A 02 - SOW - 834 ASB Lodging and Meals v2.pdf

STATEMENT OF WORK (SOW)

FOR

Lodging and Meals

B Co 834 ASB Annual Training 30 May - 13 June 2026 at the TASMG in Springfield, MO

1. GENERAL. The Minnesota Army National Guard’s (MN ARNG) B Co Det1, 834th ASB has a requirement for Lodging, hot Breakfast, and Meeting Room, and both Lunch and Dinner Meals to be prepared and delivered daily 30 May through 13 June 2026, in support of their annual training. Contractor will provide rooms, and meals in accordance with minimum requirements, as outlined below. Unit to confirm final numbers by 4:00pm CDT on 18 May 2026.

2. LODGING AND MEETING ROOM.

a. Hotel rooms available consecutively 30 May - 13 June 2026 (14 nights) as outlined:

i. 25 Double Rooms (2 double or queen beds)

ii. 2 Single Rooms (1 queen or king bed preferred, but a 2-bed room will work)

iii. Local per diem rates apply (Cannot exceed $110.00 per night)

iv. Exempt from Federal and State taxes

v. Local taxes may apply

b. Hotel must be located within 30 miles of the Theater Aviation Sustainment Maintenance Group (TASMG), 5250 W Depot RD, Springfield, MO 65803.

c. Hot on-site breakfast to be provided daily from at least 6:00-7:00am

d. Hotel to provide a Large Meeting Room designated for exclusive use by about 51 Soldiers, with tables and chairs, like a large conference room or small ballroom, so to conduct business and training, and to serve and eat meals during their stay.

e. All rooms must have doors that open into a finished area; motel-style buildings are not acceptable.

f. Ability to adjust room quantity without penalty. Unit will confirm all final numbers no later than 4:00pm CDT on 18 May 2026.

g. All Soldiers must be able to retain same room for all nights.

h. On-site parking to be available for no additional charge.

i. Washers and Dryers to be available and operable for personal laundry (coin/pay ok).

j. Standard housekeeping to be included.

k. Must have Free Wireless internet connectivity.

l. Multiple locations can be considered and may be found acceptable to meet the requirement at the Government’s digression.

m. All allowable taxes and fees must be included in the pricing per room which will be provided as part of the solicitation quote response.

n. The Government is only responsible for the cost of the room. Any additional charges to the room are the responsibility of the individual occupying the room.

3. MEALS.

a. SERVING LINE SET-UP.

i. All meals will be set up in buffet-style serving lines. The Contractor, along with the Unit Food Service NCO (or unit’s designated personnel) will set up a serving line to accommodate the headcount and meal period designated. Typically only one serving line is required. However, in cases of unusually large headcount, two serving lines may be requested. Contractor along with the Unit Food Service NCO (or unit’s designated personnel) will have serving line(s) set up in the designated location and the Unit Food Services NCO (or unit’s designated personnel) must be ready to serve by the beginning of the specified mealtimes.

The location will typically be available for Contractor to set up approximately 30 minutes prior to mealtime.

ii. Contractor personnel will assess food temperatures immediately upon delivery to ensure hot item temperatures are at 135 degrees Fahrenheit or above, and cold item temperatures are at 41 degrees Fahrenheit or below. The Unit Food Service NCO (or unit’s designated personnel) will be present to verify, document, and log the food temperatures at the time the Contractor assesses the temperatures. The Unit Food Service NCO (or unit’s designated personnel) will ensure food on the serving line is replenished throughout the meal period. The Unit Food Service NCO (or unit’s designated personnel) will ensure the serving line is maintained in a clean and sanitary condition throughout the meal period and is responsible for cleaning the serving line at the conclusion of the meal period. The Unit Food Service NCO (or unit’s designated personnel) is responsible for the set-up and tear-down of the dining area, for serving the meals and beverages in the appropriate portion sizes, and for cleaning the dining area.

b. GOVERNMENT FURNISHED EQUIPMENT. The Government will not provide equipment or appliances for Contractor use.

c. CONTRACTOR FURNISHED SUPPLIES AND EQUIPMENT. The Contractor shall provide all containers, dispensers and serving utensils required for serving meals; and disposable 12” dinner plates, bowls, cups, napkins, and eating utensils in a quantity appropriate for the specified headcount. The Contractor shall provide all equipment and materials necessary for the preparation, storage, serving, and removal of food.

