Scope_of_Work_March_2017_Yellow_Ribbon_event.pdf

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STATEMENT OF WORK

“Yellow-Ribbon Post-deployment Event” Who: NH Army National Guard Soldiers, their Families and Guests What: Post-deployment

Training and Informational Event When: 11-12 March 2017. Where: Portsmouth, NH

1. GENERAL

1.1 Introduction: The New Hampshire National Guard has a requirement for an event location and resources to provide Guard members and family with pertinent information and support during post-deployment reintegration.

1.2 Scope: Vendor will provide a location for the event, and support the attendees with meals, parking, meeting rooms and lodging for the duration of the event. AV Support will be available for the meeting rooms for the duration of the event.

1.2 For March 11-12 Meals will be required for approximately (250) two hundred and fifty adults and (50) fifty children. Approximately (90) ninety rooms will be required.

Parking will be required for approximately (130) one hundred and thirty vehicles.

1.3 Background: This Program is for post-deployment. Attendees will be NH Army

National Guardsmen, their families and guests from HHB 197TH FAB, E Battery 197th FAB.

Activities and services provided shall focus on connecting members, their families and communities while providing resources and information necessary for successful post-deployment reintegration.

2. CONTRACTOR PERSONNEL

2.1 The name of the Event POC, and the name(s) of any alternate(s) who shall act for the Contractor in the absence of the Event POC, shall be provided to the KO. During any absence of the Event POC, only one alternate shall have full authority to act for the Contractor on all matters relating to services provided.

2.2 The Event POC or alternate shall be available to assist the Contracting Officer’s Representative (COR) for the duration of the event and to resolve any issues that may arise.

3. CONTRACT TASKS PERFORMED BY THE CONTRACTOR

3.1 The Contractor shall provide lodging, meals, parking and meeting room facilities for the duration of the event.

4. CONTRACT TASKS PERFORMED BY THE GOVERNMENT

4.1. Attendance: The Government will provide the number of personnel requiring lodging and meals under this contract by 24 February 2017.

4.2. Meal/attendance changes: Changes to final number of rooms for lodging and/or meals will be provided by the government no less than 7 days prior to the event.

5. EVENT DETAILS

5.1 Duration: The events are to be held from 8:00 am Saturday until 1:00 pm on

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Sunday.

5.2 Location: The event shall be located in Portsmouth, NH.

5.3 Facility: The facility should be family and youth friendly.

5.3.1 A minimum of (4) four 8 ft. tables and (1) one waste basket are required in the lobby to support registration the day of event. Tables must remain in place from 7:00 am on the first day of the event through 12:00 pm on the first day of the event.

5.3.2 A minimum of (8) eight function rooms are required. Water, glasses, pens, notepads, to be placed at each setting on Saturday and Sunday in the main and break out function rooms. Waste baskets placed at registration and staff tables. All function areas are to be well marked with signage. Youth morning and afternoon breaks should include kid friendly snacks, fruit juice boxes, bottled water and milk.

5.3.2.1 Function Room #1: Staff Operations Room. This room should have an electrical outlet and computer access, two tables or desks to work on with chairs, as well as room for workshop materials.

5.3.2.2 Function Room #2: Child Care Room. Room needs to accommodate up to (15) fifteen children ages 0-5. It is preferred, but not required, that t h i s rooms is not directly next to other function rooms. This room requires AV support (TV with DVD player), clean pillows and blankets for naps, and access to a refrigerator for baby bottles and food storage.

5.3.2.4 Function Room #3: Youth Activities Room. Room needs to accommodate up to (20) twenty children ages 6-11. It is preferred, but not required, that this room is not directly next to other function rooms.

5.3.2.5 Function Room #4: Youth Activities Room. Room needs to accommodate up to (15) fifteen children ages 12-16. It is preferred, but not required, that this room is not directly next to other function rooms.

5.3.2.6 Function Room #5: Resources Space. Space needs to be set up with a minimum of ( 10) ten and a maximum of (15) fifteen, 8 ft. draped tables and (2) two waste baskets NLT 7:00 am Saturday through 12:00 pm Sunday.

5.3.2.7 Function room #6: Main Room. Must be able to accommodate (250) two hundred and fifty people seated at round tables covered by table cloths. This room needs to contain the following: (2) two 6 or 8 foot Audio Video Screens, (1) one podium with wired microphone, (1) one hand-held wireless microphone, land-line internet connection, (1) one speaker system, set up NLT 5:00 pm Friday. Room will have circular tables and seating for 8- 10 people each. This room will also need to be able to be broken up into 2 or 3 smaller rooms to be used as break out spaces during the event on Saturday and Sunday.

