Statement_of_Work,_YRRP_Nov_2017,_8pgs.pdf

Statement of Work, YRRP Nov 17, 8 pgs, 10OCT17

STATEMENT OF WORK (SOW)

ILANG Yellow Ribbon Reintegration Program Event, Nov 16-18, 2017

HQ ILANG, 126th Air Refueling Wing

October 10, 2017

PART I: GENERAL INFORMATION.

1. Introduction/ Description Services. This is a non-personal services contract to provide a venue and support for the Illinois Air National Guard Yellow Ribbon Reintegration Program (ILANG YRRP). 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 ILANG YRRP will conduct an event within 40 miles of St. Louis or St. Louis County, Missouri from November 16th through November 18th, 2017, 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 300 service members, family members and children.

1.1 Background. The Yellow Ribbon Reintegration Program (YRRP) provides information and activities that are offered at key stages and throughout the deployment cycle: Pre-Deployment, During Deployment (for families supporters), and Post- Deployment. YRRP offers information on benefits such as health care, education, financial, and legal counseling. YRRP works with a network of key organizations, including Military OneSource, Employer Support for the Guard and Reserve, Small Business Administration, the Department of Labor, and Veterans’ Affairs. This collaboration provides informative and interactive seminars and resources relevant to members of the National Guard and Reserve community.

1.2. Objectives. The mission of the YRRP is to promote the well-being of National Guard and Reserve Service members and their families by connecting them with the resources throughout and beyond the deployment cycle. Through YRRP, service members and those who support them have access to programs, services, resources and referrals to minimize stress and maximize resiliency during all phases of deployment and reintegration.

1.3 Scope. The major goal of this project is to develop a family friendly environment for facilitation of the required objectives of the Yellow Ribbon Reintegration Program. We are seeking a facility to allow this event to provide interactive sessions for the attendees as well as the one-on-one opportunity to connect with community partners and resource providers manning exhibit displays. Specific objectives include: Providing a venue to accommodate (a) Block of sleeping rooms for approximately 300 attendees, rooms guest pay, see detailed breakdown in paragraph 5.1.3.; (b) meeting rooms to include a general session ballroom to hold approximately 300 attendees; (c) Breakout rooms to accommodate five (5) simultaneous breakout sessions with seating for 50 attendees each; (d) Resource Fair space to accommodate approximately 50 vendors to set up a display table each; (e) Event Registration space to accommodate the registration of attendees on Friday, November 17th (evening) and Saturday morning November 18th, 2017; (f) Childcare and Youth activities rooms, (3 each) to accommodate three age groups; (g) Counseling rooms (2 each) to accommodate private sessions for one-on-one counseling;

(h) Command Post room to accommodate YRRP event staff of approximately 10 people with computers, scanners and printers; (i) meal service for attendees and staff (approximately 300) to include breakfast and lunch on Saturday, November 18th 2017. Refreshments and Snack Service for Saturday, November 18th; (j) Audio visual needs to accommodate the event, see details in paragraph 5.3.

1.4 Period of Performance. The period of performance shall be November 16th through November 18th, 2017.

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 ILANG YRRP Symposium schedule:

Thursday, November 16th, 2017 – 3:00pm to 9:00pm (Staff arrival and check-in) Friday, November 17th, 2017 - 9:00am to 8:00pm (Staff set-up & Registration) Saturday, November 18th, 2017 – 6:00am to 5:30pm (Registration & Symposium) Sunday, November 19th, 2017 – 8:00am to 11:00am (Breakdown)

1.7 Place of Performance. The work will be performed at a venue within 40 miles of St. Louis or St. Louis County, Missouri. 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 ILANG YRRP Symposium.

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 Freedom. The ILANG YRRP will provide certified staff, service and curriculum as allowed by the DoD

YRRP.

