LANG-OFP-2019-State-Workshop_SOW_09JAN19.pdf

STATEMENT OF WORK

STATE FAMILY PROGRAMS WORKSHOP

LOUISIANA – 26-28 July 2019

LANG Office of Family Programs: MAJ Ebony Carter

Phone: 225-281-3348 Email: ebony.c.carter.mil@mail.mil mailto:ebony.c.carter.mil@mail.mil

LANG Office of Family Programs – State Workshop Meeting Specs July 26-28, 2019

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 +/-.

LANG Office of Family Programs

Statement of Work Required

The Louisiana National Guard Office of Family Programs (LANG OFP), is seeking a FEMA registered facility to provide lodging, conference space, parking, catering, and dining accommodations, for approximately 120 Service members, family readiness volunteers, children, and event staff.

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

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

b. Hotel must have access to self-parking options.

c. Require dining area space to hold rounds of 10 (hold total 120 people).

d. Require General Session area to hold 120 people.

e. Require a lobby area or meeting room that can hold sixty (40) exhibitor tables.

f. Require meeting spaces with audiovisual (AV) equipment and internet support. AV equipment to include (2) 10 x 15 projector screen with back draping, two (2) projectors and overhead sound (PA) system, to include podium with wired microphone.

g. Require a 3:00pm checkout.

EVENT SCHEDULE:

Pre-Event Walk Through:

Thursday, June 13, 2019 - Key Event Staff and Hotel Staff walk through 10:00a – 1:30p

Day(s) of Event:

Friday July 26, 2019 - Staff arrival, check-in and event set up 10:00a – 3:00p

(Event space needs to be available upon staff arrival; staff meeting beginning at 10:00a in event

General Session)

Friday July 26, 2019 – Event Registration and Vendor Set up 4:00p – 8:00p

Saturday, July 27, 2019 – Event preparation and conducted from 5:00a – 10:00p

Saturday, July 27, 2019 - Event conducted from 5:00a – 11:30p

Sunday, July 28, 2019 – Event conducted from 5:00a – 4:00p

Sunday, July 28, 2019 - Staff event tear down 4:30p – 6:00p

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 +/-.

REQUIREMENTS:

LANG OFP is requesting a contractor that can provide the following as outlined below:

1) LODGING/SLEEPING ROOMS:

a) An estimated total of:

i) 80 rooms for Friday night, July 26, 2019

ii) 80 rooms for Saturday night, July 27, 2019

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 2 weeks prior to and during July 26-28, 2019.

c) 70 rooms will be reserved by room list and/or reservation code. Most rooms will be arranged via a room list provided by the LANG Office of Family Programs (OFP) and paid for via the LANG OFP Master Account. Request late check out for 3:00pm on rooms.

d) LANG OFP 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.

e) 10 rooms shall be reserved to be paid for by individual presenters, contract staff, and/or vendors at time of booking/check in; i.e. To make a reservation, said individuals should have the option to book accommodations via telephone, online or both. Please title room block LANG OFP for persons booking individual, self-pay rooms. This room block will not be part of this contract, and shall be allotted separately by vendor.

f) Persons with a room reserved/paid for via the LANG OFP 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.

g) Any damages caused to hotel property by any individual associated with the event will be the fault of the individual and not the LANG OFP 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.

h) 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 or 4pm, July 12, 2019. Any rooms not reserved in the LANG OFP room block by this deadline shall be

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 +/-.

released from the block and made available for sale to the general public without penalty or charge to the LANG OFP Master Account.

i) A cancellation policy will be provided to avoid any penalty or fee. In case of unforeseen mission requirements or confirmed emergency, members under the 70 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 OFP representative must be submitted in this case.

j) On-site lodging priority will be given to event guest. Overflow hotels will be used for this event if necessary.

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

Diem rate for the Louisiana city where the contract is awarded. The group is tax exempt.

2) MEETING SPACE to include AUDIOVISUAL and INTERNET:

The LANG OFP is requesting the contractor provide the following meeting space. All requested meeting space should be available beginning Friday, July 26, 2019 until Sunday, July 28, 2019. Event staff will be on site beginning, Friday, July 26, 2019, to begin setting up event.

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 events/requirements are separated, ALL SPACE FOR EACH EVENT SECTION

MUST BE AVAILABLE FROM July 26, 2019 – July 28, 2019. 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.

