8_Jul_16_Statement_of_Work.docx

Recruiting and Retention Battalion (RRBN) AT, 18-22 July 2016 Springfield, MO

1. Event Schedule

Monday, 18 July 16, Staff set up from 0700-1200 Monday, 18 July 16, Registration from 1200-1700 Tuesday-Thursday, 19 July 16 – 21 July 16, Training per Training schedule 0800-2230 Friday, 22 July 16, Training per Training schedule 0800-1200

NOTE: Full - Training schedule will be presented to the Awardee.

1. Sleeping Room Requirements –Springfield, MO Area

Contracted lodging of 125 rooms for 18-22 July, 2016

- 125 separate rooms required

- 500 total “room nights”

- Singles or doubles

- Multiple rooms will support family members of Soldiers

- Lodging required at one hotel

- Option of additional rooms (Pending availability of funds and rooms) Approximate 5 rooms

- Accommodate 11:00 am checkout

1. Meeting Room Requirements – at same location

1 room - Annual Training accountability sign in area (Administrative Room)

- Provided through whole period of 18-22 July

- Executive meeting area w/conference table able to seat at least six personnel

- Approximately 400 square feet

- Provide the following for room:

1 Large meeting area – Classroom / Presentation

- Provided on 19-22 July

- Must accommodate 150 personnel in a classroom environment per fire code regulation

- Approximate of 4000 square feet

- Chairs and tables set up to accommodate 150 personnel in a classroom environment

- Platform stage/riser and podium. Stage should be at least 16ft by 16ft.

- Provide the following for room:

1 Theater type classroom - break-out/specialized training

- Provided on 20 July

- Approximate of 1700 square feet

- Must accommodate 70 personnel in a classroom environment per fire code regulation

- Chairs and tables set up to accommodate 70 personnel in a classroom environment

1 Break-out / specialized training room (can be same as theater/above)

- Provided on 21 July

- Approximate of 600 square feet

- Must accommodate 20 personnel in a classroom environment per fire code regulation

- Chairs and tables set up to accommodate 20 personnel in a classroom environment

1 Banquet room

- Provided on Evening of 21JUL

- Must accommodate 200 people

- Table set up and other arrangements will be provided after award

- See below for meal requirement

4. Meal requirements

- 19-22JUL Breakfast Meal -125 personnel x 4 meals = 500 Meals

- Must meet below for portion size

- Buffet or serving style acceptable

BREAKFAST MEAL EXAMPLE MINIMUM:

Two Eggs Bacon (2 slices) OR Sausage (3 links/patties) Biscuits & Gravy OR Toast OR Pancakes Milk (8oz) AND Coffee (8oz) AND Juice (5oz)

5. Other A/V Requirements

- Projectors can be provided, but it is preferred to have on site and provided

6. Other Requirements

- RRBN Staff will bring in their own laptops.

- Master account tax exempt where applicable.

7. Proposal Requirements

- Proposal must address ALL criteria above, in details, to be considered

- Proposal MUST include a hotel layout

- Must include a detailed expense estimate sheet to include

- CAGE Code

- Policy for room cancelations

8. Basis of Award is “Lowest Price / Technically Acceptable”

· Being considered technically acceptable is meeting the terms of this Statement of Work

· If no location and/or bidder cannot meet the terms of this statement of work than the Missouri National Guard reserves the right to make clarifications (on a lowest price first order) to determine if the requiring unit finds that location acceptable, but only if no location and/or bidder cannot meet the requiring units need.

· The Missouri National Guard requires this Event/Lodging to be in one location/hotel/convention center/etc.

· It shall be know that Missouri National guard reserves that right to inspect the “quality” and acceptability of a location before award.

· Market Research has shown locations that can meet the need, but is unsure of availability

· Springfield, MO area is considered technically acceptable and no other location shall be considered except; The Missouri National Guard will consider Branson, MO locations, but only if no Springfield, MO location is available/technically acceptable.

· Award will be a firm-fixed price contract

· The requiring unit is the deciding authority in determining technical acceptance.