Combo Synopsis-Solicitation_MH.docx

Combined Synopsis/Solicitation

Audio Visual Recurring Need for Mental Health Leadership & Readiness Symposium

773 Enterprise Sourcing Squadron

Joint Base San Antonio (JBSA) Lackland, TX 78226-1865

Date: 24 January 2025 Title: Mental Health Leadership & Readiness Symposium (BPA)

Request for Quote (RFQ) / Solicitation Number: FA805225Q0003 Closing Response Date: 10 February 2025 Contact Point(s): (SSgt Taylar Harris) Contact Point(s): (SSgt Eric Oliver)

1. Description: Audio and Visual (AV) Equipment and Support Services at The Florida Hotel & Conference Center, located at 1500 Sand Lake Rd, Orlando, Florida 32809. The dates of the FY25 base year event will be held 3-7 March 2025. Dates for the future option years are TBD.

Fiscal Year 2025 objective will complete audio visual equipment and support for the DAF Mental Health Leadership & Readiness Symposium for a group of 250+ attendees in a large ballroom 3-6 March 2025. This room will need A/V support to provide projectors, internet and audio capability for a presentation and dialogue from group. A partitioned section of the ballroom will need A/V services for 50+ members on 7 March 2025. This room will also need A/V support to provide projectors, internet and audio capability for presentations and dialogue from group. For the week of 3-7 March 2025, equipment must connect with sound system, allowing the audience to hear both video and microphone sound. Technician(s) to set up, maintain, and strike-down equipment needed for services. AV technical support should be on hand in case of malfunction. AV Equipment needs to be in place prior to event start date of 3 March 2025 and equipment strike-down must be completed no earlier than 5:00 pm 7 March 2025.

This solicitation is being issued small business set-aside. The selected NAICS code is (532490) The selected PSC is (W099).

This solicitation is for quotations on the basis of which the government may establish a Blanket Purchase Agreement with one supplier using the procedures in FAR Subpart 13.303. The selected Quoter must accept the government’s offer to enter into a Blanket Purchase Agreement before the agreement is established. The Quoter will do so by bi-lateral signature of the contract award document issued with the solicitation. Blanket Purchase Agreements are not contracts and do not obligate funds.

The government will simultaneously issue a Purchase Order against the established BPA for the first A/V event in response to the selected Quotation.

The Quoter who meets the government’s technical standards and is the lowest-priced will be selected for award. Additionally, the Quoter must be found responsible to be selected for award in accordance with FAR 9.104.

2. Requirement: This requirement supports up to 350 newly selected Total Force senior leaders, to include newly selected squadron commanders, 3-letter functional managers (Chief of Medicine, Chief of Aerospace Medicine, Chief Nurses, Chief Administrator, Chief of Dental, and Chief of BSC's) and Senior Enlisted Leaders at least at the squadron level.

3. Delivery Period:

4. Delivery Location: The Florida Hotel & Conference Center, located at 1500 Sand Lake Rd, Orlando, Florida 32809

5. Questions: The Government will accept questions concerning solicitation number FA805225Q0003 until 29 January 2025 at 11:00 AM CST. Email your questions to eric.oliver.5@us.af.mil and taylar.harris@us.af.mil. Any questions received after this date and time need not be considered.

6. Quotes Due Date: Quotes must be submitted electronically to the Contract Specialist, Taylar Harris, via e-mail at taylar.harris@us.af.mil and Contracting Officer, Eric Oliver at eric.oliver.5@us.af.mil. Quotes must conform to the requirements of this solicitation and be received no later than 10 February 2025 at 4:00 PM CST. It is the responsibility of the offeror to ensure that the quotes and its attachments are received. Any quotes received after designated closing date and time need not be considered at the Contracting Officer’s discretion to consider the circumstances of a late quote. Quotes must include aggregate total of all CLINS on Price Sheet. All quotes shall conform to the Contract Line Item Number (CLIN) structure of the attached Price Sheet.

7. Notice to Vendor(s): The Government reserves the right to cancel this solicitation, either before or after the closing date. In the event the Government cancels this solicitation, the Government has no obligation to reimburse Vendors for any costs. Respondent understands and agrees that it submits its quote at its own risk and expense, and releases 773 ESS/PK from any claim for damages or other liability arising out of the posting process. 773 ESS/PK shall not be liable for any errors in Vendor's response. Vendor is responsible for careful review of its entire response to ensure that all information is correct and complete. Vendors are liable for all error or omissions contained in their responses. All informational material submitted in response to this posting becomes the property of 773 ESS/PK and shall not be returned.

