SAM #W912JD26QA008

Venue, Meals, and Event Support Services for Maine Army National Guard Pre-Deployment Yellow Ribbon Event

This opportunity is for the Maine Army National Guard's Pre-Deployment Yellow Ribbon Event, seeking a contractor to provide a venue, meals, and event support services for Service Members and their families. - Government Buyer: - W7NC USPFO ACTIVITY ME ARNG (United States Property and Fiscal Office, Maine Army National Guard) - Part of the DEPT OF DEFENSE, DEPT OF THE ARMY, NATIONAL GUARD BUREAU - OEMs and Vendors: - No specific OEMs or named vendors are identified in the solicitation or attachments - Products/Services Requested: - Venue rental within 10 miles of I-95 between Auburn, ME and Augusta, ME - Event management and on-site coordination - Security services for event access control - Continental breakfast for up to 325 family members (including 75 children) - Hot lunch for up to 625 attendees (300 service members, 325 family members) - Venue accommodations: - Two conference rooms (up to 300 attendees each) - Dining space for 625 attendees - Open space for service provider fair (15 tables, 2 chairs each) - Two small meeting rooms for youth programming/childcare (up to 50 attendees each) - One counseling room (4 attendees) - Audio/visual equipment (sound system, microphones, projectors, screens, podium) - All meals must accommodate dietary restrictions and food allergies, with food safety certifications required - Unique or Notable Requirements: - Venue must be located within 10 miles of the I-95 corridor between Auburn and Augusta, ME - Compliance with DODI 1342.28 and the Performance Work Statement (PWS) - Subject to the Service Contract Act and applicable wage determinations - Set aside for small businesses - All services and meals must be provided on a single day (8:00 AM to 4:00 PM) - Emphasis on professional appearance and health/safety compliance - No specific part numbers or branded products are listed

Description

Amendment 0001 issued - 4-17-2026.

The Maine Army National Guard (MEARNG) Yellow Ribbon Program intends to host a Pre Deployment Yellow Ribbon Event that provides training and resources for Service Members and Family Members of the Maine Army National Guard per guidance found in DODI 1342.28. Guidelines for this event are specified in section 5 of the Performance Work Statement (PWS).

This competitive solicitation is to be issued as: 100% set-aside under Small Business IAW 19.104 – Small Business Set-Aside

The United States Property and Fiscal Office (USPFO) Contracting Office intends to award a firm-fixed-price (FFP) purchase order, resulting from this solicitation.

Period of Performance: 12 July 2026 – 08:00 (8:00am Est) ~ Sunday, 12 July 2026 16:00 (4:00pm Est)

Location: Rental of venue must be within 10 miles of Interstate (I-95) corridor and between Auburn, Maine and Augusta, Maine.

Amendments: Amendments to this solicitation will be posted at https://sam.gov/content/opportunities Paper copies of the amendments will NOT be individually mailed. By registering to receive notifications on Contracting Opportunities, quoters will be notified by email of any new amendments that have been issued. Potential Quoter's are advised that they are responsible for obtaining and acknowledging any amendments to the solicitation. Failure to acknowledge an amendment may result in your offer being considered unacceptable.

Basis for Award: The Government intends to award a single purchase order to a responsible vendor whose quote represents the best value to the Government, with appropriate consideration given to three (3) evaluation factors. Technical, Past Performance, and Price, IAW RFO 12.203(b). Award may be made without discussions with potential contractors. Interested contractors are cautioned that the award may not necessarily be made to the lowest priced quote. Interested parties are cautioned that an unrealistically low price, as proposed initially or subsequently, may be ground for eliminating a quote from consideration, either on the basis that the offeror does not understand the requirement, or he/she made an imprudent offer. Evaluation will be\ solely on the information included in the quotation. Therefore, the quoter's initial quotation should contain the offerors best terms. After receipt of quotes, the Government will conduct an evaluation. However, during the evaluation process, the Government may, solely at its discretion, communicate with interested contractors regarding quote elements. Reference 12.203(b) Basis for Award.

Submittal of Solicitation Questions: Questions concerning this RFQ or requests for clarification shall be made in writing via email to the Contract Specialist, Daniel Bibeau at daniel.s.bibeau.mil@army.mil. The due date for questions will be 3:00 PM EDT on May 4th, 2026. As soon as an Offeror is aware of any problems or ambiguities in interpreting the specifications, terms/conditions, instructions or evaluation criteria of this RFQ, the Offeror should promptly notify the Contracting Officer. It is preferred that only one set of questions be submitted by each Offeror instead of multiple sets of questions. When submitting questions and comments, please refer to the specific text of the RFQ in the following format:

Subject: Pre-Deployment Yellow Ribbon Event – RFQ No: W912JD26QA008

A written notice of award or acceptance of a quote, mailed or otherwise furnished to the successful contractor within the time for acceptance specified in the quote, shall result in a binding contract without further action by either party. Before the quote's specified expiration time, the Government may accept a quote (or part of a quote), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

Evaluation will be solely on the information included in the quotation. Therefore, the interested contractor's initial quotation should contain the contractor's best terms. After receipt of quotes, the Government will conduct an evaluation. However, during the evaluation process, the Government may, solely at its discretion, communicate with interested contractors regarding quote elements.

The Service Contact Act applies to this contract and requires the Contractor and Subcontractor to pay the minimum locally prevailing wages and fringe benefits reflected in the applicable Service Contract Act. The following Service Contact Act have been incorporated and can be downloaded from SAM.gov.

Wage Determination: 2015-4009 – Rev No. 32 – Dated 12-03-2025

Discussions: The Government intends to evaluate offers and award a contract without discussions with offerors. Therefore, the offeror's initial offer should contain the offeror's best terms from a price and technical standpoint. However, the Government reserves the right to conduct discussions if later determined by the Contracting Officer to be necessary. The Government may reject any or all offers if such action is in the public interest; accept other than the lowest offer; and waive informalities and minor irregularities in offers received.

To meet compliance with DFARS 252.232-7003, Electronic Submission of Payment Requests, all Contractors must submit requests for payment (invoices) through PIEE. Additional information and registration for PIEE can be completed online at https://wawf.eb.mil /piee-landing/. Payment will be made by DFAS office designated in the contract. All payments will be made by electronic transfer of funds (EFT). The Government will make payment through PIEE upon satisfactory completion of work and the receipt of a proper certification for payment.

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