SOLICITATION NOTICE
V -- Hotel Conference, Catering and Rooms
- Notice Date
- 3/23/2017
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Department of the Army, National Guard Bureau, 138 MSG/MSC, OK ANG, 4200 N. 93RD EAST AVENUE, TULSA, Oklahoma, 74115-1699, United States
- ZIP Code
- 74115-1699
- Solicitation Number
- April2017YellowRibbon
- Archive Date
- 4/15/2017
- Point of Contact
- Amanda Lonsdale, Phone: 9188337305, David Hugueley, Phone: 9188337118
- E-Mail Address
-
amanda.j.lonsdale.mil@mail.mil, david.a.hugueley.mil@mail.mil
(amanda.j.lonsdale.mil@mail.mil, david.a.hugueley.mil@mail.mil)
- Small Business Set-Aside
- N/A
- Description
- Yellow Ribbon Reintegration Program Event 22-23APR17, Tulsa, Oklahoma Area 1. Event Schedule a. Friday, 21APR17, 1:00p-5:00p i. Staff set up from 1:00p-5:00p b. Saturday, 22APR17, 6:30a-5:00p i. Staff set up from 6:30a-8:00a ii. Event registration 7:30a-9:00a iii. Event conducted from 9:00a-5:00p iv. Lunch meal provided from 12:00p-1:00p c. Sunday, 23APR17, 6:30a-2:00p i. Staff set up from 6:30a-7:30a ii. Breakfast meal provided from 7:30a-8:30a iii. Event conducted from 8:00a-2:00p 2. Sleeping Room Requirements (Both Room Block & Contracted Lodging) a. Requesting a Room Block of: i. 40 rooms Friday night, 21APR17 ii. 125 rooms Saturday night, 22APR17 1. Room block specifications a. Blocked rooms - IPO - Individual reserves and pays the invoice b. Room block titled "Yellow Ribbon" c. Online room block management & online reservations d. Rooms in room block at government rate ($97) or less e. Request cut-off date of 7APR17 f. Prefer all lodging rooms near Yellow Ribbon meeting space g. Prefer complimentary wifi internet for Yellow Ribbon room block rooms h. Lodging offered at an overflow location must be within close proximity of the host event location (roughly no further than 10 minute commute.) If applicable. 3. Meeting Room Requirement a. One meeting room - Yellow Ribbon General Session/Meal Room - 22-23APR17 i. Set up with crescent, with table cloths/draped, pads of paper and pens ii. Seat 405 people iii. Water stations & large trash can iv. Outside meeting room, six 6' tables with table cloths/draped, set up for registration for Saturday 22-23APR17 at 6:00 am b. Four Meeting Rooms - Briefing rooms - 22-23APR17 i. Each Meeting room to seat 105 people ii. Meeting room set with classroom style or crescent rounds, with table cloths/draped, pads and pens iii. Outside each meeting room, one 6' table with table cloths/draped set up NLT 7:00 am iv. Meeting rooms to have water stations and large trash can c. Three meeting rooms - Counseling/Interviews - 22-23APR17 i. Each room set with one round table, with table cloths, pads of paper and pens ii. Each room to seat 6 people iii. Lodging rooms may be used for counseling rooms however must have the beds removed. (If using lodging rooms, will need 5 keys made for staff to each room.) iv. Each room needs water station & trash can d. One meeting room-Yellow Ribbon Headquarters - Must have 24 hr hold 22-23APR17 i. Conference/Rectangle table style/draped not skirted ii. Seating for ten people iii. Locking capabilities - will need five keys for staff iv. Must be on same floor as the briefing rooms v. Mini refrigerator provided in room vi. Microwave provided in room vii. Water station & large trash can e. One/Two rooms - Childcare (Ages 0-5) - Prefer 24 hr hold 22-23APR17 i. Must be two rooms with an airwall in middle. (one side napping/one not) ii. Outside room, one table with two chairs for registration iii. Room set with six tables with chairs iv. Suitable for 30 children (federal law requires 35 square feet per child) v. Mini refrigerator provided in room vi. Water station with plastic cups and large trash can f. One room - Youth Activities (Ages 6-12 & 13-17) - Prefer 24 hr hold 22-23APR17 i. Outside room, one table with two chairs for registration ii. Room set with 8 rounds w/10 Chairs iii. Room set with four 6' or 8' table with chairs iv. Room contain open space for circle group work v. Room has an area "pipe and draped" corner for quiet work or two rooms with an