Yellow Ribbon Reintegration Program - Oahu

PERFORMANCE WORK STATEMENT FOR YELLOW RIBBON REINTEGRATION PROGRAM 1. DISCUSSION. The 624 Regional Support Group's Deployment Cycle Support will host a Yellow Ribbon Reintegration Program for the 60 Day Post Deployment Event stationed with 624 Regional Support Group/48 Aerial Port Squadron at Hickam AFB, Hawaii. The workshops will be conducted on 16 - 18 April 2010. 1.1. RATIONALE. DTM 08-029 authorizes the military department to provide support, including food, lodging, and child care, for Yellow Ribbon programs to assist members of the Armed Forces with programs that improve family readiness. 2. THE RETREAT WILL CONSIST OF THREE PHASES FOR THE 60 DAY POST DEPLOYMENT EVENT. 2.1. Yellow Ribbon Reintegration Program will consist of the following phases. 2.1.1. Phase 1: Pre-Registration/Check In. The guest will check into the Hotel on Friday, registration for the event, and meet & greet with the speakers. 2.1.2. Phase 2: Briefings & Benefits. Focus on getting the guests the information and benefits they are entitled to. 2.1.3. Phase 3: Group Work. The guests will break up into smaller groups to work on specific areas of concern, and received more personal care to issues. 3. PROPERTY & SERVICES. 3.1. PROPERTY. Contractor must provide a facility on the island of Oahu that will provide isolation from the daily unit functions, as well as privacy. The setting must provide an environment conducive to learning and gain the full attention from the military members & their family to enhance the learning experience. Contractor must provide all staff members with internet access via Wi-Fi or LAN network for the duration of the conference in both public areas and guest rooms. 3.2. CONFERENCE ROOMS. Contractor must provide the following to accommodate the 60 Day Post Deployment Event. 3.2.1. Day 1 will consist of the following: 3.2.1.1. Registration 3.2.1.1.1. One conference room to accommodate 70 people 3.2.1.1.2. Three round tables consisting of six chairs per table 3.2.1.1.3. Four rectangular tables consisting of two chairs per table 3.2.2. Day 2 will consist of the following: 3.2.2.1. Briefings & Benefits 3.2.2.1.1. One conference room to accommodate 70 people 3.2.2.1.2. Twelve round tables consisting of six per table 3.2.2.1.3. One rectangular table at back entrance of the room 3.2.2.1.4. Pads, pens and mints will be available on each round table 3.2.2.1.5. One private offices for confidential counseling to accommodate 10 people 3.2.2.1.6. One round table consisting of six chairs per table for private office 3.2.2.2. Child Care Activities 3.2.2.2.1. Two conference rooms to accommodate 50 children 3.2.2.2.1.1. Rooms provided will either be adjoining or in close proximity to one another 3.2.2.2.1.2. One room will be dedicated to toddlers and younger children with cribs and highchairs. The other will serve older children with tables and chairs, as well as sleeping mats and blankets. Sheets and blankets may be substituted for sleeping mats so long as the conference room is carpeted. 3.2.2.2.2. All rooms must be Short Term Alternative Child Care (STACC) certified 3.2.2.2.3. TV with DVD player and VCR in each room 3.2.2.2.4. Four round tables 3.2.2.2.5. Eight chairs at each table 3.2.2.2.6. Four rectangular tables along the wall 3.2.2.2.7. Two cribs 3.2.2.2.8. Five high chairs 3.2.2.2.9. Pillows, blankets and sheets for 15 children 3.2.2.2.10. Water station in each room 3.2.3. Day 3 will consist of the following: 3.2.3.1. Group Work 3.2.3.1.1. Three conference rooms to accommodate 60 people. One large conference with two dividers, providing three rooms will suffice. 3.2.3.1.2. Nine round tables (3 round tables in each room) consisting of six chairs per table 3.2.3.2. Child Care Activities 3.2.3.2.1. Two conference rooms to accommodate 50 children 3.2.3.2.1.1. Rooms provided will either be adjoining or in close proximity to one another 3.2.3.2.1.2. One room will be dedicated to toddlers and younger children with cribs and highchairs. The other will serve older children with tables and chairs, as well as sleeping mats and blankets. Sheets and blankets may be substituted for sleeping mats so long as the conference room is carpeted. 