PWS Yellow Ribbon Reno August 2026.docx

DOCX document 45 KB Posted Jun 30, 2026

Attached to: Yellow Ribbon Event (Conference Space & Meals) Reno, NV August 1, 2026
Solicitation number: W9124X26QA017
Issued by: Department of the Army Nevada Army National Guard

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Written by GovTribe AI · Jun 30, 2026

This is a Performance Work Statement (PWS) for the 1859th LMTC Yellow Ribbon Reintegration Program Event scheduled for Saturday, August 1, 2026, in Reno, Nevada. The contractor shall provide all facilities, personnel, equipment, supplies, meals, lodging, audiovisual support, and related services to support approximately 250-300 National Guard Service Members and their guests. The primary objectives include providing a safe, accessible, professional venue with appropriate conference and breakout meeting spaces; delivering meals and refreshment breaks that accommodate dietary restrictions; ensuring compliance with all safety, accessibility, and operational requirements; and enabling efficient execution of the event. The event location must be within a 20-mile radius of Reno with a minimum three-star hotel rating, onsite parking at no additional cost, proximity to emergency medical services, and all conference room rental fees and facility charges included in the proposed price.

The contractor shall furnish one main conference room accommodating 250-300 attendees and two breakout rooms accommodating 50-75 attendees each, along with full room configuration including tables, chairs, and linens. Food and beverage services include coffee and water throughout the day, two healthy refreshment breaks at approximately 10:00 a.m. and 2:00 p.m., and 250 plated or buffet-style lunches at noon with multiple entree selections and dietary accommodation options. The contractor must provide up to fifteen guest rooms for July 31, 2026, all audiovisual equipment including stage, podium, microphones, projectors, and Wi-Fi, and coordinate a pre-event walkthrough with the Government Representative. Additional deliverables include facility floor plans, menus for Government approval, room setup diagrams, contact information, and a final event schedule submitted five business days prior to the event. Hours of operation are 5:00 a.m. to 7:00 p.m. on the event date. Childcare support for up to ten children ages 0-12 is available as a priced option if requested.

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File	Type	Posted
SF1449 Solicitation - W9124X26QA017.pdf	PDF	Jun 30, 2026
Pricing Sheet - Yellow Ribbon Event August 2026 Reno NV.docx	DOCX document	Jun 30, 2026

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PERFORMANCE WORK STATEMENT (PWS)

1859th LMTC Yellow Ribbon Event, Reno, NV August 1st, 2026

Part 1

GENERAL INFORMATION

1.	GENERAL: This is a non-personal services contract to provide conference room meeting spaces and banquet-style lunches to facilitate a Yellow Ribbon Event on Saturday, August 1st, 2026. The facility will accommodate a dining and training space for approximately 250 personnel, consisting of Nevada National Guard Service Members and their guests, in Reno, NV. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.
	1.1.	Description of Services/Introduction: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, meals, materials, supervision, and other items and non-personal services necessary to facilitate a Yellow Ribbon Event as defined in this Performance Work Statement except for those items specified as government furnished property and services. The contractor shall meet the standards in this contract.
	1.2.	Background: Authorized by the National Defense Authorization Act of 2008, the Department of Defense (DoD) Yellow Ribbon Reintegration Program (YRRP) will provide National Guard and Reserve Members and their Families with information, services, referral and proactive outreach opportunities throughout the entire deployment cycle: Pre-Deployment, Deployment, Demobilization and Post-Deployment-Reconstitution. It is the intent of the National Guard Bureau to establish a DoD YRRP that provides a continuum of support and high standard of care for the Army and Air National Guard members and their Families. The Yellow Ribbon Event for 1859th LMTC will be held on Saturday, August 1st, 2026.
	1.3.	Objectives:
		1.3.1. Provide a safe, accessible, and professional venue to support the successful execution of the Yellow Ribbon Reintegration Program event.
		1.3.2. Provide facilities, lodging, meals, and support services that accommodate approximately 250-300 attendees and promote an effective learning environment.
		1.3.3. Provide meeting spaces that support plenary sessions, breakout sessions, resource providers, family support activities, and other event requirements.