airwall in the middle vi. Room suitable for 60 Youth (federal law requires 35 square feet per child) vii. Room set with water station with plastic cups and large trash cans g. Exhibitor Space - Vendors - Setup NLT 7:00am - 22-23APR17 i. Can be a room or open foyer area ii. Set up with 30 6' tables, two chairs per table 4. A/V Requirements a. Friday, 21APR17 i. A/V requirements for Yellow Ribbon Headquarters 1. Strong WiFi Access b. Saturday, 22APR17 i. A/V requirements for Yellow Ribbon Headquarters 1. Strong WiFi Access ii. A/V requirements for General Session 1. AV cart with power and power strip 2. Projector with VGA and HDMI hook ups and cables 3. Projector Screen - skirted 4. Stage and Podium 5. Mic set up (2 cordless handhelds - not lavaliers) with speakers or tie in to house sound, including necessary cables iii. A/V requirements for each Briefing Room 1. A/V cart with power and power strip 2. Projector with VGA and HDMI hook ups and cables 3. Projector Screen 4. Mic set up (1 cordless handheld - not lavalier) with speakers or tie in to house sound, including necessary cables c. Sunday, 23APR17 i. A/V requirements for Yellow Ribbon Headquarters 1. Strong WiFi Access ii. A/V requirements for General Session 1. AV cart with power and power strip 2. Projector with VGA and HDMI hook ups and cables 3. Projector Screen - Skirted 4. Stage and Podium 5. Mic set up (2 cordless handhelds - not lavaliers) with speakers or tie in to house sound, including necessary cables iii. A/V requirements for each Briefing Room 1. A/V cart with power and power strip 2. Projector with VGA and HDMI hook ups and cables 3. Projector Screen 4. Mic set up (1 cordless handheld - not lavalier) with speakers or tie in to house sound, including necessary cables 5. Food & Beverage Requirements a. Saturday, 22APR17 i. Lunch - 316 Adults, 90 children, 12:00p-1:00p 1. Must be the M&IE rate ($15) or less per person 2. Must be served buffet style 3. Must be a hot lunch 4. Adult meals will be provided in the general session area. Children meals will be provided near childcare/youth rooms. 5. Must have kid friendly meal for kids 6. Will provide final numbers by 7APR17 b. Sunday, 23APR17 i. Breakfast - 316 Adults, 90 children, - 7:30a-8:30a 1. Must be the M&IE rate ($13) or less per person 2. Must be served buffet style 3. Must be a hot breakfast 4. Must be provided in the general session area 5. Will provide final numbers by 7APR17 6. Other Requirements a. Yellow Ribbon Staff will bring in their own laptops and miscellaneous equipment. Hotel must not charge additional fees for bringing in own equipment. b. Prefer all meeting space within close proximity of one another/all on one floor as much as possible. c. Prefer parking costs for all Yellow Ribbon staff and attendees at no additional charge. d. Prefer unlimited access to a copy machine and FAX machine at no additional charge. (In case of last minute, unplanned purposes only.) e. Will need 10 easels for Yellow Ribbon signage use f. OPSEC - Contract awardee hotel personnel (to include sub-contractors if applicable) may be required to set through a 30 minute Security Brief prior to Event (teleconference or in-person) 7. Proposal Requirements a. Proposal must address ALL criteria above to be considered b. Proposal must include a hotel layout c. Proposal must identify hotel space proposed for each above requirement d. Proposal must include proposed meeting room names for each requirement above e. Proposal must include vital hotel information; Address, phone, DUNS #, Cage Code, etc. f. Proposal must include a detailed, all inclusive, expense sheet g. Proposal must reflect tax exempt cost estimate
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/USA/NGB/DAHA34-2/April2017YellowRibbon/listing.html)
- Place of Performance
- Address: Tulsa Metro Area, Tulsa, Oklahoma, 74115, United States
- Zip Code: 74115
- Zip Code: 74115
- Record
- SN04446199-W 20170325/170323235327-82876d96042e7d9423d146aba86c1c32 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
(may not be valid after Archive Date)
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