1) Meeting Space Requirement

a) Meeting space requirements are as follows:

ADULT TRAINING

1) Family Programs Workshop

a) General Session:

i) Conference space to accommodate approximately 120 attendees

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

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

iv) Sound board link into either house sound or PA

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

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 +/-.

vi) Wireless routers or access to in house WiFi

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

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

i) Dining space to accommodate approximately 120 attendees

ii) Set in rounds to comfortably seat meal service

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

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

v) Sound board link into either house sound or PA

vi) Wireless routers or access to in house WiFi

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

viii) Requesting A/V freedom to use our own technicians to run AV booth, with house

AV staff on standby

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

i) Dining space to accommodate approximately 120 attendees

ii) Set in rounds to comfortably seat meal service

iii) Dance floor set in center of room adjacent to stage

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

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

vi) Sound board link into either house sound or PA

vii) Wireless routers or access to in house WiFi

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

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

d) Resource Fair/Event Registration:

i) Space, to include a hall, entryway, pre-function or separate room, adjacent to General

Session required as out lined below

ii) Up to 40 draped and dressed rectangular tables set info fair/expo style

iii) Three (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

e) Breakout Session (Saturday and Sunday):

i) (5) Training rooms; theater style; seating 30

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

(1) Projector

(2) Screen

(3) Wireless mic

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 +/-.

(4) House sound/or sound board with PA

(5) A/V cart

(6) Wireless routers or access to in house WiFi

iii) Continuous water service requested in all breakout rooms

iv) Wastepaper basket in each breakout room

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

f) Event Operations:

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

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

iii) Wireless router compatible and Wireless Internet capabilities required

iv) Continuous water service requested

g) Supply Room:

i) Located near or around Operations.

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

iii) Wireless router compatible and Wireless Internet capabilities required

h) DTS:

i) 6’ tables around room w/waste baskets; seating (2) each

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

i) VIP Room (Sunday Only):

i) Round top or board room setting; seating 8

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

iii) Continuous water service requested

iv) Wastepaper basket

CHILD CARE:

Rooms should be collocated next to each other in a secure area for accountability and the safety of the children.

a) Registration:

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

ii) power supply and Wi-Fi access

Child Care Specific 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)

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 +/-.

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

i) cribs

ii) Pillows and blankets

iii) refrigerator & microwave

iv) continuous water service requested/station

v) (2) 6' tables placed along wall w/ waste baskets

vi) large trash can with replacement bags

vii) (8) chairs

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

i) continuous water service requested/station

ii) Pillows and blankets

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

iv) large trash can with replacement bags

v) (12) chairs

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

i) continuous water service requested/station

ii) Pillows and blankets

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

iv) large trash can with replacement bags

v) (12) chairs

3) FOOD & BEVERAGE:

Family Programs Workshop

a) Meals and Breaks:

i) The LANG OFP is requesting the contractor provide the following meals and breaks to be served buffet style and to feed approximately 120 people.

ii) The LANG OFP is requesting the contractor provide child friendly meals and breaks to be served in the Child Care rooms to feed approximately 30 people.

iii) All meals and breaks will be provided by the event and paid for under the LANG OFP

Master Account.

iv) All meal and break options must be free of nuts, poppy seeds, and any other allergy prone food items.

v) Specific meal and break menu requirements is attached.

vi) The following Food and Beverage items are requested on dates specified.

(1) Saturday and Sunday, July 27-28, 2019 - Breakfast

(2) Saturday and Sunday, July 27-28, 2019 - Lunch

(3) Saturday July 27, 2019 – Dinner

(4) Saturday and Sunday, July 27-28, 2019 – AM Beverage station

(5) Saturday July 28, 2019 – PM Beverage station

(6) Saturday and Sunday, July 27-28, 2019 – Operations Room beverage station

(7) Sunday July 28, 2019 – VIP Room Refreshments

vii) The LANG OFP representative shall provide contractor with a final Food and Beverage count no later than one week prior to the event date. The LANG OFP, Government, or any of its affiliates, will not be responsible for any additional cost once the final count

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 +/-.

is provided.

viii) 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. The group is tax exempt.

4) OTHER:

a) The LANG OFP is requesting the contractor provides or agrees to the following miscellaneous items for duration of conference period July 26-28, 2019:

i) Parking:

(1) 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 OFP. If off-site parking is provided, additional security/patrol of the parking area shall be provided by the contractor.

ii) 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

OFP” plus arrows, directions to meeting space and/or title of session being offered.

iii) In additional to provided signage, contractor agrees to allow signage freedom to

LANG OFP for use of additional 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 OFP (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.