YRRP_-DRAFT-_SOW.docx

Statement of Work

Illinois Army National Guard Family Programs

Yellow Ribbon Reintegration Program Mobilization Event 27-28 April 2019

Date of SOW: 12 February 2019

1. Background: The Illinois Army National Guard (ILARNG) Yellow Ribbon Reintegration Program (YRRP) plans, coordinates, and executes pre, during, post-deployment conferences for deploying Soldiers and their families. An ILARNG unit has been assigned an upcoming deployment and the YRRP is tasked with holding a Family Event in preparation for that deployment.

The ILARNG does not possess facilities large enough to accommodate the deploying unit and their families, and therefore seeks to contract for a venue that provides a conference room with audio/video capabilities, lunch catering, five meeting rooms with audio/video capabilities, one vendor room, one storage room, and two childcare rooms.

The end state of this event is to ensure all Soldiers and families of the deploying unit have information regarding the benefits, resources, and health care assets available to them throughout the deployment cycle and immediately following mobilization.

2. Scope of Work: Contractor shall provide all materials, personnel, supervision, and quality control necessary to meet the required specifications for the YRRP mobilization event.

The event shall be hosted 28 April 2019. The venue for the event shall be within 50 miles of Chicago, Illinois in order to limit travel time for Soldier and their families. 200 co-located sleeping rooms must be reserved/blocked for the night of 27 April 2019 for the event, but are paid using individuals’ Government Travel Card and not through this contract.

The venue shall provide the following: Registration Tables, One General Session Room, Five Meeting Rooms, One Vendor Room, Two Childcare Rooms, A/V equipment for the general session room and five meeting rooms, Lunch catering in general session room, and beverage service (water, tea, and coffee) in the general session room. See paragraph 5 for additional details.

3. LOCATION AND DATE. Based upon the ILARNG unit’s location and deployment timeline, it is determined that the YRRP event shall be held on 28 April 2019 within 50 miles of Chicago, Illinois.

4. QUANTITY REQUIRED. One main general session room capable of accommodating approximately 1000 personnel with tables, chairs, and audio visual support. Five breakout rooms and audio visual capable of accommodating approximately 100 people each, one vendor room, two childcare rooms. Lunch catering in general session room on 28 April 2019, and beverage service (water, tea, and coffee) in the general session and breakout rooms. See paragraph 5 for additional details.

5. SPECIFICATIONS REQUIRED:

5.1 Registration Tables.

5.1.1 Contractor shall provide three skirted tables with chairs for registration outside the main room from 3:00pm Saturday April 27, 2019 to 4:30 pm on Sunday, April 28, 2019.

5.2 One General Session Room

5.2.1 Contractor shall provide a banquet room to accommodate 1,000 persons, in an 8-10 person round table seating configuration Saturday April 27th, 2019 from 3:00pm to Sunday April 28th, 2019 at 4:30pm. This room may also serve as the lunch room, otherwise a room of the same capacity must be provided for lunch. Contractor shall provide availability to the space at 3:00pm April 27, 2019 to allow YRRP setup and equipment testing prior to 0700am April 28, 2019 arrival of attendees.

5.2.2 Contractor shall provide audio/video capability for the general session room from Saturday April 27th, 2019 from 3:00pm to Sunday April 28th, 2019 at 4:30pm. The audio/video shall include microphones, projection screens or video screens, audio speakers, audio/video table, extension cords, and power strips. At a minimum audio/video requirements shall include:

5.2.2.1 Podium with microphone. Podium shall be visible through the general session room.

5.2.2.2 Video screen or projector shall be visible through the general session room and provide high quality viewing.

5.2.2.3 Speaker system shall project quality sound throughout the general session room and be tied into the projectors and microphones.

5.2.2.4 Contractor shall provide complimentary wireless internet access for event presentations.

5.2.3 Venue shall provide tables and chairs for all 1000 attendees of general session room. Tables shall be covered with table clothes.

