SOW.PDF

STATEMENT OF WORK

New Hampshire Air National Guard

“Yellow Ribbon” Post Deployment Event

(Sunday, 6 May, 2018)

1. PARTICIPANTS: This is a primarily a Post Deployment Event for approximately 170 Airmen and 50 Family members from NH.

2. PURPOSE: To provide timely, relevant and meaningful information and resources appropriate to the post deployment experience to build resilience and support reintegration. Agenda will include information on benefits and entitlements, and will meet all YRRP guidance requirements.

3. AREA: The hotel will be in a geographically centric location, in this case the Seacoast area of NH, thus allowing maximum participation by Service Members and their families.

4. GENERAL INFO:

a. Date/ Time of Event:

Main Event is Sunday 6 May, 2018 from 0730 to 1500

b. Facility:

The facility should be family friendly and be able to effectively, comfortably and safely support a Main Session for approximately 280 people, and approximately 4 concurrent breakout sessions at different times throughout the day (up to 50 per session at any given time); have enough parking spaces to accommodate our attendees. Facility should be able to provide a General Session meeting room, which can also be used as Break-Out session rooms, as well as 4 additional break out rooms, and 4 for various Break-Out sessions. Up to 20 12 foot tables will be needed for Resources, which can be either be placed strategically placed around General Session room, or in an open foyer type area. Optimally, the child care room will be adjacent to or in close proximity to the General Session room. Facility should also have a designated A/V provider, as well as be able to provide catered meals.

c. Meals:

i. All meals should fall within the Government Per Diem rates and are Tax Exempt for service members and for staff paying with a government credit card.

ii. All meals will be catered on site for up to 280 adults and 15 children.

iii. Meals for this event will break-down as follows:

• Continental Breakfast: Sunday, 6 May

• Lunch: Sunday

• Afternoon Break Service: Sunday, 6 May

• Coffee/ Tea service through the day: Sunday, 6 May

• Water pitchers at each table and/ or water bubblers in each room

d. Lodging

i. Overnight accommodations for lodging are estimated to be as follows:

1. 20 Rooms for Families arriving Saturday, 5 May, and departing Sunday, 6 May

2. 4 Rooms for Families arriving Friday, 5 May, and departing Sunday, 7 May

ii. All lodging should fall within Government Per Diem rates and are Tax Exempt for service members and fir staff paying with a government credit card.

e. Function Rooms

i. A minimum estimate of five (5) function rooms are required.

1. Function Room #1: MAIN SESSION ROOM. Must be able to accommodate a minimum of 220 participants in a seating style of draped crescent rounds (6-8 per table), or rounds (8-10) per table).

Room can also be used for Break-Out sessions as needed. This room also needs to contain the following: (1) One 8 foot Audio Video Screen,

(1) one podium with microphone, (1) one hand held wireless microphone, wireless internet connection, (1) one speaker system, (1) one projector. Set up by Saturday, 6 May if possible by 7:30 pm. Room should have (2) two 6 ft. tables in the back with 8 chairs for staff and guests. Water pitchers at each table, with glasses to be placed at each setting. Waste baskets at each staff table and trays or waste baskets around room for disposal of food related items.

2. Function Room #2: For Break-Out Sessions, set up is classroom for 50 people. One hand held wireless microphone, wireless internet connection, one projector, and one 8 foot audio video screen.

3. Function Room #3: For Break-Out Sessions, set up is classroom for 50 people. One hand held wireless microphone, wireless internet connection, and one 8 foot audio video screen.

4. Function Room #4 For Break-Out Session, set up is classroom for 50 people. One hand held wireless microphone, wireless internet connection, one projector, and one 8 foot audio video screen.

5. Resource Table Room #5. Room needs to be set up with up to (20) twenty (6-8) ft. draped tables along with 2 chairs per table NLT 7:30 Saturday 5 May. Tables can be in rows around the room and in center of room, allowing for walking about the tables. Wastebaskets placed in room. If large open area or wide hallway exist, resource tables may potentially be located there.

ii. All function areas to be marked with signage: Yellow Ribbon Event. The military designation should NOT be used in signage in any part of the facility.

iii. Free parking is preferred for all attendees for the duration of the event.

GOVERNMENT POINTS OF CONTACT:

iv. NH Joint Contracting Office POC: TBD

v. Contracting Officer Representative (COR) day of event: TBD

*Meal and room totals can be modified by 20% (+/-), up to 7 days prior to the event at NO cost to the U.S. Government.