SOLICITATION NOTICE
X -- National Guard Yellow Ribbon Event: Binghamton, New York Area. To provide lodging, meeting room space, audio visual and meals 9-10 August 2014.
- Notice Date
- 7/7/2014
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- USPFO for New York, 330 Old Niskayuna Road, Latham, NY 12110-2224
- ZIP Code
- 12110-2224
- Solicitation Number
- 10484657
- Response Due
- 7/15/2014
- Archive Date
- 9/5/2014
- Point of Contact
- Dana Romine, 518-786-4740
- E-Mail Address
-
USPFO for New York
(dana.a.romine.ctr@mail.mil)
- Small Business Set-Aside
- N/A
- Description
- This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. Yellow Ribbon Event Purpose: Yellow Ribbon events are designed to provide Service Members and their families with Benefits Briefings, Community Resources, and a support network before, during, and after deployment. Available Dates: The New York Army National Guard (NYARNG) is hosting a Yellow Ribbon Event in Binghamton, New York. The NYARNG would like to inquire about meeting space and lodging that will be available on the following dates: 9 August 2014 (overnight lodging for some attendees and access to meeting room space for setup) and 10 August (Meeting Space Only) 2014: The NYARNG does not have flexibility on the date of the Yellow Ribbon event. Attendee Lodging (on contract): Estimated number of attendees is: 328 Adults and 42 kids. We will need overnight accommodations as follows: approximately 35 rooms on 9 August. All rooms need to be at government per diem rate. MNFP will provide your hotel with a final rooming list and final numbers 96 hours prior to the event. During the event, some lodging rooms might be switched to other attendees of the event. Staff Lodging (paid by individual): We need a block of 25 lodging rooms, checking in Saturday 9 August 2014 and checking out Sunday 10 August 2014 for support staff. All rooms need to be at or below government per diem rate. We will need an online registration code and a call in number with a code and for the room block. Evening Prior, Saturday 9 August (access approx 4:30 but flexible on time): We need access to all the meeting rooms requested in the RFP, for set up of the event. All of the rooms need to be locked at the end of set-up either by security or by our staff (if we are given keys for the rooms). Contracting Requirements: For the NYARNG to have an event at your facility you need to have a DUNS number, CAGE number, and Federal Tax identification number. Please provide these numbers in your quote. If you do not have a DUNS number or CAGE number you can apply on line: https://www.sam.gov All meals and lodging must stay within per diem rates. For the Adult attendees, we need the meals to be of substance (ex. Pasta & chicken, deli sandwiches, etc.) All meals must be approved by MNFP prior the event. Per Diem rates can be found at the following website: http://www.gsa.gov/portal/content/110007 Final Bill and Payment: We need a copy of the Final Bill sent to the Family Programs Office (contact information below) within 15 days for our records and to report to our Funding Authority. The Final Bill will be paid through the Contracting Office once submitted through the WAAF System. Instructions for payment through the WAAF system will be provided once the USP&FO contracting office sends the contract. When you submit the bill into the WAAF system, you must check the box for final bill. If you do not click on final bill, USP&FO will notify you that you failed to click final bill in WAAF and ask your company to resubmit! Questions: Please contact SSG Erich Schmidt or SSG Kara Livingston Direct Line: (518) 786-4900/0404Fax Line: (518) 786-6075 Work Cell: (518) 727-0628 Email: erich.k.schmidt.mil@mail.mil / kara.m.livingston.mil@mail.mil POC for Planning and During Event: SSG Schmidt will be the primary POC for questions regarding the event both prior to and during the event. If SSG Schmidt is not available prior to or during the event, an alternate POC will be sent to the hotel. Saturday 9 August 2014 (set up) TOC (Tactical Operations Center) Room: Conference table with 10 chairs and a rectangle table with 2 chairs to be used as a work station. We will also require wireless internet access for 5 laptops. The room needs to be lockable to secure equipment during event. General Session Room: We need to setup for the event the night prior in order to ensure everything is working and ready for the event on Sunday. Set up for the room is theater style, set for 360 people (324 Adult attendees and 26 open seats for overflow / VIPS) We would like a quote for: 2 Projectors (if it is a projector that is fixed from ceiling) 2 Screens (if they are screens that come out of the ceiling) Podium and Stage (Behind the stage we will also need pipe and drape as a back drop, preferably black) 1 cocktail table for our teleprompter 1 Microphone, Audio Sound Patch (so we can plug our sound into your audio system) 1 Rectangular table in back of room with 2 chairs for our AV personnel. Exhibit Hall/Provider Room/Hallway: We require enough space to set-up approximately 35 rectangular tables (2 chairs per table) with provider displays (Exhibits), tables can go in the hallway or a separate