Combined Synopsis - Phantom T4040.pdf

4 Sept 2025

COMBINED SYNOPSIS/SOLICITATION FOR PHANTOM T4040

“Notice to Offerors" 52.232-18 Availability of Funds: Funds are not presently available for this contract.

The Government's obligation under this contract is contingent upon the availability of appropriated funds from which payment for contract purposes can be made. No legal liability on the part of the Government for any payment may arise until funds are made available to the Contracting Officer for this contract and until the Contractor receives notice of such availability, to be confirmed in writing by the Contracting Officer (End of clause)

Solicitation. This is a combined synopsis/solicitation for commercial product prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes only solicitation; quotations are being requested, and a written solicitation will not be issued.

The 30th Contracting Squadron (30 CONS), intends to utilize this Request for Quotation (RFQ), to award a Firm Fixed Price (FFP) contract. The Government intends to award one contract to the responsible Offeror whose quotation represents the Best Value to the Government.

This document and incorporated clauses and provisions are those in effect through Federal Acquisition Regular (FAR) Federal Acquisition Circular (FAC) Number 2025-05, Defense Federal Acquisition Regulation Supplement (DFARS) Change Number 08/07/2025, and Department of the Air Force Federal Regulation Supplement (DAFFARS) Change Number DAFFARS Change 10/16/2024.

This requirement is being solicited as 100% small business set-aside. For this acquisition, the North American Industry Classification System (NAICS) code is 7A20 IT and Telecom—Application Development Software (Perpetual License Software) and the small business size standard is $47M. All prospective Offerors must have a Commercial and Government Entity (CAGE) code and be registered with System for Award Management (SAM) at http://www.sam.gov.

Provision at FAR 52.212-1, Instructions to Offerors-Commercial Items, applies to this acquisition and the following addendums apply:

Provision at FAR 52.212-2, Evaluation-Commercial Items (Nov 2021) is NOT used in this solicitation. The evaluation procedures are outlined in this document.

The Offeror shall also complete FAR 52.212-3, Offeror Representations and Certifications- Commercial Items (Nov 2021). The Offeror shall complete only paragraph (b) of this provision if the Offeror has completed the annual representations and certification electronically in the SAM accessed through https://www.sam.gov.

FAR clauses 52.212-4, Contract Terms and Conditions – Commercial Items (Nov 2023), and 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders – Commercial Items (Dec 2023), apply to this solicitation. All provisions and clauses are listed in Attachment 1 of this RFQ. Additionally, all clauses and provisions may be found in full text at the following site: https://www.acquisition.gov/.

http://www.sam.gov/ http://www.acquisition.gov/

Description of Requirement. Phantom T4040:

Period of Performance (PoP). Delivery must be 60 ADC.

The quotation shall be good for 90 days.

Anticipated Contract Line Items (CLINs):

- (1 EA) 4.2 Megapixel High-Speed Digital Camera

Full Resolution 2560px X 1664px recording at a minimum frame rate of 9350 fps internal ram storage for 3 Seconds or better and 200fps on removable storage device for up to 20 minutes.

Sensor: CMOS, Back Side Illuminated Minimum of 1us Exposure Time Global Shutter Capability Bit Depth: 12-bit Day Light ISO: Color 4,000 MISB Standard - IRIG B frame time stamping Real Time Video Out: 3G-SDI 256GB On Board Storage Capable

- (1 EA) NIKON F Style Lens Mount

Nikon F Lens Mount compatible and must have the manual IRIS control capable.

- (1 EA) Canon EOS Lens Mount Canon EOS Lens Mount compatible and must have Canon EOS lens control for the camera and control on the lens mount.

- (1 EA) Phantom CineMag Compatible 8 TB removable storage device compatible with camera systems and Cine Station download stations.

- (1 EA) Camera Carrying Case Ruggedized waterproof carrying case that will securely fit the Camera and accessory equipment, with carrying handles and wheels.

Quotation Preparation and Submission:

Offerors shall complete and submit a quotation with the following information: Cover Letter, Technical, and Price, as identified in this RFQ. The details for assembly of the quotation are identified below.