5.2.4 Contractor shall provide coffee, tea, and water on April 28, 2019 from 6:00am until 4:30pm. Contractor shall provide glassware, mugs and beverage enhancers (to include milk, sugar, sweetener, etc., as appropriate) at all times the beverage service is provided.

5.3 Five Meeting Rooms

5.3.1 Contractor shall provide five meeting rooms, each capable of holding a minimum of 100 persons. Saturday April 27th, 2019 from 3:00pm to Sunday April 28th, 2019 at 4:30pm.

5.3.2 Contractor shall provide chairs for each of the meeting rooms.

5.3.3 Contractor shall provide audio/video capability to each of the five meeting rooms to include a microphone, projection screens or video screens, audio speakers, audio/video table, extension cords, and power strips. At a minimum audio/video requirements shall include:

5.3.3.1 Microphone for each meeting room shall be wireless.

5.2.3.2 Video screen or projector shall be visible for each meeting room and provide high quality viewing.

5.3.3.3 Speaker system shall project quality sound for each meeting room and be tied into the projectors and microphones.

5.3.3.4 Contractor shall provide complimentary wireless internet access for each meeting room for the presenter.

5.4 One Vendor Room

5.4.1 Contractor shall provide one meeting room or adequate space for 15 vendor tables (6ft tables). Adequate space may be a hallway or lobby area that will hold the 15 vendor tables (6ft tables) for the vendor fair.

5.5 Two Childcare Rooms

5.5.1 Contractor shall provide two childcare rooms, which may not be used for any dual purpose during the event, with enough space to accommodate 50 youth and staff per room. Saturday April 27th, 2019 from 3:00pm to Sunday April 28th, 2019 at 4:30pm.

5.6 One Storage Room

5.6.1 Contractor shall provide one small administrative and storage room with a small table and four chairs from 3:00pm April 27, 2019 to 4:30pm April 28, 2019.

5.7 Catered Lunch

5.7.1 Contractor shall provide lunch service (either plated or buffet style is acceptable) for Sunday, April 28th, 2019 at 11:30am for 1,000 attendees.

5.7.2 The Federal Government is tax exempt from other state and federal excise taxes. All meal menus and headcounts will be finalized with caterer prior to event.

5.7.3 Contractor shall not include gratuity as a line item (per Federal Regulation gratuity cannot be included as a line item in contract/invoice).

5.7.4 Contractor shall provide hot meals for 1,000 persons, plated or buffet, to common catering standards (such as to include a choice of steak/beef, chicken, vegetarian, or gluten free options, with a side of a starch, vegetable, and dinner rolls, as per common catering standards).

5.7.5 The ILNG will provide the number and type of meals to the vendor no later than 15 days prior to the event (or in accordance with industry standard).

5.8 Additional Requirements

5.8.1 Contractor shall provide maps, site layouts, and table layouts in their initial proposal for a bid to be considered.

5.8.2 Contractor must acknowledge in their proposal that the ILARNG reserves the right to cancel the meals for the event at no charge up to 14 days prior to the start of the event (or in accordance with industry standard)..

5.8.3 Contractor shall ensure that the contracted services and spaces are provided solely for the event attendees. No other occupants or attendees not associated with the contract shall occupy the same rooms, engage in the same activities, or comingle with the attendees for the duration of the contract.

5.8.4 200 co-located sleeping rooms must be reserved/blocked for the night of 27 April 2019 for the event, but are paid using individuals’ Government Travel Card and not through this contract. Lodging rates for government events shall be provided at or below the Federal Per-Diem requirements based upon the location of the vendor’s hotel. See https://www.gsa.gov/travel/plan-book/per-diem-rates for lodging per diem rate information.

5.8.5 Invoice and billing information: The government will provide payment within 30 days of the approval of a valid invoice using an electronic funds transaction complete via Wide Area Workflow (WAWF). Instruction can be found in the contract under clause 252.232-7006. Refer to contract clause 52.212-4, Contract Terms and Conditions-Commercial Items, for detailed information regarding invoicing and payment.