RFQ for CARIC Lodgin Meals Conference Rooms Services.pdf

INFORMAL REQUEST FOR QUOTE (RFQ)

Caribbean Regional Intelligence Conference (CARIC)

Bridgetown, Barbados

1.0 INTRODUCTION. This RFQ details the requirements for Lodging, Meals, and Conference room and other services to support the Caribbean Regional Intelligence Conference (CARIC).

Event dates are 20 to 24 April 2026 in Bridgetown, Barbados.

2.0 BASIS OF AWARD. Award will be made to the quoter who proposes the lowest priced technically acceptable (LPTA) offer. In order for quoters to be found technically acceptable, contractors must comply with the terms and conditions of all sections of the RFQ and offer items meeting all specifications outlined in the PWS. Quoters must address each specification and each deliverable. Any quoter determined to be technically unacceptable will be ineligible for contract award.

Offers shall be ranked in order of lowest price to highest price. The lowest priced offer shall be evaluated first. If the lowest-priced offer is technically acceptable, no other offers will be evaluated.

3.0 SPECIFICATIONS.

CLIN Specification Qty Unit of Issue

Unit Price Extended Price

0001 Lodging The contractor shall provide lodging for participants identified under the contract and in accordance with paragraph 5.1 and Table 1.

Single Room Quantity Breakdown: Number of Personnel (16) x Number of Days (4) = 64 Room Nights From 20- to 23 April 2026

64 Each

0002 Lodging The contractor shall provide The Contractor shall also allow the US Government to block rooms for 191 room-nights for “Self-Pay” personnel in accordance with paragraph 5.1 and Table 1.

Single Room Self Pay. 191 Rooms Nights

From 18 to 24 April 2026

191 Each

0003 Breakfast The Contractor shall provide a full continental breakfast with a buffet (at the hotel restaurant) and offer a variety of juices, ice water, coffee or hot tea throughout the meal.

Breakfast shall be included in the hotel Rate

0004 Lunch The contractor shall provide lunch for participants identified under the contract and in accordance with paragraph 8.5. and Table 8.7.

48 Each

Quantity Breakdown: Number of Personnel (16) x Number of Days (3) = 48

0005 Dinner The contractor shall provide dinner for participants identified under the contract and in accordance with paragraph 8.6 and Table 8.7 Quantity Breakdown: Number of Personnel (16) x Number of Days (4) = 64 Meals

64 Each

0006 Breakfast (Self-Pay) The Contractor shall provide a full continental breakfast with a buffet (at the hotel restaurant) and offer a variety of juices, ice water, coffee or hot tea throughout the meal.

Breakfast shall be included in the hotel Rate

0007 Lunch(Self-Pay) The contractor shall provide lunch for participants identified under the contract and in accordance with paragraph 8.5. and Table 8.7.

Quantity Breakdown: Number of Personnel (45) x Number of Days (3) = 135

135 Each

0008 Dinner(Self-Pay) The contractor shall provide dinner for participants identified under the contract and in accordance with paragraph 8.6 and Table 8.7 Quantity Breakdown: Number of Personnel (45) x Number of Days (4) = 180 Meals

0009 Seminar conference Room In accordance with paragraph 6.2 and Table 6.2.1

4 days

0010 Main conference Room In accordance with paragraph 6.1 and Table and Table 6.1.1

5 days

0011 Administration Room In accordance with paragraph 6.3 and Table 6.3.1

6 days

0012 2 Small Boardroom style meeting In accordance with paragraph 6.4 and Table and Table 6.4.1

4 days

0013 Secure internet for the 2 small boardroom In accordance with paragraph 6.4 and Table and Table 6.4.1

4 days

TOTAL

4.0 METHOD OF PAYMENT. The United States Government will pay for all contracted items under the terms of this purchase agreement as allowed under US law. Payment will be done after receiving the service via - MASTERCARD - credit card or WAWF; Government does not pay for any transaction fee. Credit card information will be given along with this agreement. All invoices will be submitted in English and in US Dollars. Prices shall be all inclusive. Any miscellaneous charges incurred by guest(s) are the responsibility of the individual guest.

