278TH TF1 POST YELLOW RIBBON

REQUEST FOR QUOTE

W912L726Q0500

“Unrestricted”

REVD CLOSE DDATE 9 OCT 2025 @ 9AM CST

***278TH YELLOW RIBBON Mobilization Conference with Meals

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 W912L7-26-Q-0500 and is issued as an Request for Quote (RFQ) unless otherwise indicated herein. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2025-05 effective 7 AUG 2025. The associated North American Industrial Classification System (NAICS) code for this procurement is 561990 All Other Support Services with a small business size standard of $16,500M. This requirement is Unrestricted.

Event and meeting planning services

IMPORT INFORMATION – PLEASE READ

****LOCATIONS****

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

This is a Request for Quote (RFQ) for the 278TH Post Yellow Ribbon with Conference Room(s) and Meals included in Murfreesboro, TN. The period of performance is 15 NOV 2025.  

Quotes are due by MONDAY. 6 OCTOBER 2025 @ 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):   1300 people approximately
     1. Provide one (1) conference/general session room to comfortably seat 1300 people. Contract will include:
• conference room/atrium to comfortably seat 1300 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 or Jumbotron
• 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 7:00am, 15 November through 15:30pm(3:30pm), 15 August 2025.

5.2.3   Provide up to (5) conference/ break-out rooms designated for Childcare. Each room will:

                        1 Room will be for small children childcare (ages 0-5)

                        4 rooms or space for older children

• • 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 7:00am, 15 November through 15:30pm, 15 November 2025

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 7:00am, 15 November through 15:30pm, 15 November 2025.

7.0       Meals:

7.1       Vendor will provide a Continental breakfast on 7:00am, 15 November through 15:30pm, 15 November 2025 for 800-1300 people. Meal will consist of: Continental Breakfast

• Coffee, hot tea assortment, water (no bottled water), orange juice & milk; - 1300 personnel
• Sliced seasonal fruit; - 800 personnel
• Bread & pastries such as muffins, bagels with cream cheese or danishes - 800 personnel
  1. 1. Breakfast service will be from 8:00am – 9:00am.

• 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, 15 November 2025 for 1300 people.  Meal will consist of: Example of Lunch
  2. Sweet tea, unsweet tea & lemonade;
  3. Coffee – Ref 7.1.7
  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 7.1.7).

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.
          

8.0       Security Requirements:

8.1       The contractor will be required to complete National Agency Check (NAC) SF85P.  Obtain any clearances that are required to conduct duties for TNARNG.

8.1.2   Vendor will lock all conference rooms nightly when not in use and keys will be given to Point of Contact of event.

9.0       Proposal Contract Information:

9.1       When submitting a proposal all vendors MUST provide Cage Code, Unique Entity ID (UEI) number, and Tax identification number. Vendors must already have their Representations and Certifications completed in SAM.gov | Home prior to submission of proposal.

8.1.2   Contract Specialist for this Request for Proposal is Mrs. Rhonda Lien, rhonda.m.lien.civ@army.mil, - Please email with any questions. Carbon Copy the Contracting Officer for this request: Teresa Baxter, Teresa.a.baxter.civ@army.mil.

Please send in your quote with the final price by email to rhonda.m.lien.civ@army.mil. The federal government requests the per-diem rate.