29APR16-1MAY16_VENUE_SOW_Revised_7APR16.docx

Yellow Ribbon Reintegration Program Event 29APR16-1MAY16, Kansas City, Missouri

1. Event Schedule

a. Wednesday, 27APR16, 8:00a-5:00p

i. Staff meetings 8:00a-10:00p

b. Thursday, 28APR16, 8:00a-5:00p

i. Staff meetings 8:00-10:00p

c. Friday, 29APR16, 8:00a-5:00p

i. Staff meetings 8:00a-10:00p

ii. Staff set up from 8:00a-5:00p

iii. Event registration 5:00p-9:00p

d. Saturday, 30APR16, 6:30a-5:00p

i. Staff set up from 6:30a-8:00a

ii. Event registration 7:30a-9:00a

iii. Breakfast meal provided from 8:00a-9:00a

iv. Event conducted from 8:00a-5:00p

v. Lunch meal provided from 12:00p-1:00p

vi. PM Snack provided from 2:45p-3:30p

e. Sunday, 1MAY16, 6:30a-2:00p

i. Staff set up from 6:30a-7:30a

ii. Breakfast meal provided from 7:30a-8:30a

iii. Event conducted from 8:00a-2:00p

2. Sleeping Room Requirements (Both Room Block & Contracted Lodging)

a. Requesting a Room Block of:

i. 6 rooms Tuesday night, 26 APR 16

ii. 10 rooms Wednesday night, 27APR16

iii. 15 rooms Thursday night, 28APR16

iv. 50 rooms Friday night, 29APR16

v. 50 rooms Saturday night, 30APR16

vi. 20 rooms Sunday night, 1MAY16

1. Room block specifications

a. Blocked rooms – IPO – Individual reserves and pays the invoice

b. Room block titled “Yellow Ribbon”

c. Online room block management & online reservations

d. Rooms in room block at government rate ($112) or less

e. Request cut-off date of 25APR16

f. Prefer all lodging rooms near Yellow Ribbon meeting space

g. Prefer complimentary wifi internet for Yellow Ribbon room block rooms

h. Lodging offered at an overflow location must be within close proximity of the host event location (roughly no further than 10 minute commute.) If applicable.

b. Request Contracted Lodging (Master Bill) of:

i. 2 rooms Thursday night, 28APR16

ii. 320 rooms Friday night, 29APR16

iii. 320 rooms Saturday night, 30APR16

iv. 5 rooms Sunday night, 1MAY16

1. Contracted lodging specifications

a. Master billed – tax exempt

b. Contracted rooms at government rate ($112) or less

c. Individuals call in & will provide some names for rooms

d. Prefer all lodging rooms near Yellow Ribbon meeting space

e. Prefer complimentary wifi internet for Yellow Ribbon contracted rooms

f. Request cut-off date of 25APR16

g. Lodging offered at an overflow location must be within close proximity of the host event location (roughly no further than 10 minute commute.) If applicable.

h. It is desired to award to one vendor

i. If all lodging cannot be accommodated at host location, it is the Missouri National Guard’s desire that the one vendor Sub-Contract to equal quality locations.

3. Meeting Room Requirement

a. One meeting room – Yellow Ribbon General Session – 24 hr room hold, 30APR16-1MAY16.

i. Set up with crescent, with table cloths/draped, pads of paper and pens

ii. Seat 400 people

iii. Water stations & large trash cans

iv. Outside meeting room, seven 6’ tables with table cloths/draped, set up for registration for Friday 29APR16, 2:00 pm, and Saturday 30APR16 at 6:00 am.

v. Wifi accessible

b. Four Meeting Rooms – Briefing rooms. 4 rooms 24 hr room hold 30APR16-1MAY16.

i. Each meeting room to seat 75 people

ii. Each meeting room set classroom style, with table cloths/draped, pads and pens

iii. Outside meeting room, three 6’ tables with table cloths/draped set up NLT 7:00 am for registration for Friday, 29APR16 only

iv. Each meeting room to have water stations and large trash cans

v. Each room wifi accessible

c. Three Meeting Rooms – Briefing rooms. 24 hr room hold 30APR16-1MAY16

i. Each meeting room to seat 50 people

ii. One meeting room with 50 chairs around the walls, no tables. One room with rounds, table cloths, pads and pens

iii. Each meeting room to have water stations and large trash cans

iv. Each room wifi accessible

d. Two meeting rooms – Counseling/Interviews. 24 hr room hold 30APR16-1MAY16

i. Each room set one round table, with table cloths, pads of paper and pens

ii. Each room to seat 6 people

iii. Lodging rooms may be used for counseling rooms however must have the beds removed. (If using lodging rooms, will need 5 keys made for staff to each room.)

