SAM #W912J2-26-Q-A003

Hotel, Conference, AV, and Catering Services for WIARNG Event in Fox Valley (Green Bay, WI)

The Wisconsin Army National Guard (WIARNG) is seeking comprehensive hotel, conference, audio/visual, and catering services for a large event in the Fox Valley (Green Bay, WI) area. - Government Buyer: - United States Property and Fiscal Office for Wisconsin (USPFO WI), Purchasing and Contracting Division, Camp Douglas, WI - Wisconsin Army National Guard, Yellow Ribbon Reintegration Program - 2-127th Infantry Battalion - Products and Services Requested: - Hotel lodging: 58 double bed rooms per night for July 9-11 (totaling up to 166 room nights) - Conference space: General session room, resource room, privacy room, nanny room (minimum 1200 sq ft), child care/youth room (minimum 1200 sq ft), registration area - Audio/visual equipment and setup: Screens, A/V carts, TVs/DVDs, sound system, Wi-Fi, projection screens - Catering: Buffet-style government lunches for up to 440 adults and 28 children per day, including gluten-free options, desserts, drinks, and coffee; meals must meet federal per diem standards - Unique or Notable Requirements: - All conference activities and meals must be provided within one building - Hotel rooms may be in neighboring hotels within two miles of the conference venue - Specific room setups and amenities (e.g., cabaret seating, skirted tables, water stations, pack and plays, refrigerators, microwaves) - Final quantities for meals and rooms will be confirmed prior to the event - All requirements must conform to the Statement of Work and be priced in the bid sheet - No specific OEMs or brands are named; vendors must provide all necessary equipment and services - Place of Performance: - Fox Valley (Green Bay, WI) area for event and lodging - Contracting office at Camp Douglas, WI

Description

This is a combined synopsis/solicitation for commercial supplies prepared in accordance with the format in Subpart 12.205, as supplemented with additional information included in this notice.

(i) This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued.

(ii) The solicitation number assigned to this action is W912J2-26-Q-A003. The solicitation is issued as a Request for Quote (RFQ) from the United States Property and Fiscal Office for Wisconsin, Purchasing and Contracting Division, Camp Douglas, WI 54618.

(iii) This requirement is unrestricted with an applicable NAICS Code of 721110. Hotels (Except Casino Hotels) and Motels with a small business size standard of $40M.

(iv)Please send proposals In Accordance With (IAW) the Statement of Work

(v) The WIARNG is looking for a Hotel Lodging and Conference Space Rental to include Audio Video and Meals/Coffee in the Fox Valley area (Greenbay, WI area). But can go as far as 34-40 miles out. *All conference space must be within one building and all meals must be served within that building.  The required sleeping rooms can be in neighboring hotels but must be within two miles distance from the conference space.**

(vi) Delivery schedule shall be 10 July 2026 to 12 July 2026. Lodging will be for the nights of the 9th , 10th, and 11th of July 2026. 

(vii) Evaluation will be based on lowest price offeror meeting or exceeding the requirements specified in the Statement of Work.  To be considered all bids must include the following:      

     1. Conformance to the Statement of Work.        

     2. Complete bid sheet (excel spreadsheet will be provided.)

(viii)A firm fixed price contract award is anticipated.  

(ix) The following additional agreement requirement(s) or terms and conditions determined by the contracting officer to be necessary for this acquisition:

(x) In accordance with DFARS 252.232-7003, Electronic Submission of Payment Requests and Receiving Reports, the contractor shall submit their payment request electronically using the Wide Area Workflow (WAWF). The WAWF website is located at https://wawf.eb.mil. There is no charge to use WAWF.

The following clauses and provisions are incorporated by reference into this solicitation. Full text is available at https://www.acquisition.gov. 

