SAM #W912KZ26RA003

Lodging and Refreshment Services for KYNG FY26 Yellow Ribbon Program Event

This opportunity seeks a small business to provide lodging and refreshment services for the Kentucky National Guard's FY26 Yellow Ribbon Reintegration Program Pre-Deployment Event. - Government Buyer: - United States Department of Defense, Department of the Army, National Guard Bureau, JFHQ USPFO KY, USPFO KY PROCUREMENT, W7NA USPFO ACTIVITY KY ARNG - Kentucky National Guard - Products/Services Requested: - Lodging accommodations for approximately 170 people (about 120 rooms: 85 double/queen, 35 king beds) for the night before the event, within 50 miles of Catlettsburg, KY - Refreshment services for 400 attendees, including snacks (pastries, bagels, chips, fruit) and beverage stations (coffee, water), plus a dedicated children's refreshment station for 25 children - One attendant to manage refreshment stations from 0700 to 1500 on event day - Notable Requirements: - Lodging must be near the event venue or within a 50-mile radius in Kentucky - Vendor must provide cancellation policy and room block flexibility - Compliance with FAR part 12 for commercial products and services - Current SAM registration required - All costs related to making the property available are the vendor's responsibility - No specific OEMs or named vendors are mentioned; procurement is set aside for small businesses under NAICS 721110 (Hotels and Motels) - Place of Performance: Boyd Convention and Arts Center, 15605 State Route 180, Catlettsburg, KY 41129

Description

NOTICE TO OFFERORS: SUBJECT TO AVAILABILITY OF FUNDS (SAF) and CONGRESSIONAL MANDATE

1.0. Availability of Funds: Pursuant to FAR 52.232-18 (Availability of Funds), funds are not presently available for this effort. No legal liability on the part of the Government for any payment may arise until funds are made available to the Contracting Officer for this contract and until the Contractor receives notice of such availability, to be confirmed in writing by the Contracting Officer.

1.1. High Priority and Mandated Funding Anticipation: Offerors are expressly advised that this requirement is designated as a High Priority. It is a Congressionally Mandated requirement established by the 2008 National Defense Authorization Act (NDAA), Section 582 of Public Law 110-181. Because of this statutory mandate, funding is anticipated to be allocated expeditiously once appropriations are released. Offerors shall prepare and submit their proposals with the understanding that contract award is highly anticipated, and pricing/validity periods should be maintained accordingly.

2.0. NGKY intends to award a firm fixed price contract for Lodging the night of 28 May 2026 and Light Refreshments on 29 May 2026 for the FY26 Yellow Ribbon Reintegration Program (YRRP) Event to support the 201st EN BN at Boyd Convention and Arts Center, 15605 State Route 180, Catlettsburg, KY 41129, see attached statement of work specifications.

2.1. NGKY intends to award a firm fixed price contract to a responsible offeror whose quote meets or exceeds our requirements under the authority of FAR part 12 Acquisition of Commercial Products and Commercial Services. Any quote that does not meet the specifications will not be considered for award. We intend to evaluate offers and award the contract without discussions.

2.2. The Government reserves the right to cancel this solicitation, either before or after the closing date. In the event the Government cancels this solicitation, the Government has no obligation to reimburse an offeror for any costs. The contractor is responsible for all costs related to making the property available for use, such as payment of all transportation, installation or rehabilitation costs. Offerors must have a current registration in the System for Award Management (SAM) at https://www.sam. gov as of the date that quotes are due. Offerors must maintain a current registration in SAM for the entire duration of the purchase order and to facilitate disbursement of payments. Offerors shall ensure all representations and certifications are current in SAM as a condition of award.

3.0. This requirement is 100% set-aside for [Small Business] under NAICS 721110, and only qualified offerors may submit quotes

3.1. Pricing submitted by each vendor will be evaluated to ensure that the proposal provided by the contractor quotes the requirement in its entirety. A single firm fixed price award shall be made on the basis of Lowest Price, the Government will evaluate pricing in accordance with FAR 12.204(a) to determine if the offerors proposed price is fair and reasonable. Although the Government intends to award without discussions, if the price is not determined to be fair and reasonable, negotiation may commence. The Government reserves the right to seek additional information if required to determine fair and reasonable.

4.0. Clarifying questions due by 1200 EDT 27 APR 2026. 

4.1. Proposals due by 0800 EDT 04 MAY 2026.

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