5.0 QUOTE SUBMISSIONS. All quotes shall be submitted in English and in U.S. Dollars Prices shall be all inclusive. Local taxes and Federal taxes need to be outlined separately since the Government is a tax-exempt organization. Submitted Quotes shall be valid for at least 30 days.

5.1. Close Response Date/Time/Location: No later than Friday, 20 March 2026 at 09:00 AM (EST). Responses shall be submitted by email ONLY to the below email address(es): Contract Specialist sandra.jeanlouis.civ@mail.mil and CC : sherwin.d.riley.civ@mail.mil, the Contracting Officer.

6.0. Quoters submitting quotes shall follow the requirements to be registered in the System for Award Management (SAM) as required in FAR 52.204-7. Failure to register and be active in SAM will result in the quoter to be ineligible for contract award.

SAM Website: https://www.sam.gov/ SAM Helpdesk: https://www.fsd.gov/fsd-gov/home.do

NOTE: Offerors are required to be registered with the SAM database to receive a Government contract award. Offerors may register with SAM at http://www.sam.gov/.

NOTE: In accordance with FAR 13.004, the following information regarding quotations is provided: A quotation is not a quote and, consequently, cannot be accepted by the Government to form a binding contract. Therefore, issuance by the Government of an order in response to a supplier’s quotation does not establish a contract. The order is a quote by the Government to the supplier to buy certain supplies or services upon specified terms and conditions. A contract is established when the supplier accepts the quote.

When appropriate, the contracting officer may ask the supplier to indicate acceptance of an order by notification to the Government, preferably in writing, as defined at 2.101. In other circumstances, the supplier may indicate acceptance by furnishing the supplies or services ordered or by proceeding with the work to the point where substantial performance has occurred.

If the Government issues an order resulting from a quotation, the Government may (by written notice to the supplier, at any time before acceptance occurs) withdraw, amend, or cancel its quote. (See 13.302-4 for procedures on termination or cancellation of purchase orders.)

Applicable Clauses

52.212-1, Instructions to Quoters – Commercial Items (Apr 2014) Addenda – Delete paragraphs: (d) product samples, (e) multiple quotes and (h) multiple awards (i) Availability of requirements documents cited in the solicitation.

52.212-2, Evaluation – Commercial Items (Oct 2014) Addenda – See Addendum Evaluation – Commercial Items (Oct 2014) 52.212-3 Offeror Representations and Certifications – Commercial Items.

mailto:sandra.jeanlouis.civ@mail.mil mailto:sherwin.d.riley.civ@mail.mil https://www.sam.gov/ https://www.fsd.gov/fsd-gov/home.do http://www.sam.gov/

52.212-4 Contract Terms and Conditions – Commercial Items.

52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders – Commercial Items.

52.252-2 Clauses Incorporated by Reference.

52.204-24 Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment.

52.204-25 Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment.

52.204-26 Covered Telecommunications Equipment or Services-Representation.

7.0 The contractor shall fill in the information below:

Contractor Name _______________________________________

Address ________________________________________

Unique Entity ID ________________________________________

CAGE ________________________________________

Tax ID _________________________________________

Email _________________________________________

Phone Number _________________________________________

Signature _________________________________________

NOTE: Quotes will not be accepted from third party agencies. In accordance with the PWS requirements, the successful quoter shall provide a point of contact of sufficient authority to authorize changes. In order for this and other PWS requirements to be met, the Government must maintain privity of contract directly with providers. Quotes from third parties shall be considered non-responsive and will be excluded from consideration for award.

NOTE: The Contractor shall not cite conference names, conference locations, pictures or any other Government information on any website to include their company website.