52.212-4 Contract Terms and Conditions--Commercial Items

52.222-50 Combating Trafficking in Persons

52.232-40 Providing Accelerated Payments to Small Business Subcontractors

252.203-7002 Requirement to Inform Employees of Whistleblower Rights

252.204-7003 Control of Government Personnel Work Product

252.203-7005 Representation Relating to Compensation of Former DoD Officials

252.204-7008 Compliance with Safeguarding Covered Defense Information Controls and 

252.204-7012 Safeguarding of Unclassified Controlled Technical Information

252.204-7015 Notice of Authorized Disclosure of Information for Litigation Support

252.204-7016 Covered Defense Telecommunications Equipment or Services—Representation, DFARS Provisions

252.204-7017 - Prohibition on the Acquisition of Covered Defense Telecommunications Equipment or Services—Representation and DFARS Clause

252.204-7018 - Prohibition on the Acquisition of Covered Defense Telecommunications Equipment or Services

252.211-7008 Use of Government-Assigned Serial Numbers

252.225-7031 Secondary Arab Boycott Of Israel

252.225-7048 Export-Controlled Items

252.225-7974 (Dev) Representation Regarding Business Operations with the Maduro Regime (DEVIATION 2020- O0005) 

252.232-7006 Wide Area Workflow Payment Instructions

252.232-7010 Levies on Contract Payments

252.243-7001 Pricing of Contract Modifications

252.244-7000 Subcontracts for Commercial Items

252.247-7023 Transportation of Supplies by Sea

(xi) DPAS Rating does not apply to this acquisition.

(xii) Quotes must be received no later than the time and date indicated on this RFQ. Quotes must be emailed to the primary point of contact shown.  It is your responsibility to make sure your quote is received.

(xiii) Instructions to Offerors:      

     1. Quotes in response to this solicitation MUST include the Offeror's CAGE Code or DUNS Number.      

     2. Quotes must be valid until 19 June 2026.      

     3. Your pricing schedule must clearly annotate pricing or the words, "not separately priced" or "no cost" for each requirement identified. Omission of no cost line items may cause your quote to be non-responsive. Unit prices shall include all applicable fees, to include any non-exempt taxes. Offerors shall submit the following in order for their award to be considered responsive.

          a.  Submit both bid sheet with all applicable lines filled out to include the total price. Service fees included. WIARNG is a tax exempt entity.

          b. Provide a narrative and/or plan which demonstrates your company’s ability to provide the following, incompliance with the Statement of Work:                

                i. Required conference space to include capacity and seating arrangements.                

                ii. Required Audio/Visual equipment including set up.                

                iii. Required catered meals, including box lunches of quality and value consistent with the Federal per diem rate.                

                iv. Required number of hotel rooms needed.                

                v. The address of the venue/hotel

(xiv) All contractors shall be registered in the System for Award Management (SAM) to be eligible for award of a contract. Offerors shall ensure SAM registration is active. The official SAM website is https://www.sam.gov/portal/public/SAM/. Contractors are encouraged to complete SAM registration as soon as possible; the government may not delay award for the purpose of allowing a contractor time to register in SAM. It is the interested Offeror's responsibility to check beta.sam.gov for updated information. ***** The requested number of meals and hotel rooms are estimated based on the expected number of attendees.  The WIARNG will provide the successful offeror exact number of meals and rooms no later than 5 July 2026. *****

(xv)This solicitation is issued subject to the availability of funds. The Government reserves the right to not make an award as a result of this solicitation. Any award made will be contingent upon the availability of appropriated funds.

(xvi) Submit offers in response to this synopsis/solicitation to austin.j.reese2.mil@army.mil.

Offers received after 08:00 am CST on 06 April 2026 may not be considered unless determined to be in the best interest of the Government.

No telephonic inquiries will be accepted. Email any questions to austin.j.reese2.mil@army.mil. Questions are due by 25 May 2026 08:00 pm CST and all questions will be answered NLT 27 July 2026. 

It is the vendor's responsibility to check www.sam.gov for any updates or changes.

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