REQUEST FOR QUOTE - URGENT

W912L724Q0543

“Unrestricted”

***278TH YELLOW RIBBON Mobilization Conference with Meals, Murfreesboro, TN****

NO LODGING with this requirement

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. The solicitation number is W912L7-24-Q-0543 and is issued as an invitation for bids (IFB), unless otherwise indicated herein. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2024-05 effective 22 May 2024. The associated North American Industrial Classification System (NAICS) code for this procurement is 721110 Hotels (except Casino Hotels) and Motels with a small business size standard of $40M. This requirement is Unrestricted.

IMPORT INFORMATION – PLEASE READ

****LOCATIONS****

1. Murfreesboro, TN (PREFERRED)
2. Franklin/Brentwood
3. Nashville

This is a Request for Quote (RFQ) for the 278TH Yellow Ribbon PreMOB with Conference Room and Meals included in Murfreesboro, TN. The period of performance is 17 AUG 2024.  

Please fill in the Excel sheet for the MEALS and 52.204-26 (ATTACHED IN SOLICITATION) send it back to me by THURSDAY, 5 AUGUST 2024 @ 11:00 am CST/12pm EST.

All responsible sources may submit an offer, which shall be considered by this Agency. The following clauses are applicable to this acquisition: FAR 52.212-1 Instructions to Offerors-Commercial Items, FAR 52-212-2 Evaluation Commercial Items, FAR 52-212-3, Online Reps and Certifications, FAR 52.212-4 Contract Terms and Conditions-Commercial Items, FAR 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders—Commercial Items, FAR 52.225-1 and Buy America Act Supplies.

Please see attached Performance Work Statement (PWS) for all details

• 1. Conference Rooms (6):   1500 people approximately
     1. Provide one (1) conference/general session room to comfortably seat 1500 people. Contract will include:
• conference room/ atrium to comfortably seat 1500 people;
• *table arrangement in classroom style. with no more than ten (10) people per table;
• One (1) 6 ft. or 8 ft. table, with chairs placed in the rear of each area/room – four (4) total;
• One (1) 6 ft. or 8 ft. table at the front of each area/ room for handouts – four (4) total;
• One (1) podium; One (1) American Flag; state flag is optional;
• Audio visual equipment – to include microphone with speaker system and at least 2 Projectors
• Must have Internet connectivity in General Session room
• Complimentary water station in room(s) – four (4) total;
• This room(s) may be used as dining area for the lunch banquet.

*Vendor may suggest alternative options to seating and/or meeting space arrangements to those specified in this Performance Work Statement in efforts to meet event requirements. Eight (8) 6 ft. or 8 ft. registration/administration tables with two chairs (2) per table located outside meeting room.

5.2.2   General Session conference room is required from 6:30am, 17 August through 5:30pm, 17 August 2024.

5.2.3   Provide five (5) conference/ break-out rooms designated for childcare. Each room will:

• • Be conjoining or located in close proximity to each other;
  • Have an in-room lavatory or be located in direct proximity to restrooms;
  • One (1) room will be arranged in a classroom layout with seating for 30; 
  • Three (3) rooms will be arranged in a classroom layout with seating for fifteen (15) and open space for free play;
  • One (1) table and one (1) chair will be placed outside rooms for registration.
  • Each room designated for childcare shall have a television
  • Children will eat with parent(s).
  • Rooms will be equipped with wireless internet

5.2.4   Rooms designated for Childcare are required from 6:30am, 17 August through 5:30pm, 17 August 2024

6.0       Lobby/Vendor Space: the contractor will:

6.1       Compose lobby area or event space for 40 vendors having one (1) 6ft or 8ft table per vendor; two (2) chairs per table; and complimentary water station.

6.1.2   Designated vendor area will be located in close proximity to the General Sessions room.

6.1.3   Wireless internet capability is required to efficiently accommodate no less than 40 computers.

6.1.4   Space designated for Vendors is required 6:30am, 17 August through 5:30pm, 17 August 2024.

7.0       Meals:

7.1       Vendor will provide a Continental breakfast on 6:30am, 17 August through 5:30pm, 17 August 2024 for 1500 people. Meal will consist of:  Continental Breakfast

• Coffee, hot tea assortment, water (no bottled water), orange juice & milk;
• Sliced seasonal fruit;
• Bread & pastries such as muffins, bagels with cream cheese or danishes
  1. 1. Breakfast service will be from 6:30am – 8:30am.

• Breakfast pastries/muffins, fruit, coffee, and tea will be left for consumption after the breakfast service has closed. Items will be removed only after depletion or to prepare for the service of the next meal.
  1. 1. Vendor will provide a buffet style lunch banquet on Saturday, 17 August 2024 for 1500 people.  Meal will consist of: Example of Lunch
  2. Sweet tea, unsweet tea & lemonade;
  3. Coffee – Ref 6.2.4
  4. Salad – garden or ceasar;
  5. Choice of two (2) entrees/meat dishes;
  6. Two (2) vegetable choices (salad will not be considered as side item);
  7. Bread/rolls with butter;
  8. Dessert (see 6.2.4).

7.1.4   Vendor will provide linen table cloths for each dining table and servers for beverage refreshment and dish removal during mealtime.

7.1.5   Lunch will be served from 11:00am – 1:00pm.

• Vendor will make adequate serving provisions to optimize time allotted for meals.
• Children will eat with parents.

7.1.6   Serving portions will be a minimum of the following: meat – 8oz.; vegetables – 4oz. each; bread – 1 dinner roll; dessert – 1 serving, 6oz. each.

7.1.7   Dessert and coffee will be included in the total cost of the lunch meal but will be offered to event participants for consumption at 2:00pm.

1. 1. 1. Entrees or side items containing peanuts or peanut-derived ingredients will not be served.

Entrees or side items containing peanuts or peanut-derived ingredients will not be served.