Pre-Deployment Yellow Ribbon Event

Quick Summary

The United State Property and Fiscal Office for Maine (USPFO-ME) is conducting market research via a Sources Sought notice to identify qualified contractors for a Pre-Deployment Yellow Ribbon Event. This event requires a venue, catering, and event support for approximately 350 attendees (including 75 children) on Sunday, July 12, 2026, within a specific geographic area in Maine. The Government anticipates a Firm-Fixed Price (FFP) contract and is considering Small Business Set-Aside categories. Capability statements are due by February 19, 2026, at 2 PM EST.

Scope of Work

The contractor will provide a comprehensive event solution including:

• Venue Rental: Ample parking, a main conference space for 350 attendees, an open area for a service provider fair, two small meeting rooms for youth programming/childcare, and one small private counseling room.
• Audio/Visual: Sound system, microphone, laptop audio input, HDMI input, two projector screens (minimum 10 ft diameter), two projectors, and a podium.
• Catering: Continental breakfast (pastry, fruit, baked good, beverage) and hot lunch (minimum one beef and one chicken entrée, two sides, bread, dessert, beverage service) for 350 attendees. Food service providers must hold current ANSI-Conference for Food Protection accreditation (or similar), a Maine State food License, and a "B" or "Good Compliance" health inspection rating.
• Event Management: An on-site point of contact for pre-event planning and execution, working with the Government COR.
• Security: Appropriate precautions to prevent unauthorized access.
• Exhibit Tables: Twenty-five (25) six/eight-foot tables with two chairs each, without linen, for the service provider fair.

Place and Period of Performance

The venue must be located within 10 miles of the Interstate (I-95) corridor and geographically situated between Auburn, Maine, and Augusta, Maine. The event will take place on Sunday, July 12, 2026, from 8:00 AM to 4:00 PM EST.

Contract Details & Set-Aside

• Opportunity Type: Sources Sought (Market Research)
• Anticipated Contract Type: Firm-Fixed Price (FFP)
• NAICS Code: 531120 – Lessors of Nonresidential Buildings (Except Mini warehouses); Banquet Hall rental or leasing (Small Business Size Standard: $34 Million).
• Product Service Code: X1AB – Lease/Rental of Conference Space and Facilities.
• Set-Aside: All Small Business Set-Aside categories will be considered, with a strong indication of a Total Small Business Set-Aside.
• Service Contract Act: This requirement is anticipated to include tasking subject to the Service Contract Act. Relevant wage determinations for Kennebec and Androscoggin Counties, Maine, have been provided (Wage Determination No. 2015-4009 and 2015-4003, Revision 32, dated December 3, 2025).

Submission Requirements & Deadlines

Interested parties must submit a capability statement (maximum 10 pages, Times New Roman 10 pitch) detailing:

1. Organization name, address, email, website, phone, size, and ownership type.
2. Past performance on similar requirements.
3. Tailored capability statements addressing the effort's particulars, organizational/staff capability, and any subcontracting/teaming arrangements.
4. Specific technical skills relevant to the tasks.

Responses are due no later than 2 PM EST on February 19, 2026. Submissions must be emailed to Contract Specialist Daniel Bibeau (daniel.s.bibeau.mil@army.mil) and Contracting Officer Darlene Howes (darlene.r.howes.civ@army.mil) in Microsoft Word or PDF format.

Important Notes

This is a Sources Sought notice for informational purposes only and does not constitute a solicitation or commitment to award a contract. Responses will inform the Government's decision on potential set-asides and future procurement strategy.