26QA002 PRARNG YRRP 92 MP BDE and 113 PAD.pdf
PDF 165 KB Posted
- Solicitation number
- W912LR27QA002
- Issued by
-
Department of the Army National Guard
About this file
This file is a Requests for Information (RFI) document containing 19 industry questions with government responses for a Puerto Rico Army National Guard (PRARNG) meeting and conference room solicitation for December 5, 2026. The event supports the Yellow Ribbon Reintegration Program (YRRP) Pre-Deployment Event for the 92nd MP BDE and 113th MPAD and is expected to accommodate 240 attendees.
The government will award a Firm-Fixed-Price purchase order paid in arrears after performance, with pricing based on Section B (CLINs 0001 and 0002 for 240 attendees) inclusive of all commercial service charges. Puerto Rico sales and use tax (IVU) are exempt, but mandatory commercial hotel service charges must be included in the quote. Parking for 140 spaces must be provided at no cost to attendees with all fees fully loaded into the price. The event concludes at 17:00 hours on December 5, 2026, and the venue conference room must be reserved for government use until that time, available the day prior for setup if used as the general session room. The government provides its own AV equipment, supervision for childcare activities, meals for all 240 attendees (including children in separate activities), and will provide final guaranteed attendance count at least 72 hours before the event. The venue location must be within Puerto Rico (closer than 30 miles to Caguas is acceptable), accommodate banquet rounds (6-10 people per table) if shared with meals, provide 10 tables and 20 chairs for registration, and offer a breakout room with smooth transitions between breaks. If the government cancels or postpones the event, FAR Clause 52.212-4(l) applies; no alternate dates will be considered, though amendments or new solicitations may be issued if rescheduling occurs. All RFI responses were dated November 13, 2026, with clarifications noted to the PWS and Solicitation documents.
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Text version
RFI# Date Received RFI Text Government's Response Response Date Clarification
(C), Change to
PWS or Change in Solicitation, or Informational
Reference
1 11/12/2026 May the signed venue commitment statement come from the venue's Director of Sales or General
Manager, or must it be signed by the property owner?
Yes, the signed venue commitment statement may be signed by the venue's Director of Sales, General
Manager, or any other authorized representative of the venue owner/operator.
11/13/2026 C Solicitation
2 11/12/2026 If the venue requires a deposit to hold the space, will the Government accept that the quoter carries the deposit, with no deposit term in the Government order?
The Government WILL NOT approve advance payments. The Government will not compensate unsuccessful quoters for reservation deposits. The resulting purchase order will be a Firm-Fixed-Price purchase order paid in arrears after performance. If the quoter must pay a deposit to secure the venue, it is a private commercial transaction between the quoter and the venue. The Government has no privity between transactions between quoters and their business partners.
11/13/2026 C Information
3 11/12/2026 Please confirm the evaluated price is the total of Section B, inclusive of all taxes and service charges.
Confirmed. The total evaluated price is the combined total of Section B (CLIN 0001 and CLIN 0002 for
240 attendees), inclusive of all commercial service charges. Federal purchases are tax-exempt, however, the resulting awardee must coordinate with the Services Acceptor for the request of the PR Hotel Tax
Exemption Form.
11/13/2026 C Solicitation
4 11/12/2026 Do you require any AV? No, the contractor is not required to provide active AV equipment (such as projecters, microphones, or sound systems) as the Government will provide its own AV equipment.
11/13/2026 C PWS
5 11/12/2026 Can you confirm that childcare is not required and that the government will provide activities and supervision for the children?
Confirmed. The contractor is only required to provide the physical room for child/youth activities. The
Government will provide all supervision, facilitators, and activities.
11/13/2026 C PWS
6 11/12/2026 Do you require a specific setup for the breakout room? E.g. Schoolroom, crescent rounds? There is no specific configuration for the breakout room. The breakout room can be the same as the main conference room. If a separate room is provided, it must accommodate for a smooth transition between breaks for all attendees.
11/13/2026 C PWS
7 11/12/2026 If the general training room and meals will be in the same space, would it be acceptable to have a setup with banquet rounds? (6 or 8 per table)
Yes, if the main training and banquet functions share the same room, a setup utilizing banquet rounds (6 to 10 people per table) is acceptable. The Government has no preference, provided the venue accomodates all attendees comfortably.
11/13/2026 C PWS
8 11/12/2026 Event location (PWS 1.4.1 and 5.1.2). The PWS describes the venue location as within an approximate radius of 30 to 80 miles from Caguas, and 5.1.2 qualifies this with "if it is possible."
Please confirm whether a venue located closer than 30 miles from Caguas — for example, in the
San Juan metropolitan area or in Caguas itself — is acceptable, provided it meets all other requirements.
