W912NS-17-T-8005_(Statement_of_Work_18-20_NOV_2016)_YR_Venue.docx

SOLICITATION W912NS-17-T-8005

Statement of Work

Yellow Ribbon Event Kansas City, MO – 18-20 Nov 16 Yellow Ribbon Reintegration Program Event 18-20 Nov 16, Kansas City, Missouri.

1. Event Schedule Friday, 18 Nov 16 Staff set up from 1:00p-5:00p Saturday, 19 Nov 16 Staff set up from 6:30a-9:00a Event registration 7:30a-9:00a Event conducted from 9:00a-5:00p Sunday, 20 Nov 16 Staff set up from 6:30a-8:00a Event registration 6:30a-8:00a Event conducted from 8:00a-2:00p

2. Sleeping Room Requirement Requesting blocked lodging of 68 rooms for Friday night, 18 Nov 16 Requesting blocked lodging of 156 rooms for Saturday night, 19 Nov 16 *(Blocked rooms - paid for by individuals) *(Please title room block National Guard Yellow Ribbon)

COST PER ROOM $_____________________

(Don’t include fee on the final cost of this proposal, this is for information only)

3. Meeting Room Requirement One meeting room – Commander’s Open/Close (Can be grand ballroom with all air walls open) -Need 24 hour hold -Classroom style preferred -Seat 700 people -Pads and Pens provided by venue -Water Station

COST $

Six Meeting Rooms – Briefing rooms (Can be same grand ballroom with all air walls closed) -Two Meeting rooms to seat 125 people classroom style .This classroom is needed on Saturday and Sunday. Amount needed may vary – Event POC will be in touch with venue.

-Pads and Pens provided by venue -Water Service -Trash Can

COST $

Three meeting rooms – Counseling/Interviews -Conference/Round table style -Seat 3 people -Lodging rooms may be used for counseling rooms however must have the beds removed. (If using lodging rooms, will need 4 keys made for staff to each room.)

-Water Stations -Trash Can

COST $

Two meeting rooms – Yellow Ribbon Headquarters & Supply Room -Conference/Rectangle table style -Four 6’ tables and 14 chairs for one room -Other room empty for equipment storage -Both rooms must be co-located -Locking capabilities – will need 4 keys for staff -Must have on 24 hour hold from 18-20 Nov 16 -8 easels for sign set up -Mini refrigerator provided in room -Must have Wifi in this room for 10 users.

-Water Station -Trash Can

COST $

Two Rooms – Childcare (0-5) -Four tables with chairs in each room -One table with two chairs for registration outside of the room -Suitable for 35 children (federal law state must have 35 square feet per child) -Mini refrigerator provided in room -Must have on 24 hour hold from 18-20 Nov 16 -Large trash can -Water Station with plastic cups

COST $

Two room – Youth Activities (6-12 & 13-17) -One table with two chairs for registration outside of each room -One Round w/10 Chairs in each room -Three 6’ or 8’ tables with chairs for each room -Open space for circle group work -Suitable for 30 Youth in each room (federal law state must have 35 square feet per child) -Wi-Fi accessible in each room -Prefer 24 hour hold from 18-20 Nov 16 -Large trash can in each room -Water Service with plastic cups in each room

COST $

Exhibitor Space – Vendors -30 6’ tables with two chairs per table -Four 6’ tables for Event Registration

4. A/V Requirement Saturday, 19 Nov 16 – Briefing and Commander’s Open/Close rooms -AV Cart with power, extension cords and power strips -Wireless Mic set up with tie-in to house sound

COST $_______________

Sunday, 20 Nov 16 – Briefing and Commander’s Open/Close rooms -AV Cart with power, extension cords and power strips -Wireless Mic set up with tie-in to house sound

COST $__________________

5. Other Requirements -Yellow Ribbon Staff will bring in their own laptops, projectors and projector screens. Hotel must not charge additional fees for bringing in own equipment.

-Prefer all meeting space within close proximity of one another/all on one floor.

-Prefer all lodging rooms to be in main building where event space is located.

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

COST $

-Wi-Fi internet for all Yellow Ribbon staff and attendees in lodging rooms and event space area preferred at no additional charge.

COST $

-Unlimited access to a copy machine and FAX machine at no additional charge. (For in case of last minute-need purposes only.)

-Lodging offered at the government rate.

-Master account tax exempt where applicable.

6. 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.

TOTAL QUOTE WITHOUT BLOCKED LODGING (BLOCKED LODGING PAID FOR BY INDIVIDUALS

COMPANY NAME:_________________________________________

ADDRESS:________________________________________________

POC:______________________________________________________

PHONE NUMBER:__________________________________________

CAGE CODE OR DUNS NUMBER REGISTERED IN SAM.GOV_____________________________________________ image1.jpeg