26Q0010_0_DRAFT RFQ.pdf

NOTICE OF DRAFT

REQUEST FOR QUOTATION (RFQ)

RELEASE

RFQ FA800326Q0010-DRAFT

Air Force Medical Service FY29 Program Objective Memorandum (POM) Working Group

In support of:

Department of Air Force (AF) Air Force Medical Command (AFMEDCOM)

NAICS code: 561920 (Convention and Trade Show Organizers)

DISCLAIMER: This is a Draft RFQ issued solely for market research and planning purposes. This notice does NOT constitute a formal solicitation (Request for Quote), and the Government is NOT requesting quotes or proposals at this time. The Government will not pay for any information or administrative costs incurred by industry in response to this draft notice.

PURPOSE: The Air Force is releasing this draft package (including the draft PWS, evaluation criteria, and a unique Hotel & Facility Coordination Attestation) to allow potential small business event planners to review the requirements and coordinate with local hotels within the designated 5-mile driving radius of DHHQ (Falls Church, VA) prior to the anticipated formal solicitation release.

FEEDBACK: Industry is highly encouraged to submit questions, comments, or capability feedback regarding the draft package to the Government Points of Contact (POCs) listed in the RFQ no later than 20 Jul 2026. The Government will utilize this feedback to finalize the acquisition package and approach.

DRAFT

- F

OR P

LA

NNIN

G P

URPOSES O

NLY

DRAFT REQUEST FOR QUOTATION (RFQ)

RFQ FA800326Q0010-DRAFT

1.0 GENERAL INFORMATION

1.1 Introduction, Background & Purpose.

You are invited to submit a written quotation for the Air Force Medical Service FY26 Program Objective Memorandum (POM) Working Group Conference support services on behalf of the Air Force Medical Command (AFMEDCOM).

This Request for Quotation (RFQ) is a competitive action conducted on the open market as a Combined Synopsis/Solicitation in accordance with (IAW) Federal Acquisition Regulation (FAR) Part 12, Acquisition of Commercial Products and Commercial Services.

This requirement is a Total Small Business Set-Aside under North American Industry Classification System (NAICS) code 561920 (Convention and Trade Show Organizers) and Product Service Code (PSC) R708 (Support- Management: Public Relations).

Be aware: FAR Part 15 procedures do NOT apply to this acquisition. The Government is not establishing a competitive range, conducting formal "discussions," or requesting "Final Proposal Revisions" (FPRs). The Government intends to evaluate quotations and award a contract without engaging in communications with Quoters. Therefore, Quoters are highly encouraged to submit their best technical and pricing terms in their initial quotation.

The Government intends to award a single, Firm-Fixed-Price (FFP) contract utilizing a Lowest Price Technically Acceptable (LPTA) evaluation methodology. The Period of Performance (POP) is event-specific, running from 13 September 2026 through 18 September 2026. All services, meeting spaces, and lodging blocks must be co-located within a single commercial hotel facility proposed by the Quoter. The proposed facility must be located within a five (5) mile driving radius of the Defense Health Headquarters (DHHQ) located at 7700 Arlington Blvd, Falls Church, VA 22042.

1.2 Government Points of Contact (POCs). The Contracting Officer (CO) and the Contract Specialist (CS) are the sole points of contact for this acquisition. All communication, including questions, shall be submitted in writing via email to both POCs listed below.

Contracting Officer Contract Specialists Aubrey E. Frost, 771 ESS/EGA Titus E. Robe, 771 ESS/EGA Email: aubrey.frost.1@us.af.mil Email: titus.robe@us.af.mil

SSgt Luke P. Tiffany, 771 ESS/EGA Email: luke.tiffny@us.af.mil

DRAFT

- F

OR P

LA

NNIN

G P

URPOSES O

NLY

mailto:aubrey.frost.1@us.af.mil mailto:titus.robe@us.af.mil mailto:luke.tiffny@us.af.mil

1.3 Critical Deadlines. All times are Eastern Time (ET).

• Questions & Answers. All questions must be submitted by 4:00 PM on [DAY], XX

[MONTH] 2026. Questions must be submitted using the Q&A Spreadsheet (Attachment 5) format. Responses will be posted directly to SAM.gov (www.sam.gov).

