A23 IDEX_2027_Combined Synopsis Solicitation.pdf

DEPARTMENT OF WAR

WASHINGTON HEADQUARTERS SERVICES

1155 DEFENSE PENTAGON

WASHINGTON, DC 20301-1155

ACQUISITION DIRECTORATE

COMBINED SYNOPSIS / SOLICITATION FOR COMMERCIAL SERVICES

Solicitation Number: HQ003426Q0903 Procurement Title: IDEX 2027 Exhibit Space/Build Issuing Agency: Washington Headquarters Services, Acquisition Directorate Date of Issuance: 3 September 2026

Section 1: General Information & Acquisition Overview

This is a combined synopsis/solicitation for commercial products or commercial services prepared in accordance with part 12. This announcement constitutes the only solicitation. Offers are being requested, and a separate written solicitation will not be issued.

Solicitation number

𝐇𝐇𝐇𝐇𝐇𝐇𝐇𝐇𝐇𝐇𝐇𝐇𝐇𝐇𝐇𝐇𝐇𝐇𝐇𝐇𝐇𝐇𝐇𝐇𝐇𝐇

International Defense Exhibition (IDEX) 2027

This acquisition is set aside for small business concerns. This solicitation incorporates provisions and clauses by reference. The full text of provisions and clauses may be accessed electronically at www.acquisition.gov.

Acquisition Parameter

Parameter Specification

Procurement Type

Commercial Services (FAR Part 12)

Competition Strategy

Total Small Business Set-Aside (FAR Part 19)

NAICS Code & Small Business Size

561920 – Convention and Trade Show Organizers ($20.0M)

Product Service Code

(PSC)

R701 – Support- Management: Advertising

Contract Type

Firm-Fixed-Price (FFP) with Dual-Invoicing Provisions

Place of Performance

Abu Dhabi National Exhibition Centre (ADNEC), Hall 3, Space 03-A32, Abu Dhabi, UAE https://www.acquisition.gov/

Period of Performance

Date of Contract Award through January 30, 2027

Section 2: Contract Line-Item Number (CLIN) Schedule

Quoters must provide firm-fixed-price pricing for all CLINs listed below. In accordance with PWS Sections 1.1 and 5.1, the Government authorizes dual invoicing, allowing CLIN 0001 (Space Reservation Fee) to be invoiced immediately upon proof of payment to the show organizer, with the remaining CLINs invoiced upon complete performance.

CLIN Item

Description Qty Unit Unit Price Total Firm-

Fixed-Price

0001 IDEX 2027

Booth Space Reservation Fee (85 sqm) Payment in full to the IDEX show organizer (Capital Events) for 85 sqm of exhibit space in Hall 3, Space 03- A32 (U.S.

Pavilion) IAW PWS Part 5a.

(Invoiceable immediately upon contract award and verification of payment to organizer).

1 Lot $ $

0002 Turnkey Exhibit Booth Design, Custom Fabrication, Logistics, & On-Site Build Custom fabrication (no

1 Lot $ $ modular/pre-built systems;

laminate or custom high-gloss spray finish), 2 private meeting rooms, DV lounge, outreach reception desk with glass top, backlit title panel wall with 5 DoW backlit 3D military seals, 3-sided illuminated fascia, laminate faux-wood flooring, HVAC units, audio/visual equipment, electrical hookup, and on-site assembly at

ADNEC IAW

PWS Part 5b.

0003 On-Site Event Support, Hospitality, Teardown, & Space Handover Dedicated On- Site Project Manager (15-min emergency response), daily cleaning/trash

1 Lot $ $ removal, daily beverage/snack replenishment throughout show dates (Jan 25–29, 2027), post-show dismantling, and site clearance on Jan 30, 2027, IAW PWS Part 5b.

