ATTACHMENT 1 - PWS_YR 144 TC.pdf

Post Deployment Yellow Ribbon Event for 144 TC

Location: St. Augustine, FL Date: 29 March 2026

1. BACKGROUND:

1.1. The Florida Army National Guard (FLARNG) will host multiple Yellow Ribbon Events in Fiscal Year 2026. These events are for Soldiers and the families of Soldiers who are deploying and returning from deployments. This will be a one-day event with no childcare services. The mission of the FLARNG Yellow Ribbon Program is to ensure that all deploying Soldiers and their Family Members are aware of benefits, resources, and contacts available to them by connecting them to resource providers. These benefits and resources help military families navigate the deployment cycle, especially as Soldiers begin their “reintegration” back into their families and communities.

2. SCOPE:

The objective of this Performance Work Statement is to conduct and complete the requirements for the 144 TC post-deployment event with 220 total guests. It is the responsibility of the contractor to ensure all requested requirements are met. Lodging, and catering services will be secured by the contractor with oversight from the Yellow Ribbon

POC.

3. EVENT Date and Location:

Date: 29 March 2026 Lodging Hours: Hotel lodging must be available for exclusive use from 1700 on Saturday 28 March, 2026 until check out Monday 30 March 2026 Location: St. Augustine, FL

4. Event Requirements;

A site visit of offered event facilities may be required prior to the award of contract.

The contractor will provide the following: catering, and lodging. The contractor shall provide an on-site representative the day prior to the event, during the event, and after the completion of the event. This representative cannot be a member of the hotel; they must come from the contracting agency. The Federal Government is tax exempt.

CLIN 0001 Catering Requirements:

1.1. A catered hot lunch will be provided for approximately 220 adults. It will be served buffet style from 12:00pm to 2:00pm on 29 March 2026. Drink refreshments will remain available to guests until 4:00 pm. The buffet will include a hot meal with a minimum of one salad (with a minimum of two dressings), main entrée (minimum of one beef and one chicken options), two additional side items (one vegetable, one starch, starch item can be used in main entrée if pasta type dish), and bread/rolls. The buffet will also serve beverages including, but not limited to, lemonade, iced tea, hot tea, and water.

1.2. Buffet will not serve ‘fast food’ items (i.e. Hot dogs, chicken nuggets, hamburgers, etc.) nor will it serve ‘cold items’ (i.e. Cold cuts, subs, sandwiches) or “box lunches”. Food menu should avoid common allergies (fish, shellfish, peanuts, etc.) and clearly label allergens when necessary.

The on-site representative is responsible for ensuring that catered food items conform to these requirements. Failure to meet these requirements will incur a claim from the government.

1.3. Catering services will provide flatware, plates, and condiments. With the exception of paper "to-go" cups, plates and/or flatware must not be paper products. Catering services include set-up and clean-up. Flatware is encouraged to be made of a durable plastic that can be trashed after use.

1.5 Catering will be delivered to the event venue, ready to be served at 12:00 pm 29 March 20

CLIN 0002 Lodging Requirements:

1. The Federal Government is tax exempt. Lodging accommodations must be within 10 miles of the event venue St. Anastasia Catholic Church at 5205 A1A S, St. Augustine, FL 32080.

Multiple lodging venues may be used to meet this requirement. All lodging venues to be used are subject to the requirements specified in CLIN 0002. The on-site representative must be able to meet Yellow Ribbon staff at the lodging venue(s), if requested. The on-site representative is responsible for ensuring that event-attendees identified by the Yellow Ribbon Coordinator who qualify to receive lodging are able to successfully check-in to the lodging venue without complications.

2. Attendees who meet our requirements for lodging will start to arrive the day prior to the event.

The number of rooms required are:

• 25 rooms for the night of Saturday, 28 March 2026

• 25 rooms for the night of Sunday, 29 March 2026

3. Lodging facilities shall meet the American with Disabilities Act (ADA) requirements and provide ADA compliant rooms. A preliminary requirement for ADA compliant sleep rooms and special room requirements will be provided by 2 December 2025.

4. All rooms provided under this contract shall be non-smoking rooms. The hotel will not be undergoing renovations during event dates. Overnight and daily parking will be included in the contract for 25 vehicles on the days/nights of 28-29 March 2026. The parking area must be within walking distance of the lodging venue and not require a shuttle service to the front lobby of the venue.

5. Personal Expenses: Personal expenses in guest rooms such as long-distance phone charges, movie rentals, laundry, room service, etc. will be paid by the guest and shall not be billed under the resultant contract. NOTE: If cash or credit cards are not available, incidental services shall be blocked for use in the room. The lodging venue may not deny qualified or identified event attendees the use of lodging if the attendee does not present a credit card for incidentals.

6. The Yellow Ribbon Coordinator may review the offered hotel facilities prior to awarding a contract at his or her discretion. The contractor will provide facilities that will offer the following:

lighted parking lot, an exercise room, functional elevators, and ice machines. The Contractor will provide an on-site representative to mediate complications and concerns while event attendees check-in and check-out from their rooms and all times between. The on-site representative must be a representative from the contracting agency and cannot be a member of the hotel staff.

7. The lodging venue(s) should include a gym/fitness center, 24-hour front desk assistance, business services, a pool, laundry services, and have a rating of 3.5 stars or higher on Google Reviews.

Rooms should be spacious and include showers with warm water, a working refrigerator, free wi-fi, air conditioning and heating, a flat-screen television, furnishings complete with a desk, closet, chair(s), and an alarm clock.

8. Most importantly, the venue must be located in a low-crime area where attendees feel safe walking alone at night. The Yellow Ribbon Coordinator will determine if a proposed venue meets this requirement.