YRRP - Yellow Ribbon Event, Ohio National Guard, Columbus, OH 09 MAY 2025

Ohio Army National Guard

Purchasing & Contracting Office                                                                                                                                                     

2825 W. Dublin-Granville Rd.                                                                                                                                                   

Columbus, OH. 43235

SUBJECT: Request for Quote (RFQ)

TITLE: Venue, Lodging and Catering Services for Yellow Ribbon Event, Columbus, OH 09 MAY

SOL#: W91364-25-Q-A020

Please review the attached PWS and Instructions to Offerors.

INSTRUCTIONS TO OFFERORS 

The Ohio National Guard has a requirement for conference venue, lodging, and catering services for a 2025 Soldier Reintegration Program for approximately 325 adults, including soldiers and families, on 08-09 MAY 2025 in Columbus, OH.

Venue location must be within 25 miles of zip code 43235.

Lodging venue must have ample parking accommodations, estimated at 25 vehicles, at a no cost / complimentary / validated parking to the guest. Venue shall provide fifteen (15) room block with check-in 08 MAY 2025, check-out 09 MAY 2025. Twelve (12) rooms must be double queen sleeping rooms, three (3) will be single sleeping rooms.

Vendor shall provide continental breakfast to lodging guests at no additional cost to the guest. Voucher systems are acceptable.

Conference venue must have capabilityof catering for approximately 325 adults for a hot buffet lunch from approximately 1200-1300, 09 MAY 2025, in the general session area to allow for working lunch/access to vendor tables.

Lunch buffet must include a hot buffet mealwith a minimum of one salad (minimum of two dressings), main entrée (minimum of two options), two additional side items (one vegetable, one starch, starch item can be used in main entrée if pasta type dish), bread/rolls, a dessert, a beverage service of lemonade, iced tea, and water. Adult buffet will not serve ‘fast food’ items (i.e. Hot dogs, chicken nuggets, hamburgers, etc.) nor will it serve ‘cold items’ (i.e. Cold cuts, subs, sandwiches).

All venues must have ample parking accommodations for attendees. This is estimated at approximately 350 vehicles. Venue must provide parking at no cost to conference attendees. Voucher systems are acceptable. All space identified will be available from 0630-1800 on 09 MAY 2025 unless otherwise specified.

Registration Tables:

• (4) six to eight-foot tables with linens with (2) chairs each, in the foyer outside the main event space no later than 0700 until 1800

Counseling Rooms:

• (2) small counseling rooms from 0800-1700 to support four (4) adults

General Session:

• Capability of holding 325 adults at crescent rounds
• White linen tablecloths

Audio/Visual:

• sound system, microphone
• laptop audio input for sound system
• HDMI input
• (3) projector screens (minimum 10 ft diameter),
• (3) projectors,
• (1) podium, and stage (if necessary for the space) to allow all guests to adequately view presentations

Exhibit Tables:

• (15) to (20) six to eight-foot tables
• (2) chairs each, 0700-1800, no linens, set up within 100 ft. from the general session room
• Tables must be situated near the main conference room to allow for attendees to easily assess the vendors during breaks

Breakout Rooms:

• (2) depending on venue availability for afternoon session
• Each room with seating for 100 adults, classroom style seating with linen tablecloths
• A/V equipment to include sound system, microphone, laptop audio input for sound system, HDMI input, 1 large screen (min 10 ft diagonal, 1 projector, podium, and stage (if necessary for the space) per breakout room to allow all guests to adequately view presentations   

Coffee, tea, and water service will be available from 0900 – 1700 during the event.

This a 100% Small Business Set-Aside under FAR 52.219-6. The NAICS code for this solicitation is 721110. The size standard is $40,000,000.00.

This solicitation will result in one Firm-Fixed-Price purchase order. Multiple awards will not be offered.

Offerors are responsible for meeting all requirements specified in the Performance Work Statement.

The Offeror must be registered with the System for Award Management (SAM.gov), must not appear on the Excluded Parties List System (EPLS) and must otherwise be eligible to receive an award of a contract. 

Quotes shall be submitted via e-mail no later than 12:00PM Monday, April 14, 2025, to the Contract Specialist, at claudia.j.tenaglia.civ@army.mil.

Question/clarifications must be submitted by email to claudia.j.tenaglia.civ@army.mil. No questions will be taken by phone. Questions are due no later than 12:00 PM Monday, April 7, 2025. A question-and-answer document will be posted as an amendment to this RFQ. Please be sure to check SAM.gov periodically throughout the solicitation period to check for updates to questions and answers.

EVALUATION CRITERIA

This award will be made in accordance with the criteria set forth in Federal Acquisition Regulation (FAR) 13.106-2(b)(3). The basis of award will be 1) price, 2) adherence to the requirements set forth in the Performance Work Statement.

OHARNG intends to evaluate quotes and make an award without discussions. An offeror may clarify certain aspects of a quote or resolve minor or clerical errors. OHARNG reserves the right to communicate with any Offeror to better understand a quote, validate interpretation and assumptions of the quote, or facilitate OHARNG’s evaluation process. Such communications shall not be used to cure deficiencies, material omissions, materially alter technical or price elements, and/or otherwise revise the quote.