26Q0010_0_RFQ_5 Aug 26.pdf

NOTICE OF

REQUEST FOR QUOTATION (RFQ)

RELEASE

RFQ FA800326Q0010-FORMAL RELEASE

DATED 5 AUG 2026

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)

REQUEST FOR QUOTATION (RFQ)

RFQ FA800326Q0010

1.0 GENERAL INFORMATION

1.1 Introduction, Background & Purpose.

You are invited to submit a written quotation for the FY29 Air Force Medical Service (AFMS) 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 Specialist Aubrey E. Frost, 771 ESS/EGA SSgt Luke P. Tiffany, 771 ESS/EGA Email: aubrey.frost.1@us.af.mil Email: luke.tiffany@us.af.mil mailto:aubrey.frost.1@us.af.mil mailto:luke.tiffany@us.af.mil

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

• Questions & Answers. All questions must be submitted by 12:00 PM on FRIDAY, 7

AUGUST 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 WEDNESDAY, 12

AUGUST 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:

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.

• Acknowdgement that Quoter has reviewed all Draft and Formal RFQ Amendments posted on SAM.gov from date of original draft posting to close of quotation submission deadline of 4:00 PM ET on 12 August 2026.

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-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 (check-in 13 September 2026 and check-out 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), which consists of two (2) interactive tabs: Tab 1 (“Pricing Schedule”) and Tab 2 (“CLIN 0001 Cost Breakout”).

• CLIN 0001 (Turnkey Services): The Quoter shall propose a single, all-inclusive firm-fixed-price (FFP) for CLIN 0001 on Tab 1. The Quoter must include the individual costs of all required A/V equipment (specified in PWS Appendix 1) within the overall FFP for CLIN 0001.

Under no circumstances shall A/V equipment costs be priced separately or billed as an auxiliary charge.

• CLIN 0002 (Lodging Block - Informational / No-Cost): The Quoter shall propose a single-room daily lodging rate on Tab 1. Based on the requirement of 35 rooms for five (5) nights (175 total room-nights), the proposed rate must not exceed $275.00 per night (exclusive of local taxes and standard hotel fees) in accordance with GSA lodging and per diem rates for Falls Church, VA in September 2026. No conference space rental or A/V fees shall be bundled, loaded, or absorbed into the proposed lodging rate.

• Tab 2 Cost Breakout: To facilitate the Government’s evaluation of compliance with FAR 52.219-14 (Limitations on Subcontracting), the Quoter must complete the CLIN 0001 Cost Breakout table on Tab 2, illustrating the estimated allocation of the proposed lump sum across the following commercial cost categories:

• Venue/Facility Rental: (Exempt from 50% calculation)

• A/V Equipment Rental/Leasing: (Exempt from 50% calculation)- The Quoter must map the combined costs of all equipment listed in PWS Appendix 1 to this line

• Prime Contractor Management Labor: (Subject to 50% self-performance)

• On-Site Technical Support Labor: (Subject to 50% self-performance)

Failure to provide this cost breakout may render the quotation non-conforming and ineligible for award

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

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.

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.

4.0 LIST OF ATTACHMENTS.