1086th-YRRP-SOW_DRAFT_(27-29_July_2018).docx

LANG Yellow Ribbon Reintegration Program Event- October 21-22, 2017

STATEMENT OF WORK

Yellow Ribbon Reintegration Program (YRRP) Event

Alexandria, LA – 27-29 July 2018 YRRP Program Manager: WO1 Benjamin Myers Phone: (318) 210-3390 Email: Benjamin.r.myers11.mil@mail.mil

YRRP Assistant: SGT Steven Shader Phone: (318) 290-5723 Email: steven.s.shader.mil@mail.mil

LANG YRRP Statement of Work Required

The Louisiana National Guard (LANG) YRRP, is seeking a facility to provide lodging, conference space, parking, catering, and dining accommodations for approximately 500 participants (i.e. service members, family members, children, family readiness volunteers, and event staff) on 27-29 July 2018 in the Alexandria, LA area. This Statement of Work (SOW) is for informational gathering purposes only. LANG Contracting Office will conduct the formal solicitation for a facility that can meet the requirements set forth in this SOW at the best value for the government. Final selection will be made by LANG Contracting Office.

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

a. Hotel must guarantee the government per diem rate for lodging and meals.

b. Hotel must have access to self-parking options at no charge.

c. Require dining area space to hold 50 rounds of ten (10) and hold a total of 500 people for Yellow Ribbon Reintegration Training (YRRT).

d. Require General Session area to hold 500 people.

e. Require a lobby area or meeting room that can hold 30 exhibitor tables.

f. Require meeting spaces with audiovisual (AV) equipment and internet support. AV equipment to include two (2) 15-20’ Diagonal Projector screens, two (2) projectors and overhead sound Public Address (PA) system, to include podium with wired microphone for the YRRT event in the General Session Area.

g. Require ten (10) separate meeting spaces to be used as training breakouts. Space must be able to hold a minimum of 50 people in theater or banquet style.

h. Require the ten (10) separate meeting spaces to have available, AV equipment and internet support. AV equipment will include one (1) 8x8’ projector screen, and one (1) projector with appropriate connection cables for personal computers.

i. Hotel must allow a 12:00pm checkout.

EVENT SCHEDULE:

Pre-Event Walk Through:

· Friday, July 9, 2018-Key Event Staff and Hotel Staff walk through 10:00am-1:30pm

Day(s) of Event:

· Friday, July 27, 2018 - Staff arrival, check-in and event set up 2:00pm – 9:00pm (Event space needs to be available upon staff arrival; staff meeting beginning at 2:00pm in event Meeting Room)

· Saturday, July 28, 2018 – Event conducted from 5:00am – 10:00pm

· Sunday, July 29, 2018 - Event conducted from 5:00am – 2:00pm

· Sunday, July 29, 2018 – Staff event tear down 2:00pm - 4:00pm

REQUIREMENTS:

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

1) LODGING/SLEEPING ROOMS:

a) A total of:

i) 100 sleeping rooms for Friday night, July 27, 2018.

ii) 130 sleeping rooms for Saturday night, July 28, 2018.

b) 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 for attendee families with more than four (4) members or for family members that have higher physical needs may be requested two (2) weeks prior to and during July 27-29, 2018. (i.e. child cribs, pull out sleeper sofa)

c) No overflow hotels may be used for this event.

d) All rooms will be reserved ahead of time by room list and/or reservation code. All rooms will be arranged via a room list provided by the YRRT event planner and paid for via the LANG YRRP Master Account. Request late check out for 12:00pm on all rooms.

e) Event planner shall be provided lodging confirmation numbers for all rooms included on room list no later than (NLT) two (2) weeks prior to the event with a follow-up verification of all confirmed rooms NLT 1:00pm three (3) days prior to first day of check in.

f) The deadline for providing a final rooming list and/or reserving rooms under the reservation code will be NLT two (2) weeks prior to the event or 4:00pm, June 29, 2018. 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.

g) A cancellation policy of 72 hours or more will be provided to avoid any penalty or fee. In case of unforeseen mission requirements or an 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.

h) Some rooms MAY be paid for by individual party at time of booking/check in; i.e. presenters, contract staff, and/or vendors. These rooms are not part of the above referenced 130 rooms, and should NOT be counted in total. To make a reservation, said individuals should have the option to book accommodations individually under their own name along with “LANG YRRP Self-Pay”.

i) 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.

j) 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.

k) The lodging rate for this event will not exceed the Government Daily Lodging Per Diem rate.

