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Hotel Conference, Catering and Rooms

  Tulsa, OK United States — Department of the Army, National Guard Bureau
Published March 23, 2017 — Deadline March 31, 2017 (2 years ago)
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Notice type
Contract notice
Yellow Ribbon Reintegration Program Event 22-23APR17, Tulsa, Oklahoma Area1. Event Schedulea. Friday, 21APR17, 1:00p-5:00pi. Staff set up from 1:00p-5:00pb. Saturday, 22APR17, 6:30a-5:00pi. Staff set up from 6:30a-8:00aii. Event registration 7:30a-9:00aiii. Event conducted from 9:00a-5:00piv. Lunch meal provided from 12:00p-1:00pc. Sunday, 23APR17, 6:30a-2:00pi. Staff set up from 6:30a-7:30aii. Breakfast meal provided from 7:30a-8:30aiii. 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 specificationsa. Blocked rooms - IPO - Individual reserves and pays the invoiceb. Room block titled "Yellow Ribbon"c. Online room block management & online reservationsd. Rooms in room block at government rate ($97) or lesse. Request cut-off date of 7APR17f. Prefer all lodging rooms near Yellow Ribbon meeting space g. Prefer complimentary wifi internet for Yellow Ribbon room block roomsh. 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 Requirementa. One meeting room - Yellow Ribbon General Session/Meal Room - 22-23APR17i. Set up with crescent, with table cloths/draped, pads of paper and pensii. Seat 405 peopleiii. Water stations & large trash caniv. Outside meeting room, six 6' tables with table cloths/draped, set up for registration for Saturday 22-23APR17 at 6:00 amb. Four Meeting Rooms - Briefing rooms - 22-23APR17i. Each Meeting room to seat 105 peopleii. Meeting room set with classroom style or crescent rounds, with table cloths/draped, pads and pensiii. Outside each meeting room, one 6' table with table cloths/draped set up NLT 7:00 amiv. Meeting rooms to have water stations and large trash canc. Three meeting rooms - Counseling/Interviews - 22-23APR17i. Each room set with one round table, with table cloths, pads of paper and pensii. Each room to seat 6 peopleiii. 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 cand. One meeting room-Yellow Ribbon Headquarters - Must have 24 hr hold 22-23APR17i. Conference/Rectangle table style/draped not skirtedii. Seating for ten people iii. Locking capabilities - will need five keys for staffiv. Must be on same floor as the briefing roomsv. Mini refrigerator provided in roomvi. Microwave provided in roomvii. Water station & large trash cane. One/Two rooms - Childcare (Ages 0-5) - Prefer 24 hr hold 22-23APR17i. Must be two rooms with an airwall in middle. (one side napping/one not)ii. Outside room, one table with two chairs for registrationiii. Room set with six tables with chairsiv. Suitable for 30 children (federal law requires 35 square feet per child)v. Mini refrigerator provided in roomvi. Water station with plastic cups and large trash canf. One room - Youth Activities (Ages 6-12 & 13-17) - Prefer 24 hr hold 22-23APR17i. Outside room, one table with two chairs for registrationii. Room set with 8 rounds w/10 Chairsiii. Room set with four 6' or 8' table with chairsiv. Room contain open space for circle group workv. Room has an area "pipe and draped" corner for quiet work or two rooms with an airwall in the middlevi. 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 cansg. Exhibitor Space - Vendors - Setup NLT 7:00am - 22-23APR17i. Can be a room or open foyer areaii. Set up with 30 6' tables, two chairs per table 4. A/V Requirementsa. Friday, 21APR17i. A/V requirements for Yellow Ribbon Headquarters1. Strong WiFi Accessb. Saturday, 22APR17i. A/V requirements for Yellow Ribbon Headquarters1. Strong WiFi Accessii. A/V requirements for General Session1. AV cart with power and power strip2. Projector with VGA and HDMI hook ups and cables3. Projector Screen - skirted4. Stage and Podium5. Mic set up (2 cordless handhelds - not lavaliers) with speakers or tie in to house sound, including necessary cablesiii. A/V requirements for each Briefing Room1. A/V cart with power and power strip2. Projector with VGA and HDMI hook ups and cables3. Projector Screen4. Mic set up (1 cordless handheld - not lavalier) with speakers or tie in to house sound, including necessary cablesc. Sunday, 23APR17i. A/V requirements for Yellow Ribbon Headquarters1. Strong WiFi Accessii. A/V requirements for General Session1. AV cart with power and power strip2. Projector with VGA and HDMI hook ups and cables3. Projector Screen - Skirted4. Stage and Podium5. Mic set up (2 cordless handhelds - not lavaliers) with speakers or tie in to house sound, including necessary cablesiii. A/V requirements for each Briefing Room1. A/V cart with power and power strip2. Projector with VGA and HDMI hook ups and cables3. Projector Screen4. Mic set up (1 cordless handheld - not lavalier) with speakers or tie in to house sound, including necessary cables 5. Food & Beverage Requirementsa. Saturday, 22APR17 i. Lunch - 316 Adults, 90 children, 12:00p-1:00p1. Must be the M&IE rate ($15) or less per person2. Must be served buffet style3. Must be a hot lunch4. 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 kids6. Will provide final numbers by 7APR17 b. Sunday, 23APR17i. Breakfast - 316 Adults, 90 children, - 7:30a-8:30a1. Must be the M&IE rate ($13) or less per person2. Must be served buffet style3. Must be a hot breakfast4. Must be provided in the general session area5. Will provide final numbers by 7APR17 6. Other Requirementsa. 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 usef. 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 Requirementsa. Proposal must address ALL criteria above to be consideredb. Proposal must include a hotel layoutc. Proposal must identify hotel space proposed for each above requirementd. Proposal must include proposed meeting room names for each requirement abovee. 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  

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Fact Sheet

DATE
0323
YEAR
17
AGENCY
Department of the Army
OFFICE
National Guard Bureau
LOCATION
138 MSG/MSC, OK ANG
ZIP
74115-1699
CLASSCOD
V
NAICS
721110
OFFADD
4200 N. 93RD EAST AVENUE TULSA OK 74115-1699
SUBJECT
Hotel Conference, Catering and Rooms
SOLNBR
April2017YellowRibbon
RESPDATE
033117
CONTACT
Amanda Lonsdale, Phone 9188337305, Email amanda.j.lonsdale.mil@mail.mil - David Hugueley, Phone 9188337118, Email david.a.hugueley.mil@mail.mil
DESC
Yellow Ribbon Reintegration Program Event 22-23APR17, Tulsa, Oklahoma Area1. Event Schedulea. Friday, 21APR17, 1:00p-5:00pi. Staff set up from 1:00p-5:00pb. Saturday, 22APR17, 6:30a-5:00pi. Staff set up from 6:30a-8:00aii. Event registration 7:30a-9:00aiii. Event conducted from 9:00a-5:00piv. Lunch meal provided from 12:00p-1:00pc. Sunday, 23APR17, 6:30a-2:00pi. Staff set up from 6:30a-7:30aii. Breakfast meal provided from 7:30a-8:30aiii. Event conducted from 8:00a-2:00p
URL
https://www.fbo.gov/spg/USA/NGB/DAHA34-2/April2017YellowRibbon/listing.html
SETASIDE
N/A
POPCOUNTRY
US
POPZIP
74115
POPADDRESS
Tulsa Metro Area

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