8. Period of Acceptance of Quotes: The Vendor agrees to hold the prices in its quote firm for 60 calendar days from the date specified for receipt of offers.

9. Wide Area Work Flow (WAWF): Include in the quote that a Wide Area Work Flow (WAWF) account has been initiated or already established (DoD) has mandated the use of WAWF. All invoices shall be submitted using Wide Area Work Flow (WAWF).

To get more information about how to register for WAWF contractors can go to the following web site and download the Contract Pay information: http://www.dfas.mil/contractorpay/ContractPayInformation.pdf.

10. SAM Registration: Firms submitting a quote subsequent to the solicitation described herein, MUST be registered in the System for Award Management (SAM) database, or risk the quote as being non-responsive, regardless if the package is considered complete, timely or any other salient consideration. Information to register on SAM can be found at the web site, SAM.gov | Home .

List of Attachments:

1) Statement of Objectives

2) Terms and Conditions

3) Provisions and Clauses

4) Price List

5) Wage Determination

BPA Terms and Conditions:

1) Description of agreement. This BPA is established to procure A/V Rental Support, as detailed in the attached Statement Of Objective (SOO), for use by the Air Force Medical Command (AFMED) at Air Force Pentagon, Washington D.C. This BPA authorizes the purchase of said services when requested by an authorized contracting officer or their designated representative, known as an authorized caller, during the period of performance. The requirement owner requires up to 5 service dates between March of 2025 and March of 2029 for Audio Visual Services. See the attached Statement of Objective. The services will be provided at the following hotel (The Florida Hotel & Conference Center, located at 1500 Sand Lake Rd, Orlando, Florida 32809). The service dates are for onsite training and meetings and will last no longer than five days per occasion.

2) Extent of obligation. The Government is obligated only to the extent of authorized purchases actually made under this BPA by authorized personnel, against authorized line items, as outlined in the approved Price List. The Government shall not be liable for any potential purchases not realized.

The following information will be in the body of the BPA after the winning Quote is selected:

3) Purchase limitation. The cost ceiling of the BPA will be limited to the total value of the selected quote over the period of performance of the BPA.

4) Individuals authorized to purchase under the BPA. A list of individuals authorized to make purchases under this BPA, identified by title or name, organizational component, along with their respective dollar limitations per purchase, will be provided to the contractor by the Contracting Officer. Only authorized individuals may place calls under this BPA.

(vi) Quantity, unit price, and extension of each item, less applicable discounts (unit prices and extensions need not be shown when incompatible with the use of automated systems, provided that the invoice is itemized to show this information).

(vii) Date of delivery or shipment.

(6) Invoices. (ii) An itemized invoice shall be submitted at least monthly or upon expiration of this BPA, whichever occurs first, for all deliveries made during a billing period and for which payment has not been received. These invoices need not be supported by copies of delivery tickets.

(iii) When billing procedures provide for an individual invoice for each delivery, these invoices shall be accumulated, provided that-

(A) A consolidated payment will be made for each specified period; and

(B) The period of any discounts will commence on the final date of the billing period or on the date of receipt of invoices for all deliveries accepted during the billing period, whichever is later.

(iv) An invoice for subscriptions or other charges for newspapers, magazines, or other periodicals shall show the starting and ending dates and shall state either that ordered subscriptions have been placed in effect or will be placed in effect upon receipt of payment.

(b) If the fast payment procedure is used, include the requirements stated in 13.403.

Addendum to Provisions and Clauses:

FAR 52.212-2 Addendum: A technically acceptable offer is required to have an existing agreement with the hotel for access to space, utilities, etc., and to submit it with their offer. Price proposals must be inclusive of any hotel fees for A/V services.

A responsibility determination will be made IAW with FAR Part 9.104. An acceptable offer must be found responsible. The government will utilize internal databases such as SPRS, CPARS, and SAM to perform the responsibility determination.

Selection of one offer for the establishment of a BPA using the procedures in FAR Subpart 13.1 will be made on the basis of the lowest price, technically acceptable and responsible quote.

First Order: At the time the BPA is established, an order will also be issued for the class planned for 3 Mar 2025 – 7 Mar 2025

Quote Sheet

Quote the total price for five consecutive A/V events. Also quote labor categories and labor rates for each year for BPA ordering.

Please see Attachment 4