2) MEETING SPACE to include AUDIOVISUAL and INTERNET Requirements:

Meeting space will be provided at no cost. Meeting space requirements will be broken down by event, and where applicable, into two sections; the Adult Training and the Child Care requirements. Both section requirements are to be viewed separately. All event space is required to be located together in the same area or within reasonable/safe walking distance from event location and lodging. All requested meeting space should be available beginning 2:00pm Friday, July 27, 2018- 4:00pm Sunday, July 29, 2018. Event staff will be on site 2:00pm Friday, July 27, 2018, to begin setting up event.

a) GENERAL SESSION Requirements:

i) Conference space to accommodate approximately 500 attendees

ii) Medium sized risers or fixed stage w/lectern or podium centered in room

iii) Sound board link into either house sound or PA

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

v) Wireless routers or access to in house Wi-Fi

vi) Requesting AV freedom to use YRRP staff to operate AV booth, with house AV staff on standby

b) DINING ROOM Requirements: (must be combined with General Session if space requires)

i) Dining space to accommodate approximately 500 attendees

ii) Set in 50 rounds of ten (10) to comfortably seat meal service

iii) Medium sized risers or fixed stage w/lectern or podium centered in room

iv) Sound board link into either house sound or PA

v) Wireless routers or access to in house Wi-Fi

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

vii) Requesting AV freedom to use YRRP staff to operate AV booth, with house AV staff on standby

c) EVENING SOCIAL Requirements (Saturday Night): (must be combined with General Session if space requires; however room require special set-up adjustments)

i) Dining space to accommodate approximately 500 attendees

ii) Set in 50 rounds of ten (10) to comfortably seat meal service

iii) Medium sized risers or fixed stage w/lectern or podium centered in room

iv) Sound board link into either house sound or PA

v) Wireless routers or access to in house Wi-Fi

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

vii) Requesting AV freedom to use YRRP staff to operate AV booth, with house AV staff on standby

d) RESOURCE FAIR/EVENT REGISTRATION Requirements:

i) Space, to include a hall, entryway, pre-function or separate room, adjacent to either General Session or the training area required as out lined below

ii) Up to 30 draped and dressed rectangular tables set info fair/expo style

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

iv) Standard wall outlets and wireless internet must be available/accessible for use at no additional charge.

e) BREAKOUT SESSION Requirements:

i) Ten (10) Training rooms; theater or banquet style seating; must seat minimum of 50 people

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

1. Projector

2. Screen

3. Wireless mic

4. House sound/sound board with PA

5. Butcher block

6. AV cart

7. Wireless routers or access to in house Wi-Fi

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

f) EVENT OPERATIONS Requirements:

i) One (1) room located near or around General Session and Registration tables.

ii) Set boardroom style seating eight to twelve (8-12), with 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)

g) SUPPLY ROOM Requirements:

i) Located near or around Operations.

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

h) DEFENSE TRAVEL SYSTEM (DTS) Requirements:

i) Five (5) 6’ tables lining walls around room w/waste baskets; seating two (2) ea. And theater style in center of room; seating 40

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

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

iv) Continuous water service requested

i) CHILD CARE Requirements:

(Requires a cleared room safe for infants and young children, rooms next door to each other w/ first two rooms being next to, or very near to, bathrooms for 50 children)

i) Registration:

1. Three (3) 6' tables w/ waste baskets

2. Power supply and Wi-Fi access

ii) Infant to Toddler Room (6mo's - 3yr. old):

1. Cribs

2. Pillows and blankets

3. Refrigerator & microwave

4. Water station

5. Four (4) 6' tables placed along wall w/ waste baskets

6. Large trash can with replacement bags

7. Eight (8) chairs

iii) Little Kids Room (4-7 yr. olds):

1. Water station

2. Pillows and blankets

3. Four (4) 6' tables placed along wall w/ waste baskets

4. Large trash can with replacement bags

5. 12 chairs

iv) Big Kids Room (8-12 yr. olds):

1. Water station

2. Pillows and blankets

3. Four (4) 6' tables placed along wall w/ waste baskets

4. Large trash can with replacement bags

5. 12 chairs

3) FOOD & BEVERAGE Requirements:

a) MEALS:

1. The LANG YRRP is requesting the contractor provide all meals to be provided buffet style at the time set forth by YRRP as agreed upon.

