Greenville SC Military Event Venue Proposal Compliance Gap Review

LOC-001

Hotel must be within Greenville, SC zip code 29601

PWS 3.1; Line Item 0001; Inspection/Acceptance notes

States facility located within Greenville, SC 29601; includes placeholders for hotel name/address in 29601

Partially Covered

Address is bracketed placeholders; solicitation addendum also requests the address be provided with quote.

PER-001

Performance dates: Sep 11–13, 2026

PWS header; Delivery/Performance schedules

Explicitly states performance dates Sep 11–13, 2026

Covered

GEN-001

Provide all personnel/equipment/tools/materials/supervision; non-personal services

PWS opening paragraph

Explicit commitment to furnish all personnel/equipment/etc. as non-personal services contractor

Covered

LOD-001

Sleeping rooms must be at or below Government per diem rate

PWS 3.1; Objectives

Commits rooms priced at/below applicable lodging per diem for Greenville for dates of performance

Covered

LOD-002

Estimated sleeping room quantities: 75 (Fri), 45 (Sat), 0 (Sun)

Requirements table; Line Item 0001

Acknowledges 75 rooms Fri and 45 rooms Sat; final counts by Sep 10 5:00pm

Covered

LOD-003

Provide adequate space/amenities for Service Members/Family with or without children

Objectives; PWS narrative

Commits to mix of room configurations; standard amenities; suitability for families

Partially Covered

Does not list number/types of rooms (king/queen/doubles) as required when not broken down on line items.

LOD-004

Contractors required to identify number and types of rooms in proposal if not broken down on line items; indicate if insufficient non-smoking inventory

Objectives

Provides non-smoking preference statement and escalation plan; does not provide room type counts

Partially Covered

Room type breakdown is missing; non-smoking handling is addressed.

LOD-005

Federal Government is tax exempt

PWS 3.1; Billing context

Acknowledges tax exempt status and commits to apply correctly

Covered

BILL-001

Invoice only for actual services/supplies provided; final count by Sep 10 5:00pm

PWS 3.2; 3.11

Commits to invoice only actuals; references final count timing and reconciliation

Covered

PE-001

Personal expenses (phone/movies/laundry/room service etc.) paid by guest; not billed to Government

PWS 3.3

Explicitly addresses and commits to folio separation/master-bill controls

Covered

CS-001

Conference space must be co-located in same facility as sleeping accommodations

PWS 3.4

Explicitly states co-located within same facility; reserved for Government use during program hours

Covered

CS-002

No renovations/activities shall interfere (noise/unsightly distractions)

PWS 3.4

Commits no onsite renovations interfere; proactive communication/correction

Covered

CS-003

Line of sight: no pillars/posts obstructing views

PWS 3.4

Explicitly commits no pillars/posts/obstructions

Covered

CS-004

Comfortable padded chairs required

PWS 3.4

Explicitly commits padded chairs throughout general session

Covered

CS-005

Conference space should be secluded to minimize distractions/improve counseling process

PWS 3.4

Explicitly commits secluded general session space and traffic flow/signage controls

Covered

CS-006

Conference hours: 6:30am–3:00pm on event days

PWS 3.4

Commits to staffing coverage during general session hours of 6:30am–3:00pm

Covered

CS-007

Meeting requirements for two days (Sat & Sun)

PWS 3.4; Specs table

States general session room for Saturday and Sunday

Covered

SET-001

Area must be well lit

PWS 3.8

Addresses lighting; states easily adjustable lighting

Partially Covered

Adjustable lighting is covered; does not explicitly state 'well lit' baseline, though implied.

SET-002

Windows must have coverings to darken room for videos/slides

PWS 3.8

Explicitly states windows will have coverings capable of darkening room

Covered

REF-001

Water station at back of room; ice water and glasses replenished at beginning of each session (as necessary)

PWS 3.4; 3.9

Commits water station at back with ice water and glasses replenished at beginning of each session and as necessary

Covered

SET-003

Small table for projectors in 2nd or 3rd row with space for one individual to monitor with laptop connection

PWS 3.4 (Meeting Rooms)

Mentions projector table placement to be confirmed during post-award visit; does not explicitly commit to 2nd/3rd row + monitor space

Partially Covered

Add explicit compliance statement to exact placement and monitoring space requirement.