PERFORMANCE WORK STATEMENT

Caribbean Regional Intelligence Conference (CARIC)

Lodging+ Bridgetown, Barbados

SCJ2-009-CON-BRB

20 – 24 April 2026

1.0 INTRODUCTION: This is a non-personal services contract for lodging, meals, conference rooms, and other services to support the Caribbean Regional Intelligence Conference (CARIC). Event dates are 20 to 24 April 2026 in Bridgetown, Barbados.

1.1 PLACE OF PERFORMANCE:

1.1.1 Bridgetown, Barbados

1.2 PERIOD OF PERFORMANCE / TIMELINE:

1.2.1 18 April 2026 Arrival of Conference Lead (CL), Government

Representative (GR), and Support Staff 20 April 2026 Arrival of Delegations and Staff

21-23 April 2026 Actual Conference Days 24 April 2026 Departure of Delegations and Staff 25 April 2026 Departure of GR

1.3 SCOPE: The Contractor shall provide lodging, meals, conference facilities, equipment, tools, materials, supervision, and incidental services to the US Southern Command, also referred to herein as “the Government”, in support of the CARIC as defined in this Performance Work Statement (PWS), except for those items specified as government furnished property and services. Attendees will start to arrive on 20 April 2026, attend the conference, and depart 24 April 2026. This is a senior-level event;

invitees are of equal or higher rank than the US SOUTHCOM Commander. The venue shall reflect the prestige and executive quality of a Political – Military event of this magnitude. The meeting consists of approximately 70 participants.

2.0 HOTEL REQUIREMENTS.

2.1 HOTEL LOCATION: The Contractor shall provide lodging, meals, and conference requirements within their main facilities with all conference rooms/spaces in proximity of each other and on the same floor level when ever possible and approved by GR, as directed by the US Government

(USG).

2.2 HOTEL SECURITY/INSPECTION. The hotel shall provide the Government’s Representative (GR) an orientation and meeting with the hotel security manager, and a direct contact on the hotel staff for resolving security issues. If external security augmentation is used, the hotel Security manager shall ensure complete and unlimited access and seamless coordination between the hotel’s organic security systems and the external augmentation units. Where possible, all conference activities shall be conducted in designated areas located above the ground floor level.

2.2.1 FWRA INSPECTIONS. Before time of award, the Hotel shall be able to pass a US Government Food and Water Risk Assessment (FWRA) inspection, as required.

2.2.2 FORCE PROTECTION INSPECTION. The conference rooms and hotel facilities are subject to a Force Protection Inspection. Contract award is contingent upon certification of facilities by a favorable Force Protection Inspection report.

2.3 HOTEL REPRESENTATIVE: The Contractor shall provide a representative to act as a liaison with the GR. The Contractor representative shall be of sufficient authority to resolve issues as they arise and shall be available during the entire period of contract performance. The Contractor shall provide a list of on-call hotel points-of-contact who have the authority to resolve issues affecting their areas of support after the contract award.

2.4 HOTEL SERVICE BREAKDOWNS: The Contractor shall ensure that any maintenance or repairs of hotel equipment, to include guest rooms, conference room, administrative room, breakout rooms, elevators, kitchen equipment, audio visual, etc., shall be corrected immediately at the Contractor’s expense without further cost to the USG to ensure the success of the conference and the meals served therein. In the event of power failure(s), the Contractor shall provide back-up power sources. All equipment shall be repaired within one (1) hour or replaced within two (2) hours of reported malfunction.

2.5 EXCLUDED FROM CONTRACT: The USG will not pay for movies, mini-bars, laundry, room service, telephone calls from or charged to guest rooms, or any other hotel charges other than those specifically provided for in this contract.

2.5.1 Lodging, movies, mini-bars, service charges, etc. shall be itemized separately on service bills.

Hotel guests will be responsible for all legitimate charges appearing on their lodging statements.

2.5.2 The Contractor’s staff shall inform guests, during check-in, which services will not be covered by the event. The Contractor’s staff shall request a credit card from guests upon check-in. Charges not covered by the conference shall be resolved between the guests and the hotel.

