RFQ_Powell Hall Rental_FA440727Q8002.pdf

10 November 2026

DEPARTMENT OF THE AIR FORCE

375TH CONTRACTING SQUADRON (AMC)

REQUEST FOR QUOTATION (RFQ)

Purchase Request Reference: F3ST526313A001 – Powell Hall Rental

Solicitation #: FA440727Q8002

Contracting Activity: 375 CONS/PKB

205 E WINTERS ST BLDG 52

SCOTT AFB IL 62225-5015

Government Representatives: Margret West – Contracting Officer margret.west@us.af.mil

(618) 256-9252

Shawna Kuebler – Contract Specialist shawna.kuebler.1@us.af.mil

(618) 256-3088

This is a combined Presolicitation Notice/Request for Quotation (RFQ) for commercial items prepared in accordance with the format in Revolutionary FAR Overhaul (RFO) Part 12, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; this is a Request for Quotation (RFQ), numbered FA440727Q8002, and a written solicitation will not be issued. This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2026-01.

The selection for the award will be made based on technical acceptance by the Government of the resultant quote and the Contracting Officer’s (CO) ability to deem pricing fair and reasonable.

From this RFQ, a Firm-Fixed-Price (FFP), single award is anticipated.

This acquisition is being solicited as a 100% Small Business Set-Aside utilizing NAICS Code 561990 – All Other Support Services, Small Business Standard $16.5M, and Product Service Code (PSC) will be R499 – Support- Professional: Other. This solicitation incorporates provisions and clauses by reference. The full text of provisions and clauses may be accessed electronically at www.acquisition.gov.

Please use the subject line “RFQ FA440727Q8002 – Powell Hall Rental” and include both Government representatives in all e-mail correspondence.

mailto:margret.west@us.af.mil https://www.google.com/url?q=mailto%3Ashawna.kuebler.1%40us.af.mil http://www.acquisition.gov/

Description of Requirement:

The 375th Contracting Squadron requires a contractor to secure and provide Powell Hall at the Jack C. Taylor Music Center, 718 North Grand Boulevard, St. Louis, Missouri 63103, for the U.S.

Air Force Band of Mid-America’s Spirit of the Season concert on 4 December 2026, with anticipated venue access from approximately 2:00 p.m. to 10:00 p.m. Times are subject to reasonable adjustment by the Government within the overall 1400–2200 access period, provided the adjustment does not increase the required staffing quantity, staffing duration, or scope.

Changes outside that period or otherwise increasing the required scope require written authorization by the Contracting Officer. Powell Hall is essential to the requirement; venue substitution and rescheduling of a canceled event are not authorized.

The contractor shall furnish Powell Hall and all required associated spaces, including the Whitaker Room, Kemper Lounge, Berges Grand Lobby, Wightman Foyer, and Steward Family Education and Learning Center. The contractor shall also provide or coordinate all personnel, equipment, and event-support services necessary for load-in, sound check, lobby activities, a VIP dinner, the concert, performer meet-and-greet, and load-out. Required support includes stagehands, truck loaders, a lighting director, uplighting, piano tuning, box-office and ticketing services, ushers, concession personnel, VIP valet and parking support, pianos, chairs, music stands, risers, a lectern, a portable bar, and an in-house retractable screen and projector.

The event will be presented to a live audience and recorded for potential future television broadcasts and distribution through Air Force media and social-media channels. The contractor is responsible for entering into and administering all agreements necessary to furnish Powell Hall and remains fully responsible for contract performance when using agents, subcontractors, or other intermediaries. Except for the musicians, musical instruments other than acoustic pianos, and holiday decorations identified as Government furnished, the contractor shall include in its quoted price all labor, facilities, equipment, fees, deposits, commissions, and other expenses necessary to satisfy the requirement.

The contractor shall confirm all event details with the Government representative no later than 20 November 2026 and provide confirmation that all required services have been secured no later than 24 November 2026.

Performance shall comply with all dates, locations, deliverables, media permissions, professional-conduct requirements, and other terms established in the Statement of Work.

