YRRP Statement of Work (SOW) 155_230314.pdf

YRRP - SOW 1 14 March 2023

STATEMENT OF WORK

Mississippi National Guard

Yellow Ribbon Reintegration Program

March 31, 2023 – April 2, 2023

PART I: GENERAL INFORMATION.

1. Introduction/ Description Services. This is a non-personal services requirement to provide a venue and support for the Mississippi National Guard Yellow Ribbon Reintegration Program (MSNG 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 Statement of Work (SOW) except for those items specified as government furnished property and services. The contractor shall perform to the standards in this agreement. The MSNG YRRP will conduct an event within 50 miles of Lamar County, MS from March 31, 2023-April 2nd, 2023, and is seeking a venue to accommodate the symposium, breakout sessions, exhibit hall, meeting and counseling rooms, and dining accommodations to include catering for 1600 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 family’s 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 YRRP. 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) meeting rooms to include a general session ballroom to hold approximately 1000 attendees; (b) Breakout rooms to accommodate four (4) simultaneous breakout sessions with seating for 50 attendees each; (c) Resource Fair space to accommodate approximately 25-30 vendors to set up a display table each; (d) Event Registration space to accommodate the registration of attendees on Saturday/Sunday morning April 1- 2, 2023; (e) Counseling rooms (2 each) to accommodate private sessions for one-on-one counseling; (f) Childcare and Youth activities rooms, (1 each) to accommodate two age groups; (g) meal service for attendees and staff (approximately 1600 total) to include lunch on Saturday, April 1st, 2023, and lunch on Sunday, April 2nd, 2023. Refreshments and Snack Service for Saturday/Sunday, April 1st & 2nd; and (h) Audio visual needs to accommodate the event, see details in paragraph 5.

1.4 Period of Performance. The period of performance shall be April 1st, 2023, through April 2nd, 2023.

1.5 Point of Contact (POC). The YRRP 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 MSNG YRRP Symposium schedule:

Friday, March 31st, 2023 - Noon- 4:00pm (Staff and vendor setup)

Saturday, April 1st, 2023 - 6:00am to 5:00pm (Staff set-up, Registration, & Symposium)

Sunday, April 2nd, 2023 – 6:00am to 5:00pm (Registration & Symposium)

1.7 Place of Performance. The work will be performed at a venue within 50 miles of Lamar County, MS. 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.

YRRP - SOW 2 14 March 2023

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 MSNG 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).

1.11 Post Award Meeting/Periodic Status Meetings. After award the contractor, contracting officer and YRRP POC will have a 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 be scheduled.

PART II

DEFINITIONS AND ACRONYMS

2. Definitions & Acronyms.

2.1. Definitions.

2.1.2. A/V Freedom. The MSNG 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.

A/V Audio-Visual DoD Department of Defense MSNG Mississippi 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.

3.3 Equipment. Non-network laptops and printers

3.4 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 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 MEETING SPACE:

5.1.1 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 proximity of each other.

5.1.2 General Session Conference Room. Room/ballroom with room to accommodate approximately 800 attendees, set

YRRP - SOW 3 14 March 2023 in half-rounds of 8 or 10, comfortably accommodate catered meal service and all-day coffee & 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, April 1st, 2023 & Sunday, April 2nd, 2023, from 7:00am - 5:00pm.

5.1.3 Resource Fair Space. Large open hallway/common area or separate room adjacent to or proximity to General Session Space is required as outlined below. Up to Thirty (30) 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 30 tables will be in use only on Saturday, April 1st, 2023 & Sunday, April 2nd, 2023, from 6:00 am to 5:00 pm.

5.1.4 Event Registration Space. Location near the General Session entry area, easily accessible to symposium participants upon arrival. No less than four (4) 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 on Saturday, April 1st, 2023 & Sunday, April 2nd, 2023, from 6:00am – 5:00pm.

5.1.5 Breakout Session Rooms (in addition to General Session Room). Four (4) 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 4 breakout rooms will be used Saturday, April 1st, 2023 & Sunday, April 2nd, 2023, from 8:00am

– 5:00pm.