iv. Each room have water stations & trash cans

e. One meeting room–Yellow Ribbon Headquarters- 24 hr room hold 27APR16–1MAY16

i. Conference/Rectangle table style/draped not skirted

ii. Ten 6’ tables and 2 chairs per table, U shaped setup

iii. Locking capabilities – will need 10 keys for staff

iv. Must have wifi in this room for 14 users, 27APR16-1MAY16

v. Must be on same floor as the briefing rooms

vi. Mini refrigerator provided in room

vii. Water stations & large trash can

f. Two rooms connected – Childcare (Ages 0-5) – 24 hr room hold 29APR16–1MAY16

i. Prefer option to have panel wall partially opened or closed for easy access between rooms

ii. Outside each room, one table with two chairs for registration

iii. Each room set with four tables with chairs

iv. Suitable for 50 children (federal law requires 35 square feet per child)

v. Mini refrigerator provided in room

vi. Provide pillows and blankets

vii. Water station with plastic cups and large trash cans

g. Two rooms – Youth Activities (Ages 6-12 & 13-17)– One room is needed for Friday, 29APR16 and two rooms needed for 30APR16-1MAY16. Prefer 24 hr hold on rooms

i. Outside each room, one table with two chairs for registration

ii. Each room set with two rounds w/10 Chairs

iii. Each room set with two 6’ or 8’ tables with chairs

iv. Each room contain open space for circle group work

v. Each room suitable for 30 Youth (federal law requires 35 square feet per child)

vi. Each room wifi accessible

vii. Each room set with water station with plastic cups and large trash cans

h. One room – DEERs – Must have room on 24 hr hold 29APR16-1MAY16

i. Must have two hardwired phone lines

ii. Must have two hardwired internet lines, no firewall

iii. Must be close to event meeting rooms

iv. Must be lockable/securable – staff will need 4 keys for this room

v. Set with three 6’ tables, draped not skirted

vi. Set with ten chairs for additional seating

i. One room – JAGs – 30APR16-1MAY16

i. Must be close to event meeting rooms

ii. Set with four 6’ tables/draped not skirted

iii. Set with four chairs per table for seating

iv. Set with ten chairs for additional seating

v. Each room wifi accessible

j. Exhibitor Space – Vendors – Setup NLT 7:00am – 30APR16-1MAY16

i. Can be a room or open foyer area

ii. Set up with 30 6’ tables, two chairs per table

iii. Wifi accessible

4. A/V Requirements

a. Wednesday, 27APR16

i. A/V requirements for Yellow Ribbon Headquarters

1. **See meeting room specs for wifi needs; Section 3.e.v.

b. Thursday, 28APR16

i. A/V requirements for Yellow Ribbon Headquarters

1. **See meeting room specs for wifi needs; Section 3.e.v.

c. Friday, 29APR16

i. A/V requirements for Yellow Ribbon Headquarters

1. **See meeting room specs for wifi needs; Section 3.e.v.

ii. A/V requirements for DEERs

1. **See meeting room specs for wifi needs; Section 3.h.i-ii.

d. Saturday, 30APR16

i. A/V requirements for Yellow Ribbon Headquarters

1. **See meeting room specs for wifi needs; Section 3.e.v.

ii. A/V requirements for Youth Rooms

1. **See meeting room specs for wifi needs; Section 3.g.vi.

iii. A/V requirements for DEERs

1. **See meeting room specs for wifi needs; Section 3.h.i-ii.

iv. A/V requirements for JAGs

1. **See meeting room specs for wifi needs; Section 3.i.v.

v. A/V requirements for Exhibitor Space

1. **See meeting room specs for wifi needs; Section 3.j.iii.

vi. A/V requirements for General Session and six briefing rooms (The meeting room with only chairs will not require AV support)

1. Each room set with projector that has VGA & HDMI connections

2. Each room with one VGA cord & HDMI cable

3. Each room set with an AV cart with power and power strip

4. Each room set with a projector screen

5. Each room set with Mic set up (cordless handheld)

6. Each room set with speakers or tie in to house sound, including necessary cables

7. **See meeting room specs for wifi needs; Section 3.a.v. & Section 3.b.v. & Section 3.c.v.

