SOW.pdf

STATEMENT OF WORK-Draft Template

New Hampshire Air National Guard

“Yellow Ribbon” Post Deployment Event

(Saturday, 7 April, 2018)

1. PARTICIPANTS: This is a primarily a Post Deployment Event for approximately 170 Airmen and 100 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 Saturday 7 April 2018 from 0730 to 1600

b. Facility:

The facility should be family friendly and be able to effectively, comfortably and safely support a Main Session for approximately 300 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 5 additional break out rooms, 1 for child care, 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 rooms 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 299 adults and 35 children.

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

• Continental Breakfast: Saturday, 7 April

• Lunch: Saturday, 7 April

• Afternoon Break Service: Saturday, 7 April

• Coffee/ Tea service through the day: Saturday, 7 April

• 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 Friday, 6 April, and departing Saturday, 7 April

2. 4 Rooms for Families arriving Friday, 6 April, and departing Sunday, 8 April

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 six (6) function rooms are required. It is preferred that

#1, #2, and #3 are adjacent, and the others are in close proximity.

1. Function Room #1: MAIN SESSION ROOM. Must be able to accommodate a minimum of 290 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 Friday, 6 April if possible by 4:30 pm. Room should have (2) two 6 ft. tables in the back with 8 chairs for staff and guests. Food can be set up in hallway outside this room with participants eating at the tables set for meeting (preferred). 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: Child Care Room. Assorted chairs in room that are mostly open space. Ideally, room is adjacent or near Main Session Room. Room can be small for estimated 17 children. Waste baskets placed in room.

3. Function Room #3: 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.

4. Function Room #4: 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.

5. Function Room #5 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.

6. Resource Table Room #6. Room needs to be set up with up to (20) twenty (6-8) ft. draped tables along with 2 chairs per table NLT 4:30

Friday 6 April. 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.

5. Childcare

a. The contractor shall provide qualified personnel to provide childcare to the 157th Air Refueling Wing Yellow Ribbon Program during a Post-Deployment event to be held Saturday, 7 April 2018. The children will arrive for childcare service starting at 0730 and the event shall end at approximately 400pm.

b. Contractor shall be licensed or certified by the State and have appropriate number of certified personnel available for this event. Contractor shall provide proof of license and certification within five days of being issued contract/ purchase order.

c. The government reserves the right to verify the hours worked by the Contractor by implementing sign-in/sign-out procedures or any other means deemed necessary by the Contracting Officer’s Representatives (COR)

d. Contractor personnel shall be free if any contagious diseases. Verify room and contents are sanitary before children’s arrival.

e. Contractor shall provide all games, toys, TV, DVD, music, books, paper pencils, crayons and other engaging activities required for all age groups.

f. Contractor shall be responsible for any/ all travel expenses (overnight rooms, meals, etc.) incurred.

g. The contractor shall provide an invoice to the COR for all hours and partial hours care was rendered, within five (5) calendar days of the end of the month of the month of service.

h. Contractor shall ensure all children are continually accounted for by having a sign-in/sign-out procedure in place. All children shall be sign in and out of childcare room by a parent. This parent must sign in each child upon arrival, and sign out upon departure.

This includes lunch out and in as well.

i. Contractor shall provide first aid kits and shall be on hand at all times. Contractor shall not give any medications.

GOVERNMENT POINTS OF CONTACT:

i. NH Joint Contracting Office POC: TBD

ii. 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.