QCYS Teen Panel Purchase Description 2026.pdf

PURCHASE DESCRIPTION

FOR

National Guard Teen Panel

General: The District of Columbia Army National Guard (DCARNG) will host a Military Family Readiness Workshop away from the DCARNG Armory. The offsite location shall be within the 5-mile radius of the National Guard Bureau 111 South George Mason Drive, Arlington VA 22204.

Performance requirements:

Event: National Guard Bureau Teen Panel.

Date: April 8th – 12th, 2026.

Location: Facility shall be within the 5-mile radius of zip code 22204.

Selection Preference: Workshops will be held Wednesday April 8th -April 12th, 2026.

Each workshop event will include up to 20 attendees. Contractor shall provide event conference meeting space and meals on the specified to host April 8th -12th, 2026.

National Guard Bureau.

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:

• Workshop consists of up to 20 participants April 8th- 12th, 2026.

• Facility shall be within the 5-mile radius of zip code 22204 in Arlington VA 22204.

Event space cannot be Casino Hotels and Motels.

• Facility must have on-site parking capable of holding up to 5 DCNG attendees’ vehicles, free at no additional charge. All parking must be within a 2-minute walk of event meeting spaces.

• Facility must provide complimentary (free) shuttle service between the hotel and the National Guard Bureau 111 South George Mason Drive Arlington VA 22204.

• Facility must provide complimentary (free) shuttle service between hotel and Ronald Reagan Airport (Washington D.C)

• Facility shall have complimentary WIFI.

• Contractor shall provide conference room capable to fit up to 20 people, 8th-12th April 2026.

• The District of Columbia Army National Guard will provide its own Audio/Visual equipment. Request projector screen only.

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.

Meals:

• The meals may be in the same area as the meeting space and shall be distributed (Food/Beverages) for 20 people.

• The breakfast meal shall, at a minimum, consist of such items as

• Bread ( pancakes, waffles or toast) 2 slices.

• Protein (Turkey bacon, Turkey sausage, eggs) 2 slices/ 2 patties/2 oz.

• Cereal (Assortment) 2oz

• Assorted fresh fruit, ½ cup.

• Juice: 8 oz / Coffee/tea: 8 oz/ Water:16 oz

Overall Requirements

Terms and C Requirements Description Dates 001 Lodging 4 Double Rooms

7 Single rooms.

Wednesday 8th April 2026

002 Lodging 4 Double Rooms 7 Single Rooms

Thursday 9th April 2026

003 Lodging 4 Double Rooms 7 Single Rooms

Friday 10th April 2026

004 Lodging 4 Double Rooms 7 Single Rooms

Saturday 11th April 2026

005 Conference Meeting Space. General Session

1 Conference Meeting Space • 1st Workshop Wednesday April 8th 2026 between 0800- 2000.

• 2nd Workshop Thursday 9th April 2026 between 0800- 2000.

• 3rd Workshop Friday 10th April between 0800-2200.

• 4th Workshop 11th April between 0800- 2200.

• 5th Workshop 12th April between 0800- 12 Noon.

005 Meals Thursday April 9th, 2026.

Breakfast

Friday April 10th, 2026.

Breakfast

Saturday April 11th 2026.

Breakfast

Sunday April 12th 2026.

Breakfast

Meals for 20 participants • April 9th, 2026.

• Breakfast 0800-0900.

• April 10th, 2026

• Breakfast 0800-0900.

• April 11th, 2026

• Breakfast 0800-0900

• April 12th, 2026

• Breakfast 0700-0800

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

General: The District of Columbia Army National Guard (DCARNG) will host a Military Family Readiness Workshop away from the DCARNG Armory. The offsite location shall be within the 5-mile radius of the National Guard Bureau 111 South George Mason Drive...