SOW_Strong_Bonds__Sep_2019.pdf

STATEMENT OF WORK (SOW)

ILANG Strong Bonds Event

HQ ILANG, 126th Air Refueling Wing

September 20-22, 2019

PART I: GENERAL INFORMATION.

1.1 Scope. The Illinois Air National Guard requires contractor services for an Illinois Air National Guard Strong Bonds event to be held on 20-22 September 2019. As such, the contractor shall provide all supplies and services for lodging and food service to accommodate approximately 20 military couples and support staff, or 45 attendees. The contractor shall provide fully furnished meeting facilities including access to power and wireless internet.

1.2 Objectives. Strong Bonds is a chaplain-led program for commanders which builds relationship resiliency.

The Strong Bonds mission is to increase Airman and Family readiness through relationship education and skills training. Nine Strong Bonds programs applied to the Air Force Generation cycle help Single-Airman, Couples and Families to thrive in the turbulence of the military environment. Attendees voluntarily participate in a Strong Bonds offsite retreat format designed to maximize relationship training impact. The training-instructional get-away provides an emotionally safe and secure training environment in which to address the effect of military lifestyle stressors.

1.3 Period of Performance. The period of performance shall be September 19th through September 22nd, 2019.

1.3 Point of Contact (POC). The POC for this event will be Ch. Linzy Laughhunn. The POC monitors all technical aspects of the contract and assists in contract administration but has no authority to alter the contract terms and conditions.

1.4 Hours of Operation. The ILANG Strong Bonds Training Symposium schedule:

● Thursday, September 19, 2019 - 3:00pm to 9:00pm (Event Staff arrival, check-in)

● Friday, September 20, 2019 3:00 pm to 10:00pm (Set-up and Registration)

● Saturday September 21, 2019 7:00am to 3:00pm (Main Event Day)

● Sunday, September 22, 2019 – 7:00am to 1:30pm (Final Session and Conclusion)

1.7 Place of Performance. The work will be performed at a venue within 30 miles of St. Charles, 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 Strong Bonds 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. The contractor agrees to attend any post award conference convened by the Contracting Officer (KO) in accordance with Federal Acquisition Regulations Subpart 42.5.

The KO, Contracting Officer’s Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor’s performance. At these meetings, the Contacting Officer will apprise the contractor of how the Government views the contractor’s performance and the http://apps.usfa.fema.gov/hotel/ contractor shall apprise the Government of problems, if any, being experienced The contractor shall resolve outstanding issues raised by the Government. Contractor attendance at these meetings shall be at no additional cost to the Government

PART II

DEFINITIONS AND ACRONYMS

2. Definitions & Acronyms.

2.1. Definitions.

2.1.1. A/V Freedom. The Strong Bonds Event 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

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. State of Illinois Flag.

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 SOW.

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 SOW.

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 SOW.

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 to contract) and Self-pay Rooms for Event Staff (billed directly to the member).

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/100121 . The maximum lodging per diem rate for St. Louis/ St. Louis City/ St. Charles, Missouri is $133.00.

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 queen bed, 1 king bed or any combination thereof.

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 Wi-Fi.

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 and meeting rooms to one host location.

5.1.2 Contracted Rooms (master billed to contract):

5.1.2.1 Individual reserves the room under prearranged room block. Room is paid for with contract funds.

5.1.2.2 Twenty (20) rooms Friday night, September 20, 2019 and twenty (20) rooms Saturday night, September

21, 2019.

5.1.2.3 The military service member or guest will contact the hotel directly to reserve a room under a designated room block (i.e., “Strong Bonds”). The guest will use a personal credit card to secure their reservation.

5.1.2.4 The individual reserving the room will be held personally responsible for any additional hotel expenses or incidentals exceeding the contracted room rate.

5.1.2.5 The deadline for reserving rooms under the room block should be set no earlier than 8:00pm, September 13, 2019. Any rooms not reserved by this deadline shall be released from the block and made available for sale to the general public.