CLIN Description Qty Unit Unit Price Extended Price

Powell Hall Rental on 4 Dec 2026 per the SOW Firm-Fixed Price 1 event

GRAND TOTAL

This solicitation is a Lowest Price Technically Acceptable (LPTA) evaluation. Quoters must submit a Technical Plan that demonstrates meeting the SOW requirements as well as a price breakdown.

Offers (Quote, Technical Plan and Price Breakdown) are due No Later Than (NLT) 10:00 am CST on Wednesday, 18 November 2026 via email to: shawna.kuebler.1@us.af.mil and margret.west@us.af.mil Questions are due NLT Noon (12:00 pm) CST on Monday, 16 November 2026 via email to Shawna Kuebler and Margret West. Failure to submit a technical plan and price breakdown may result in your quotation not being evaluated.

Submission Requirements:

Addendum to RFO 52.212-1, Instructions to Offerors—Commercial Products and Commercial Services

1. Quotation Organization and Format The quotation shall be submitted in two volumes:

• Volume I—Administrative and Technical Information

• Volume II—Price

Volume I should not exceed 10 pages, excluding venue confirmations, authorization letters, representations, and other supporting documentation. Volume II has no page limitation. Files shall be submitted in PDF format; price schedules may also be submitted in Microsoft Excel format.

2. Volume I—Administrative and Technical Information mailto:shawna.kuebler.1@us.af.mil mailto:margret.west@us.af.mil

2.1 Administrative Information

The quoter shall provide:

• Legal business name, physical address, and remittance address;

• Unique Entity Identifier (UEI) and CAGE code;

• Name, title, telephone number, and email address of the primary point of contact;

• Confirmation that the quoter’s SAM.gov registration is active;

• Quotation validity period; and

• Acknowledgment of all RFQ amendments (if any)

2.2 Technical Information

The quoter shall provide a concise technical response demonstrating its ability to satisfy all requirements of the Statement of Work. At a minimum, the response shall address the following:

a. Venue Availability

Provide written confirmation that Powell Hall and the other required spaces at the Jack C. Taylor Music Center, 718 North Grand Boulevard, St. Louis, Missouri 63103, are available on 4 December 2026, including all periods required for load-in, setup, rehearsal, sound check, lobby activities, VIP activities, the concert, performer meet-and-greet, and load-out. Venue substitution and rescheduling of a canceled event are not authorized.

b. Evidence of Ability to Secure the Venue

The quoter shall provide written confirmation from Powell Hall’s authorized representative demonstrating that, contingent upon the quoter receiving the resulting Government contract, Powell Hall is willing and able to furnish the required venue, spaces, services, equipment, and performance periods described in the Statement of Work.

The confirmation may be conditioned upon Government award to the quoter and subsequent execution of an agreement between the quoter and Powell Hall. The quoter is not required to execute a nonrefundable venue agreement or pay a reservation deposit before contract award.

Acceptable evidence includes a dated letter or email from Powell Hall’s authorized representative, a conditional agreement, or comparable documentation. The documentation shall identify:

• Powell Hall;

• The 4 December 2026 event date;

• The required access and performance periods;

• All required event spaces; and

• Powell Hall’s willingness to provide or support the services and equipment required by the Statement of Work.

Confidential financial information may be redacted if the redaction does not prevent the Government from determining technical acceptability.

c. Required Event Spaces

Confirm availability of all required spaces, including:

• Powell Hall;

• Whitaker Room;

• Kemper Lounge;

• Berges Grand Lobby;

• Wightman Foyer; and

• Steward Family Education and Learning Center.

d. Technical and Management Approach

Describe how the quoter will provide, manage, or coordinate all required personnel, equipment, and event-support services, including, as applicable:

• Stagehands and truck loaders;

• Lighting director and uplighting;

• Piano tuning;

• Box-office and ticketing support;

• Ushers and concession personnel;

• VIP valet and parking support;

• Pianos, chairs, music stands, risers, lectern, and portable bar;

• Retractable screen and projector; and

• Coordination of load-in, setup, rehearsal, performance, meet-and-greet, and load-out activities.