The Contractor shall provide the storage, heating, and cooling sources to maintain food at appropriate temperatures as necessary.

d. MEAL TIMES AND LOCATIONS. Meal serving times and locations for this requirement are as follows:

i. Locations:

• Lunch (except weekends) - Missouri ARNG Aviation Classification &

Repair Activity Depot (AVCRAD), 5250 W Depot Rd, Springfield, MO

• Dinner (and weekend Lunch meals) – at the Lodging location

ii. Meal Times:

• 31 May - 12 June – Lunch Meal: 11:00am-12:00pm

• 30 May - 12 June – Dinner Meal: 5:00-6:00pm

iii. Meal Counts:

• 31 May - 12 June – Lunch: 51 Each, 13 Days = 663 Meals

• 30 May - 12 June – Dinner: 51 Each, 14 Days = 714 Meals

e. CONTRACTOR PERSONNEL. The Contractor shall furnish enough personnel to assist in the set-up of buffet-style serving lines prior to the meal serving periods.

Contractor personnel will not serve the food.

i. Employee status and appearance. The Contractor shall ensure all personnel who are present and assisting with the food delivery and setup maintain professional appearance in accordance AR 30-22, TB MED 530, FDA Food Code, and Local Codes (Missouri). See applicable guidelines and regulations with links at bottom of this SOW.

f. FOOD SAFETY REQUIREMENTS. The Contractor shall deliver all food in insulated containers adequate to maintain proper temperatures for the entire meal period. The Contractor shall deliver food in a clean, covered vehicle. Food will be maintained at safe temperatures, in accordance with Army Technical Bulletin Medical (TB Med) 530, Tri Service Food Code. At a minimum, hot items will be maintained at 135 degrees Fahrenheit or above and cold items will be maintained at 41 degrees Fahrenheit or below throughout the set-up and serving period. Contractor shall provide food thermometers to leave on-site for the Unit Food Service NCO (or unit’s designated personnel) to monitor food temperatures throughout the meal period. Contractor shall also provide instructions for each meal provided. Instructions will include the temperature range each meal item is to be served at, serving sizes for each item. All involved parties will comply with all National Food Code, ServSafe, and other applicable federal/state/local health guidelines. In cases where TB Med 530 and the Food Code differ, the more stringent requirement will apply.

g. MENUS. The Government provided the sample menus, attached, to include entree, starch, vegetable, bread, dessert, salad, and beverages. The Contractor may propose deviations (substitutions) of menu items only if they meet the conditions identified in section “h - Deviations” below. The Contractor shall prepare meals to at least the minimum standards of the Index of Recipes Armed Forces Recipe Service and provide an adequate quantity of food to serve the anticipated headcount following serving/portion sizes identified in the Human Performance Resources by CHAMP (HPRC) website. The Armed Forces Recipes can be found at:

https://www.hprc-online.org/nutrition/go-green/food/recipes

h. DEVIATIONS. Contractor may suggest deviations from the proposed menus only in accordance with the deviation allowances identified below. All requested deviations will be submitted with the Contractor’s quotation and will be routed through the Contracting Officer for written approval of the State Food Program Manager. Approved deviations will be incorporated into the contract/purchase order. Once the contract/purchase order has been issued, no further deviations or substitutions are authorized.

i. DEVIATION ALLOWANCES.

• ENTREE. A deviation of an Entree item in different preparation styles may be considered. For example, meatballs may be proposed for meatloaf, or beef stroganoff for beef stew.

• STARCH. A deviation of a starch item in different preparation style may be considered. For example, mashed potatoes may be proposed as a substitute for scalloped potatoes, French fries, or another potato dish.