2.6 HOTEL ITEMS/AMENITIES INCLUDED IN CONTRACT: All regular hotel guest facilities and amenities shall be made available for all guests as long as they are registered in the hotel.

2.6.1 BUSINESS CENTER: The Hotel Business Center shall be available to all conference participants, and offer internet connectivity, photocopy, and fax documents.

2.7 VET INSPECTIONS: Before contract award, the hotel shall be able to pass a US Government VET inspection. The inspection will be coordinated between the GR and the hotel representative.

3.0 PARKING: The Contractor shall provide ten (10) parking spots to the Government from 02-25 April 2026 and/or valet parking. Parking spots shall be available 24 hours a day during the period of this contract.

4.0 REGISTRATION TABLES AND AREA: The Contractor shall provide an adequate area/room adjacent to the front/check in desk for staff personnel to in-process conference attendees as they arrive 20 April 2026. The area/room shall be large enough to accommodate a minimum of a two (2) table and four

(4) chairs, and private enough to conduct administrative business with the guest. The Contractor shall provide 4 easels for signs, as required.

4.1 PRIVATE ROOM FOR LUNCH AND DINNER: The Contractor shall provide a private room for afternoon/evening dinners (in accordance with table on para 9.6). The conference room shall support a dinner for 70 persons with round table seating. Audio/visual may be required in support of presentations, movie clips, and music.

5.0 LODGING

5.1 The Contractor shall allow guests with an early check in time on arrival date and late check out on departure date.

5.2 ROOMS REQUIRED: The Contractor shall provide single occupancy rooms or suites as illustrated in Table 1 below as early as 1000 (10:00am) on check in day and as late as 1700 (5:00pm) on check out day. The US Government is only responsible, and will only pay under this contract, for no more than 64 room-nights. The Contractor shall also allow the US Government to block rooms for 191 room-nights for “Self-Pay” personnel. Total room nights for both contracted and Self-Pay personnel are 255 room-nights. The US Government may request additional rooms or suites at any time. The Contractor shall give the Government priority on all unoccupied lodging of similar quality. Anticipated lodging schedule for “Contracted” room-nights and “Self-Pay” room-nights is as follows:

TABLE 1

Room-Nights / To Be Paid Under This Contract

April 2026

Sat

Sun

Mon

Tue

Wed

Thu

Fri

Total

Single Occupancy Room- Nights Contracted

0 0 16 16 16 16 0 64

Room-Nights for Self-Pay Personnel / To be paid by individual occupying room

April 2026

Sat

Sun

Mon

Tue

Wed

Thu

Fri

Total

Single Occupancy Room-Nights Self-Pay

5 5 45 45 45 45

1 191

Total Room-Nights: 255

5.3 OFFICIAL GUESTS: The GR will identify all individuals covered under this contract by submitting a “by name” list highlighting the contracted rooms. The Contractor’s staff shall request a credit card from all guests upon check-in.

5.4 ROOM INFORMATION: The US Government will only pay for rooms and suites used (under contract). The Government intends to utilize all requested rooms; however, the possibility exists that, due to unforeseen circumstances, a few potential conference attendees might have to cancel their attendance;

therefore, the Government reserves the right to cancel room reservations up to 24 hours in advance.

Changes made with at least 24-hour notice shall incur no penalty to the USG. Moreover, the USG has no control over the conference participants or the air lines; therefore, last minute "No-Shows" may be experienced. All No-Shows will be brought to the attention of the hotel POC immediately. If any, only one room-night may be charged to the USG for No-Shows.

5.5 QUALITY STANDARDS FOR ROOMS: All rooms (contracted and self-pay) shall include a high standard of hygiene, private bath with full toilet and shower facilities, hot and cold running water, clean linen daily, electricity, color television with cable, internet service, and appropriate furniture.

Housekeeping shall be conducted daily in all spaces occupied by the USG. The Contractor shall provide two (2) bottles of water (minimum 16.9 oz Ea) per day and internet service/WI-FI in each room that is included in the price of the room.