5.3.2.8 Function room #7: 1st Breakout Room. Must be able to seat a minimum of (45) forty-five people. This room needs to contain the following: (1) one 6 or 8 foot Audio Video Screen, (1) one podium with wired microphone, (1) one hand-held wireless microphone, Page 3 PR##### land-line internet connection, (1) one speaker system, set up NLT 5:00 pm Friday.

5.3.2.9 Function room #8: 2nd Breakout Room. Must be able to seat a minimum of (50) fifty people. This room needs to contain the following: (1) one 6 or 8 foot Audio Video Screen, (1) one podium with wired microphone, (1) one hand-held wireless microphone, land-line internet connection, (1) one speaker system, set up NLT 5:00 pm Friday.

5.3.3 Function room fees: Function room rental costs must be reasonable for the spaces required and shall be Tax Exempt.

5.3.4 Function room support: The main function room and break out rooms require support for any AV or IT related issues that may occur during the duration of the event.

5.4. Meals: All meals will be catered on site for (250) two hundred and fifty adults and approximately (50) fifty children. It is preferable but not required that meals be served in a dining room and not in the Main Meeting Room (Function room #6).

5.4.1. The contractor shall furnish all supervisory and labor staff required to accomplish all work associated with this contract during the period of performance.

5.4.2. The contractor shall provide on-site personnel to assist in the delivery and setup and breakdown of the meals. Contractor staff personnel shall be neat in appearance, courteous, and present a helpful attitude towards the patrons dinning.

5.4.3. The contractor shall ensure that all food handlers are in accordance with applicable health and safety regulations. Quality Control: The contractor shall maintain a Quality Control program to ensure the requirements of the contract and the meal preparations are in accordance with the terms and conditions of this contract.

5.4.4. All meals should fall within Government Per Diem rates and are Tax Exempt for Service Members and for Yellow Ribbon staff paying with a government credit card.

5.4.5. Meals for this event will break-down as follows with meals being ready to be served each day as follows:

Saturday, March 11th, 2017: Lunch Buffet 12:00pm-1:00pm and Dinner Buffet 5:00pm- 6:00pm. Child and Youth snacks Mid-morning (10:00am) and Mid-afternoon (2:30pm).

Sunday, March 12th, 2017: Breakfast Buffet* 7:00am- 8:00am and Lunch Buffet 12:00pm -1:00pm. Child and youth snacks Mid-morning (10:00am).

Based on the training schedule the Government may adjust the time schedule for the meals. The appointed COR will provide a 24 hour notice to the Contractor of any serving time adjustments.

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Breakfast Buffet should consist of the following options:

Sliced Seasonal Fruit

Scrambled Eggs

Bacon/Sausage

Breakfast Potatoes

Assorted pastries and bagels

Assorted juices

Freshly brewed coffee and decaffeinated coffee

A variety of teas with hot water

Lunch Buffet should consist of the following options:

Soup

Garden salad

Tuna salad

Pasta salad

Potato salad

Sliced deli meats (Roast beef, Ham, Turkey)

Assorted sliced cheeses (American, Provolone, Swiss)

Assorted breads and wraps

Potato chips

Condiment tray

Leaf lettuce, sliced tomatoes, sliced red onion

Pickle spears and olives

Buffet dessert selection

Variety of teas with hot water

Assorted soft drinks

Dinner Buffet should consist of the following options:

Soup

Garden salad

Entrée

Potato or rice side

Vegetable side

Rolls

Buffet dessert selection

Variety of teas with hot water

Assorted soft drinks

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Child and youth snack options should consist of:

Sliced seasonal fruit

Crackers (such as goldfish and pretzels)

Cereal options

Cookies

Water and assorted juices

*Annotates meals to be served based on lodging at the event location and not attendance.

5.4.6. Dietary considerations: The government will notify the contractor of any dietary considerations such as nut, gluten, soy or dairy allergies no later than 7 days prior to the event.

5.5. Lodging

5.5.1. A total of (90) ninety guest rooms are required for overnight stays on

Saturday night, March 11th, 2017.

5.5.2 The government will notify the contractor of any guest rooms needed the night prior to the event on Friday night, March 10th, 2017 no later than 14 days prior to the event.

5.5.3. Lodging rate shall not exceed the local max lodging Per Diem rate (excluding taxes) established by the General Services Administration for the duration of the event. The rate shall be tax exempt for service members and for Yellow Ribbon staff members.

5.6. Parking

5.6.1. Preferably free parking for up to 130 vehicles for all attendees for the duration of the event shall be available and easily accessible. If free parking is unavailable the cost for parking must be reasonable and charged through the contract and not to the attendee.

APPENDIX

Meals and room totals are approximate, the government will provide more accurate numbers no less than 30 Days prior to the event and modify the contract as needed based on those numbers.

*Meal and room totals can be modified by 10% (+/-), up to (7) seven days prior to the event. If modified to decrease meal or rooms it will be at NO cost to the U.S. Government