• Quotation Submission. Quotations must be submitted by 4:00 PM on [DAY], XX [MONTH]

2026. Quotations received after this deadline will not be considered for award.

1.4 General Terms and Conditions.

• Compliance: The quotation must comply with the terms and conditions of this RFQ. Non-conformance may result in an unfavorable evaluation or the quotation being removed from consideration.

• Discrepancies: If a Quoter believes these instructions contain an error, omission, or ambiguity, they shall immediately notify the Government POCs via email with supporting rationale prior to the quotation deadline.

• Exceptions: Any exceptions to the specific terms and conditions of this RFQ (e.g., the

Performance Work Statement (PWS) or evaluation criteria) must be clearly identified and explained within the quotation's Cover Letter, detailing the specific RFQ document, page, paragraph, and a complete rationale. The Government reserves the right to deem any quotation containing exceptions unacceptable, which may result in the quote being ineligible for award.

• Site Visit: The Government will not host a coordinated site visit. Quoters are solely responsible for conducting their own site visits and due diligence at their proposed venues prior to quotation submission.

• Quote Validity Period: Quotations must stipulate that the quoted pricing and terms remain valid for a minimum of 60 days from the date of submission.

2.0 QUOTATION PREPARATION & SUBMISSION INSTRUCTIONS.

2.1 General Submission Instructions.

To ensure uniformity and streamline the evaluation process, Quotations shall be formatted for standard 8.5 x 11-inch paper with pages numbered consecutively. The Government will not evaluate any pages that exceed the stated page limits. Tables of Contents will not count against any stated page limits. Quotations must be submitted via email to the POCs identified in Section

1.2 prior to the deadline established in Section 1.3.

Quoters shall submit their entire quotation in exactly two (2) separate electronic files, formatted and organized as follows:

OR P

LA

NNIN

G P

URPOSES O

https://www.google.com/url?q=http%3A%2F%2Fwww.sam.gov

Table 1. Quotation Organization.

File Name Quotation Section Format Maximum Page Limits

File 1:

Non-Price Quotation

Part I: Administrative PDF or MS Word 2 pages Part II: Technical Capability & Venue Plan

PDF or MS Word, Attachment 3

5 pages (excluding floor plans/attachments)

File 2: Price Quotation Part III: Price (CLIN Schedule)

Attachment 4 MS Excel

No page limit

Any submissions containing more than two files or formatted as separate "Volumes" in individual documents may be deemed non-conforming and excluded from evaluation.

2.2. Detailed Part Instructions.

2.2.1. Part I: Administrative.

This part shall not contain any technical or pricing information. The Administrative part shall consist of a Cover Letter providing the following information:

• Company Name, Physical Address, and Date of Submission

• CAGE Code and Unique Entity ID (UEI)

• Statement confirming the Quoter's status as a Small Business under NAICS 561920

• Statement confirming the Quoter is actively and currently registered in SAM.gov

• A completed and signed copy of the pre-award certification at FAR 52.222-52, certifying that the proposed turnkey service package meets all required conditions for the Service Contract Labor Standards (SLCS) commercial hotel conference exemption

• Name, phone number, and email address of the Quoter’s authorized POC

• A statement confirming the Quote Validity Period is a minimum of 60 days from the submission deadline, as required by Section 1.4

• A clear identification and explanation of any exceptions taken to the terms and conditions of this RFQ, as required by Section 1.4 (if applicable)

• Organizational Conflict of Interest (OCI) Disclosure: Quoters must include a statement declaring that no actual or potential OCI exists in relation to this requirement, or fully disclose any potential OCI.

2.2.2. Part II: Technical Capability & Venue Plan.

The Quoter shall submit a detailed Technical Proposal demonstrating their ability to execute the PWS. Because the Quoter is responsible for selecting the venue, the package must include the following documentation regarding their proposed facility:

• Venue Identification & Map: The name and physical address of the proposed hotel. The Quoter must provide a map screenshot (e.g., Google Maps) verifying the proposed hotel is within a 5-mile driving distance of 7700 Arlington Blvd, Falls Church, VA 22042.

• Venue Floor Plans: Official hotel floor plans, spec sheets, or dimensional drawings confirming the proposed Main Conference Space is ≥1,200 sq. ft. and capable of an 80-

DRAFT

- F

OR P

LA

NNIN

G P person classroom setup, and that a Breakout Space for 10 personnel is co-located in the same building.

• A/V & Multimedia Plan: A detailed list of the synchronized visual displays and audio equipment to be installed and operational by 0800 on 14 September 2026.