Table-1.

Quotation Section Title/RFQ Reference Page Limit

Cover Letter 1 Factor 1. Technical Data Sheet Technical Approach 5 Factor 2. Price CLIN Pricing Sheet 1

Details for assembly of the quotation:

Table of Contents, Glossaries, Tabs, and List of Acronyms do not count against the page limit.

Cover Letter: The Cover Letter shall identify the Offeror’s Point of Contact (POC) to include a phone number and email address for any questions regarding the submitted quotation and the having authority to negotiate and bind the company.

Pages shall be single line spaced; with a minimum 1-inch margin all around. The font shall be no smaller than 10 point and no larger than 12 point for general text, text in tables, charts, graphs, and figures. No condensed fonts allowed; Times New Roman or Arial font only. No condensed fonts allowed; Times New Roman or Arial font preferred.

If page limits are exceeded, the excess pages will not be read or considered in the evaluation of the quotation.

All quotations must list UEI number, CAGE code, and Federal TIN with Company name, POC, and phone number. To obtain or renew a UEI number or CAGE code, please visit https://www.sam.gov. Lack of registration in the SAM database will make an Offeror ineligible for award.

Any deviation from the RFQ requirements and format may result in non-consideration of the quotation.

Additional Instructions to Offerors. Offerors shall respond to this RFQ via e-mail by 9 Sep 2025 at 1:00PM PT.

All quotations should be sent to, Jeff Weeks at jeffrey.weeks.5@spacefore.mil and Chris Hummel at Christopher.Hummel.6@spaceforce.mil before the due date and time specified.

To assure timely and equitable evaluation of quotes, offerors must follow the instructions contained herein.

Quotes must be complete, self-sufficient, and respond directly to the requirements of this solicitation. A complete quote consists of two (2) parts: and Part I - Technical Part II - Price. Failure to furnish a complete quote may result in the quote being determined unacceptable by the Government. Response to this solicitation (including both parts) must be submitted by the due dates.

Receipt of your electronic submittal will be acknowledged via return email; if you do not receive an acknowledgement, you are advised to call for confirmation as firewall protections may block emails and/or strip attachments.

For each contract line number (CLIN) insert quoted unit price and extended amount. The extended amount must equal the quantity multiplied by the unit price. To prevent rounding issues, unit prices are to be rounded to the nearest whole dollar.

Note: it is the responsibility of each offeror to verify their calculations.

Interchanges: The Government may conduct interchanges with one, some, none, or all vendors at its discretion.

Offerors shall provide sufficient information to allow the Government to judge the offeror's technical capability to perform the requirements of this solicitation. The basis of the offeror's technical quote is Attach 1 – Pricing Schedule, to this RFQ.

The offer must adhere to the specifications and characteristics listed. Any items that do not meet the example of the acceptable model/part number will need to have a detailed explanation accompanying the quote.

Offerors must also be registered in Wide Area Work Flow to receive payment through electronic funds transfer.

If you are not currently registered, please visit the following website https://wawf.eb.mil/ to complete your registration.

Organizational Conflicts of Interest. All Offerors shall identify any conflict of interest or appearance issues that might be a potential Organizational Conflict of Interest.

Notice to Offerors. The Government reserves the right to cancel this RFQ, either before or after the closing date. In the event the Government cancels this solicitation, the Government has no obligation to reimburse an Offeror for any costs. Submitted quotations shall be valid for 60 days after the closing date of the RFQ.

Basis for Award. The Government intends to award a FFP contract resulting from the RFQ to the responsible Offeror whose quotation represents the Best Value to the government. To be eligible for award, the Offer must receive acceptable rating for all factors. The evaluation factors that establish the requirements of acceptability shall be set forth in this RFQ. The Government intends to award based on the initial quotation submission without interchanges. Offerors who do not quote the entire package requested will be considered non-responsive and their quotation may not be evaluated. The Government intends to select one contractor;

however, the Government reserves the right to award no contract at all.