5.6 ROOM LIST: The GR will furnish the Contractor a room roster with guest names no later than 1600 on 15 April 2026 for all rooms. However, the GR may change the names for the rooms up to the day of occupancy. The only personnel authorized to change names for the rooms is the GR.

6.0 CONFERENCE FACILITIES

6.1 MAIN CONFERENCE ROOM (MCR): The Contractor shall provide a main conference room of at least 2,500 square feet to accommodate approximately 70 participants in comfort, with minimum distractions, and with a full unobstructed view of the screens. The conference room shall be of a shape that allows for a configuration inclusive of a U-shaped table for 26 principal participants; classroom style tables for the rest of the audience (44 persons); 2 projection screens of at least 8x8’ two side audio visual equipment; operators’ tables to accommodate 4 individuals each; two side note takers’ tables to accommodate 4 individuals each; 1 podium equipped with microphones and lights; stage platform to accommodate a panel tables with a total of 6 seats. The podium shall be situated at least 2 feet off the floor; 1 each 4x6 or 5x8 size flags for each of the participating countries; and room for an interpretation booth of at least 8x8 at the rear of the conference room. Preferably, all required conference rooms shall be on the same level. The main conference room shall be inspected by the SOUTHCOM (SC) team before guests have arrived. Set-up for the main conference room shall begin no later than 09:00 AM on 19 April 2026. The conference room shall have dimmer switches and black out curtains (or similar) to allow for slide/audio visual presentations. All seats shall be cushioned, and tables shall be covered with white tablecloths with blue tablecloths over the white. If those colors are not available, Contractor shall coordinate with the GR for alternate colors. The conference room configuration and usage times may be changed at any time by the GR prior to the start of the conference to accommodate last minute directives and fluctuating requirements. If additional chairs or tables are required, the GR will coordinate with the hotel representative. The main conference room shall be completely cleaned and free of any undesirable smells. Contractor personnel shall be available during the set-up and present to accommodate any changes in room configuration, as needed. The GR will provide instructions to the Contractor regarding the exact configuration of the room.

6.1.1 MAIN CONFERENCE ROOM (MCR) REQUIREMENTS

DATE: April 2026 Sun 19 Mon 20 Tue 21 Wed 22 Thu 23

Time: 0900-

0630-

0630-

0630-

0630-

Main Conference Room Participants SET-UP 70 70 70 70

Conference Audio 2 Speakers

Speakers

Speakers

Speakers

Speakers

8x8 to 7.5x10 Screens 2 EA 2 EA 2 EA 2 EA 2 EA

Projectors 2 EA 2 EA 2 EA 2 EA 2 EA

Illuminated Podiums 1 EA 1 EA 1 EA 1 EA 1 EA

Note pads/Pens/bottled Water N/A 100 EA 100 EA 100 EA 100 EA

Surge Protectors for Computers 5 EA 5 EA 5 EA 5 EA 5 EA

Secure Internet Connectivity W/Technician Support

35+ Mbps

35+ Mbps

35+ Mbps

35+ Mbps

35+ Mbps

6.2 SEMINAR CONFERENCE ROOM (SCR). The Contractor shall provide one (1) additional conference room large enough to accommodate approximately 25 participants in comfort, with minimum distractions, and with a full unobstructed view of the screens. The room shall be of a shape which allows for a configuration of 10 participants in classroom style, a U-shaped table for 20 principal participants, or round tables of 10ea; one side note taker table; one side IT personnel table, one projection screen of at least 4.5x6’. The conference room itself shall be clean. Preferably, all required conference rooms shall be on the same level. Seminar Conference Rooms shall be inspected by the SC team before the start of the conference. Set up for Seminar Conference room shall be accomplished no later than 09:00 AM on 20 April 2026. SCR shall have dimmer switches and black out curtains (or similar) to allow for slide/audio visual presentations. All seats shall be cushioned, and tables shall be covered with white tablecloths and blue tablecloths over the white. If those colors are not available, the Contractor shall coordinate with the GR for alternate colors. The conference room configurations and usage times may be changed by the government at any time prior to the conference to accommodate last minute directives and fluctuating requirements. If additional chairs or tables are required, the GR will coordinate with the hotel representative. Seminar Conference Room shall be completely cleaned and free of any undesirable smells. Contractor personnel shall be available during set up to facilitate changes in room configuration, as needed. The GR will provide instructions to the Contractor regarding the exact configuration of the rooms.