1.3.4. Provide facilities and services that comply with applicable safety, accessibility, and operational requirements while minimizing disruption to the event schedule.

	1.3.5. Provide a venue and associated services that enable the Government to conduct the event efficiently and meet all program objectives.
1.4.	Scope: The contractor shall provide all facilities, personnel, equipment, supplies, meals, up to fifteen (15) standard overnight guest rooms, audiovisual support, parking, and related services necessary to support the successful execution of the 1859th LMTC Yellow Ribbon Reintegration Program event in accordance with the requirements of this Performance Work Statement (PWS). Services include conference and breakout meeting space, healthy refreshment breaks, lunch service, childcare support (if required), and all associated event support necessary to accomplish the requirements of this contract.
1.5.	Period of Performance: The Yellow Ribbon Event shall take place on Saturday, August 1st, 2026.
1.6.	General Information
	1.6.1.	Quality Control: The contractor shall establish and maintain a quality control process to ensure all services provided under this contract conform to the requirements of this Performance Work Statement (PWS). The contractor is responsible for identifying, preventing, and correcting deficiencies in conference facilities, audiovisual equipment, meals, lodging, and other contracted services prior to and throughout the duration of the event.
	1.6.2.	Quality Assurance: The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).
	1.6.3. Hours of Operation: The contractor is responsible for conducting business, between the hours of 5:00 a.m.- 7:00 p.m. on Saturday, August 1st, 2026. The Contractor must always maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS.
	1.6.4.	Place of Performance: The work to be performed under this contract will be performed at a contractor facility.
		1.6.4.1. Event location shall be within a 20-mile radius of the Reno area and meet a minimum hotel rating of three stars.
		1.6.4.2. Event location shall be within a reasonable distance of emergency medical services and hospitals capable of providing emergency care.
		1.6.4.3. Event location shall have onsite parking sufficient to accommodate all event attendees, contractor personnel, and support staff at no additional cost.
		1.6.4.4. All conference room rental fees, facility access fees, and associated charges required to conduct the event shall be included in the proposed price.
	1.6.5.	Type of Contract: The government will award a (Type of contract to be determined by CCE and the customer).
	1.6.6.	Security Requirements: The contractor shall safeguard all attendee information obtained during the performance of this contract and comply with all applicable federal, state, and local privacy and security requirements. Contractor personnel shall conduct themselves in a professional manner and shall not disclose, distribute, or misuse personally identifiable information (PII) obtained during event registration, attendance, or contract performance. Any contractor personnel supporting childcare activities shall meet all applicable background screening and credentialing requirements. The contractor shall immediately notify the Government Representative of any actual or suspected security incident, unauthorized disclosure of information, or other events affecting the safety, security, or privacy of event participants.
	1.6.7.	PHYSICAL Security: Contractor shall provide a safe and secure environment for all attendees throughout the duration of the event. Comply with all applicable federal, state, and local fire, safety, and occupancy regulations. Maintain clearly marked emergency exits and evacuation routes. Provide adequate lighting throughout meeting spaces, common areas, and parking areas. Ensure event spaces remain accessible only to authorized attendees, staff, and contractors. Provide access to first aid supplies and emergency response procedures.
		1.6.7.1.	Key Control: N/A.
		1.6.7.2.	Lock Combinations: N/A
	1.6.8.	Special Qualifications:
		1.6.8.1. Food Handlers Permit. At a minimum, all food servers and kitchen staff must possess and maintain a current food handler’s permit, in accordance with their local regulations. Copies of these permits must be onsite and available for review during the duration of the Event
		1.6.8.2. Food Service license. At a minimum, the contractor will hold and maintain a valid food service license, in accordance with their local regulations. Copies of these licenses must be onsite and available for review during the duration of the Event.
		1.6.8.3. Business license. At a minimum, the contractor will hold and maintain a valid business and operator’s license, in accordance with their local regulations. A copy of this license/s must be onsite and available for review during the duration of the Event.
		1.6.8.4. Compliance. The contractor shall comply with all federal, state and local laws, codes and regulations applicable to his/her performance under this contract and shall be solely responsible for all costs associated with said compliance. All licenses associated with the Contractor and the location must be available for the duration of the event and provided upon request of the Government Point of Contact.
	1.6.9.	Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.
	1.6.10.	Contracting Officer Representative (COR): The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially regarding changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.
	1.6.11.	Key Personnel: The following personnel are considered key personnel by the government: Contract manager, Alternate contract manager. The contractor shall provide a contract manager and alternate contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing. The contract manager or alternate shall have full authority to act for the contractor on all matters relating to the performance of this contract. The contract manager or alternate shall be available during the period of performance, all required pre-event coordination activities, and throughout the event to coordinate with the Government Representative and resolve contract performance issues.
	1.6.12.	Identification of Contractor Employees: All contract personnel and venue staff shall either carry proper identification or wear clothing with venue logo which always identifies them as staff for the venue during the event.
1.6.13.	Contractor Travel: N/A
1.6.14.	Other Direct Costs: N/A
1.6.15.	Data Rights: N/A
1.6.16.	Organizational Conflict of Interest: Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in RFO FAR Subpart 9.5. The Contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may affect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.
1.6.17.	PHASE IN /PHASE OUT PERIOD: N/A