SEC-001

No meeting spaces allowed in basements

PWS 3.5

Explicitly acknowledges requirement and states rooms are above-grade

Covered

SEC-002

Meeting rooms shall be secured enough for attendees/staff/Gov info/supplies/equipment/property

PWS 3.5

Commits to securing spaces when not in use; access control procedures; secured storage/staging area

Covered

SPACE-001

Seating style: Theater style

PWS 3.6; Specs table

Explicitly states theater style

Covered

SPACE-002

Minimum general session square footage: 9,125 sq ft for 500 pax (Sat & Sun)

Specs table; PWS 3.6

Explicitly commits minimum 9,125 sq ft and up to 500 attendees

Covered

SPACE-003

Lunch space requirement: Flow rounds, 9,125 sq ft (Sat & Sun)

Specs table (Meeting Space - Lunch)

Discusses wave service timing; does not specify lunch space setup 'flow rounds' or square footage

Gap

Proposal should explicitly confirm lunch space availability/configuration and square footage requirement.

SCH-001

Vendor works closely with COR; agenda receipt depends on award timing; setup/layout coordination after PO

PWS 3.7

Commits to work closely with COR; acknowledges agenda timing dependency; documents event order

Covered

SITE-001

Support staff arrive one day prior; provide assistance from Hotel Managers/Event Coordinators for in-processing readiness

PWS 3.1

Explicitly commits assistance; recognizes staff arrival one day prior

Covered

SITE-002

Final walkthrough Friday prior to event; time window 9:00am–4:00pm

PWS 3.1

Explicitly commits support for Friday walkthrough within 9:00am–4:00pm

Covered

SV-001

Two site visits: (1) verification/evaluation; (2) post-award detailed setup visit incl. lunch waves

PWS 3.12

Explicitly commits to two site visits; describes both and lunch wave coordination

Covered

MEAL-001

Provide variety of healthy food choices for breakfast, lunch, and dinner

Objectives

Commits healthy breakfast/lunch; does not discuss dinner

Partially Covered

Solicitation objective includes dinner; line items do not include dinner, but objective language still states breakfast/lunch/dinner.

MEAL-002

Breakfast buffet Sat (150) and Sun (90) for overnight guests with required items

PWS 3.10; Requirements table; Line Item 0003

Matches quantities and enumerates required menu items

Covered

MEAL-003

Lunch buffet Sat (450) and Sun (450) with required items

PWS 3.10; Requirements table; Line Item 0004

Matches quantities and menu components; discusses wave service

Covered

FS-001

Restaurant complies with SC DHEC regulations; Food Permit Decal rating not lower than A; Food Inspection Report not lower than 88%

PWS 3.10

States compliance and that permit decal rating/inspection scores meet threshold; will provide documentation upon request/site visit

Partially Covered

Does not explicitly state 'A' and '>=88%' values; add explicit numeric/letter commitment and attach proof if available.

INV-001

Invoices submitted via WAWF

PWS 3.11; DFARS 252.232-7006

Explicitly states invoices via WAWF

Covered

INV-002

Use Invoice 2-in-1 document type for services not requiring shipment

DFARS 252.232-7006

Explicitly states Invoice 2-in-1

Covered

INV-003

Provide rooming roster of all personnel booked under contract with final invoice

PWS 3.11

Explicitly commits to provide roster with final invoice

Covered

AV-001

Provide AV support for two days (Sat/Sun) per PSAV-AV Support Package

AV table; Line Item 0007

Commits to two-day AV services consistent with PSAV package

Covered

AV-002

AV components: two large screens w/support package; 1 podium w wireless mic; stage; audio sound for laptop; one internet connection

AV table

Commits to two large screens, podium with wireless mic support, stage/riser with podium, audio for laptop playback, dedicated internet connection

Covered

AV-003

Wireless mics quantity 2

Line Item 0007

Explicitly commits to two wireless microphones

Covered

AV-004

Screens no smaller than 10" (as written in line item)

Line Item 0007

States 'no smaller than stated minimum' but does not cite 10"

Partially Covered

Add explicit statement meeting/exceeding '10" screens (QTY 2)' requirement (noting the solicitation text likely intended 10 ft, but proposal should match exact text).

EXH-001

Exhibitor tables: 25 Sat and 25 Sun (included with meeting room rental)

Requirements table; Line Item 0005

Explicitly commits 25 each day and placement coordination

Covered

PARK-001

Parking passes: 250 (requirements table) / Self Parking line item quantity 500 (11–13 Sep)

Requirements table; Line Item 0006

Commits to 250 passes; does not address line item 0006 quantity 500

Gap

Potential quantity mismatch: solicitation continuation lists 500 each for self-parking; proposal references 250 passes.

PRICE-001

Provide prices filled out on SF 1449 or separate quote

Addendum to 52.212-1 (No. 1)

States pricing will be provided on SF1449 or attached quote; not included in provided text

Partially Covered

Narrative commitment only; pricing artifact absent from draft text.

SUBM-001

Provide hotel address and technical evaluation info (quality of facilities/rooms/amenities/food/location)

Addendum to 52.212-1 (No. 1)

Provides narrative on quality and location; address is placeholder

Partially Covered

Must include actual hotel address; consider adding specific amenity details evaluators can verify.