6.2.1 SEMINAR CONFERENCE ROOM (SCR) REQUIREMENTS

DATE: April 2026 Mon 20 Tue 21 Wed 22 Thu 23

TIME: 0900-

0630-

0630-

0630-

SCR Participants SET-UP 20 20 20 4’x8’ Screen 1 EA 1 EA 1 EA 1 EA Dry Easel Board with paper and markers 1 EA 1 EA 1 EA 1 EA Projector 1 EA 1 EA 1 EA 1 EA Surge Protectors for Computers 3 EA 3 EA 3 EA 3 EA Secure Internet Connectivity W/Technician

35+ Mbps

35+ Mbps

35+ Mbps

35+ Mbps

Note pads/Pens/Bottled Water 20 EA 20 EA 20 EA 20 EA

6.3 ADMINISTRATION ROOM (AR): The Contractor shall provide one (1) administration room adjacent to or near the MCR for staff personnel working at the conference. This room shall be used as the conference command/administrative center and shall be furnished with tables and chairs (exact number of tables and chairs and room configuration shall be determined by the GR). The room shall be large enough to accommodate office space for staff of 15 personnel. Room shall also include space and electrical hook-ups, and internet drops with Dynamic IP address. The Contractor shall provide “Wi-Fi” internet speed levels that shall ensure all equipment and software can function without any issues or delays. Extra power drops and/or surge protection may be needed to accommodate 10 laptops, three (3) printers and four (4) telephones (equipment will be U.S. Government issued). Adequate lighting shall be available. The Contractor shall provide the Government access to this room 24 hours a day. The administrative room shall be physically secured at the end of the conference day by the GR to prevent unauthorized access by non-Government personnel during the contract period of performance. Set up for the administration room shall be accomplished no later than 12:01 PM on 18 April 2026. There are no audiovisual requirements for this room. Contractor shall include a beverage stand from 0700-1600 from 19-23 April in the Administration Room. IT Technical support will be available from 0600-2400.

6.3.1 ADMINISTRATION ROOM (AR) REQUIREMENTS

Date: April 2026 Sat 18 Sun 19 Mon 20 Tue 21 Wed 22 Thu 23

Times 1201-

0600-

0600-

0600-

0600-

0600-

AR Participants 15 15 15 15 15 15 Worktables 7 EA 7 EA 7 EA 7 EA 7 EA 7 EA Surge Protectors for Computers 5 EA 5 EA 5 EA 5 EA 5 EA 5 EA

Dry Easel Board with markers 2 EA 2 EA 2 EA 2 EA 2 EA 2 EA

Secure Internet Dynamic IP Address 35+ Mbps 35+ Mbps 35+ Mbps 35+ Mbps 35+ Mbps 35+ Mbps

6.4 TWO (2) SMALL BOARDROOM STYLE MEETING ROOMS/SUITES (BLR): The Contractor shall provide two (2) small meeting rooms/suites for small private meetings of conference participants during the dates 20-23 April 2026. Each room shall be furnished with sofas, chairs, and small tables (exact amounts, types and configurations of furnishing will be determined by the GR. Each room/suite shall be large enough to accommodate a private meeting for eight to ten (8 – 10) personnel.