5.1.3 Self-pay Rooms for Event Staff (billed directly to the member):

5.1.3.1 Individual reserves the room under prearranged room block. Room will be invoiced directly to the member and paid via government travel card.

5.1.3.2 Two (2) rooms with check in on Thursday, September 19 through check out on Sunday, September

22nd, 2019; Three (3) rooms with check in on Friday, September 20 through check out on Sunday, September 22nd, 2019.

5.1.3.3 The military service member reserving the room will be held personally responsible for any additional hotel expenses or incidentals exceeding the contracted room rate.

5.1.3.4 All event staff will contact the hotel directly to reserve a room under a designated room block (i.e., “Strong Bonds”).

5.1.3.5 The deadline for reserving rooms under the room block should be set no earlier than 8:00pm, September 13, 2019. Any rooms not reserved by this deadline shall be released from the block and made available for sale to the general public.

http://www.gsa.gov/portal/category/100120

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 General Session Conference Room. Room/ballroom with room to accommodate approximately 45 attendees, set in half-rounds of 6, comfortably accommodate catered meal service and all day water service. Orientation of seating should be to a focal point at front for lectern, projection screen, etc.

Room will be used: Friday, September 20, 2019 3:00 pm to 10:00 pm. Saturday, September 21, 2019 from 7:00 am to 3:00 pm and Sunday, September 22, 2019 from 7:00 am to 1:30 pm.

5.2.3 Event Registration Space. Location near the General Session entry area, easily accessible to symposium participants upon arrival. 1-2 skirted/dressed rectangular tables, preferably 6’, with two chairs per table.

Will be used as Event Registration Desk for Registration/Information area will be used: Friday, September 20th, 2019 from 2:00pm – 7:00pm.

5.2.4 Counseling Rooms. One (1) private rooms, guest room or similar sized space for Chaplain 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: Room will be used: Friday, September 20, 2019 3:00 pm to 10:00 pm. Saturday, September 21, 2019 from 7:00 am to 3:00 pm and Sunday, September 22, 2019 from 7:00 am to 1:30 pm.

5.3 MEALS

5.3.1 Contractor shall provide five (5) meals (1 dinner, 2 breakfasts, 2 lunch) to accommodate approximately

45 people. Breakfast, Lunch, and dinner 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 2019 Per Diem Rates for Illinois are listed in the following web link:

http://www.gsa.gov/portal/category/100121 and the M&I/E breakdown http://www.gsa.gov/portal/content/101518. This rate is $16.00 per person for breakfast and $17.00 per person for lunch for St. Louis/ St. Louis City/ St. Charles, 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 two meals combined.

5.3.1.1 The government shall provide contractor with a final count of persons to be served meals one week prior to the event date (Friday, September 13, 2019). The government will not be responsible for any cost above those calculated based on the final counts provided.

5.3.2 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.

5.3.2.1 Buffet style is preferred, but plated meals are acceptable.

5.3.2.2 Breakfast meals served Saturday 8:00 am – 8:45 am and Sunday 8:00 am – 8:45 am.

5.3.3 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.

5.3.3.1 Buffet style is preferred, but plated meals are acceptable.

5.3.3.2 Lunch meal served 11:15 – 12:30 p.m. on Saturday, September 21, 2019 and Sunday, September 22, 2019.

5.3.3.3 Dinner. Hot dinner meal 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.

5.3.3.4 Dinner served 6:00pm to 7:00pm Friday, September 20, 2019

5.4 OTHER.

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

http://www.gsa.gov/portal/content/101518

5.4.1.1 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 Strong Bonds” or "Strong Bonds.”

5.4.1.2 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).

5.4.1.3 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 2019 Per Diem Rates for Illinois available at:

http://www.gsa.gov/portal/category/100121

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.wbdg.org/ccb/DOD/UFC/ARCHIVES/ufc_3_600_02.pdf