Pre-Deployment Yellow Ribbon Event

INTRODUCTION:

The United State Property and Fiscal Office for Maine (USPFO-ME) is issuing this source sought synopsis as a means of conducting market research to identify parties having an interest in and the resources to support the requirement. The Government is seeking a contractor to provide a venue with adequate parking, conference room, small meeting rooms, audio visual equipment, continental breakfast and hot lunch for 350 attendees with 75 of which will be children. The intention is to procure these services on a competitive basis.

BASED ON THE RESPONSES TO THIS SOURCES SOUGHT NOTICE/MARKET RESEARCH, THIS REQUIREMENT MAY BE SET-ASIDE FOR SMALL BUSINESSES OR PROCURED THROUGH FULL AND OPEN COMPETITION. All Small Business Set-Aside categories will be considered. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions.

PLACE OF PERFORMANCE:

Rental of venue must be within 10 miles of Interstate (I-95) corridor and between Auburn, Maine and Augusta, Maine.

PERIOD OF PEFORMANCE:

Sunday, 12 July 2026 – 08:00 (8:00am Est) ~ Sunday, 12 July 2026 16:00 (4:00pm Est)

PROGRAM BACKGROUND:

Authorized by the National Defense Authorization Act of 2008, the Department of Defense (DoD) Yellow Ribbon Reintegration Program (YRRP) will provide National Guard and Reserve Members and their Families with information, services, referral and proactive outreach opportunities throughout the entire deployment cycle: Pre-Deployment, Deployment, Demobilization and Post-Deployment-Reconstitution. It is the intent of the National Guard Bureau to establish a DoD YRRP that provides a continuum of support and high standard of care for the Army and Air National Guard members and their Families.

REQUIRED CAPABILITIES:

The Contractor must provide;

Rental of the venue: Contractor must provide a venue with ample parking accommodations for attendees in support the Pre-Deployment Yellow Ribbon Event.

Event Management: Provide an on-site point of contact that will conduct all pre-event planning and on-site execution of the event with the Government Contracting Officer Representative (COR) and other authorized Government officials.

Security: Have appropriate precautions and procedures in order to prevent unauthorized individuals from accessing conference.

Meals: Continental breakfast, hot lunch for 350 attendees, 75 of which are children.

Meals that consist of, at a minimum, continental breakfast/refreshments on Sunday July 12, 2026, between 0800-0945 and hot lunch on Sunday 12 July 1200-1300.

Continental breakfast meal will include: one pastry item, One fruit (Banana, apple, orange) one baked good (biscuit, muffin or bread) and One beverage (juice, milk, coffee or tea)

Hot Lunch Meal will include: One main Entrée (minimum of one beef and one chicken option), 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 juice, lemonade, iced tea, coffee, and water)

The contractor must possess and maintain a current American National Standard Institute (ANSI)- Conference for Food Protection – Accreditation program (or a similar accredited program) and a Maine State food License issued by the Maine Department of Agriculture and possess a current Food Service Establishments Health Inspection report. All food service establishments must meet and maintain the following minimum Health Code Requirements: Food inspection letter grade of “B” or equivalent. A food inspection compliance rating of “Good Compliance” or equivalent 

Conference Space: An indoor conference space/meeting room that can accommodate up to 350 conference attendees comfortably without any adverse restrictions on the attendees or interfere with the meeting process.

Open Space: Small area that fits conference table in order to allow for the Service Provider fair. Must allow for easy passage of attendees and not violate fire code or block exits.

Small meeting Room Access to two (2) small meeting rooms for youth programing and child daycare.  Relatively open space with limited furniture.

Counseling Rooms: Access to one (1) small meeting room from 0800 - 1300 to accommodate 4 attendees for private discussion.

Audio/Visual: General Session room will have Audio/Visual equipment to include sound system, microphone, laptop audio input for sound system, HDMI input, two (2) projector screens (minimum 10 ft diameter), two (2) projectors and one podium to allow all guests to adequately view presentations.