Adequate lighting shall be available. The room/suite itself shall be clean. Boardrooms shall be inspected by the GR before the start of the conference. Set up for rooms/suites shall be accomplished no later than 12:01 PM on 20 April 2026. The rooms/suites configurations and usage times may be changed by the GR at any time prior to the conference to accommodate last minute directives and fluctuating requirements. If additional chairs or tables are required, the GR will coordinate with the hotel representative. The rooms/suites shall be completely cleaned and free of any undesirable smells.

Contractor personnel shall be available during the set up and available for changes in room configuration, as needed. The GR will provide instructions to the Contractor regarding the exact configuration of the rooms. There are no audiovisual requirements for these rooms/suites. Contractor shall include bottled water for 20 persons daily from 20-23 April June in these rooms.

6.4.1 TWO (2) SMALL MEETING ROOMS/SUITES REQUIREMENTS

DATE: April 2026 Mon 20 Tue 21 Wed 22 Thu 23

TIME: 1201-2400 0600-2400 0600-2400 0600-2359

Small Meeting Room (2) Participants 8-10 8-10 8-10 8-10

Secure Internet Wi-Fi Connectivity 35+ Mbps 35+ Mbps 35+ Mbps 35+ Mbps

7.0 MISCELLANEOUS

7.1 Bottled water and supplies, such as note pads, pens/pencils, shall be provided during each conference date for the Main Conference Room (MCR).

7.2 The Contractor shall have technical personnel available to operate/repair the conference room equipment during normal work hours and set-up. Lighting shall be adequate, with dimmers to allow for an ideal conference room environment that maximizes the use of slides or projectors.

7.3 The AR shall be physically secured by the GR to prevent unauthorized access by non-Government personnel during the contract period of performance.

8.0 MEALS & BEVERAGES

8.1 MEALS: The Contractor shall provide meals (breakfast, lunch and dinner) to specific participants as directed by the GR. One non-alcoholic juice, soft drink, coffee or tea shall be included with meals. The Government will only pay for meals consumed by the invited participants covered under this contract. The conference participants will identify themselves and their room numbers to the hotel staff prior to the meal. The Contractor shall provide a location other than the event’s main conference room in which to serve breakfast, lunch, and dinner so that participants can be served in a buffet style, if available. The Government will not pay for alcoholic beverages. All meal receipts associated with this conference shall be submitted daily to the GR for verification and accountability. Direct specification of these meals will be discussed between the Hotel and the GR. The Contractor shall be prepared to provide meals for “Self-Pay” personnel (see Para 9.7 for approximate number of meals) at the contracted price. Any meals consumed by “Self-Pay” personnel shall be paid for by the individual consuming the meal.

8.2 For meals on 20 – 23 April. If a sign-in sheet is used, the Contractor shall ensure that names on the sign-in sheet are legible and shall be checked against the names on the list of personnel covered under this contract. Contractor shall not be paid for any meals consumed by an individual not in the authorized list.

8.3 SCHEDULE: The GR will coordinate times with the Contractor; however, the conference pace will dictate the times for the meals. The Contractor and the GR will discuss and agree on such times.

The following schedule of mealtimes is only a close estimation.

Breakfast 6:30 AM – 8:00 AM Lunch 12:00 PM – 1:30 PM Dinner 7:00 PM – 9:30 PM

8.4 BREAKFAST: The Contractor shall provide a full continental breakfast with a buffet (at the hotel restaurant) and offer a variety of juices, ice water, coffee or hot tea throughout the meal.

8.5 LUNCH: The Contractor shall provide lunches to conference participants (see schedule below).

On 21, 22, and 23 April 2026, buffet style lunches shall be available to conference participants identified by the GR. Lunches shall include at least three (3) entrée options (chicken, beef, and seafood), and offer a variety of salads, hot dishes and desserts, and shall include a variety of non-alcoholic juices, sodas, lemonade, iced tea, ice water, coffee or hot tea throughout the meal. The GR will select menus 3 days prior to the event.