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

3. The following meals are requested on dates specified:

1. Saturday, July 28, 2018; 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 and must fall within per diem rates.

2. Saturday, July 28, 2018; Lunch menu negotiable and options must be provided to YRRP for review prior to selection. -(NO hotdogs or sandwiches as a main course). 2 proteins, 2 starches, and 2 vegetable options at a minimum, and must fall within per diem rates. Must include tea, water, sodas, caffeinated and decaffeinated coffee, hot tea.

3. Saturday, July 28, 2018; Lunch: A child friendly option must be served separately, but concurrently in the Child Care rooms. Child Care menus must be free of nuts, hot dogs and any other allergy prone food items and should be at a reduced rate due to reduced portion size and options.

a) Food and Beverage, Child Lunch, Saturday, 28 July, 2018

i) Quantity: 70

4. Saturday, July 28, 2018; Dinner menu negotiable and options must be provided to YRRP for review prior to selection. -(NO hotdogs or sandwiches as a main course). 2 proteins, 2 starches, and 2 vegetable options at a minimum, and must fall within per diem rates. Must include tea, water, sodas, caffeinated and decaffeinated coffee, hot tea.

a) Food and Beverage, Dinner Buffet, Saturday, 28 July, 2018

i) Quantity: 450

5. Sunday, July 29, 2018; 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 and must fall within per diem rates.

6. Sunday, July 29, 2018; Lunch menu negotiable and options must be provided to YRRP for review prior to selection. - (NO hotdogs or sandwiches as a main course). 2 proteins, 2 starches, and 2 vegetable options at a minimum, and must fall within per diem rates. Must include tea, water, sodas, caffeinated and decaffeinated coffee, hot tea.

7. Sunday, July 29, 2018; Lunch: A child friendly option must be served separately, but concurrently in the Child Care rooms. Child Care menus must be free of nuts, hot dogs and any other allergy prone food items and should be at a reduced rate due to reduced portion size and options.

a) Food and Beverage, Child Lunch, Saturday, July, 2018

i) Quantity: 70

i) 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.

ii) The total cost of all meals per day will not exceed the Daily Government Per Diem Rate for Alexandria, LA.

b) REFRESHMENTS/BREAKS (only if provided at no cost to government):

1. The LANG YRRP can only 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 500 people.

2. 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.

3. Requested refreshment/break item should be served/provided as follows:

1. AM &PM break menus July 27-29, 2018, set for service during event break times in/near the resource fair or main conference room and in the Child Care rooms.

2. VIP Area refreshment

3. Operations room beverage station

4. 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 two (2) weeks prior to the event date. The LANG YRRP, Government, or any of its affiliates, will not be responsible for any cost associated with refreshments.

4) OTHER Requirements:

The LANG YRRP is requesting the contractor provides or agrees to the following miscellaneous items for duration of conference period July 27-29, 2018:

a) Parking shall be provided free of charge with in and out privileges, or in the alternative, an acceptable alternative agreed upon between the contractor and LANG YRRP. If off-site parking is provided, additional security/patrol of the parking area shall be provided by the contractor.

b) Signage and or corded off walking lanes, 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” supplemented with directional arrows, directions to meeting space, and/or title of session being offered.

c) In addition to provided signage, contractor agrees to allow signage freedom to LANG YRRP for use of additional signage.

d) 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”.

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

f) 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.

5) Quantity Breakdown for YRRT Event July 27-29, 2018

a) Lodging/sleeping rooms Friday, July 27, 2018

i) Quantity: 100

b) Lodging/sleeping rooms Saturday, July 28, 2018

i) Quantity: 130

c) Food and Beverage, Breakfast Buffet, Saturday, July 28, 2018

i) Quantity: 225

d) Food and Beverage, Lunch Buffet, Saturday, July 28, 2018

i) Quantity: 500

e) Food and Beverage, Child Lunch, Saturday, July 28, 2018

i) Quantity: 70

f) Food and Beverage, Dinner Buffet, Saturday, July 28, 2018

i) Quantity: 450

g) Food and Beverage, Breakfast Buffet, Sunday, July 29, 2018

i) Quantity: 500

h) Food and Beverage, Lunch Buffet, Sunday, July 29, 2018

i) Quantity: 500

i) Food and Beverage, Child Lunch, Saturday, July 29, 2018

i) Quantity: 70

j) Gratuity (total for whole weekend, July 27-29 2018)

i) Quantity: One (1)

Page 10 of 9 NOTE: This is a tax exempt, military group subject to government per diem rates at the time of the event. Request is based on preliminary attendance estimates and event needs. Final attendance numbers are subject to change +/-.

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