223rd MP Co _ Post YR SOW _ NEW - ver4 (003).pdf
PDF 120 KB Posted
- Attached to
- FY26 Yellow Ribbon Event
- Solicitation number
- W912KZ26QA001
About this file
This Statement of Work (SOW) details the Kentucky National Guard Yellow Ribbon Program's 1-Day Post-Deployment Event for the 223rd MP Company on 06 DEC 2025 in Louisville, Kentucky. The event requires a venue capable of accommodating 459 attendees across three rooms: a main conference room with theatre-style seating and full A/V equipment, a youth activities room for 50 children aged 6-17, and a breakout room for group discussions. Additional requirements include 40 hotel rooms for overnight stays, free parking for 300 vehicles, light refreshments for all attendees (with specific provisions for coffee, snacks, and children's refreshments), and a maximum refreshment station cost of $4 per person. The venue must conduct a security assessment and receive at least a marginal score, with the contract approval deadline set for 30 NOV 2025.
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| File | Type | Posted |
|---|---|---|
| W912KZ26QA001 SF1449.pdf |
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Text version
KY National Guard Yellow Ribbon Program
Post-Deployment: 1-Day Event for 223rd MP Company
Statement of Work
Date of Event: 06 DEC 2025
Preferred Location: Louisville, Kentucky
Date
Time
Event Requirements
# Room’s
Room Style
Attendance
Room Requirements
05 DEC 25 ST: 1630
Arrival
Hotel (Sleeping) Rooms 40 Double bed/King (mix) 80 N/A
06 DEC 25 0600 - 1800 Conference Rooms & Classrooms
Tables and Chairs
50 / 78
Room 1: General Session Conference Room with seating to accommodate 459 attendees.
Theatre Style w/ Isle Divide w/ Audio Visual Equipment
Room 2: Youth Activities room to accommodate 50 children aged 6- 17 with tables and chairs (classroom setting) and open area for recreation.
Room 3: Small/Medium sized Breakout Room w/ seating to accommodate 130 attendees for group gatherings and discussions.
Style TBD…..
“35” 8x10 Tables with 2 Chairs per for Vendor Attendance “4” 4x6 Tables with 2 Chairs per for Registration Processing “11” Tables for Light Refreshments (10 Room 1; 1 Room 2)
459 1x podium, wireless internet access, & hard wire access to internet availability. Full Audio/Visual Equipment package request for Room 1 requirements.
Request enough Tables and chairs to accommodate for 50 children and Staff during event.
Tables and chairs must accommodate total number of attendees detailed for room usage.
Additional Tables and chairs request to accommodate participating Vendors, Registration Station, and Light Refreshment station setup outlined in corresponding breakout.
A/V Equipment:
Requesting a quote for a full Audio/Visual package required to operate within Room 1 for conference event. Cost analysis for equipment rental determination will be made during solicitation process. If vendor cannot provide this capability, program requests that the vendor identify this at immediate as possible during the solicitation process, preferably NLT 30 days prior if time permits.
Light refreshments:
06 DEC 2025: Provide adequate number of Light Refreshments for 459 attendees with a variety of different types of snacks for attendees such as pastries, bagels chips, fruit, etc. Must have coffee available starting from 0630am, until 10:00 AM and water available throughout the duration of the event. Light Refreshments will require 10 Tables to accommodate throughout the event duration, and a separate table is required near Room 2 Youth Activities with water and varieties of snacks for children.
Specific Instructions:
o During Solicitation, Vendor must conduct a Hotel / Venue – Event Space Security Assessment and “Receive at minimum a Marginal Score” with the following Point of Contact (POC) listed below:
o Mr. Lonnie Coffman Kentucky Army National Guard (KYARNG) State Anti – Terrorism Program manager Phone: 502 – 607 – 6705 Email: lonnie.c.coffman.nfg@army.mil o Will contract for projected 40 room nights for 05 DEC 2025 to accommodate extended mileage travelers o Free parking required for up to 300 vehicles within walking distance of venue to accommodate all event attendees o Vendor must state when they must be told to be able to cancel or add up to 10% of the room(s) o Tentative room list will be sent to hotel prior to event (courtesy to hotel).
o Venue must have means to assist with setting up light refreshments stations to be provided with a maximum cost not to exceed $4 per person.
o Area for event: (see top of page for specific location preference) if preferred locations are unavailable then search area is not to exceed 50 miles outside of Louisville, Kentucky (Jefferson County) and required to maintain operations within the State of Kentucky.
o Venue must not require general admission fee, day pass per person, or any additional per person fees.
o Suspense for the contract approval is 30 NOV 2025.
mailto:lonnie.c.coffman.nfg@army.mil
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