PERFORMANCE WORK STATEMENT (PWS)

Lodging, Conference, and Event Support Services

205th Regional Training Institute (RTI) Washington Army National Guard (WAARNG)

1. GENERAL

1.1 Requirement Overview

The contractor shall provide lodging, meeting space, and event support services for the 205th Regional Training Institute (RTI), Washington Army National Guard, in support of a leadership development retreat.

• Event Name: 205th RTI Strategic Planning Conference

• Dates: 10–13 September 2026

• Location: within 35 miles from Snoqualmie Pass

2. PURPOSE

The purpose of this requirement is to provide a professional off-site environment that is centrally located and supports:

• Leader Development

• Training Synchronization

• Strategic Organizational Planning

• Soldier and Family Team Building

3. SCOPE

The contractor shall provide minimum 3-star lodging, facilities, and support services necessary to host approximately 40 Soldiers and their families from the 205th RTI.

4. PERFORMANCE REQUIREMENTS

4.1 Lodging

The contractor shall provide:

• 3+ star hotel/resort with conference facilities

• 120 room nights total (40 rooms per night for 3 nights)

• Room type: Lodge Studios (King or Double Queen)

• Rate: no more than $188 per night, not to exceed the government per diem rate

• Resort fee applies per agreement

Rooms shall include:

• Wi-Fi access

• Parking

• Access to fitness facilities

• Intra-resort transportation

Check-in: 1600 hrs

Check-out: 1100 hrs

4.2 Meeting Space

The contractor shall provide:

• Conference space for 80 personnel co-located at lodging site

• Theater-style seating with tables/chairs included

• Dates/Times:

o 11 SEP 2026: 0900–1500 o 12 SEP 2026: 0900–1500

• Pre-function space for refreshments

• 4.3 Food and Beverage

The contractor shall:

• Provide beverage service during meetings

• Allow menu coordination NLT 30 days prior

• Accept final headcount NLT 7 days prior

4.4 Reservation Management

The contractor shall:

• Provide reservation system or accept rooming list

• Maintain room block until 10 August 2026

• Honor all confirmed reservations

4.5 Event Support

The contractor shall provide:

• On-site event coordinator

• Setup and breakdown of meeting space

• Utilities and support services

• Compliance with safety and fire codes

4.6 Relocation (Contingency)

If rooms are unavailable:

• Contractor shall relocate personnel to a comparable hotel

• Provide transportation

• Credit toward contract minimums

5. PERFORMANCE STANDARDS

Requirement Standard

Lodging availability 100% of reserved rooms Meeting readiness Fully operational at start time Food service Delivered on schedule Customer support Professional and responsive

6. CONTRACTOR RESPONSIBILITIES

The contractor shall:

• Comply with all federal, state, and local laws

• Maintain insurance coverage

• Ensure ADA compliance

• Provide safe, clean, and secure facilities

7. GOVERNMENT RESPONSIBILITIES

The Government (205th RTI) shall:

• Provide attendee roster or rooming list

• Submit event agenda and requirements

• Provide headcounts within required timelines

• Assign a Contracting Officer Representative (COR)

8. PERIOD OF PERFORMANCE

• 10 September 2026 – 13 September 2026

9. PAYMENT TERMS

o Contract / Invoice (Net 30 if applicable)

10. INSPECTION AND ACCEPTANCE

The COR will:

• Inspect rooms and facilities upon arrival

• Monitor contractor performance

• Approve services prior to final payment

11. SPECIAL REQUIREMENTS

• Washington State tax-exempt documentation required

• No outside food/beverage without approval

• Contractor must comply with:

o FAR o DoD policies o Army regulations

12. CANCELLATION, FUNDING, AND TERMINATION

12.1 Government Cancellation (No-Fee – 60 Day Clause)

The Government reserves the right to cancel this requirement, in whole or in part, without penalty or cancellation fees, provided written notice is given to the contractor no later than sixty (60) calendar days prior to the start of the event (10 September 2026).

Upon cancellation:

• No cancellation fees, attrition charges, or liquidated damages shall apply.

• Any deposits or prepayments made by the Government shall be fully refunded within thirty (30) calendar days.

This provision is consistent with FAR 52.249-2, Termination for Convenience of the Government (Fixed-Price).

12.2 Funding Contingency (Availability of Funds)

This requirement is subject to the availability of appropriated funds. In accordance with:

• FAR 52.232-18, Availability of Funds, and

• The Anti-Deficiency Act (31 U.S.C. §1341) no legal liability on the part of the Government for payment may arise until funds are made available and obligated.

If funding is:

• Not approved

• Withdrawn

• Reduced or reallocated

The Government may cancel this requirement without penalty, liability, or additional cost.

12.3 Termination for Convenience (Government Rights)

The Government reserves the right to terminate this requirement, in whole or in part, at any time, in accordance with:

• FAR 52.249-2, Termination for Convenience of the Government (Fixed-Price)

• In the event of termination:

• The contractor shall be compensated only for services rendered and accepted prior to termination.

• The contractor shall not be entitled to:

o Anticipated profits o Cancellation fees o Attrition charges o Consequential damages

12.4 Termination Not at Fault of the Government

The Government may terminate this requirement due to circumstances not attributable to Government fault, including but not limited to:

• Changes in mission requirements

• Training or operational conflicts

• Force protection conditions

• Funding adjustments

Such termination shall be treated as a Termination for Convenience under FAR Part 49, and no commercial penalties shall apply.

12.5 Supremacy of Federal Acquisition Regulations (FAR)

This requirement is governed by Federal law and regulation. In accordance with:

• FAR Part 12 (Acquisition of Commercial Items)

• FAR Part 49 (Termination of Contracts)

Any commercial terms contained in vendor agreements that conflict with Federal law are null and void with respect to the Government.

The following are not enforceable unless expressly incorporated by a warranted Contracting Officer:

• Attrition clauses

• Cancellation penalties

• Revenue guarantees

• Liquidated damages tied to minimum spending

12.6 Order of Precedence

In the event of conflict between documents, the following order of precedence applies:

1. Federal Acquisition Regulation (FAR)

2. Contract Award Document

3. This Performance Work Statement (PWS)

4. Contractor’s commercial agreement

12.7 Contractor Acknowledgement

By acceptance of this requirement, the contractor acknowledges:

• This is a U.S. Government contract action

• FAR clauses and Federal law take precedence over commercial terms

• The Government retains unilateral termination rights

• No penalties may be imposed outside the scope of FAR-authorized remedies

13. POINTS OF CONTACT

Government:

CSM Alton Huckaby or SFC Casey Cleveland

205th Regional Training Institute (RTI)

Washington Army National Guard