PWS 26OCT25 2-116 FA catering and lodging.pdf

Location: Lakeland Date: 26 October 25

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 services 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:

2.1. The objective of this Statement of Work is to dictate the lodging and catering requirements for 2-116 FA with 380 total guests. The final number of attendees requiring lodging will be finalized on 15 October 25 It is the responsibility of the contractor to ensure all requirements are met. Lodging and parking will be secured by the contractor with oversight from the Yellow Ribbon Coordinator.

3. EVENT Date and Location:

3.1. Date: 26 October 25

3.2. Hours: Hotel lodging must be available for exclusive use from 5pm on Saturday, 25 October 2025 until check out Monday, 27 October 2025

3.3. Location: Lakeland

4. Lodging Requirements;

4.1. See CLIN 0001

Performance Work Statement (PWS) for Lodging & Catering Services Yellow Ribbon Event for 2-116 FA

5. Catering Requirements;

5.1. See CLIN 0002

6. CLIN 0001 Lodging Requirements:

6.1. The Federal Government is tax exempt. Vendor accommodations must be within 10 miles of the Bonnet Springs Park Event Center (400 Bonnet Springs Blvd Lakeland, FL 33815).

Multiple lodging venues maybe used to meet this requirement. All lodging venues to be used are subject to the specifications outlined in CLIN 0001. The on-site representative must be able to meet Yellow Ribbon staff at the 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.

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

The amount of rooms required are:

38 rooms for the night of Saturday, 25 October 25 12 rooms for the night of Sunday, 26 October 25

6.3. 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 15 October 25.

6.4. All rooms provided under this contract shall be non-smoking rooms. The venue will not be undergoing renovations during event dates. Overnight and daily parking will be included in the contract for 50 vehicles on the days/nights of 25-26 October 2025. 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.

6.5.

The lodging venue may not deny qualified and identified event attendees the use of lodging if the attendee does not present a credit card for incidentals.

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

lighted parking lot, an exercise room, functional elevators, and ice machines. The Contractor shall 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.

Note: The on-site representative must be a representative from the contracting agency and cannot be a member of the hotel staff.

6.7. The lodging venue(s) should include a gym/fitness center, 24-hour front desk assistance, business services, a pool, and laundry services. 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.

Note: The La Quinta Inn & Suites by Wyndham Lakeland West has been found unsuitable for Yellow Ribbon events due to sightings of cockroaches and other bugs.

6.8. 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.

7. CLIN 0002 Catering Requirements:

7.1. The Federal Government is tax exempt. A catered hot breakfast will be provided for approximately 380 adults. It will be served buffet style from 0700 to 0900 on 26 October 2025.

Drink refreshments will remain available to guests until 1100. The buffet will include a hot buffet meal with a minimum of two main entree choices and an assortment of breakfast pastries, and additional, common breakfast items (i.e. granola, yogurt, fruit, etc.). The buffet will also serve beverages including, but not limited to, hot coffee, juice(s), milk, water, and hot tea including sugar and cream.

7.2. Buffet will not serve 'fast food' items (i.e. french toast sticks, waffle tacos, Cinnamon Swirl Toast Breakfast Sandwiches, cheesy cheddar baco-biscuits, etc.). Egg dishes cannot be made from powdered eggs. Food menu items should avoid common allergies (i.e. shellfish) and clearly label allergens when necessary. At least one entree and one side dish must not include cheese.

7.3. 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.

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

7.5 Catering will be delivered to the Bonnet Springs Park Event Center (400 Bonnet Springs Blvd Lakeland, FL 33815). The catering provider is welcomed and encouraged to use the kitchen and kitchen amenities found on-site.

7.6 Catering Services must be provided by a caterer known to work with the Bonnet Springs Event Center in the past. The list of approved and recommended catering vendors can be found on the following page. A caterer must be selected from amongst this list.

MILLENIA CATERING FRESCO'S CATERING & EVENTS

Hannah Cummings hannah@milleniaCatering.com

(863) 614-1116 https://milleniacatering.com/

Tina Calhoon catering@frescoslakeland.com

(863) 608-1347 https://frescoslakeland.com/

PUBLIX CATERING TERRIE LOBB CATERING

Catering.0356@publix.com https://www.publix.com/publix-catering

Terrie Lobb terrie@terrielobbcatering.com https://www.terrielobbcatering.com/

SALT BLOCK HOSPITALITY GROUP PUFF N' STUFF EVENTS/CATERING

Giovanni Benedetto gbenedetto@saltblockhospitality.com

Ryan Conigliaro rconig@saltblockhospitality.com https://saltblockhospitality.com/

Lauren Balden Lauren@puffnstuff.com

(813) 382-5901 Tracey Vessillo

Tracy@puffnstuff.com

(239) 913-7109 https://puffnstuff.com/

NINETEEN61 ARTHURS

Kerri Collins events@nineteen61.com

(863)688-1961 https://nineteen61.com/contact/

Hayli Westhelle info@ArthursCatering.com

(407) 331-1993 https://www.arthurscatering.com/

MISSION BBQ

Taylor Haire Catering33813@mission-bbq.com

(863) 225-8433 https://mission-bbq.com/locations-and-menu/

BONNET SPRINGS PARK

CATERING

PREFERRED VENDOR LIST

Events@Bonnetspringspark.com CORPORATE FRIENDLY

ESSENTIAL CATERING

Dorcas info@essentialcateringsolutions.com

(863) 333-7100 https://www.essentialcateringsolutions.com/

BONNET SPRINGS PARK

CATERING

PREFERRED VENDOR LIST

DESSERTS

GOT DESSERTS PUBLIX

Lea Williams gotdessertslakeland@gmail.com

(863) 853-9999 https://gotdessertslakeland.com/

Shelly Carroll Catering.0356@publix.com mshelly.carroll@publix.com https://www.publix.com/publix-catering

HANDS ON SWEETS GOURMET GOODIES

Chef Marie cakes@handsonsweets.com

(813) 810-6007 www.handsonsweets.com

Carissa Hughes info@ggcupcake.com

(863) 318-1400 https://ggcupcake.com/

SWEET P’ COOKIE COMPANY

Paige Peck sweetpscookiecompany@gmail.com https://shop.bakesy.app/b/sweet-ps-cookie-company-llc

Events@Bonnetspringspark.com CORPORATE FRIENDLY