SOW_Strong_Bonds_Families_27-30_Sept.docx

STATEMENT OF WORK (SOW)

SCANG Strong Bonds Family Event HQ SCANG, 169th Fighter Wing September 27-30, 2018

PART I: GENERAL INFORMATION.

1. Introduction/ Description Services. This is a non-personal services contract to provide a venue and support for the South Carolina Air National Guard Strong Bonds Program. The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and non-personal services necessary to perform venue support as defined in this Performance Work Statement except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract. The Strong Bonds Program will conduct an event on Hilton Head Island, South Carolina from September 27th thru September 30th, 2018, and is seeking a venue to accommodate the symposium, breakout sessions, exhibit hall, meeting and counseling rooms, lodging, and dining accommodations to include catering for 70 service members, family members and staff.

1.1 Background. The Deployment Cycle Support (DCS) Contingency Plan dated March 2003 created a requirement that Warriors, spouses, and family members be provided training relating to reunion, relational and marital enrichment. This training has been defined as STRONG BONDS.

1.2. Objectives. Activities will focus on ensuring Service Members and their families will learn in various modalities how to reconnect and enhance their relationships with one another which may have been strained by separations resulting from deployment. The SC Air National Guard plans to schedule an event in Hilton Head, SC, which is more conducive for providing a vast assortment of venues for Guard members and their families.

1.3 Scope. The major goal of this project is to develop a family friendly environment for facilitation of the required objectives of the Strong Bonds Program. We are seeking a facility to allow this event to provide interactive sessions for the attendees. Specific objectives include: Providing a venue to accommodate (a) Block of sleeping rooms for approximately 66 attendees and 4 staff members; (b) meeting rooms to include a general session ballroom to hold approximately 66 attendees and 4 staff members; (c) Child Development Room for young children; (d) Event Registration space to accommodate the registration of attendees on Friday, September 28th (evening); (e) meal service for attendees and staff (approximately 70) to include dinner on Friday, September 28th, 2018, breakfast and lunch on Saturday, September 29th, 2018, and breakfast on Sunday, September 30th, 2018. Of the estimated 70 persons, there will be a maximum of 28 adults and 42 children. Refreshments and Snack Service for Saturday, September 29th; (f) Audio visual needs to accommodate the event, see details in paragraph 5.3.

1.4 Period of Performance. The period of performance shall be September 27th through September 30th, 2018.

1.5 Point of Contact (POC). The POC will be identified by separate letter. The POC monitors all technical aspects of the contract and assists in contract administration.

1.6 Hours of Operation. The Strong Bonds Program schedule:

· Thursday, September 27th, 2018 – 3:00pm to 9:00pm (Staff arrival and check-in)

· Friday, September 28th, 2018 – 3:00pm to 9:00 pm (Attendees arrival and check-in)

· Saturday, September 29th, 2018 - 7:00am to 8:00pm (Strong Bonds Program sessions)

· Sunday, September 30th, 2018 – 7:00am to 12:00pm (Morning Session and check-out)

1.7 Place of Performance. The work will be performed at a venue in Hilton Head, South Carolina. Venue address will be determined upon award of the contract venue site.

1.8 Type of Contract. This will be a Firm Fixed Price contract.

1.9 Security Requirements. Not applicable.

1.10 Special Qualifications and Certifications. The contractor is responsible for ensuring all food preparations are conducted by employees who possess a current food handling certification during the Strong Bonds Sessions. Contractor shall be compliant with the American Disabilities Act as defined by law. Contractor shall be a three diamond facility or better as defined by American Automobile Association (AAA). The hotel must be a FEMA registered facility in accordance with http://apps.usfa.fema.gov/hotel/.

1.11 Post Award Meeting/Periodic Status Meetings. After award the contractor, contracting officer and POC will have meeting to clarify SOW and contract requirements such as deliverable products, and delivery schedules, special contract clauses, quality control/assurance procedures, invoicing and billing procedures, local regulations or access requirements, and/or environmental, safety and health requirements. Periodic update/status meetings to review contractor performance may be scheduled.

PART II

DEFINITIONS AND ACRONYMS

2. Definitions & Acronyms.

2.1. Definitions.

2.1.1 Childcare: The Strong Bonds will provide certified staff, service and curriculum as allowed by the DoD Strong Bonds Program.