0004 Custom Promotional Items (DSCA Logo Lapel Pins) Three hundred

(300) custom metal round lapel pins (1/2 inch) with full-color DSCA logo delivered to the exhibit reception desk prior to show opening IAW PWS Section 5.2.d.1.9.

300 Each $ $

TOTAL Total Evaluated Firm-Fixed- Price (CLINs 0001 through 0004)

Section 3: Quoter Eligibility & Venue Credentials

Requirement Description

SAM.gov Registration Quoters must have an active registration in the System for Award Management (SAM.gov) with an assigned Unique Entity Identifier (UEI) and CAGE code prior to award (FAR 52.204-7).

Venue Badging & Credentials The Contractor shall be solely responsible for independently obtaining all necessary event badges, builder passes, vehicle permits, and credentials for all personnel to access ADNEC before, during, and after the exhibition IAW PWS Section 1.6.12.

Turnkey Capability Quoters must demonstrate the organizational capability to manage international freight, UAE customs clearance, local electrical coordination, and on-site build within established IDEX deadlines.

Section 4: Critical Milestones

Critical Milestone Deadline / Event Window Action / Deliverable Recipient

Initial Space Schematic Within 5 calendar days of award

Submit to Contracting Officer's Representative

(COR).

Final Render 1 (Structural)

December 1, 2026 Submit 3D structural render to COR and Show Organizer (Capital Events).

Final Render 2 (With Graphics)

January 1, 2027 Submit final render with approved DoW/DSCA graphics to COR.

Electrical / Layout Submission

Per IDEX Exhibitor Manual

Submit engineering and electrical plans to Show Organizer.

On-Site Construction Window

Dec 2026 – Jan 24, 2027 Complete full build at ADNEC, Hall 3, Space 03- A32.

https://www.sam.gov/

Final Inspection & Acceptance

January 24, 2027 (at least 5 hours before COB)

100% on-site joint inspection and acceptance by DSCA COR.

IDEX 2027 Show Execution

January 25–29, 2027 Provide continuous on-site project management, cleaning, and hospitality.

Booth Dismantling & Clearance

January 30, 2027 Deconstruct booth and achieve final site sign-off with ADNEC/Organizers.

Section 5: Solicitation Provisions & Clauses Incorporated by Reference

PROVISIONS INCORPORATED BY REFERENCE

• FAR 52.203-18, Prohibition on Contracting with Entities that Require Certain Internal Confidentiality Agreements—Representation

• FAR 52.204-7, System for Award Management—Registration

• FAR 52.225-25, Prohibition on Contracting with Entities Engaging in Certain Activities or Transactions Relating to Iran—Representation and Certifications

• DFARS 252.203-7005, Representation Relating to Compensation of Former DoD Officials

• DFARS 252.204-7008, Compliance with Safeguarding Covered Defense Information Controls

• DFARS 252.204-7016, Covered Defense Telecommunications Equipment or Services— Representation

• DFARS 252.204-7017, Prohibition on the Acquisition of Covered Defense Telecommunications Equipment or Services—Representation

• DFARS 252.204-7024, Notice on the Use of the Supplier Performance Risk System

• DFARS 252.215-7008, Only One Offer

• DFARS 252.225-7031, Secondary Arab Boycott of Israel

• DFARS 252.225-7055, Representation Regarding Business Operations with the Maduro Regime

• DFARS 252.225-7059, Prohibition on Certain Procurements from the Xinjiang Uyghur Autonomous Region—Representation

CLAUSES INCORPORATED BY REFERENCE

• FAR 52.203-3, Gratuities

• FAR 52.203-17, Contractor Employee Whistleblower Rights

• FAR 52.203-19, Prohibition on Requiring Certain Internal Confidentiality Agreements or Statements

• FAR 52.204-13, System for Award Management—Maintenance

• FAR 52.204-19, Incorporation by Reference of Representations and Certifications

• FAR 52.209-6, Protecting the Government’s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment

• FAR 52.209-10, Prohibition on Contracting with Inverted Domestic Corporations

• FAR 52.212-4, Contract Terms and Conditions—Commercial Products and Commercial Services

• FAR 52.219-6, Notice of Total Small Business Set-Aside

• FAR 52.222-3, Convict Labor

• FAR 52.222-19, Child Labor—Cooperation with Authorities and Remedies

• FAR 52.222-36, Equal Opportunity for Workers with Disabilities

• FAR 52.222-50, Combating Trafficking in Persons

• FAR 52.226-8, Encouraging Contractor Policies to Ban Text Messaging While Driving

• FAR 52.228-3, Workers' Compensation Insurance (Defense Base Act)

• FAR 52.232-33, Payment by Electronic Funds Transfer—System for Award Management

• FAR 52.232-39, Unenforceability of Unauthorized Obligations

• FAR 52.232-40, Providing Accelerated Payments to Small Business Subcontractors

• FAR 52.233-3, Protest After Award

• FAR 52.233-4, Applicable Law for Breach of Contract Claim

• FAR 52.240-91, Security Prohibitions and Exclusions

• FAR 52.240-93, Basic Safeguarding of Covered Contractor Information Systems

• FAR 52.244-6, Subcontracts for Commercial Products and Commercial Services

• DFARS 252.203-7000, Requirements Relating to Compensation of Former DoD Officials

• DFARS 252.203-7002, Requirement to Inform Employees of Whistleblower Rights

• DFARS 252.204-7000, Disclosure of Information

• DFARS 252.204-7003, Control of Government Personnel Work Product

• DFARS 252.204-7012, Safeguarding Covered Defense Information and Cyber Incident Reporting

• DFARS 252.204-7018, Prohibition on the Acquisition of Covered Defense Telecommunications Equipment or Services

• DFARS 252.204-7022, Expediting Contract Closeout

• DFARS 252.222-7002, Compliance with Local Labor Laws (Overseas)

• DFARS 252.223-7008, Prohibition of Hexavalent Chromium

• DFARS 252.225-7028, Exclusionary Policies and Practices of Foreign Governments

• DFARS 252.225-7043, Antiterrorism/Force Protection Policy for Defense Contractors Outside the United States

• DFARS 252.225-7056, Prohibition Regarding Business Operations with the Maduro Regime

• DFARS 252.225-7060, Prohibition on Certain Procurements from the Xinjiang Uyghur Autonomous Region

• DFARS 252.227-7015, Technical Data—Commercial Products and Commercial Services

• DFARS 252.227-7990 (Deviation 2026-O0036), Technical Data—Commercial Products and Commercial Services

• DFARS 252.227-7994 (Deviation 2026-O0036), Limitations on the Use or Disclosure of Government-Furnished Information Marked with Restrictive Legends

• DFARS 252.227-7997 (Deviation 2026-O0036), Validation of Asserted Restrictions on Technical Data

• DFARS 252.232-7003, Electronic Submission of Payment Requests and Receiving Reports

• DFARS 252.232-7008, Assignment of Claims (Overseas)

• DFARS 252.232-7010, Levies on Contract Payments

• DFARS 252.233-7001, Choice of Law (Overseas)

• DFARS 252.240-7997 (Deviation 2026-O0025), NIST SP 800-171 DoD Assessment Requirements

• DFARS 252.243-7001, Pricing of Contract Modifications

• DFARS 252.243-7002, Requests for Equitable Adjustment

• DFARS 252.244-7000, Subcontracts for Commercial Products and Commercial Services

• DFARS 252.247-7003, Pass-Through of Motor Carrier Fuel Surcharge Adjustment to the Cost Bearer

• DFARS 252.247-7023, Transportation of Supplies by Sea—Basic

PROVISION AND CLAUSES INCORPORATED BY FULL TEXT

***The full text of required provisions and clauses that require offeror completion or specific Government fill-ins are provided in Attachment 2: Full-Text Provisions and Clauses. Quoters must complete the required provisions within Attachment 2 and return it with their quotation.***

Section 6: Addendum to FAR 52.212-1 (Instructions to Quoters)

Quotations must be submitted in two (2) separate electronic volumes via email:

1. Volume I: Technical Capability & Past Performance

• Initial 3D Renders & Space Layout: Eye-level and top-down renderings demonstrating maximum use of the 85 sqm peninsula footprint (meeting rooms, DV lounge, reception desk, storage closet, title panel wall, and fascia) in accordance with Section 5b of the PWS.