PART 2

DEFINITIONS AND ACRONYMS

2.	DEFINITIONS AND ACRONYMS
	2.1.	DEFINITIONS:
		2.1.1.	CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.
		2.1.2.	CONTRACTING OFFICER. A person with authority to enter into, administer, and/or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.
		2.1.3.	CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor if that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.
		2.1.4.	DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.
		2.1.5.	DELIVERABLE. Any report, drawing, schedule, floor plan, menu, diagram, contact information, or other tangible item the Contractor is required to provide to the Government under the terms of this contract.
		2.1.6.	KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.
		2.1.7.	PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.
		2.1.8.	QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.
		2.1.9.	QUALITY ASSURANCE Surveillance Plan (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.
		2.1.10.	QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.
		2.1.11.	SUBCONTRACTOR. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.
		2.1.12.	WORKDAY. The number of hours per day the Contractor provides services in accordance with the contract.
		2.1.13.	WORK WEEK. The period during which the Contractor is required to perform services under the terms and conditions of this contract.
	2.2.	ACRONYMS:

ACOR - Alternate Contracting Officer's Representative AFARS - Army Federal Acquisition Regulation Supplement AR- Army Regulation CCE - Contracting Center of Excellence CFR - Code of Federal Regulations CONUS - Continental United States (excludes Alaska and Hawaii) COR - contracting Officer Representative COTR - Contracting Officer's Technical Representative COTS - Commercial-Off-the-Shelf DA - Department of the Army DD250 - Department of Defense Form 250 (Receiving Report) DD254 - Department of Defense Contract Security Requirement List DFARS - Defense Federal Acquisition Regulation Supplement DMDC - Defense Manpower Data Center DOD - Department of Defense FAR - Federal Acquisition Regulation HIPAA - Health Insurance Portability and Accountability Act of 1996 KO - Contracting Officer OCI - Organizational Conflict of Interest OCONUS - Outside Continental United States (includes Alaska and Hawaii) ODC Other Direct Costs PIPO - Phase In/Phase Out POC - Point of Contact PRS - Performance Requirements Summary PWS - Performance Work Statement QA - Quality Assurance QAP - Quality Assurance Program QASP - Quality Assurance Surveillance Plan QC - Quality Control QCP - Quality Control Program RFO - Revolutionary FAR Overhaul TE - Technical Exhibit

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3.	GOVERNMENT FURNISHED ITEMS AND SERVICES:
	3.1.	Services: N/A
	3.2.	Facilities: N/A
	3.3.	Utilities: N/A
	3.4.	Materials: N/A
	3.5.	Supplies: N/A
	3.6.	Equipment: N/A

