Yellow Ribbon Event (Conference Space & Meals) Reno, NV March 8, 2026

Form / Attachment / Pricing Sheet

This document is a pricing sheet for the Yellow Ribbon Event scheduled for March 8, 2026, in Reno, Nevada. It is intended for bidders to provide cost estimates for various event components.

• Lodging: Bidders must provide a room rate for a block of fourteen (14) rooms for Saturday, March 7th. Reservations must be made by a specified date. Charges will be to individual cards but used for pricing evaluation.
• Conference Room/Function Space: Bidders need to provide total costs for required meeting rooms and beverage/snack service, inclusive of all service fees. A tax-exempt letter will be provided if necessary.
• Audio Visual: Bidders must provide the total cost for required A/V equipment for all rooms. A tax-exempt letter will be provided.
• Parking: Bidders need to provide the rate per vehicle per day. An estimate of 25 vehicles will be used for evaluation.
• Food and Beverage: Bidders must provide the price per person for a plated lunch (Sunday, March 8, 2026, 12:00 pm – 1:00 pm) for 280 attendees, inclusive of all service fees. This rate is not subject to per diem. Options for vegetarian/vegan/gluten-free must be available. A tax-exempt letter will be provided.
• Event Venue: Space is provided to list the venue name and address.
• Quoting Company Information: Fields are included for the quoting company name, SAM UEI, Cage Code, Point of Contact, Email/phone, Quote Date, and Quote Expiration Date.

This pricing sheet is critical for bidders to understand the cost structure and provide a comprehensive quote for the Yellow Ribbon Event. Bidders must fill in all blank fields to submit a complete proposal. The government will use these prices for evaluation purposes, considering factors like lodging rates, food and beverage costs, and A/V expenses.

Statement of Work (SOW) / Performance Work Statement (PWS)

To provide conference space, meals, and related services for the 150th SMC Yellow Ribbon Event in Reno, Nevada, on March 8, 2026, to support approximately 280 Nevada National Guard Service Members and their families.

• Provide adequate conference space conducive to safety and learning.

• Offer plated or buffet-style lunch and healthy snacks.

• Supply A/V equipment, including podium, microphones, speakers, projector, and screen.

• Arrange for beverage services (water, coffee).

• Provide fourteen (14) double occupancy rooms for lodging at a special government rate for the night of March 7, 2026.

• Venue must be within a 20-mile radius of Reno and have a minimum Three-Star rating.

• Onsite parking must be provided for all attendees and staff.

• Location must be approximately 10 miles from a hospital or emergency room.

• Food service employees must have valid food handler's permits.

• Emergency evacuation notices must be posted in all conference rooms.

• A facility site map and floor plan of the conference rooms are required.

• A list of A/V equipment must be provided.

• Meal plans must include options for vegan, gluten, and dairy-free diets.

• All costs for conference/training locations are to be included in the proposed price; no deposit or tax for conference rooms and meals will be required.

• Date: Sunday, March 8, 2026

• Time: Approximately 7:00 a.m. - 5:00 p.m.

• Location: A venue within a 20-mile radius of Reno, NV.

• Contractor must ensure compliance with federal, state, and local laws, codes, and regulations.

• Contractor and subcontractors must comply with OSHA requirements.

• Copies of all required licenses (food service, business, operator) and permits must be onsite and available for review.

• The government will monitor contractor performance via a Quality Assurance Surveillance Plan (QASP).

Amendment / Modification

This amendment modifies the solicitation W9124X26QA001, originally dated 03 FEB 2026.

• The Performance Work Statement (PWS) has been revised to clarify known discrepancies.

• Specifically, the attachment table shows a change from 'PWS Yellow Ribbon Event Reno March 2026' dated 23 Jan 2026 to 'PWS Yellow Ribbon Event Reno March 2026 Revised 20260205' dated 05 Feb 2026.

• The amendment does not explicitly state if proposal deadlines or evaluation factors have been modified. However, bidders should review the revised PWS for any impact on their proposal preparation.

Statement of Work (SOW) / Performance Work Statement (PWS)

To provide conference room meeting space and banquet meals for approximately 280 Nevada National Guard Service Members and their Spouses/Significant Others for a Yellow Ribbon Event in Reno, NV, on March 8, 2026.

• Provide adequate conference space, including a main conference room (accommodating up to 280 guests) and a break-out room.

• Offer plated lunch and refreshments, including snack bar during breaks.

• Supply tables, chairs, A/V support equipment (podium, microphones, speakers, projector, screen, stage, extension cords, power strips, Wi-Fi, HDMI cables), and restrooms.

• Ensure availability of parking for all attendees and support staff.

• Provide beverage services, including ice water and coffee throughout the event.

• Accommodate vegan, gluten, and dairy-free meal options.

• Facilitate a team-building exercise or access to a pool (if available).

• Venue must be within a 20-mile radius of Reno, NV, and have a minimum rating of Three Stars.

• Venue location should be approximately 10 miles from a hospital or emergency room.

• All food service employees must possess current food handler's permits.

• Contractor must hold valid food service and business licenses.

• Emergency evacuation notices must be posted in all conference rooms.

• A facility site map/layout must be provided.

• Contractor must provide an on-site representative (event coordinator).

• Contractor must ensure compliance with OSHA and all applicable federal, state, and local laws.

• Period: March 8, 2026, from approximately 7:00 am to 5:00 pm Pacific Time.

• Place: A venue within a 20-mile radius of Reno, NV.

• No deposit or tax required for conference room and meals.

• No explicit or implicit Food and Beverage Minimum charge.

• Contractor must provide a walkthrough opportunity for support staff prior to the event.

• Meal rates are tax-exempt.

• Government will monitor performance based on the Quality Assurance Surveillance Plan (QASP).

Solicitation / RFP / RFQ

This solicitation (W9124X26QA001) is for the "Yellow Ribbon Event" to be held in Reno, Nevada, on March 8, 2026. The procurement covers meeting space, audio-visual services, meals, and parking. The contract type is Firm Fixed Price.

• Provision of conference space, audio-visual equipment, meals, and parking for the Yellow Ribbon Event.

• Services to be performed in accordance with a Performance Work Statement (PWS).

• Pricing Arrangement: Firm Fixed Price.

• Period of Performance: March 8, 2026.

• Solicitation Issue Date: February 4, 2026.

• Offer Due Date: February 11, 2026, 11:30 PM.

• The solicitation incorporates FAR clauses 52.212-1, 52.212-4, and 52.212-5 by reference, with addenda.

• This acquisition is a total small business set-aside.

• NAICS Code: 721120 (Hotels and Motels).

• Size Standard: $40,000,000.00.

• The Performance Work Statement (PWS) is incorporated by reference as an attachment.

• Payment will be made via Wide Area WorkFlow (WAWF).