Instructions to Offerors YRRP 15 AUG.docx

Ohio Army National Guard Purchasing & Contracting Office 2825 W. Dublin-Granville Rd.

Columbus, OH. 43235

SUBJECT: Request for Quote (RFQ) TITLE: Venue, Lodging and Catering Services for Yellow Ribbon Event, Coshocton, OH 14-15 AUG

SOL#: W91364-25-Q-A054

Please review the attached PWS and Instructions to Offerors.

INSTRUCTIONS TO OFFERORS

The Ohio National Guard has a requirement for conference venue, lodging, and catering services for a 2025 Soldier Reintegration Program for approximately 250 adults, including soldiers and families, on 14-15 AUGUST 2025 in the Coshocton, OH area.

Lodging venue must have ample parking accommodation, estimated at 20 vehicles, at a no cost / complimentary / validated parking to the guest. The venue shall provide ten (10) room block with check-in 14 AUG 2025, check-out 15 AUG 2025. Eight (8) rooms must be double queen sleeping rooms, two (2) will be single sleeping rooms. The vendor shall provide continental breakfast to lodging guests at no additional cost to the guest. Voucher systems are acceptable.

Conference venue must have capability of catering for approximately 250 adults for a hot buffet lunch from approximately 1200-1300, 15 AUG 2025, in the general session area to allow for working lunch/access to vendor tables.

Lunch buffet must include a hot buffet meal with a minimum of one salad (minimum of two dressings), main entrée (minimum of one beef and one chicken option), two additional side items (one vegetable, one starch, starch item can be used in main entrée if pasta type dish), bread/rolls, a dessert, a beverage service of lemonade, iced tea, and water. Adult 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).

All venues must have ample parking accommodations for attendees. This is estimated at approximately 225 vehicles. Venue must provide parking at no cost to conference attendees. Voucher systems are acceptable. All space identified will be available from 0630-1800 on 31 MAY 2025 unless otherwise specified.

Registration Tables:

· (4) six to eight-foot tables with linens with (2) chairs each, in the foyer outside the main event space no later than 0700 until 1800

Counseling Rooms:

· (2) small counseling rooms from 0800-1700 to support four (4) adults

General Session:

· Capability of holding 275 adults at crescent rounds

· White linen tablecloths

Audio/Visual:

· sound system, microphone

· laptop audio input for sound system

· HDMI input

· (2) projector screens (minimum 10 ft diameter),

· (2) projectors,

· (1) podium, and stage (if necessary for the space) to allow all guests to adequately view presentation Exhibit Tables:

· (15) to (20) six to eight-foot tables

· (2) chairs each, 0700-1800, no linens, set up within 100 ft. from, but not in, the general session room

· Tables must be situated near the main conference room to allow for attendees to easily assess the vendors during breaks

Breakout Rooms:

· (2) depending on venue availability for afternoon session

· Each room with seating for 75 adults, classroom style seating with linen tablecloths

· A/V equipment to include sound system, microphone, laptop audio input for sound system, HDMI input, 1 large screen (min 10 ft diagonal, 1 projector, podium, and stage (if necessary for the space) per breakout room to allow all guests to adequately view presentations

Coffee, tea, and water service will be available from 0900 – 1700 during the event.

This is a 100% Small Business Set-Aside. The NAICS code for this solicitation is 721110. The size standard is $40,000,000.00.

This solicitation will result in one Firm-Fixed-Price purchase order. Multiple awards will not be offered.

Offerors are responsible for meeting all requirements specified in the Performance Work Statement.

The Offeror must be registered with the System for Award Management (SAM.gov), must not appear on the Excluded Parties List System (EPLS) and must otherwise be eligible to receive an award of a contract.

Questions must be submitted no later than 10:00AM Wednesday, July 23, 2025, to the Contract Specialist, at claudia.j.tenaglia.civ@army.mil. No A.I.-generated questions accepted.

Quotes shall be submitted via e-mail no later than 10:00AM Wednesday, July 30, 2025, to the Contract Specialist, at claudia.j.tenaglia.civ@army.mil.

EVALUATION CRITERIA

This award will be made in accordance with the criteria set forth in Federal Acquisition Regulation (FAR) 13.106-2(b)(3). The basis of award will be 1) price, and 2) adherence to the requirements set forth in the Performance Work Statement.

The OHARNG reserves the right to communicate with any offeror in order to better understand an offeror’s proposal, validate interpretation and assumptions of the proposal; or facilitate the evaluation process. Such communications shall not be used to cure deficiencies, material omissions, materially alter technical or price elements, and/or otherwise revise the quote.

All costs must be attributed to a line item on the solicitation document (SF1449). All quotes must include a total price (the combined costs of each line item).