2.1.2. A/V Freedom. The ILANG YRRP 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.

AWI Air Wing Integrator A/V Audio-Visual DoD Department of Defense ILANG Illinois Air National Guard M&IE Meals and Incidental Expenses POC Point of Contact SOW Statement of Work YRRP Yellow Ribbon Reintegration Program

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.

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 . The maximum lodging per diem rate for St. Louis is $125.00.

5.1.1.2 Rooms must be 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, 1 king bed or any combination thereof. Additional accommodations (suites) may be requested by families with more than 4 members or for family members that require special physical needs. Requests for adjoining rooms will be granted at the availability of the facility.

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 Illinois Air National Guard’s desire that the one vendor sub-contract to equal quality locations.

5.1.2 Contracted Rooms / Master Billed Account:

5.1.2.1 Two (2) rooms Thursday night, November 16, 2017

5.1.2.2 Eighty (80) rooms Friday night, November 17, 2017

5.1.2.3 Forty (40) rooms Saturday night, November 18, 2017

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

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

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

5.1.3 Room Blocks (guest pay): Individual reserves and pays the invoice.

5.1.3.1 Five (5) rooms Thursday night, November 16, 2017

5.1.3.2 Twenty-five (25) rooms Friday night, November 17, 2017

5.1.3.3 Ten (10) rooms Saturday night, November 18, 2017

5.1.3.4 The military service member who reserves a room for the event will be responsible for all expenses utilizing the

Government Travel Card (GTC), provided during check-in.

5.1.3.5 All non-military event staff will contact the hotel directly for room reservations using the designated reservation code established by the hotel (i.e., “Yellow Ribbon”). Reservations can be made either by phone or online. The capability to make online reservations shall be provided by the contractor

5.1.3.6 The deadline for reserving rooms under the reservation code issued is 8:00pm, November 10th, 2017. Any rooms not reserved by this deadline shall be released from the block and made available for sale to the general public.

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 Command Post. Event Command Post and Legal Office. Space should be located near ballroom/general session and registration. Set in executive conference style, with power, power strips and or multiple outlets for computer stations. Wireless and LAN internet capabilities are required. This space must be able to be locked and secured at the discretion of the YRRP event coordinator. Room will be used: Thursday, November 16, 2017 at 3:00 pm through 11:00am on Sunday, November 19, 2017.

5.2.3 General Session Conference Room. Room/ballroom with room to accommodate approximately 300 attendees, set in half-rounds of 8 or 10, comfortably accommodate catered meal service and all day water service. At the head of the room, medium sized risers or fixed state/lectern or 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: Saturday, November 18th, 2017 from 7:00am - 5:30pm.

5.2.4 Resource Fair Space. Large open hallway/common area or separate room adjacent to or close proximity to General Session Space is required as outlined below. Forty (40) skirted rectangular tables (preferably 6’) set with 2 chairs each, to be used vendor style. Standard wall outlets must be accessible for use. Tables are used by our Community Partners providing information on services and benefits to our service members and their families.

The 40 tables will be in use only on Saturday, November 18th, 2017 from 6:00am to 5:30 pm.

5.2.5 Military Service Provider Space. Ten (10) skirted rectangular tables (preferably 6’) set with 2 chairs each, to be used vendor style. Standard wall outlets must be accessible in the area for use. Tables are used by military entities that will be providing information on services and benefits to our service members and their families and will need to be in hallway/common areas or separate room adjacent to or close proximity to General Session Space. The 10 tables will be in use Saturday, November 18th, 2017 from 6:00am - 5:30pm.

5.2.6 Event Registration Space. Location near the General Session entry area, easily accessible to symposium participants upon arrival. 4-6 skirted/dressed rectangular tables, preferably 6’, with two chairs per table. Will be used as Event Information Desk for duration of the event. Registration/Information area will be used: Friday, November 17th, 5:00pm - 8:00pm / Saturday, November 18th 6:00am – 5:30pm.

5.2.7 Breakout Session Rooms (in addition to General Session Room). Five (5) rooms to accommodate at least 50 people in each room 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. All 5 breakout rooms will be used Saturday, November 18th 7:00am – 5:00pm.