• Hotel Coordination Attestation (Attachment 3): A signed statement certifying the Quoter has confirmed availability with the proposed hotel and that no hotel-imposed auxiliary fees (e.g., electrical, union, or preferred-vendor A/V patch fees) will be billed to the Government.

• Lodging Confirmation: Written confirmation from the proposed hotel (e.g., an email from the hotel's group sales department or a draft contract) guaranteeing a block of 35 standard rooms for 13–18 September 2026 at or below $275.00/night.

2.2.3. Part III: Price Quotation.

The Quoter shall complete and submit the attached Pricing Schedule (Attachment 4).

• CLIN 0001 (Turnkey Services): Must be priced as a single, all-inclusive firm-fixed-price job, broken out into identified sub-CLINs.

• CLIN 0002 (Lodging Block): Must display the single-room daily rate. 35 rooms for five

(5) nights totals 175 room-nights. The lodging rate must not exceed $275.00 per night (excluding taxes).

• No venue rental or A/V fees shall be bundled into the lodging rate.

3.0 EVALUATION METHODOLOGY

3.1 Basis for Award.

The Government intends to award a single, Firm-Fixed-Price (FFP) contract to the responsible Quoter whose quotation conforms to the RFQ requirements and represents the Lowest Price Technically Acceptable (LPTA) to the Government.

This is a commercial services procurement conducted under FAR Part 12; therefore, the formal source selection procedures of FAR Part 15 do NOT apply.

3.2 Lowest Price Technically Acceptable (LPTA) Process.

Award shall be made on the basis of the lowest evaluated price of proposals meeting or exceeding the acceptability standards for non-cost factors. The Government will evaluate the following factors:

Factor 1: Technical Capability (Pass/Fail) Factor 2: Price

OR P

LA

NNIN

G P

3.4 Evaluation of Factors.

3.4.1. Factor 1: Technical Capability.

The Technical proposal will be evaluated on a Pass/Fail basis. To receive an "Acceptable" (Pass) rating, the proposal must meet all the following minimum standards:

• Standard 1 (Location & Space): The proposed hotel is verified to be within a 5-mile driving distance of DHHQ (7700 Arlington Blvd, Falls Church, VA). Provided floor plans prove the Main Space is ≥1,200 sq. ft., configured in a classroom/schoolhouse setup for 80 attendees, and includes a co-located Breakout Space for 10 people.

• Standard 2 (A/V & Setup): Proposes a comprehensive A/V list with synchronized displays legible at 50 feet, clear audio projection, on-site technician commitment, and a guarantee of full operational readiness by 0800 on 14 September 2026.

• Standard 3 (Lodging): Guarantees a dedicated block of 35 standard single rooms at the venue for 13–18 September 2026.

• Standard 4 (Risk Mitigation): Contains the signed Hotel Coordination Attestation confirming that no hotel-imposed auxiliary fees or vendor exclusivity penalties will be billed to the Government.

3.4.2. Factor 2: Price.

The Government will evaluate the Total Evaluated Price (TEP) by summing the FFP for CLIN 0001 and the total calculated room-night cost for CLIN 0002.

• Price Realism & Reasonableness: Prices will be evaluated for completeness and reasonableness.

• JTR Cap Pass/Fail: Any quote proposing a daily lodging rate exceeding $275.00 per night (excluding taxes) will be evaluated as Unacceptable and ineligible for award.

4.0 LIST OF ATTACHMENTS.

The following documents are attached to and made a part of this RFQ. Quoters are responsible for reviewing all attachments prior to submitting a quotation.

Table 2. List of RFQ Attachments.

Attachment # Document Title Note / Action Required by Quoter

1 Performance Work Statement (PWS) Read Only - Defines the requirement scope.

2 Clauses and Provisions Read Only - Contains applicable FAR/DFARS clauses.

DRAFT

- F

OR P

LA

NNIN

G P

3 Hotel & Facility Coordination Attestation

Action Required - Complete and submit as part of File 1 (Non-Price Quotation).

4 Pricing Schedule (CLIN Structure) Action Required - Complete and submit as File 2 (Price Quotation).

5 Q&A Spreadsheet Action Required - Use only if submitting questions prior to the deadline.

OR P

LA

NNIN

G P

4.0 LIST OF ATTACHMENTS.