PP-001

Past Performance Questionnaires: up to 5; submitted by prior agencies directly; not accepted from offeror

Addendum to 52.212-1 (No. 1); FAR 52.212-2

Explains process and commits; offers to provide contact info

Covered

KO-001

Only KO can legally bind; COR can give technical direction within scope/no funding implications

Definitions 5.2–5.3

Commits to work through KO for changes and accept COR technical direction within scope

Covered

0001 Hotel Rooms (120 each total)

75 rooms 11SEP + 45 rooms 12SEP; must be in 29601; FFP

Acknowledges quantities and 29601; per diem compliant

Partial

Provide actual hotel address; provide room type breakdown as requested by objectives.

0002 Occupancy Tax (120 each)

Occupancy tax line item present despite tax exemption handling; FFP

Discusses tax exemption and preventing improper billing

Partial

Clarify how occupancy tax CLIN will be priced/handled when Gov is tax-exempt (e.g., $0.00 with rationale, or per solicitation direction).

0003 Breakfast (240 each)

150 (12SEP) + 90 (13SEP); buffet menu requirements

Matches quantities and menu items

Aligned

0004 Adult Lunch (900 each)

450 (12SEP) + 450 (13SEP); buffet menu requirements

Matches quantities and menu items; wave concept acknowledged

Aligned

0005 Meeting Room Rental - General Session (2 each)

Includes exhibitor tables (25 each day); general session 500 theater; square footage minimum

Commits to 500 theater and 9,125 sq ft; exhibitor tables 25/day

Aligned

Also confirm projector table placement requirement and lunch space requirements (if part of venue needs).

0006 Self Parking (500 each)

Parking line item quantity 500 each (11–13 Sep performance window)

Commits to 250 passes

Not Aligned

Resolve quantity discrepancy (250 vs 500); specify whether passes are per day vs total, and match CLIN quantity/pricing basis.

0007 AV Package (2 each)

Two-day AV package; 2 wireless mics; 2 screens no smaller than 10"; one internet connection; riser w podium; audio for laptop; projectors

Commits to PSAV package elements, 2 wireless mics, dedicated internet; mentions screens min but not 10"; does not explicitly mention projectors

Partial

Explicitly include projectors; explicitly confirm screen minimum as written; tie deliverables to CLIN language.

G-001

Actual hotel address not provided (placeholders used)

Addendum to 52.212-1 #2 (address required); PWS 3.1 (29601)

Address fields are bracketed placeholders

Could render quote nonresponsive/unevaluable for location requirement

High

Insert full legal hotel name and complete street address demonstrating Greenville, SC 29601; include mapping/distance notes if helpful.

G-002

Room types/counts not identified

Objectives (identify number and types of rooms if not broken down on line items)

States mix of configurations but no counts by type

Evaluation risk; may be considered incomplete vs stated objective

Medium

Add a room mix table (e.g., king/double queen/ADA-accessible, connecting rooms) with estimated counts and ability to adjust after final count.

G-003

Lunch meeting space configuration/square footage not explicitly confirmed

Specs table: Lunch (Sat/Sun) Flow rounds 9,125 sq ft

Discusses wave service only; no lunch room dimensions/config

Operational risk (insufficient space/flow), potential noncompliance

High

Explicitly commit to providing lunch space meeting 9,125 sq ft minimum configured for flow rounds (or propose equivalent that meets intent with COR approval).

G-004

Projector table placement requirement not explicitly met

PWS 3.4: small table for projectors in 2nd or 3rd row + monitor space/laptop connection

States projector table placement to be confirmed later

Could be viewed as not fully meeting PWS setup requirements

Medium

Add explicit statement: projector/tech table positioned 2nd or 3rd row, with power and space for one operator and laptop connectivity.

G-005

SC DHEC thresholds not explicitly stated (A rating; ≥88%)

PWS 3.10

States meets threshold but without explicit A/88 values

Compliance verification risk during site visit/award decision

Medium

State: Food Permit Decal rating 'A' (or better) and inspection score ≥88%; attach latest inspection report if available.

G-006

Parking quantity mismatch (proposal 250 passes vs CLIN 0006 quantity 500)

Requirements table (250) vs SF1449 continuation 0006 Self Parking (500 each)

Proposal cites 250 passes

Pricing and performance ambiguity; could cause disputes or evaluation penalties

High

Clarify basis: provide 250 passes/day vs total; align narrative and pricing to CLIN quantity 500 (or explain discrepancy and propose correction/assumption).

G-007

AV requirement: projectors and screen minimum text not explicitly addressed

CLIN 0007 includes projectors; screens no smaller than 10"

Mentions screens meet minimum but not number; does not mention projectors explicitly

Risk of being judged nonresponsive for AV package completeness

Medium

Add explicit list mirroring CLIN 0007 (projectors, 2 screens ≥10", 2 wireless mics, riser/podium, audio, internet).