5.1.6 Counseling Rooms. Two (2) private spaces, 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 no less than four

(4) personnel, set in office or lounge style, with water service. Counseling space will need to be available for use:

Saturday, April 1st, 2023 & Sunday, April 2nd, 2023, from 8:00 a.m. to 5:00 p.m.

5.1.7 Childcare Activity Room. One (1) room to accommodate up to 30 children and 8 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, and tables with seating for activities and meals, with water service. Childcare Activity room will be used: Saturday, April 1st, 2023 & Sunday April 2nd, 2023, from 6:00 a.m. to 5:00 p.m. Childcare Freedom is defined as: YRRP will provide a certified childcare service and curriculum as allowed by the DoD

YRRP.

5.1.8 Youth Activity Rooms. One (1) room to accommodate up to 40 children in room. Youth activities room will host activities and curriculum for children aged 6-11 and 12 -17. Ideally this room would have the ability to be opened 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 childcare service and curriculum as allowed by the DoD YRRP. Youth Activity rooms will be used: Saturday, April 1st, 2023 & Sunday April 2nd, 2023, from 6:00 a.m. to 5:00 p.m.

5.2 AUDIOVISUAL EQUIPMENT.

5.2.1 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.

5.2.2 Audio Visual Equipment shall be set-up and ready for use from 6:00am – 5:00pm on Saturday, April 1st, 2023, and from 6:00am-5:00pm.

5.2.3 Up to two (2) technicians be required to monitor and assist with audiovisual systems during the event on Saturday, April 1st, 2023, and Sunday, April 2nd, 2022. The technicians will ensure that all audio-visual requirements are working properly during the event.

5.2.4 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.

5.3 MEALS

5.3.1 Contractor shall provide two (2) meals (2 lunch) to accommodate approximately 800 people at the lunch meal

YRRP - SOW 4 14 March 2023 on Saturday and approximately 800 people for lunch meal Sunday. 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 2023 Per Diem Rates for MS are listed in the following web link:

http://www.gsa.gov/portal/category/100120. The FY 2023 rate $15.00 per person for lunch for Hattiesburg, MS.

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 (adults and children) to be served meals one week prior to the event date (Friday, March 24, 2023). The government will not be responsible for any cost above those calculated based on the final counts provided.

5.3.1.2 The meal rate for this event will not exceed the daily Government Daily Per Diem Rate for the Mississippi Region where the contract is awarded.

5.3.2 Lunch. Hot lunch meals must contain at minimum but are not limited to two meat/protein options, two whole grain options, two vegetable options, no less than two (2) dessert options, tea & water, and applicable condiments.

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

5.3.2.2 Lunch meal served 11:30 a.m. – 12:30 p.m. on Saturday, April 1st and Sunday, April 2nd, 2023.

5.4 REFRESHMENTS.

5.4.1 Refreshment and snacks to accommodate approximately 800 people each day.

5.4.2 Fresh Coffee, Tea and water must be available from 6:30am-3:00 pm on April 1st, 2023 & Sunday, April 2nd, 2023.

5.4.3 Service provided on Saturday mid-morning and Saturday mid-afternoon. Exact serving times to be coordinated with on-site POC.

5.4.4 Refreshments and snacks are to be served around the Meeting Space.

5.4.5 The government shall provide contractor with a final count of persons to be served refreshments and snacks one week prior to the event date (Friday, March 24, 2023).

5.5 OTHER.

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

5.5.1.1 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 “MSNG YRRP” or “Yellow Ribbon.”

5.5.1.2 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).

5.5.1.3 Contractor shall provide U.S. and State of Mississippi 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 Mississippi flag and be placed on the right side of a speaker who would be standing at the podium facing the audience. The State of Mississippi flag should be posted on the speakers left.

5.5.1.4 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 https://www.wbdg.org/FFC/DOD/UFC/ufc_3_601_02_2010.pdf

6.1.2. U.S. General Services Administration FY 2023 Per Diem Rates and Allowances for Meals and Incidental Expenses (M&IE) Breakdown for Mississippi available at: http://www.gsa.gov/portal/category/100120