA Region where the contract is awarded.

5) Refreshments/Breaks:

a) The LANG YRRP cannot provide snacks/breaks per policy regulations. However, if said items are part of a conference package or provided by an outside vendor, it is requested the contractor provide traditional break menu items to accommodate approximately 1000 people.

b) All refreshments/breaks will be provided by the hotel at NO cost to the government or its representatives.

c) Contractor shall provide a child friendly option served at the same time in the Child Care rooms during select times. Child Care menus must be free of nuts, hot dogs and any other allergy-prone food items.

d) Requested refreshment/break item should be served/provided as follows:

i) AM &PM break menus February 11-12, 2017, set for service during event break times in/near the resource fair or main conference room and in the Child Care rooms.

ii) VIP Area refreshment

iii) Operations room beverage station

e) Event planner or LANG YRRP representative shall provide contractor with a final count of personnel to be served refreshment breaks, along with event agenda for times of service, no later than one (1) week prior to the event date. The LANG YRRP, Government, or any of its affiliates, will not be responsible for any cost associated with refreshments.

6) OTHER:

a) The LANG YRRP is requesting the contractor provides or agrees to the following miscellaneous items for duration of conference period February 11-12, 2017:

i) Parking:

(1) Parking shall be provided free of charge with in and out privileges. Off-site parking is not an option. Additional security/patrol of the parking area shall be provided by the contractor.

ii) Signage and or corded off walking lanes (if provided free of charge), aiding attendees navigating towards registration and general meeting space and identifying signage listing breakout sessions on the doors of each breakout room. Signage should be labeled “LANG YRRP” plus arrows, directions to meeting space and/or title of session being offered.

iii) If signage and or corded off walking is not provided, contractor agrees to allow signage freedom to LANG YRRP for use of signage.

iv) The contractor agrees to allow the government to provide child care activities/services via separate contract operating on the facility premises also referenced to as “Childcare Freedom”.

v) The contractor agrees to allow the LANG YRRP (referenced above as “A/V Freedom”) the ability to utilize its own technicians, and a combination of its own, and contracted, A/V equipment to include but not limit sound, power, projection, screens, laptops and internet connections (routers, LAN, wireless).

vi) Contractor shall provide, upon request, US and State of Louisiana Flags, ceremonial flag poles and flag bases placing them in the “General Session” on or next to medium risers/fixed stage. The American flag must fly at equal or greater height than the Louisiana flag and be placed on the right side of a speaker who would be standing at the podium facing the audience. The State of Louisiana flag should be posted on the speakers left.

vii) Specifics of this request are subject to change. The Event planner or LANG YRRP representative(s) are at liberty to make any changes necessary as long as it DOES NOT change the overall cost and/or terms of the contract.

7) GFEBS Purchase Request 10-12 February 2017:

a) GFEBS Purchase Request Line Item #1

i) Item Name: ARMY LODGING/SLEEPING ROOMS 10 & 11 February 2017

ii) Quantity: 135 (10 FEB); 220 (11 FEB) = Total 355

iii) Unit of Issue: EA

iv) Cost Each: $

v) Total Cost: $

b) GFEBS Purchase Request Line Item #2

i) Item Name: AIR LODGING/SLEEPING ROOMS 11 February 2017

ii) Quantity: 20 (10 FEB); 360 (11 FEB) = Total 380

iii) Unit of Issue: EA

iv) Cost Each: $

v) Total Cost: $

c) GFEBS Purchase Request Line Item #3

i) Item Name: ARMY-Breakfast Buffet, 11 & 12 Feb 2017

ii) Quantity: 250 (10 FEB); 50 (11 FEB) = Total 300

iii) Unit of Issue: EA

iv) Cost Each: $

v) Total Cost: $

d) GFEBS Purchase Request Line Item #4

i) Item Name: AIR-Breakfast Buffet, 11-12 February 2017

ii) Quantity: 630 (11 FEB); 630 (12 FEB) = Total 1260

iii) Unit of Issue: EA

iv) Cost Each: $

v) Total Cost: $

e) GFEBS Purchase Request Line Item #5

i) Item Name: ARMY-Lunch Buffet, 11-12 February 2017

ii) Quantity: 450 (11 FEB); 150 (12 FEB) = Total 600

iii) Unit of Issue: EA

iv) Cost Each: $13.00

v) Total Cost: $11,440.00

f) GFEBS Purchase Request Line Item #6

i) Item Name: AIR-Lunch Buffet, 11 February 2017

ii) Quantity: 530 (11 FEB) = Total 530

iii) Unit of Issue: EA

iv) Cost Each: $

v) Total Cost: $

g) GFEBS Purchase Request Line Item #7

i) Item Name: ARMY-Lunch Child/Youth, 11 Feb 2017

ii) Quantity: 100

iii) Unit of Issue: EA

iv) Cost Each: $

v) Total Cost: $

h) GFEBS Purchase Request Line Item #8

i) Item Name: AIR-Lunch Child/Youth, 11 February 2017

ii) Quantity: 110

iii) Unit of Issue: EA

iv) Cost Each: $10.00

v) Total Cost: $2,100.00

i) GFEBS Purchase Request Line Item #9

i) Item Name: ARMY-Dinner Buffet, 11 February 2017

ii) Quantity: 325

iii) Unit of Issue: EA

iv) Cost Each: $

v) Total Cost: $

j) GFEBS Purchase Request Line Item #10

i) Item Name: AIR-Dinner Buffet, 11 February 2017

ii) Quantity: 630

iii) Unit of Issue: EA

iv) Cost Each: $

v) Total Cost: $

k) GFEBS Purchase Request Line Item #11

i) Item Name: ARMY-A/V Equipment, 11 & 12 February 2017

ii) Quantity: 1

iii) Unit of Issue: EA

iv) Cost Each: $

v) Total Cost: $

l) GFEBS Purchase Request Line Item #12

i) Item Name: AIR-A/V Equipment, 11 & 12 February 2017

ii) Quantity: 1

iii) Unit of Issue: EA

iv) Cost Each: $

v) Total Cost: $

m) GFEBS Purchase Request Line Item #13

i) Item Name: ARMY-Gratuity for Event

ii) Quantity: 1

iii) Unit of Issue: EA

iv) Percentage: _____%

n) GFEBS Purchase Request Line Item #14

i) Item Name: AIR-Gratuity for Event

ii) Quantity: 1

iii) Unit of Issue: EA

iv) Cost Each: _____%

o) GFEBS Purchase Request Line Item #15

i) Item Name: ARMY-SB-Breakfast Buffet, 12 February 2017

ii) Quantity: 400

iii) Unit of Issue: EA

p) GFEBS Purchase Request Line Item #16

i) Item Name: ARMY-SB-Lunch Buffet 12 February 2017

ii) Quantity: 300

iii) Unit of Issue: EA

q) GFEBS Purchase Request Line Item #17

i) Item Name: ARMY-SB-Lunch Child/Youth, 12 February 2017

ii) Quantity: 100

iii) Unit of Issue: EA