2.1.2. A/V Freedom. The Strong Bonds Program will be permitted to connect its audio visual equipment to the contractor’s electrical outlets, house sound and A/V connections within the facility and for the duration of the event with no additional cost to the government for use of contractor’s electrical power service (if applicable).

2.2. Acronyms.

PART III

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. Government Furnished Items & Support

3.1 Support. Not applicable.

3.2 Facilities. Not applicable.

3.4 Equipment. Non-network laptops and printers

3.5 Materials. Not applicable.

PART IV

CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES.

4. Contractor Furnished Items and Responsibilities.

4.1 General. The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed under PART III of this PWS.

4.2 Secret Facility Clearance. Not applicable.

4.3 Materials. The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract as listed in Part V of this PWS.

4.4 Equipment. The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract as listed in Part V of this PWS.

4.5 Contractor Manpower Reporting. The Contractor is also required to report the contractor manpower information associated with performance of this contract action to the Office, Assistant Secretary of the Army (Manpower and Reserve Affairs), using the secure Army data collection web site at https://cmra.army.mil/. Reports must be made by 31 October of each calendar year.

PART V

SPECIFIC TASKS

5. Specific Tasks and Work Requirements.

5.1 LODGING / SLEEPING ROOMS.

5.1.1 Will consist of Contracted Rooms (master billed) and Room Blocks (guest/self-pay).

5.1.1.1 The lodging rate for this event will not exceed the U.S. Government Daily Lodging Per Diem rate for the area where contract is awarded: http://www.gsa.gov/portal/category/100120 .

5.1.1.2 Rooms must be suites with double occupancy, individual/private sleeping rooms with toilet and shower/tub facilities, with 2 double beds, 2 queen beds, 1 double bed and 1 queen bed, or any combination thereof. If suites are not available, then up to 12 sets of 2 adjoining rooms are required to accommodate larger families.

5.1.1.3 Preference for all lodging rooms to be located near meeting space.

5.1.1.4 Preference that all lodging rooms include complimentary WIFI.

5.1.1.5 Preference that all hotel parking for guests and staff be complimentary.

5.1.1.6 Lodging offered at an overflow location must be within close proximity of the host event location, i.e. walking distance or short drive with free parking. It is desired to award lodging rooms to one vendor. If all lodging cannot be accommodated at host location, it is the South Carolina Air National Guard’s desire that the one vendor sub-contract to equal quality locations.

5.1.2 Contracted Rooms :

5.1.2.1 (4) rooms Thursday night, September 27th, 2018

5.1.2.2 (12) rooms Friday night, September 28th, 2018 and (12) rooms Saturday night, September 29th, 2018

5.1.2.3 The rooms will be occupied by one service member and their authorized guest(s).

5.1.2.4 Government will provide a rooming list with the names of the authorized room guest.

5.1.2.5 A credit card for will be required upon check-in to cover any expenses incurred during guest stay.

5.2 MEETING SPACE:

5.2.1 All Meeting Space shall be located on the same floor or on two floors that are directly above/below each other and are located within close proximity of each other.

5.2.2 General Session Conference Room. Room/ballroom with room to accommodate approximately 70 attendees, set in a classroom style. This room should be large enough for classroom participation. Dining area should be able to provide for dining in a comfortable fashion while watching video clips. The desired room set up for dining is, with round tables set up to accommodate dinner and lunch consumption. The rooms can be divided when meals are not being consumed to allow hotel staff to better prepare. At the head of the room, a movable podium centered, wireless microphones, projection screens, AV/carts/tables, A/V connections to in-house sound and projector (if built in), and wireless internet service. Room will be used: Friday, September 28th, 2018 from 3:00pm to 9:00pm, Saturday, September 29th, 2018 from 7:00am - 8:00pm, and Sunday, September 30th, 2018 from 7:00am to 12:00pm (noon).

5.2.3 Childcare Activity Room. One (1) room to accommodate up to 25 children and 5 adults. The childcare room will host childcare for children ages 0-5. Room must be an enclosed and indoor room that must comfortably accommodate toddler play.

5.2.4 Breakout Session Room (in addition to General Session Room). One room to accommodate at least 70 people set in half rounds of 8 or 10 or set in classroom style (rows of tables with chairs on back side), with water service. Use of venue A/V, lectern/podium, projector, screen, in-house sound and wireless microphone.

5.3 AUDIOVISUAL EQUIPMENT.

5.3.1 Podium, wireless microphone, screen, stage, small AV table chair for A/V person, A/V connections to in-house sound and projector (if built in), technical support for AV equipment and wireless internet service. We will provide our own projector and computer. This need is for the General Session room and the breakout session room.