Yes, a venue located closer than 30 miles from Caguas (including Caguas itself or the San Juan metropolitan area) is acceptable and welcomed, provided it meets all other requirements.
11/13/2026 C PWS
9 11/12/2026 Registration area (PWS 5.1.3). The paragraph states "two (10) tables and four (20) chairs," which reads as two different quantities. Please confirm whether the requirement is two tables and four chairs, or ten tables and twenty chairs.
This was a typographical error in the PWS. The correct requirement is ten (10) tables and twenty (20) chairs for the registration area setup. Each table will be setup with 2 chairs per table. The arrangements of the tables and chairs will depend on the proposed venue and space and will be coordinated after award of the purchase order but prior to the event.
11/13/2026 Change/Correctio n
PWS 5.1.3
10 11/12/2026 Cancellation and postponement. The PWS does not state cancellation or postponement terms. If the Government cancels or reschedules the December 5, 2026 event, what cancellation terms apply to the contract, and how much notice will the contractor receive?
Any cancellation or postponement by the Government will be handled in accordance with FAR Clause
52.212-4(l), Termination for Convenience. The Government will make every effort to notify the contractor as early as possible.
11/13/2026 C Solicitation
PRARNG Meeting Package and Conference Rooms for 5 Dec 2026
(PRARNG Meeting Package and Conference Rooms for 5 Dec 2026 to support Yellow Ribbon Reintegration Program (YRRP) Pre-Deployment Event for the 92nd MP BDE and 113th MPAD)
Responses to Requests for Information (Industry Questions and Government Answers) as of 13 November 2026
1398153789.MIL
Underline
11 11/12/2026 Audio/visual (PWS 3.3). The PWS states the Government provides audio/visual equipment.
Please confirm the contractor is not required to provide projectors, screens, microphones, or sound equipment, and identify any venue features the Government does require in support of its equipment (for example, projection surfaces, podium, Wi-Fi, or power distribution).
Confirmed. The contractor is not required to provide active AV hardware. 11/13/2026 C PWS
12 11/12/2026 Parking (PWS 5.4.2). Must the 140 parking spaces be provided at no cost to attendees, or may the venue charge for parking if that cost is included in the quoted price?
The 140 parking spaces must be provided at no cost to the individual attendees. Any parking or valet fees must be fully loaded/included in your quoted price for CLIN 0001.
11/13/2026 C PWS
13 11/12/2026 Taxes. Should quoted prices include Puerto Rico sales and use tax (IVU) and any hotel/venue taxes or service charges, or is this requirement tax-exempt in whole or in part?
Quoted prices must not include Puerto Rico sales and use tax (IVU) as this federal procurement is tax-exempt. However, any mandatory commercial hotel service charges/fees must be built into your FFP quote.
11/13/2026 C Solicitation
14 11/12/2026 Meal counts (PWS 5.3 and Technical Exhibit 3). Technical Exhibit 3 lists 240 for each meal service. Does that count include the children and youth in the separate activities room, and when will the Government provide its final guaranteed count relative to the plus-or-minus 5 percent adjustment window in PWS 5.5.1?
Yes, the 240 meal count is inclusive of all adults and children/youth. In accordance with PWS 5.5.1, the
Government will provide its final count to the contractor at least 72 hours prior to the start of the event.
11/13/2026 C PWS
15 11/12/2026 […] confirm what time your event is expected to conclude, as we have another event scheduled and want to ensure there are no scheduling conflicts.
The event is expected to conclude at 17:00 hrs (5:00 PM) on Saturday, December 5, 2026. The venue rooms must be reserved for Government use until this time.
11/13/2026 C PWS
16 11/12/2026 If we do not have availability, will the Government consider an alternate date? The Government will not consider an alternate date for this solicitation and requirement. In the event of a rescheduling, the Government may consider issuing an amendment to change the date, or may consider to issue a cancelation amendment and issue a new solicitation with the new date.
11/13/2026 C Solicitation, PWS
17 11/13/2026 Do you require a riser and/or podium? No, the contractor is not required to provide a riser and/or podium. 11/13/2026 C PWS
18 11/13/2026 Is it acceptable that the general session and breakout rooms are available the day prior for setup and the meal & childcare rooms are available for the event day only?
The Government requires to have the conference room that will be used for the general event / session prior to the event. If the meal room is different than the conference room, the meal room can be available the day of. Childcare rooms can be available the day of.
11/13/2026 C PWS
19 11/13/2026 3) If a separate meal room is used, is a theater style setup for the main training event acceptable? No, a theater style setup is not acceptable. 11/13/2026 C PWS
File details come from the government source that posted it. Updated .