PART 4

CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITES

4.	CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:
	4.1.	General: The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed under Section 3 of this PWS.
	4.2.	Secret Facility Clearance: N/A
	4.3.	Materials: The Contractor shall furnish all materials necessary to perform the requirements of this contract, including but not limited to table linens, serving dishes, beverage dispensers, condiments, disposable or reusable dining ware, and any other materials required to support conference room operations, refreshment breaks, and other materials required to support contractor performance under this Performance Work Statement.
	4.4.	Supplies: The Contractor shall furnish all supplies necessary to perform the requirements of this contract, including, but not limited to, extension cords, grounded power strips, HDMI cables, event signage, and other expendable supplies necessary to support conference room operations, audiovisual presentations, meal service, and contractor performance under this Performance Work Statement.
	4.5.	Equipment: The Contractor shall furnish all equipment necessary to perform the requirements of this contract, including an elevated stage, podium, microphones, speakers, projectors or display monitors, projection screens, audiovisual equipment, buffet or serving equipment, and any additional equipment necessary to support conference operations, presentations, and meal service throughout the event.

PART 5

SPECIFIC TASKS

5.	Specific Tasks:
	5.1.	Basic Services. The contractor shall provide:
		5.1.1 Conference facilities. The contractor shall provide one main conference room capable of accommodating approximately 250–300 attendees in classroom, theater, or banquet-style seating. The conference room shall provide adequate space for presentations, resource providers, registration activities, and event activities. Additionally, the contractor shall provide two breakout rooms capable of accommodating approximately 50–75 attendees each for concurrent sessions, family support activities, childcare activities, and other event requirements. All conference rooms shall be clean, climate-controlled, accessible, conducive to learning, and available for the duration of the event. All conference room rental fees, facility access fees, and associated charges required to conduct the event shall be included in the proposed contract price.
		5.1.2. Room configuration. Contractors shall provide seating, tables, serving dishes, plates/glasses, utensils, linens, and room configurations sufficient to support 250–300 attendees in the main conference room and approximately 50–75 attendees in each breakout room.
		5.1.3. Food and Beverage. The contractor shall not impose a separate food and beverage minimum charge, either explicitly or implicitly, as a condition of providing the required meeting space or services. The contractor shall provide coffee and ice water in the conference areas throughout the duration of the event. Meal options shall be available for attendees with vegan, gluten-free, dairy-free, and other reasonable dietary restrictions identified by the Government in advance of the event. The contractor shall provide two healthy refreshment breaks at approximately 10:00 a.m. and 2:00 p.m. consisting of a variety of nutritious snack options, such as fresh fruit, granola bars, protein bars, trail mix, yogurt, and beverages including coffee, tea, and water, in sufficient quantities to accommodate all registered attendees. The contractor shall provide 250 plated or buffet-style lunches beginning at approximately 12:00 p.m. for all registered attendees. The Government reserves the right to adjust the final guaranteed meal count prior to the event in accordance with the contractor’s catering policies and the terms of the contract. The meal shall include a minimum of two entrée selections, two side dishes consisting of one starch (rice or potato) and one vegetable, salad with a variety of dressings and condiments, bread or rolls with butter, and a selection of beverages including coffee, hot tea, iced tea, water, and fruit juice. The Government shall approve the final menu prior to the event.
		5.1.4. Lodging. The contractor shall provide a room block for up to fifteen (15) double occupancy guest rooms for individual reservation and payment for Friday, July 31, 2026. Guest rooms shall be clean, climate-controlled, and maintained in accordance with applicable hotel standards. The Government shall provide the final lodging room count and guest names prior to the event in accordance with the contractor’s reservation policies.
		5.1.5. Event Coordination. The contractor shall provide the Government Representative and designated support staff with reasonable access to the facility during the week preceding the event to conduct one site visit and walkthrough. The walkthrough will be used to coordinate room layouts, audiovisual requirements, registration areas, resource provider locations, and the placement of Government-furnished equipment and other event support items (e.g., pop-up tables, extension cords, signage, and similar materials). The contractor shall coordinate the date and time of the walkthrough with the Government Representative. The Contractor or a representative must be within reach either via phone or in person during the event.
		5.1.6. Audio/Visual Support. The contractor shall provide all audiovisual equipment and support necessary to facilitate presentations throughout the event. The main conference room shall be equipped with an elevated stage, podium, wireless or wired microphone, speakers, projector, projection screen, Wi-Fi access, one (1) HDMI cable, one (1) 25-foot extension cord, and one (1) grounded power strip. Each breakout room shall provide presentation capability, including either a projector and projection screen or a large display monitor, Wi-Fi access, one (1) HDMI cable, one (1) 25-foot extension cord, and one (1) grounded power strip. All audiovisual equipment shall be fully operational, tested, and available prior to the start of the event. The contractor shall ensure personnel are available to promptly troubleshoot and resolve audiovisual issues throughout the duration of the event.

