Description
Amendment 0001-Vendor Submitted Questions and Answers:1. Is there an estimated budget for this solicitation?Answer: The Government does not disclose its Independent Government Cost Estimate (IGCE) or estimated budget for this requirement. Offerors are encouraged to submit their best competitive pricing based on the requirements outlined in the solicitation.2. Will there be a Kentucky Tax-Exempt certificate provided for this solicitation?Answer: Yes, US Property and Fiscal Office will provide a copy of the Tax Exempt Certificate to the awardee of the contract.3. Will a layout of the Boyd Convention Center event area be available upon request?Answer: A formal floor plan will not be provided. However, to assist with logistical planning, POC will provide a layout for light refreshment/beverage stations to awarded vendor. Standard power outlets will be available for coffee service.4. Is it required that the attendant be from the awarded contractor or can it be an attendant we hire to provide the service?Answer: Service Contract Labor rates were provided, for vendor to provide support staff.5. Although it is understood that this solicitation is subject to available funds, what does that timeframe look like for payment with the event being next month and the awarded contractor needing to secure services?Answer: Under standard Federal and Department of War (DoW) contracting procedures, the Government pays in arrears?meaning payment occurs after services are rendered and a proper invoice is received. Pursuant to the Prompt Payment Act, this typically takes 30 days from the receipt of a valid invoice.6. What is the anticipated date to award this solicitation?Answer: We anticipate awarding the contract NLT 11 May 2026.7. Is this the first time the Boyd Convention Center is being used for the KYARNG Yellow Ribbon event?Answer: Yes.8. Since the awarded vendor is only responsible for the lodging and light refreshments during the Yellow Ribbon event, will the point of contact that coordinated the Yellow Ribbon event at the Boyd Convention Center be provided upon award to collaborate with?Answer: Yes, Event POC information will be provided upon award.9. Although the event starts at 0700, what time will the attendees arrive and how early can the awarded vendor arrive at the event site?Answer: Registration for attendees begins at 0800 local. Vendor arrival can be as early as 0630 through coordination with Event POC.10. It is specified that the awarded vendor provide service for the refreshments until 1500, although the event ends at 1600, is it required for the awarded vendor to stay for the duration of the event or can breakdown start once service concludes?Answer: Vendor may begin tearing down after 1500.11. Will all 400 attendees be coming at once and staying the full event day or will they be coming in waves?Answer: All at once and staying for duration.12. The SOW identifies the Boyd Convention and Arts Center as the event location; however, could you please confirm whether the meeting space has already been secured, or if this is to be coordinated by the contractor?Answer: The Boyd Convention and Arts Center is already booked by the unit, the awarded vendor will not be responsible for booking the actual event space.13. We did not see any audio/visual requirements outlined in the SOW. Please advise if A/V support will be required for this event, and whether it will be provided by the venue or should be arranged by the contractor.Answer: Audio/Visual has been secured by the unit, awarded vendor will not be responsible for A/V.14. Additionally, please confirm whether transportation will be required between the lodging location and the event venue.Answer: Transportation between lodging and event venue will not be required.15. Regarding lodging, we understand the SOW indicates that the contractor is responsible for sourcing and securing accommodations.Answer: Correct, awarded vendor will be responsible for lodging, the unit does not have any lodging blocks held at any hotels in the area.NOTICE TO OFFERORS: SUBJECT TO AVAILABILITY OF FUNDS (SAF) and CONGRESSIONAL MANDATE1.0. Availability of Funds: Pursuant to FAR 52.232-18 (Availability of Funds), funds are not presently available for this effort. No legal liability on the part of the Government for any payment may arise until funds are made available to the Contracting Officer for this contract and until the Contractor receives notice of such availability, to be confirmed in writing by the Contracting Officer.1.1. High Priority and Mandated Funding Anticipation: Offerors are expressly advised that this requirement is designated as a High Priority. It is a Congressionally Mandated requirement established by the 2008 National Defense Authorization Act (NDAA), Section 582 of Public Law 110-181. Because of this statutory mandate, funding is anticipated to be allocated expeditiously once appropriations are released. Offerors shall prepare and submit their proposals with the understanding that contract award is highly anticipated, and pricing/validity periods should be maintained accordingly.2.0. NGKY intends to award a firm fixed price contract for Lodging the night of 28 May 2026 and Light Refreshments on 29 May 2026 for the FY26 Yellow Ribbon Reintegration Program (YRRP) Event to support the 201st EN BN at Boyd Convention and Arts Center, 15605 State Route 180, Catlettsburg, KY 41129, see attached statement of work specifications.2.1. NGKY intends to award a firm fixed price contract to a responsible offeror whose quote meets or exceeds our requirements under the authority of FAR part 12 Acquisition of Commercial Products and Commercial Services. Any quote that does not meet the specifications will not be considered for award. We intend to evaluate offers and award the contract without discussions.2.2. The Government reserves the right to cancel this solicitation, either before or after the closing date. In the event the Government cancels this solicitation, the Government has no obligation to reimburse an offeror for any costs. The contractor is responsible for all costs related to making the property available for use, such as payment of all transportation, installation or rehabilitation costs. Offerors must have a current registration in the System for Award Management (SAM) at https://www.sam. gov as of the date that quotes are due. Offerors must maintain a current registration in SAM for the entire duration of the purchase order and to facilitate disbursement of payments. Offerors shall ensure all representations and certifications are current in SAM as a condition of award.3.0. This requirement is 100% set-aside for [Small Business] under NAICS 721110, and only qualified offerors may submit quotes3.1. Pricing submitted by each vendor will be evaluated to ensure that the proposal provided by the contractor quotes the requirement in its entirety. A single firm fixed price award shall be made on the basis of Lowest Price, the Government will evaluate pricing in accordance with FAR 12.204(a) to determine if the offerors proposed price is fair and reasonable. Although the Government intends to award without discussions, if the price is not determined to be fair and reasonable, negotiation may commence. The Government reserves the right to seek additional information if required to determine fair and reasonable.4.0. Clarifying questions due by 1200 EDT 27 APR 2026. 4.1. Proposals due by 0800 EDT 04 MAY 2026.