Since award will be based on initial responses, Offerors are highly encouraged to quote their most advantageous pricing in their initial response. The responses to this RFQ are intended to be evaluated, and award made, without interchanges unless interchanges are deemed to be in the best interest of the Government. Interchanges are fluid interaction(s) between the Contracting Officer (CO) and the Contractors that may address any aspect of the quote and may or may not be documented in real time. Offeror responses to interchanges will be considered in making the award selection decision. Interchanges may be conducted with one (1), some, or all Offeror’s as the Government is not required to conduct interchanges with any or all contractors responding to this RFQ. If the Government enters interchanges, the Government will not request final quote revisions.

This requirement will be awarded to the responsible offeror whose quote conforming to the solicitation is determined to represent the Best Value for the Government based on meeting price and technical acceptability.

This acquisition is being conducted in accordance with FAR Part 13 Simplified Acquisition Procedures. By submission of its offer, the offeror accedes to all solicitation requirements, including terms and conditions, representations and certifications, and technical requirements, in addition to those identified as evaluation factors or sub factors. The offeror accedes to the terms of this model contract and all such offers shall be treated equally except for their prices and technical evaluation. An "unacceptable" rating in any factor will result in the overall technical quote being rated "unacceptable" and the quote will therefore be ineligible for award. The Government may at its discretion also utilize information available from Government Past Performance collection systems to compare offerors and use this information as a discriminator when identifying the offer that represents the Best Value. Quotes will be evaluated using FAR 13.106-2 procedures which permit comparative evaluation of offers. While the Government will strive for maximum objectivity, the selection process is subjective by its nature. Therefore, professional judgment is implicit throughout the entire process.

The evaluation process shall proceed as follows:

Evaluation Criteria. Evaluation criteria will include the following factors:

Factor 1 – Technical Approach Factor 2 – Price Technical Evaluation.

The Government's technical evaluation shall evaluate the technical quotes on a pass/fail basis, assigning a rating of Acceptable or Unacceptable. An offer must be rated "acceptable" to be eligible for award. An "unacceptable" rating will result in the overall technical quote being rated "unacceptable" and the quote will therefore be ineligible for award. The Government will utilize the information provided by the offeror, along with FA461025Q0072 information collected from other sources (i.e., other Government offices, commercial sources, etc.), in making a technical acceptability determination. If an Offeror's technical quote is determined to be Technically Unacceptable, no further evaluation will be conducted.

Offerors determined to be technically unacceptable shall be eliminated from consideration for contract award.

TECHNICAL RATINGS

The following table shall be used for the evaluation of Factor 1:

Adjectival Rating Description Acceptable The quote meets the requirements of the solicitation.

Unacceptable The quote does not meet the requirements of the solicitation.

Factor 2 – Price:

Adequate price competition is anticipated and exists if two or more responsible offerors, competing independently, submit priced offers that satisfy the Government’s expressed requirements. Therefore, the Offerors’ total evaluated prices (TEPs) will be evaluated for price reasonableness. TEP will be the only discriminator amongst Offerors for this factor. Price analysis shall be used to evaluate the price reasonableness of each Offeror’s TEP.

Offerors shall submit the pricing volume in their own format. Offerors shall round all calculations to two decimal places. A quotation submitted with extended figures hidden or set to display to the nearest dollar without rounding may not be accepted. Price must be determined fair and reasonable (IAW FAR 12.203(a) and FAR 12.203(b) and IAW FAR 12.209 to be eligible for award.

The Government may compare Offeror TEPs, compare TEPs to the Independent Government Estimate (IGE), or may use other price analysis techniques per FAR 13.106-3(a). Evaluation of option prices shall not obligate the Government to exercise the options.

Contractor Responsibility. Prior to an award, an offeror may be requested to provide business information for the purpose of responsibility determination in accordance with FAR Part 9. Failure to provide the requested information may result in a determination of non-responsibility, and the offeror would then be considered ineligible for award.

Attachments:

Attachment 1 – Price Sheet Attachment 2 – Salient Characteristics Attachment 2 – Provisions Clauses

Christopher Hummel Contracting Officer