Exhibit Tables: twenty-five (25) six/eight-foot tables, two (2) chairs each, 0800-1300, without linen, set up in the conference space with general spacing apart to allow for easy passage.

If your organization has the potential capacity to perform these contract services, please provide the following information:

1) Organization name, address, email address, Web site address, telephone number, and size and type of ownership for the organization; and

2). What type of work has your company performed in the past in support of the same or similar requirement.

3) Tailored capability statements addressing the particulars of this effort, with appropriate documentation supporting claims of organizational and staff capability. If significant subcontracting or teaming is anticipated in order to deliver technical capability, organizations should address the administrative and management structure of such arrangements.

4). What specific technical skills does your company possess which ensure capability to perform the tasks.

ELIGIBILITY

The applicable NAICS code for this requirement is 531120 – Lessors of Nonresidential Buildings (Except Mini warehouses); Banquet Hall rental or leasing with a Small Business Size Standard of $34 Million. The Product Service Code is X1AB Lease/Rental of Conference Space and Facilities.

Businesses of all sizes are encouraged to respond; however, each respondent must clearly identify their business size in their capabilities statement.

ADDITIONAL INFORMATION AND SUBMISSION DETAILS (CAPABILITIES STATEMENT)

Interested parties are requested to submit a capabilities statement of no more than ten (10) pages in length in Times New Roman font of not less than 10 pitch.

The deadline for response to this request is no later than 2 pm, EST, 19 February 2026.

All responses under this Sources Sought Notice must be e-mailed to Contract Specialist, daniel.s.bibeau.mil@army.mil and the Contracting Officer, darlene.r.howes.civ@army.mil in either Microsoft Word or Portable Document Format (PDF),

The contract type is anticipated to be Firm-Fixed Price (FFP).

The proposed contract is anticipated to include tasking that would be accomplished by labor categories that are subject to the Service Contract Act or a collective bargaining agreement.

Upon evaluation of the capability statements, if it is determined that this requirement will be an unrestricted competition, the Government intends to evaluate the Small-Business responses and conduct further market research to identify a subcontracting goal.

All data received in response to this Sources Sought that is marked or designated as corporate or proprietary will be fully protected from any release outside the Government.

No phone calls will be accepted.

All questions must be submitted to the contract specialist identified above. The Government is not committed nor obligated to pay for the information provided, and no basis for claims against the Government must arise as a result of a response to this Sources Sought.

DISCLAIMER

“THIS SOURCES SOUGHT IS FOR INFORMATIONAL PURPOSES ONLY. THIS IS NOT A “REQUEST FOR QUOTE (RFQ)” TO BE SUBMITTED. IT DOES NOT CONSTITUTE A SOLICITATION AND MUST NOT BE CONSTRUED AS A COMMITMENT BY THE GOVERNMENT. RESPONSES IN ANY FORM ARE NOT OFFERS AND THE GOVERNMENT IS UNDER NO OBLIGATION TO AWARD A CONTRACT AS A RESULT OF THIS ANNOUNCEMENT. NO FUNDS ARE AVAILABLE TO PAY FOR PREPARATION OF RESPONSES TO THIS ANNOUNCEMENT. ANY INFORMATION SUBMITTED BY RESPONDENTS TO THIS TECHNICAL DESCRIPTION IS STRICTLY VOLUNTARY. RESPPONSES WILL NOT BE RETURNED TO THE RESPONDER. NOT RESPONDING TO THIS NOTICE DOES NOT PRECLUDE PARTICIPATION IN ANY FUTURE REQUEST FOR QUOTE (RFQ) OR INVITATION FOR BID (IFB) OR RFP, IF ANY ISSUED. IF A SOLICITATION IS RELEASED, IT WILL BE SYNOPSIZED ON THE GOVERNMENT-WIDE POINT OF ENTRY (GPE). IT IS THE RESPONSIBILITY OF POTENTIAL OFFERORS TO MONITOR THE GPE FOR ADDITIONAL INFORMMATION PERTAINING TO THIS REQUIREMENT.