3.2.3.2.2. All rooms must be Short Term Alternative Child Care (STACC) certified 3.2.3.2.3. TV with DVD player and VCR in each room 3.2.3.2.4. Four round tables 3.2.3.2.5. Eight chairs at each table 3.2.3.2.6. Four rectangular tables along the wall 3.2.3.2.7. Two cribs 3.2.3.2.8. Five high chairs 3.2.3.2.9. Pillows, blankets and sheets for 15 children 3.2.3.2.10. Water station in each room 3.3. CHILDCARE PROGRAM. 3.3.1. Childcare Providers. Childcare Provider will be on a separate contract. 3.3.2. Pre-school age children. Children ages 0-4 years will remain on site for the duration of the conference. Meals and snacks and AV Support will be provided by the hotel. Childcare providers will bring activities and games for the younger children to participate in throughout the day. Providers will take children who can walk on small excursions outside of the conference room throughout the day. 3.3.3. School-age children. Children ages 5-18 will remain on site for the duration of the conference. Meals, snacks, and AV Support will be provided by the hotel. Providers will take children on childcare activities during the conference 3.3.4. Hours of Care 3.3.4.1. 17 April 8:30am-3:30pm 3.3.4.2. 18 April 7:30am-12:30pm 3.4. AV EQUIPMENT. Contractor must provide audiovisual equipment for each conference room on 17-18 April 2010. 3.4.1. Equipment requirements for 60 Day Post Deployment conference room are: 3.4.1.1. Video extension cables (50ft to 100ft long) 3.4.1.2. Power extension cord/strip to run all AV equipment 3.4.1.3. Projector screen 3.4.1.4. AV table 3.4.1.5. Podium 3.4.1.6. Adapter to connect from the computer to the sound system 3.4.1.7. Wireless sound equipment 3.4.1.8. One wireless handheld microphone 3.4.2. Equipment requirements for each child care conference room are: 3.4.2.1. TV 3.4.2.2. VCR 3.4.2.3. DVD 3.4.3. ROOMS. Contractor must provide rooms to accommodate families with children. Families with more than three children will require adjoining rooms. 3.4.4. 26 Participant family rooms for the 16th to the 17th of April 2010. 3.4.5. 20 Staff rooms for the 16th to the 17th of April 2010. 3.4.6. All participant family rooms will be given a late checkout on the 18th of April 2010 no earlier than 1:00 p.m. or a secure room for guests luggage. 3.4.7. All staff rooms will be given a late checkout on the 18th of April 2010 no earlier than 3:00 p.m. or a secure room for guests luggage. 3.5. PARKING. Contractor must include prepaid parking within the contract. One per family, one per staff as well as for all childcare providers. 4. MEALS. Contractor must provide meals and snacks in the form of buffets for the days of 17 - 18 April 2010. Meals for participants are not to be served in conference rooms used for teaching/lecture purposes. Pricing must include tax and gratuity. Contractor must provide snacks and meals in the same conference room in which the children receive care. Contractor must provide a minimum of one snack and one juice per snack break for the children in child care. 4.1. Meal Schedule: 4.1.1. 17 April 2010, Saturday 4.1.1.1. Light Breakfast Refreshments (doughnuts, bagels, muffins, seasonal fruit) for 75 participant adults and 30 children. 4.1.1.2. Lunch buffet (to include 2 meats, seasonal vegetable side, pasta side, salad with dressings, and bread - will not accept sandwich style buffet) for 75 adults and 30 children. 4.1.1.3. Snack (pretzels, cookies, chips) for 75 participant adults and 30 children. 4.1.1.4. Beverage (water, coffee, & tea) service in conference rooms during lecture sessions. 4.1.2. 18 April 2010, Sunday 4.1.2.1. Light Breakfast Refreshments (doughnuts, bagels, muffins, seasonal fruit), 75 adults and 30 children. 4.1.2.2. Beverage (water, coffee, & tea) service in conference rooms during lecture sessions.