nearby room if that is all that is available. If this area will be in a room, we will set-up the night prior to the event. Child Care room for 0 to 2 year olds: Set up: 2 cribs and 2 cots for napping 1 round table with chairs around, and a Comfortable Chair /Rocking Chair. We also need 2 Garbage Cans and 1 small cocktail table with a chair for sign-in/out Child Care room for 3 to 5 year olds: Set up: 2 round tables with 8 chairs at each table and 1 rectangular table for set up, no chairs are needed. Large enough space for children to run around and play with the tables in room; water Pitchers and plastic cups throughout the whole day. We also require 2 Garbage Cans and 1 small cocktail table with a chair for sign-in/out Youth Room for 6 to 18 year olds: Set up: 2 round tables with 8 chairs at each table and 2 rectangular tables for set up, no chairs are needed. We need a large enough space for youth to participate in arts and craft activities (tables), set up an Xbox with guitar hero (we provide), and group wide team building activities. Also need 2 Garbage Cans and a small cocktail table for sign-in/out; water pitchers and plastic cups throughout the day. Additional Youth Requirements: Set up: Day Care room and Youth room located close to one another/on the same floor or level and close to bathrooms. No doors in the day care or youth room that lead to the outside that can't be locked. Microwave, will be needed in the room or close by, to heat up bottles. Sunday 10 August 2014 (All Day): Estimated Number of Attendees: Estimated number of attendees is: 328 Adults and 42 kids. Lodging: All overnight guests will be checking out by 12:00 pm, some guest might require a late check out. Agenda: An example Agenda is part of the SOW packet. The event will take place from 7:00 am to 5:00 pm (However, we need to be set-up the afternoon/evening prior) Registration begins at 8:30 am, with lunch at approximately 11:30 am -1:00 pm. Registration Area: The location of the Registration area needs to be near the lobby or a hallway near the conference space. Soldier and Family registration area requires: 4 tables (6 feet long with 2 chairs per table) with access to power supply and wireless internet access. Registration setup will remain in place all day since it is also used for sign-out at the end of the event Youth Registration area (same area as main registration area): 1 table (6 feet long with 2 chairs per table) (7:00 am - 10:00am). TOC Room: Same as Saturday requirement. We will need the room 6:00am to 5:00 pm. General Session Room: Same as Saturday requirement. We will need the room 6:00am to 5:00 pm. Childcare Room, 0-2 yr olds: Same as Saturday requirement. We will need the room 7:00am to 5:00 pm. Childcare Room, 3-5 yr olds: Same as Saturday requirement. We will need the room 7:00am to 5:00 pm. Youth Activity Room, 6-18 yr olds: Same as Saturday requirement. We will need the room 7:00am to 5:00 pm. Lunch / Breakout Briefing Room: This room will be used for lunch as well as sessions before and after lunch Set up: Banquet rounds, seating for all attendees plus room for staff and VIP's to sit with attendees. Set-up for approx. 360 (as well as empty seats as a buffer) AV requirements (please provide quote): 2-10' or larger screen, 2 projectors, Sound patch, Podium Provider Room/Hallway: We require enough space to set-up approximately 35 rectangular tables (2 chairs per table) with provider displays (Exhibits), tables can go in the hallway or a separate nearby room. These exhibits will be staffed so there needs to be space for someone to sit behind the tables. The vendor area will set up around 8:00 am and continue through the day. Tables will be exhibit set-ups with attendees flowing through to gather information. We need space for movement between tables and crowds to move around. Counseling/VIP Meeting Room: Private room set is 1 table with 4 chairs Meals: Lunch for 328 adults and 42 meals for Children (Child friendly food: hot dogs, pizza, macaroni, chicken fingers, etc). Need a separate space to set-up a lunch buffet around 11:30 am so we don't interrupt the conference. Lunch: All meals must be approved by MNFP. For adults we would like Pasta & chicken, or deli sandwiches (or some variation). For children we would like kid friendly food (pizza, chicken fingers, or macaroni and cheese). We will need soda, coffee, ice tea, lemonade, and milk to be served during the meal. Morning BREAK consisting of coffee, Juices, and pastries/fruit/etc, from 8:00am - 10:00 am (needs to be available near adult and children rooms) Afternoon BREAK around 2:00 pm with dessert and healthy items and drinks. (Needs to be available near adult and children rooms) ** During Breaks, Child Friendly snacks will be provided to the Youth/Childcare Rooms ****Coffee and Tea must be available all day **** ** Request Cold Beverages and Soft Drinks, as well as Juice, milk, or lemonade for children. All meals must be within government per diem rate **
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/USA/NGB/DAHA30/10484657/listing.html)
- Record
- SN03416553-W 20140709/140708021908-b2c9e4fa32d4bf661a7069aca41bd6fd (fbodaily.com)
- Source
-
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