5.2.8 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, 2 small playpens, sleeping mats, and tables with seating for activities and meals, with water service. Childcare Activity room will be used: Saturday, November 18th 6:00 a.m. to 5:00 p.m. Childcare Freedom is defined as: YRRP will provide a certified child care service and curriculum as allowed by the DoD

YRRP.

5.2.9 Youth Activity Rooms. Two (2) rooms to accommodate up to 25 children in each room. Youth activities room will host activities and curriculum for children aged 6-11 and 12 -17. Ideally these two rooms would have the ability to be opened up together and closed apart for activities. Rooms must be enclosed, indoor, to comfortably accommodate movement and classroom activities, with water service. Room set up with tables set in “U” shape with chairs around the outside, with an additional table set up in the front/top of “U” for activity facilitator.

Childcare Freedom is defined as: YRRP will provide a certified child care service and curriculum as allowed by the DoD YRRP. Youth Activity rooms will be used: Saturday, November 18th, 2017, 6:00 a.m. to 5:00 p.m.

5.2.10 Counseling Rooms. Two (2) private rooms, guest room or similar sized space for Counselors, Chaplain, Legal and Financial Counselors to share and conduct private, one-on-one/family sessions. Seating for 2-4 personnel, set in office or lounge style, with water service. Counseling rooms will need to be available for use: Saturday, November 18th, 2017 from 8:00 a.m. to 5:00 p.m.

5.3 AUDIOVISUAL EQUIPMENT.

5.3.1 Podium, wireless microphones, screens, stage, AV/carts/tables, A/V connections to in-house sound and projector

(if built in), technical support for AV equipment and wireless internet service. Costs quoted will determine our decision to rent equipment or provide our own. This need is for the General Session and Breakout Session rooms only.

5.3.2 Should we provide our own equipment 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 (2) meals (1 breakfasts, 1 lunch) to accommodate approximately 300 people at the breakfast meal and lunch on Saturday. Breakfast and Lunch 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 Illinois 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.

This rate is $12.00 per person for breakfast and $13.00 per person for lunch for St. Louis, Missouri. 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 (Friday, November 10, 2017). 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 Illinois 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 7:30 a.m. – 8:30 a.m. on Saturday, November 18, 2017.

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 Child friendly lunches to be served in the Childcare and Youth Activity rooms.

5.4.3.3 Lunch meal served 12:00 noon – 1:00 p.m. on Saturday, November 18, 2017.

5.5 REFRESHMENTS.

5.5.1 Refreshment and snacks to accommodate approximately 300 people.

5.5.2 Service provided on Saturday mid-morning and Saturday mid-afternoon. 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 Child friendly refreshments and snacks are to be served in the Childcare area and the Youth Activities areas.

5.5.5 The government shall provide contractor with a final count of persons (adults and children) to be served refreshments and snacks one week prior to the event date (Friday, November 10, 2017).

5.6 OTHER.

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

5.6.1.1 Directional signage as follows: easels or other highly visible navigation to registration, general meeting space, breakouts and childcare locations, signage listing breakout sessions by name on or near the doors of each breakout room. All signs, placards, door cards and so forth that identify our group should be labeled “ILANG YRRP” or “Yellow Ribbon.”

5.6.1.2 The contractor agrees to allow the government Childcare Freedom, to provide child care activities/services via separate contract operating on the facility premises.

5.6.1.3 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).

5.6.1.4 Contractor shall provide U.S. and State of Illinois Flags, ceremonial flag poles and flag bases, placing them in the main general session room on or next to medium risers/fixed stage. The American flag must fly at equal or greater height of the Illinois flag and be placed on the right side of a speaker who would be standing at the podium facing the audience. The State of Illinois flag should be posted on the speakers left.

5.6.1.5 Contactor shall provide a detailed copy of their floor plan.

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 Missouri 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