• Bill of Materials (BOM): Comprehensive list of structural materials confirming custom laminate/high-gloss build (no pre-built, modular, or rental systems).

• Key Personnel Resumes: Resumes for the Exhibit Designer and On-Site Project Manager complying with the minimum qualifications in PWS Section 1.6.11.

• Past Performance Information: Two (2) to three (3) project references within the last three

(3) years demonstrating similar trade show build and management experience at major international exhibitions.

2. Volume II: Price Proposal

• Completed CLIN Schedule (Section 2) with firm-fixed-price entries for CLINs 0001 through

0004.

• Quoter’s SAM.gov Unique Entity Identifier (UEI), CAGE Code, and authorized point of contact.

3. Inquiries & Clarifications Schedule

• Deadline for Questions: Friday, September 11, 2026, at 5:00 PM Eastern Time (ET).

• Submission Addresses: Inquiries must be sent simultaneously to both:

• Contracting Officer: Courtney Taitt, courtney.s.taitt.civ@mail.mil

• Contract Specialist: Anaya Porter, anaya.a.porter.civ@mail.mil

• Subject Line: RFQ HQ003426Q0903 - Questions - [Company Name]

• Government Q&A Release: Consolidated responses will be published as an official amendment on SAM.gov on or about Tuesday, September 15, 2026.

• Liability & Binding Authority: Explanations, interpretations, or instructions provided orally or informally by any Government personnel (including the COR) are not binding. Only a formal written amendment to this solicitation issued and executed by the Contracting Officer on SAM.gov shall be legally binding.

4. Quotation Submission Deadline Quotations must be submitted via email directly to Contracting Officer Courtney Taitt (courtney.s.taitt.civ@mail.mil) no later than Monday, September 21, 2026, at 5:00 PM Eastern Time (ET).

Section 7: Addendum to 52.212-2 Evaluation & Basis for Award

The Government will award a Firm-Fixed-Price purchase order to the responsible offeror whose quote represents the Best Value to the Government using streamlined comparative evaluation procedures in accordance with FAR 12.203(c)(2). Under these streamlined procedures, the Contracting Officer has broad discretion to perform comparative evaluations of quotations, and the evaluation is not subject to the restrictive procedures of FAR Part 14 or Part 15.

Evaluation Factor Evaluation Criteria

Factor 1: Technical Capability & Design

• Feasibility, aesthetic quality, and branding alignment of the initial 3D design renders.

• Compliance of proposed materials with custom laminate specifications (no pre-built/modular systems).

• Qualifications and experience of proposed Key Personnel (Designer & Project Manager) IAW PWS 1.6.11.

Factor 2: Past Performance • Demonstrated record of high-quality, on-schedule performance on similar international trade show exhibits at major defense/aerospace expositions.

mailto:courtney.s.taitt.civ@mail.mil mailto:anaya.a.porter.civ@mail.mil mailto:courtney.s.taitt.civ@mail.mil

Factor 3: Price • Completeness, realism, and fair and reasonable price evaluation across CLINs 0001–0004.

Section 8: Government Points of Contact

Role Contact Name

Organization

Email Address

Contracting Officer (PCO)

Courtney Taitt, WHS courtney.s.taitt.civ@mail.mil

Contract Specialist

Anaya Porter, WHS anaya.a.porter.civ@mail.mil