SAM #W912L726Q0524

Event Planning and Meal Services for 181st PreMobilization Yellow Ribbon Conference (TNARNG)

The Tennessee Army National Guard is seeking contractor support for the 181st PreMobilization Yellow Ribbon Conference, a single-day event for 640 attendees in Chattanooga, Murfreesboro, or Nashville, TN. - Government Buyer: - Department of Defense, Department of the Army, National Guard Bureau, Tennessee Army National Guard (USPFO TN PROCUREMENT, W7N1 USPFO ACTIVITY TN ARNG) - Contracting office located at Houston Barracks, USPFO Purchasing & Contracting, 3041 Sidco Drive, Nashville, TN - Products and Services Requested: - Conference/general session room to seat 640 people, including tables, chairs, podium, American flag, audio-visual equipment (microphone, speaker system, at least 2 projectors), internet connectivity, and water stations - Two childcare breakout rooms (classroom layouts for 20 and 15 children), with televisions, wireless internet, registration tables, and proximity to restrooms - Lobby/vendor space for 25 vendors, each with a table, two chairs, complimentary water station, and wireless internet for at least 40 computers - Lunch meal service for 640 attendees, offering multiple sandwich options (ham, turkey, vegetarian), chips/cookie, beverages, served with linen tablecloths and staffed for beverage refreshment and dish removal - Unique/Notable Requirements: - Security clearances required, including National Agency Check (NAC) SF85P and compliance with DoD and Army regulations - Contractor must provide all personnel, equipment, tools, materials, supervision, and quality control for setup, cleanup, and event support - No lodging required; event is for one day only - Facility agreements and compliance with NAICS 561990 required - Childcare rooms must have televisions and wireless internet - Conference rooms must be locked nightly and keys provided to event point of contact - No specific OEMs or named vendors are referenced in the solicitation.

Description

SEE PWS ATTACHED

REQUEST FOR QUOTE

W912L726Q0524

“Unrestricted”

181st YELLOW RIBBON Mobilization Conference with Meals, Chattanooga, TN*

NO LODGING with this requirement

This is a 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-0524 and is issued as an Request for Quote), unless otherwise indicated herein. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2026-01 effective 13 MARCH 2026. 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*

Chattonooga, TN or – (Perferred) Murfreesboro, TN or Nashville, TN

This is a Request for Quote (RFQ) for the 181st PreMob Yellow Ribbon with Conference Room and Meals included in Chattanooga, TN. The period of performance is 12 July 2026 (Date is confirmed and cannot be changed).  

Please fill in the Excel sheet for the MEALS and 52.204-26 (ATTACHED IN SOLICITATION) send it back to me by THURSDAY, 23 April 2026 @ 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

Conference Rooms (2):  

    <ol>
        <li><strong>Provide </strong><strong>one (1) conference/general session room/gym area</strong> to comfortably seat <strong>640 people</strong>. Contract will include:</li>
    </ol>
    </li>
</ol>
</li>
<li>conference room/ atrium to comfortably seat 640 people;</li>
<li>One (1) 6 ft. or 8 ft. table, with chairs placed in the rear of each area/room &ndash; four (4) total;</li>
<li>One (1) 6 ft. or 8 ft. table at the front of each area/ room for handouts &ndash; four (4) total;</li>
<li>One (1) podium; One (1) American Flag; state flag is optional;</li>
<li>Audio visual equipment &ndash; to include microphone with speaker system and at least 2 Projectors</li>
<li>Must have Internet connectivity in General Session room</li>
<li>Complimentary water station in room(s) &ndash; four (4) total;</li>
<li><em>This room(s) may be used as dining area for the lunch banquet.</em></li>

*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, 12 July 2026 through 5:30pm, 12 July 2026.

5.2.3   Provide two (2) 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 20;  One (1) room 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, 12 July through 5:30pm, 12 July 2026.

6.0      Lobby/Vendor Space: the contractor will:

6.1      Compose lobby area or event space for 25 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 EST, 12 July through 5:30pm EST, 12 July 2026.

7.0      Meals:

7.1      Vendor will provide lunch on 12 July 2026 for 640 people.

Vendor will provide multiple option box lunches on Sunday, 12 July 2026 for 640 people.  Meal will consist of: Example of Lunch Choice of meat Ham/Turkey/Veg sandwiches; Chips/cookie Waters/cold beverages/sodas

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

7.1.4   Lunch will be served from 11:00am – 1200pm EST.

Children will eat with parents. 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.

The Federal Govt is tax exempt. A Tax-Exempt form will be provided at time of award.

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