5.1.7. Contractor Deliverables.

5.1.7.1. Facility floor plan. The contractor shall provide a facility floor plan or map identifying the location of the main conference room, breakout rooms, registration area, restrooms, childcare area (if applicable), dining area, emergency exits, and parking.

	5.1.7.2. Menus. The contractor shall provide menus for all items to be served during both refreshment breaks, and lunch menus for Government review and approval.
	5.1.7.3. Diagram. The contractor shall provide a final room setup diagram showing the configuration of tables, chairs, registration area, resource provider tables, and audiovisual equipment.
	5.1.7.4. Point of contact. The contractor shall provide a primary point of contact and an alternate point of contact for event coordination during the period of performance.
	5.1.7.5. Final Event Schedule. The contractor shall provide a final event schedule identifying room setup times, meal service times, refreshment break times, and other venue-supported activities no later than five (5) business days prior to the event. Any subsequent changes affecting contractor-provided services shall be coordinated with and approved by the Government Representative prior to implementation.
5.1.8. Childcare (priced option). If requested by the Government, the contractor shall provide childcare support for up to ten (10) children, ages 0–12 years, during the event. Childcare services, if required, shall comply with all applicable federal, state, and local laws and regulations. Contractor personnel providing childcare shall possess all required licenses, certifications, background screenings, and credentials applicable to their duties. If childcare services are not required, the Government will require one of the breakout rooms to be suitable to support Government-furnished childcare activities. The Contractor will include childcare services as a priced option.

PART 6

APPLICABLE PUBLICATIONS

6. APPLICABLE PUBLICATIONS (CURRENT EDITIONS): N/A

PART 7

ATTACHMENT/TECHNICAL EXHIBIT LISTING

7.	ATTACHMENT/TECHNICAL EXHIBIT LIST:
	7.1.	Attachment 1/Technical Exhibit 1 – Performance Requirements Summary
	7.2.	Attachment 2/Technical Exhibit 2 – N/A
	7.3.	Attachment 3/Technical Exhibit 3 – N/A

TECHNICAL EXHIBIT 1

Performance Requirements Summary The contractor service requirements are summarized as performance objectives that relate directly to mission essential items. These thresholds are critical to mission success.

Performance Objective

Standard

Performance Threshold

Method of Surveillance

PRS # 1

Conference Facilities

Contractor provides one main conference room, two breakout rooms, and meeting space meeting all PWS requirements.

Zero deviation from PWS requirements

100% Inspection

PRS # 2

Room Configuration

Contractor provides required tables, chairs, linens, place settings, and room configurations in accordance with the PWS.

Zero deviation from PWS requirements

100% Inspection

PRS # 3

Audio / Visual Support

Contractor provides all required audiovisual equipment in operable condition and resolves equipment issues in a timely manner.

Zero deviation from PWS requirements

100% Inspection

PRS # 4

Food and Beverage Services

Contractor provides meals, refreshments, beverages, and approved menus in accordance with the PWS and approved meal schedule.

Zero deviation from PWS requirements

100% Inspection

PRS # 5

Contractor Deliverables

Contractor submits all required deliverables (facility map, menus, room setup diagram, points of contact, final event schedule) within the required timeframes.

100% of required deliverables submitted on time.

Review of Deliverables

PRS # 6

Event Coordination

Contractor provides pre-event walkthrough, coordination support, and contractor representative during the event.

Zero deviation from PWS requirements

100% Inspection

PRS # 7

Childcare Support (if required)

Contractor provides childcare services or childcare facilities in accordance with the PWS when requested by the Government.

Zero deviation from PWS requirements

100% Inspection

PRS # 8

Lodging

Contractor provides room block for up to fifteen guest rooms on July 31, 2026 meeting PWS requirements.

Zero deviation from PWS requirements

100% Inspection

(end PWS)

File details come from the government source that posted it. Updated Jul 7, 2026.