Description
NOTE: Quote Sheet updated as of 20MAY2026. SCOPE The objective of this requirement is to dictate the lodging and catering requirements for 3-116 FAwith 300 total guests. The final number of attendees requiring lodging will be finalized on 26 June 2026 It is the responsibility of the contractor to ensure all requirements are met. Lodging and parking will be secured by the contractor with oversight from the Yellow Ribbon Coordinator. DATE and LOCATION Date: 10-12 July 2026 Hours: Hotel lodging must be available for exclusive use from 5pm on Friday, 10 July 2026 until check out Sunday, 12 July 2026. Location: Lakeland, FL CLIN 0001 LODGING REQUIREMENTS The Federal Government is tax exempt. Vendor accommodations must be within 10 miles of the Bonnet Springs Park Event Center (400 Bonnet Springs Blvd Lakeland, FL 33815). Multiple lodging venues maybe used to meet this requirement. All lodging venues to be used are subject to the specifications outlined in CLIN 0001. The on-site representative must be able to meet Yellow Ribbon staff at the venue(s) if requested. The on-site representative is responsible for ensuring that event-attendees identified by the Yellow Ribbon Coordinator who qualify to receive lodging are able to successfully check-in to the lodging venue without complications. Attendees who meet our requirements for lodging will start to arrive the day prior to the event. The amount of rooms required are: - 25 rooms for the night of Friday, 10 July 2026 - 5 rooms for the night of Saturday, 11 July 2026 Lodging facilities shall meet the American with Disabilities Act (ADA) requirements and provide ADA compliant rooms. A preliminary requirement for ADA compliant sleep rooms and special room requirements will be provided by 26 June 2026. All rooms provided under this contract shall be non-smoking rooms. The venue will not be undergoing renovations during event dates. Overnight and daily parking will be included in the contract for 30 vehicles on the days/nights of 10-11 July 2026. The parking area must be within walking distance of the lodging venue and not require a shuttle service to the front lobby of the venue. CLIN 0002 CATERING REQUIREMENTS The Federal Government is tax exempt. A catered hot breakfast will be provided for approximately 300 adults. It will be served buffet style from 0700 to 0900 on 11 July 2026. Drink refreshments will remain available to guests until 1100. The buffet will include a hot buffet meal with a minimum of two main entree choices and an assortment of breakfast pastries, and additional, common breakfast items (i.e. granola, yogurt, fruit, etc.). The buffet will also serve beverages including, but not limited to, hot coffee, juice(s), milk, water, and hot tea including sugar and cream. Buffet will not serve 'fast food' items (i.e. french toast sticks, waffle tacos, Cinnamon Swirl Toast Breakfast Sandwiches, cheesy cheddar baco-biscuits, etc.). Egg dishes cannot be made from powdered eggs. Food menu items should avoid common allergies (i.e. shellfish) and clearly label allergens when necessary. At least one entree and one side dish must not include cheese. The on-site representative is responsible for ensuring that catered food items conform to these requirements. Failure to meet these requirements will incur a claim from the government. Catering services will provide flatware, plates, and condiments. With the exception of paper "to-go" coffee cups, plates and/or flatware must not be paper products. Catering services include set-up and clean-up. Flatware is encouraged and preferred to be made of a durable plastic that can be trashed after use. Catering will be delivered to the Bonnet Springs Park Event Center (400 Bonnet Springs Blvd Lakeland, FL 33815). The catering provider is welcomed and encouraged to use the kitchen and kitchen amenities found on-site. Catering Services must be provided by a caterer known to work with the Bonnet Springs Event Center in the past. The list of approved and recommended catering vendors can be found in the attached PWS. A caterer must be selected from amongst this list.