5.3.2 We will provide our own projector and computer, thus the Government requests AV Freedom and will be permitted to connect its equipment to the contractor’s electrical outlets, house sound and AV connections within the facility and for the duration of the event with no additional cost to the government for use of contractor’s electrical power service.

5.4 MEALS

5.4.1 Contractor shall provide two (4) meals (1 dinner, 2 breakfasts, and 1 lunch) to accommodate approximately 70 people at the dinner meal on Friday evening, Saturday breakfast meal, lunch on Saturday, and breakfast meal on Sunday. Dinner, Lunch, and breakfasts menus are negotiable and must remain at or under the per diem cost allotted for meals for the venue area according to the U.S. General Services Administration website: Fiscal Year 2018 Per Diem Rates for South Carolina are listed in the following web link: http://www.gsa.gov/portal/category/100120 and the M&I/E breakdown http://www.gsa.gov/portal/content/101518. Meals may be procured using any variation of cost agreed upon so long as the totaling is no more than maximum allowable adult rate for these three meals combined.

5.4.1.1 The government shall provide contractor with a final count of persons (adults and children) to be served meals one week prior to the event date. Of the estimated 70 persons, there will be a maximum of 28 adults and 42 children. The government will not be responsible for any cost above those calculated based on the final counts provided.

5.4.1.2 The meal rate for this event will not exceed the daily Government Daily Per Diem Rate for the South Carolina Region where the contract is awarded. U.S. General Services Administration Fiscal Year 2018 Per Diem Rates for Illinois http://www.gsa.gov/portal/category/100120 and the M&I/E breakdown http://www.gsa.gov/portal/content/101518

5.4.2 Breakfast. Hot breakfast meals must contain at minimum, but are not limited to: one breakfast meat, eggs, whole grains, fruit, coffee, tea & water and applicable condiments.

5.4.2.1 Buffet style is preferred, but plated meals are acceptable.

5.4.2.2 Breakfast meals served 7:00 a.m. – 9:00 a.m. on Saturday, September 29th, 2018 and Sunday, September 30th, 2018.

5.4.3 Lunch. Hot lunch meals must contain at minimum but are not limited to: two meat/protein options, two whole grain options, two vegetable options, one dessert option, tea & water and applicable condiments.

5.4.3.1 Buffet style is preferred, but plated meals are acceptable.

5.4.3.2 Lunch meal served 12:00 noon – 1:00 p.m. on Saturday, September 29th, 2018.

5.4.4 Dinner. Meals must contain at minimum but are not limited to: two meat/protein options, two whole grain options, two vegetable options, one dessert option, tea & water and applicable condiments.

5.4.4.1 Buffet style is preferred, but plated meals are acceptable.

5.4.4.2 Dinner meals served 6:00 pm – 8:00 pm on Friday, September 28th, 2018.

5.5 REFRESHMENTS.

5.5.1 Refreshment and snacks to accommodate approximately 70 people.

5.5.2 Service provided on Friday evening and all day Saturday. Exact serving times to be coordinated with on-site POC.

5.5.3 Refreshments and snacks are to be served in the area of the Meeting Space.

5.5.4 The government shall provide contractor with a final count of persons to be served refreshments and snacks one week prior to the event date.

5.6 OTHER.

5.6.1 Contractor shall provide or agrees to the following miscellaneous items for duration of conference:

5.6.1.1 The contractor agrees to allow the government A/V Freedom, the ability to utilize our own technicians, own A/V equipment, to include sound, power, projection, screens, laptops and internet connections (routers, LAN, wireless).

PART VI APPLICABLE PUBLICATIONS

6.1 Applicable Documents and Reference Materials

6.1.1“Unified Facilities Criteria (UFC) Inspection, Testing, and Maintenance of Fire Protection Systems (UFC 3-600-2) available at http://www.wbdg.org/ccb/DOD/UFC/ARCHIVES/ufc_3_600_02.pdf

6.1.2. U.S. General Services Administration FY 2018 Per Diem Rates for South Carolina available at: http://www.gsa.gov/portal/category/100120

6.1.3. U.S. General Services Administration Per Diem Allowances for Meals and Incidental Expenses (M&IE) Breakdown. The separate amounts for each; breakfast, lunch and dinner listed in the listed at the following link: http://www.gsa.gov/portal/content/101518