A2 MILITARY FAMILY WORKSHOP QACS 2026 Purchase Description.pdf

PURCHASE DESCRIPTION

FOR

DCARNG Military Family Readiness Workshop

General: The District of Columbia Army National Guard (DCARNG) Military and Family Readiness program will host a Military Family Readiness Workshop away from the DCARNG Armory. The event shall be held within 25 miles of DC Armory WDC 20003.

Performance requirements:

Event:. Military Family Readiness Workshop.

Date: May 15th-17h, 2026.

Location: Facility shall be within the 25-mile radius of zip code 20003.

Selection Preference: Workshops will be held on Friday15th through Sunday May 17, 2026. The workshop will host up to 200 attendees. The Contractor shall provide event conference meeting space and meals on the specified dates May 15th – 17h 2026 to host DCARNG Servicemembers and their families.

Onsite support: Contractor personnel are not required to have a presence onsite.

However, a designated representative shall always be available to resolve any contractual issues.

Facility:

• 5 Overnight guest rooms (double beds) Staff check on May 15th Check out May 17th, 2026.

• 35 Overnight guest rooms (double beds) check in on May 16th check out May

17th, 2026.

• Workshops will consist of up to 200 participants on May 16th, 2026. Up to 100 participants on May 17, 2026.

• Facility shall be within the 25-mile radius of zip code 2003. Event space cannot be a Casino Hotels and or Motels.

• Facility must have on-site parking capable of holding up to 100 DCNG attendees’ vehicles, free at no additional charge. All parking must be within a 2-minute walk of event meeting space. Facility shall have complimentary WIFI.

• Audio/ Visual package for main conference room area.

• Contractor shall provide conference room space capable of fitting up to 200 people, and three breakout rooms capable of fitting 50 people each.

Meals:

The Breakfast meal shall, at a minimum, consist of such items as;

Lodging:

• The hotel shall have a rating of 3 stars or more with American Automobile Association (AAA) or Forbes Travel Guide.

• The contractor shall provide reservations for the specific number of rooms and beds for the specific period of time. These reservations shall only be canceled by the lodging manager or designated representative.

• Rooms shall be lighted, operable, in good working condition. Electrical outlets and lights shall be provided. All electrical cords, bulbs, lights, outlets and switches shall be in good serviceable condition.

• Entrance doors to guest rooms shall be equipped with both a primary lock and a secondary deadbolt locks. Additionally, all doors, exterior and interior, shall be free from holes, dents, or other physical defects. Emergency procedures, exit diagram and location of fire extinguishers shall be posted on entrance doors (applies only to lodging facilities with interior rooms). The room number shall be posted on or near the entrance door.

• Individual rooms shall have controlled heating/air conditioning units with ventilation to maintain comfort for occupants shall be provided. Air filters shall be free from damage, the proper size, and be replaced or cleaned in accordance with manufacturer’s recommendations.

• In the event of utility failure (i.e.: Electrical Storm, Flood, Snowstorm) and/or electrical, plumbing, HVAC failures for more than 2 (2) hours, the contractor shall evaluate each occupant for possible relocation to another facility of equal quality at no expense to the Government.

• All rooms shall include a private bath with full toilet and shower facilities, hot and cold running water, clean bed linen upon arrival and made beds daily.

• Facility pools, lounges, parking areas must be made available to personnel billeted under this contract.

• Hotel facility shall comply with all fire, health, safety, and sanitation regulations of the local laws/regulations.

• Bread (waffles, toast)

• Protein (turkey and pork options)

• Additional protein (eggs)

• Carbohydrate-potatoes

• Fruit

• Pastries

• Cereal

• Milk, Coffee, Juices and Water

The Lunch Meal shall at a minimum consist of such items as;

• Variety of Sandwiches.

• One 1 Vegetarian option.

• Two (Sides) 1 vegetable and 1 pasta dish.

• Chips

• Beverages, coke products, iced tea, lemonade water.

• Dessert Cookies.

The Dinner Meal shall at a minimum consist of such items as;

• Bread

• Two (2) proteins (Chicken and Beef)

• One 1 Vegetarian option.

• Three (Sides) two vegetables and 1 pasta dish.

• Beverages, coke products, iced tea, lemonade water.

• Coffee

• Desserts (Fruit, cookies and brownies)

The Mid Morning Snack shall consist of such items as;

• Bagels

• Yogurt

• Fruit

• Cheese

• Crackers

• Mid Morning Snack is to be served between 0930-1030 16 May 2026.

• Lunch meal is to be served from 1200-1315; 16th May 2026.

• Dinner is to be served between 1830-1945 16th May 2026.

• Breakfast is to be served between 0800-0915 17th May 2026.

Overall Requirements Requirements Description Dates Lodging Lodging

5 Double Rooms 35 Double Rooms

May 15th, 2026 May 16th, 2026

Conference Meeting Space.

General Session

Breakout Rooms

1 Conference Meeting Space

Three (3) Breakout rooms

• Set Up Friday May 15th between 0900- 1600.

• 1st Workshop

Saturday May 16th, 2026, between 0700- 2300.

2nd Workshop Sunday 0800-1200.

• Saturday May 16, 2026, between 0700- 2300.

Meals Saturday May 16th, 2026 Mid-Morning Snack

Saturday May 16th, ,2026.

Lunch

Saturday May 16, 2026.

Dinner

Sunday May 17th, 2026 Breakfast

Meals for 100 participants

Meals for 200 participants

Meals for 200 participants

Meals for 100 participants

• May 16th, 2026

• Morning Snack 0930-

1030.

• Lunch 1200-1315.

• Dinner 1830-1945

• May 17th, 2026

• Breakfast 0800-0915

The contractor shall perform to the terms, conditions, and standards in this contract for Overall Requirements listed above.

General: The District of Columbia Army National Guard (DCARNG) Military and Family Readiness program will host a Military Family Readiness Workshop away from the DCARNG Armory. The event shall be held within 25 miles of DC Armory WDC 20003.