8.6 DINNER: The Contractor shall provide dinners to conference participants (see schedule below) identified by the GR. On 20, 21, 22, and 23 April 2026, buffet style meals shall be served to conference participants identified by the GR. The Contractor shall serve a selection of standard menu items, which shall include at least three (3) entrée options (chicken, beef, and seafood), and offer a variety of salads, hot dishes and desserts, and shall include a variety of juices, sodas, lemonade, iced tea, ice water, coffee or hot tea throughout the meal. The GR will select menus three (3) days prior to the event. The following table approximates food and beverage requirements:

8.7 APPROXIMATE MEALS REQUIREMENTS (Breakfast shall be included in the Room Rate) Meals Contracted / To Be Paid Under This Contract

Date:April 2026 Mon 20 Tue 21 Wed 22 Thu 23 TOTAL

Breakfast – Included in Room Rate

Incl. Incl. Incl. Incl. Incl.

Lunch 0 16 16 16 48 Dinner 16 16 16 16 64

Meals for “Self-Pay” Personnel / To Be Paid by the Individual

Date: April 2026 Mon 20 Tue 21 Wed 22 Thu 23 TOTAL

Breakfast – Included in Room Rate

Incl. Incl. Incl. Incl. Incl.

Lunch 0 45 45 45 135 Dinner 45 45 45 45 180

9.0 ADDITIONAL REQUIREMENTS

9.1 MAINTENANCE: For quality and accuracy of products and services, (IAW FAR 12.208) the USG will rely on the Contractor’s existing quality assurance systems. The Contractor shall be responsible for ensuring that the quality and accuracy of its products and services are maintained, including making any requested corrections or changes at no cost to the Government. The Contractor shall ensure that all equipment and services are in proper working order throughout the contract period.

All scheduled maintenance shall be performed prior to the start of this contract. Any unscheduled maintenance shall be performed, and breakdowns corrected within two (2) hours, or the equipment/item shall be substituted with serviceable equipment/items.

9.2 Government’s Representative: After contract award, the USG will provide a GR to coordinate administrative, logistical, and miscellaneous issues with the Contractor. The GR will not make any changes to the terms, conditions, standards, or cost of the contract. The GR has authority to provide technical direction to the Contractor if the direction is within the scope of the contract, does not constitute a change in terms and conditions to the contract, and has no funding implications.

9.3 APPLICABILITY: Guests of the hotel are Government Officials from the U.S. and other nations.

9.4 ROOM RATES: Room rates, plus any mandatory hotel fees such as gratuities / hotel service fees / resort fees, cannot exceed the effective government per-diem rate for the period of the conference.

9.5 INVOICE INFORMATION: All invoices submitted for payment shall be in English and US Dollars. Invoices shall contain all required information, as described by the Contracting Officer.

10.0 ADDITIONAL INFORMATION.

10.1 CHANGES TO CONTRACT: The GR will act as the Contracting Officer Representative (COR) for technical matters, providing technical direction and discussion, as necessary, with respect to the specifications and monitoring the progress and quality of Contractor performance. The GR does not have the authority to take any action, either directly or indirectly, that would change the pricing, quantity, quality, place of performance, delivery schedule, or any other terms and conditions of the contract, or to direct the accomplishment of any effort that goes beyond the scope of the PWS in the contract.

10.2 It is emphasized that only the Contracting Officer has the authority to modify the terms of the contract. Therefore, in no event will any understanding, agreement, modification, change order, or other matter deviating from the terms of the basic contract between the Contractor and any other person be effective or binding on the USG. When/if, in the opinion of the Contractor, an effort outside the existing scope of the contract is requested, the Contractor shall promptly notify the Contracting Officer. No action shall be taken by the Contractor under such direction unless the Contracting Officer has issued a contractual change in writing.

10.3 PRICE QUOTES: Prices shall be all inclusive. Local taxes and Federal taxes shall be outlined separately since the Government is a tax-exempt organization.

NOTE: The Contractor shall not cite conference names, conference locations, pictures or any other Government information on any website, to include their company website.