G-008

Dinner requirement mentioned in Objectives not addressed

Objectives: healthy food choices for breakfast, lunch and dinner

Proposal covers breakfast/lunch only

Potential technical evaluation question; may be minor if dinner not procured

Low-Medium

State whether dinner service is available on-site (restaurant/banquet) and can be provided if ordered; clarify that current pricing/CLINs do not include dinner unless added by modification.

G-009

Occupancy tax CLIN handling not explicitly aligned to tax exemption

CLIN 0002 Occupancy Tax present; PWS says tax exempt

Proposal discusses tax exemption generally

Billing dispute risk (improper charges or CLIN pricing confusion)

Medium

Explicitly state occupancy tax will not be charged to Government when valid exemption documentation provided; price CLIN accordingly and explain in assumptions.

R-001

Quote deemed nonresponsive due to missing required address

Placeholders instead of actual address; addendum requires address submission

Medium

High

High

Insert complete address; add explicit statement that property lies within 29601; include supporting proof (e.g., webpage, map).

R-002

Insufficient lunch space leading to crowding/agenda delays

Lunch space square footage/config not committed

Medium

High

High

Commit to lunch room specs (9,125 sq ft flow rounds) and staffing/serving plan (wave schedule, serving stations).

R-003

Parking cost/scope dispute

Mismatch between 250 passes and CLIN quantity 500

High

Medium

High

Align quantities and define parking pass unit (per vehicle-day vs per pass for event).

R-004

AV package found incomplete during site visit

Projectors and screen minimum not explicitly confirmed

Medium

Medium

Medium

Provide exact AV inventory list and confirm onsite technician coverage hours; include redundancy/backup plan.

R-005

Food safety compliance challenged

No explicit A/88 stated; documentation not attached

Low-Medium

High

Medium

State explicit thresholds and attach latest SC DHEC documentation; define process for providing updated reports at site visit.

R-006

Room mix insufficient for families/children needs

No room-type count plan; late final headcount

Medium

Medium

Medium

Provide room mix plan including double-queen/connecting rooms and ADA; provide allocation method after final count (Sep 10 5pm).

REC-001

Replace all bracket placeholders with the hotel’s full legal name, street address, and confirmation of Greenville, SC 29601.

Addendum to 52.212-1 #2; PWS 3.1; CLIN 0001 notes

Eliminates nonresponsiveness risk; improves technical evaluation confidence.

REC-002

Add a concise compliance table that mirrors the solicitation requirements table (Rooms/Breakfast/Lunch/General Session/Exhibitors/Parking/AV) and CLINs 0001–0007, including units and quantities.

PWS requirements table; SF1449 continuation

Improves evaluator traceability; reduces ambiguity and disputes.

REC-003

Provide room-type breakdown (e.g., King, Two Queen, Double, ADA, connecting) with estimated quantities and an allocation approach for families/children.

Objectives (room types); PWS scope

Demonstrates fulfillment of family accommodation objective; strengthens technical score.

REC-004

Explicitly commit to lunch space: 9,125 sq ft minimum, flow-rounds setup, and describe serving stations/wave execution.

Specs table (Lunch); PWS 3.10/3.12

Reduces operational congestion risk; shows full facility capability.

REC-005

Add explicit statement meeting projector table requirement (2nd/3rd row, power, operator space, laptop connectivity).

PWS 3.4 meeting rooms

Closes a specific, testable setup requirement.

REC-006

Food safety: explicitly state 'Food Permit Decal rating A (or better)' and inspection report '≥88%', and attach the most recent SC DHEC inspection documentation if permitted.

PWS 3.10

Strengthens compliance proof and reduces site-visit disqualification risk.

REC-007

Resolve parking quantity discrepancy by defining the parking pass unit and aligning narrative and pricing to CLIN 0006 (500 each) while still meeting the requirements table (250).

Requirements table; CLIN 0006

Prevents pricing/scope disputes and evaluation downgrades.

REC-008

Mirror CLIN 0007 language in the AV section, explicitly listing: projectors, (2) screens meeting the minimum, (2) wireless mics, riser/podium, audio for laptop, and dedicated internet connection.

CLIN 0007; AV requirements table

Improves compliance clarity and reduces interpretation risk.

REC-009

Clarify occupancy tax CLIN handling under tax exemption (e.g., priced at $0 with explanation, or per Government direction) and state documentation process for applying exemption.

PWS 3.1; CLIN 0002

Reduces billing errors and payment delays.

REC-010

Add a short statement on dinner availability (on-site restaurant/banquet) and clarify whether it is included/excluded from current CLINs.

Objectives (breakfast/lunch/dinner)

Addresses objective language and avoids evaluator questions.