Pasta or rice may not be proposed as a substitute for potatoes.

• VEGETABLE. A deviation of a vegetable of a different type that is complementary to the main entrée may be considered. For example, corn, beans or broccoli may be proposed as a substitute for green beans. A fruit or starch may not be proposed as a substitute for a vegetable.

• SALAD. No deviations will be considered.

• BREAD. A deviation of bread of a different type may be considered. For example, dinner rolls may be proposed as a substitute for sliced bread.

However, if Garlic Bread is specified in the menu, it may not be substituted with another type of bread.

• DESSERT. A deviation of a dessert of a different type may be considered. For example, carrot cake or white cake may be proposed as a substitute for chocolate cake. However, fruit, cookies, Jell-O™, or cinnamon rolls may not be proposed as a substitute for cake.

• BEVERAGE. Deviations are considered for juice and mix-based drinks

(lemonade). No deviations will be considered for coffee and milk.

• Deviations will be reviewed separately for each catered meal requirement. Contractors will not assume that a deviation that is approved for one contract/purchase order will be approved in subsequent contracts/orders.

i. CONDIMENTS. The Contractor shall provide individual portions of condiments (salt, pepper, barbeque sauce, mayonnaise, mustard, ketchup, salad dressing, butter, and etc.) appropriate for the meal being served. Condiments will be individually packaged.

j. HEADCOUNT (QUANTITY). Currently planning for 51 Soldiers. Unit will confirm all final numbers no later than 4:00pm CDT on 18 May 2026. See attached menus.

i. HEADCOUNT DOCUMENTATION. Headcount documentation will be verified by the Unit Food Service NCO (or unit’s designated personnel) utilizing DA Form 3032. The Contractor may, at their own expense, stay to conduct their own headcount. The Contracting Officer will investigate any discrepancies between the number of meals provided and the number of meals requested. The AFMIS Closing Report, which will reflect the total Soldiers fed per meal, will be completed by the Unit, and the Unit will upload to the Invoice in Wide Area Work Flow (WAWF) during the acceptance process. The Contractor will still initiate by submitting Invoice in WAWF per instructions in DFARS clause 252.232-7006.

ii. EXCESS FOOD.

• If the actual headcount is lower than the quantity of meals ordered, the

Contractor shall allow seconds until all food is consumed up to the contracted number of meals. Any food remaining after all soldiers have eaten will remain on site and will not be removed. Unit will be responsible for disposal.

• The Contractor shall not impose a penalty upon the Government for food not consumed by attendees, providing the Government gives proper headcount to the Contractor by the date specified above.

k. APPLICABLE GUIDELINES/REGULATIONS. The following guidelines and/or regulations are applicable to this requirement.

Title / URL

AR 30-22, Army Food Program:

https://armypubs.army.mil/ProductMaps/PubForm/Details.aspx?PUB_ID=1004219

TB MED 530:

https://armypubs.army.mil/ProductMaps/PubForm/Details.aspx?PUB_ID=1006236

FDA Food Code:

https://www.fda.gov/food/fda-food-code/food-code-2022

Local Codes, (Missouri Food Code):

https://health.mo.gov/safety/foodsafety/industryfoods/retailfoods/authority.php https://armypubs.army.mil/ProductMaps/PubForm/Details.aspx?PUB_ID=1004219 https://armypubs.army.mil/ProductMaps/PubForm/Details.aspx?PUB_ID=1006236 https://usg01.safelinks.protection.office365.us/?url=https%3A%2F%2Fwww.fda.gov%2Ffood%2Ffda-food-code%2Ffood-code-2022&data=05%7C02%7Cdaniel.g.bart.civ%40army.mil%7C2f84e45a70224a935f3208de90216bfc%7Cfae6d70f954b481192b60530d6f84c43%7C0%7C0%7C639106670367601849%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=NRCN5Y0KTnAxWZcYWPsO957mzFtJBXgm4la1gCdR8wc%3D&reserved=0 https://health.mo.gov/safety/foodsafety/industryfoods/retailfoods/authority.php