e. Sunday, 1MAY16

i. A/V requirements for Yellow Ribbon Headquarters

1. **See meeting room specs for wifi needs; Section 3.e.v.

ii. A/V requirements for Youth Rooms

1. **See meeting room specs for wifi needs; Section 3.g.vi.

iii. A/V requirements for DEERs

1. **See meeting room specs for wifi needs; Section 3.h.i-ii.

iv. A/V requirements for JAGs

1. **See meeting room specs for wifi needs; Section 3.i.v.

v. A/V requirements for Exhibitor Space

1. **See meeting room specs for wifi needs; Section 3.j.iii.

vi. A/V requirements for General Session and all six briefing rooms (The meeting room with only chairs will not require AV support)

1. Each room set with projector that has VGA & HDMI connections

2. Each room with one VGA cord & HDMI cable

3. Each room set with an AV cart with power and power strip

4. Each room set with a projector screen

5. Each room set with Mic set up (cordless handheld)

6. Each room set with speakers or tie in to house sound, including necessary cables

7. **See meeting room specs for wifi needs; Section 3.a.v. & Section 3.b.v. & Section 3.c.v.

5. Food & Beverage Requirements

a. Saturday, 30APR16

i. Breakfast – 580 People, 8:00a-9:00a

1. Must be the M&IE rate ($15) or less per person

2. Must be served buffet style

3. Must be a hot breakfast

4. Must be provided in a designated meeting space area of the host location. (If applicable)

5. Will provide final numbers by 25APR16

ii. Lunch – 500 Adults, 80 children, 12:00p-1:00p

1. Must be the M&IE rate ($16) or less per person

2. Must be served buffet style

3. Must be a hot lunch

4. Adult meals will be provided in a designated meetings space area. Children meals will be provided near childcare/youth rooms.

5. Must have 80 kid friendly meal options

6. Will provide final numbers by 25APR16

iii. PM Snack – 500 People, 80 children, – 2:45p-3:30p

1. Prefer mix of “healthy and not” choices

2. 80 kid friendly choices inside the child and youth rooms

3. Will provide final numbers by 25APR16

b. Sunday, 1MAY16

i. Breakfast – 580 People – 7:30a-8:30a

1. Must be the M&IE rate ($15) or less per person

2. Must be served buffet style

3. Must be a hot breakfast

4. Must be provided in a designated meeting space area of the host location. (If applicable.)

5. Will provide final numbers by 25APR16

6. Other Requirements

a. Yellow Ribbon Staff will bring in their own laptops and miscellaneous equipment. Hotel must not charge additional fees for bringing in own equipment.

b. Prefer all meeting space within close proximity of one another/all on one floor as much as possible.

c. Prefer parking costs for all Yellow Ribbon staff and attendees at no additional charge.

d. Prefer unlimited access to a copy machine and FAX machine at no additional charge. (In case of last minute, unplanned purposes only.)

e. Will need 10 easels for Yellow Ribbon signage use

f. OPSEC – Contract awardee hotel personnel (to include sub-contractors if applicable) will be required to set though a 30 minute Security Brief prior to Event (teleconference or in-person)

g. NOTICE OF AWARD ON FBO (FedBizOpps) will not be within normal 5 days. Notice will be given to all those who propose by email. Notice on FBO will be given after event completion

7. Proposal Requirements

a. Proposal must address ALL criteria above to be considered

b. Proposal must include a hotel layout

c. Proposal must identify hotel space proposed for each above requirement

d. Proposal must include proposed meeting room names for each requirement above

e. Proposal must include vital hotel information; Address, phone, DUNS #, Cage Code, etc.

f. Proposal must include a detailed, all inclusive, expense sheet

i. See Solicitation for CLIN (Line Item) pricing structure

g. Proposal must reflect tax exempt cost estimate

h. Award will be based off LPTA

i. Technically acceptable is considered meeting the requirements in this SOW

i. Contract type will be – Firm-Fixed Price

Email questions to 1LT Forrest Hancock no later than (NLT) (11 APR 2016, 1600 Central Time) at forrest.a.hancock.mil@mail.mil

Email proposal to 1LT Forrest Hancock NLT (12 APR 2016, 1000 Central Time) at forrest.a.hancock.mil@mail.mil