YRRP Post Deployment May 2024 SOW.pdf

STATEMENT OF WORK (SOW)

For

YRRP Post-Deployment Event May 18-19, 2024

1. The contractor shall provide all required personnel, equipment, tools, materials, supervision, and quality control necessary to perform/provide three (3) requirements in accordance with the Statement of Work.

2. The North American Industry Classification System (NAICS) code assigned to this procurement is 721110 and the Product Service Code V231.

3. Period of Performance

The Period of Performance is May 18-19, 2024.

4. Place of Performance The services shall be completed at/near the following location: 80019, Arapahoe County and/or within a 20-mile radius.

5. Requirements

1. Meeting Spaces / Breakout Rooms / Vendor Area = 5 Rooms & Vendor Area.

Room 1 (General Session) – 8:00am to 4:00pm, 18-19 May 2024, For approximately 200 attendees. Room set up with round tables for 8 to 10 personnel, banquet style.

Continuous self-service ice water included in area. Coffee available until consumed.

Available Wi-Fi included in room cost. AV for computer generated presentations.

Podium, projector, screen, and microphone. No pillars or other visual obstructions within the room.

Room 2 (Breakout) – 8:00am to 4:00pm, 18 May 2024. For approximately 75 attendees. Room set up with round tables for 6 to 8 personnel, banquet style.

Continuous self-service ice water included in area. Available Wi-Fi included in room cost. AV for computer generated presentations. Projector and screen. No pillars or other visual obstructions within the room.

Room 3 (Breakout) – 8:00am to 4:00pm, 18 May 2024. For approximately 75 attendees. Room set up with round tables for 6 to 8 personnel, banquet style.

Continuous self-service ice water included in area. Available Wi-Fi included in room cost. AV for computer generated presentations. Projector and screen. No pillars or other visual obstructions within the room.

Room 4 (Ages 6 - 18 Youth) – 8:00am to 3:00pm, 18-19 May 2024. For an estimated 35 youth and 5 adults. Must have ability to view CD/DVDs. Childcare provider must be able to remove or rearrange furniture at discretion. If it is a meeting room, it must be in close proximity to restrooms and have no security/safety issues relating to the care of children.

Room 5 (Ages 0 – 5 Childcare) – 8:00am to 3:00pm, 18-19 May 2024. For an estimated 25 children and 5 adults; room must have microwave and refrigerator for formula/milk. Must have ability to view CD/DVDs. Childcare provider must be able to remove or rearrange furniture at discretion. If it is a meeting room, it must be in close proximity to restrooms and have no security/safety issues relating to the care of children. Room needs to have five (5) cribs provided with linens and blankets.

Vendor Area. 8:00am to 9:00pm, 18 May 2024. Area near rooms 1-2 where vendors can set up tables to display materials, with some outlets available for use. Will require approximately twenty-five (15) 6ft.x2ft. tables with two (2) chairs per table.

2. Meals

Meal should be located in close proximity to Room 1. May also be located in the General Session room.

**Adult Meals: This amount should be all inclusive with beverage selection and should not exceed government per diem rate for the city/county area. It should exclude any taxes, gratuities and service fees, and should reflect a flat rate per person. Per Diem rates can be found at http://www.gsa.gov/portal/category/100120. Click on the Breakdown of M&IE Expense’s link to get a breakdown for each meal.

**Children/Youth meals per 14 FAM 572.3-4 (2)(3), should not exceed 50% of the adult government per diem rate for children 11 years of age and under, and 75% of the adult government per diem rate for youth 12 years of age and older.

Buffet Lunch from 12:00pm – 1:00pm for 180 adults, 35 youth, and 15 children on 18 May 2024, should include choice of deli meats, cheese, bread, rolls, soup, salad, chips, relish tray and condiments with gluten free and vegetarian options, dessert. Beverage selection of coffee, tea, and cold drinks. Beverages to remain out until consumed.

Dinner from 5:30pm – 7:30pm for 180 adults on 18 May 2024, should include choice of meat, carb, vegetable, and dessert. Beverage selection of coffee, tea, and cold drinks.

Beverages to remain out until consumed.

Buffet Breakfast from 8:00am – 9:00am for 180 adults, 35 youth, and 15 children on 19 May 2024. Should include a selection of seasonal fresh fruits, scrambled eggs, sausage and/or bacon and bread products (including gluten free options), with coffee, tea, and cold drink selection of milk and assorted juices. Beverages to remain out until consumed.

Summary- Lunch on May 18 - 180 adults, 35 youth, & 15 children Dinner on May 18 - 180 adults

Breakfast on May 19 - 180 adults, 35 youth, & 15 children http://www.gsa.gov/portal/category/100120 http://gsa.gov/portal/content/101518

3. Lodging

Will be secured through individual billing.

4. Other Information:

BACKGROUND: The YRRP is a Department of Defense (DoD) mandated program to provide information, services, referrals, and proactive outreach programs to Army National Guard members and their families through all phases of the deployment cycle in accordance with DoD Directive 5124.02, DoD Instruction 1342.28. The overall objective of the program is to prepare and sustain Army and their families during all phases of deployment. During these events, families gain practical, useful information based on curriculum designed specifically for military families. Through small group and one‐on‐one activities, family members learn how to maintain closeness, and leverage resources during frequent relocation, long separations, and repeated reunions. This approach provides the continuum of care needed.

During the Yellow Ribbon events, we require a safe, family‐friendly venue to provide conference, operations/storage, childcare services, community partner, registration area, and lodging and meals. All rooms/conference areas shall have complimentary Wi- Fi. Conference rooms shall have audio‐visual (A/V) equipment as specified in this SOW, At a minimum, the venue shall meet the International Hospitality Association (IHA) Three Star Rating criteria. All conference spaces shall be in the same general area, and not be shared with guests outside of our group for security purposes.

A dedicated representative from the prime vendor is required to be on‐site from 07:00 am to 5:00 pm for the event each day. The dedicated representative duties shall not be designated or delegated to a member of the venue/hotel staff.