The response shall identify the quoter’s approach to coordinating with the Government, venue, subcontractors, and other event participants.

e. Schedule and Milestones

Confirm the quoter’s ability to meet all RFQ dates and milestones, including:

• Final coordination of event details with Government representative no later than 20 November 2026; and

• Written confirmation that the venue and all required services have been secured no later than 24 November 2026.

f. Recording and Media Permissions

Confirm that the venue arrangements will permit the Government to photograph and record the event and to use or distribute resulting content as provided in the RFQ. Identify all venue-required releases, licenses, approvals, notices, credits, fees, or limitations associated with photography, audio or video recording, broadcast, streaming, social-media distribution, or future Government use.

The quoter shall identify any venue term or third-party restriction that could conflict with the Government’s contemplated media use or with separately acquired artist-related content and usage rights. This requirement does not obligate the venue contractor to grant intellectual-property or publicity rights that only an artist or another third party may grant.

g. Licenses, Permits, Insurance, and Agreements

Confirm that the quoter possesses, or will obtain before performance, all licenses, permits, insurance, permissions, and/or third-party agreements necessary to perform the requirement.

h. Exceptions and Assumptions

Clearly identify all exceptions, assumptions, limitations, and proposed deviations from the RFQ.

If none are identified, the Government will understand the quotation to comply with the RFQ as written.

3. Volume II—Price

The quoter shall submit a firm-fixed-price quotation covering all labor, supervision, facilities, spaces, equipment, supplies, transportation, fees, deposits, commissions, service charges, and other costs necessary to perform the requirement.

At a minimum, the price volume shall identify:

• Total quoted price;

• Venue rental charges;

• Charges for each required room or event space;

• Labor and staffing costs;

• Equipment, lighting, piano, and audiovisual costs;

• Box-office, ticketing, parking, valet, concession, and other event-support costs;

• Administrative fees, commissions, deposits, service charges, taxes, and other expenses;

• Any optional, estimated, or contingency charges;

• Profit or fee;

• Payment and deposit schedule, if applicable; and

• Cancellation, refund, and deposit terms.

Any item excluded from the total quoted price shall be clearly identified. The quoter shall state whether any price element is estimated, subject to adjustment, or dependent upon a future event.

The Government will not be responsible for costs exceeding the awarded firm-fixed price unless authorized by the Contracting Officer through a written contract modification.

This breakdown is requested solely to support the Government’s evaluation of price completeness, balance, and reasonableness. Award will be made at the quoted firm-fixed price, and the breakdown will not establish separate reimbursable cost elements. The Government is not requesting certified cost or pricing data unless separately required by the Contracting Officer.

4. Representations, Certifications, and RFQ Terms

The quoter shall:

• Confirm that its SAM.gov representations and certifications are current, complete, and applicable to this acquisition;

• Disclose any actual or potential organizational conflicts of interest;

• Acknowledge all RFQ amendments (if any); and

• Identify any solicitation provision, clause, or requirement to which it takes exception.

5. End of Addendum

This addendum supplements RFO 52.212-1. All other terms of RFO 52.212-1 remain unchanged unless expressly modified by this RFQ.

PROVIDE THE FOLLOWING CONTRACTOR INFORMATION WITH YOUR

QUOTE:

1. Contractor Name:

2. Contractor Address:

3. Point of Contact:

4. Phone Number:

5. Email Address:

6. UEI Number:

7. CAGE Code:

8. Business Type (i.e. Small, Women-Owned, SDVOSB, etc.):

9. Offer Date and Expiration Date:

10. GSA Contract Number:

11. Proposed Payment Terms or Discount:

12. Delivery Date: N/A

13. FOB: Destination

ADDENDUM TO RFO 52.212-2—EVALUATION—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES

The provision at RFO 52.212-2, Evaluation—Commercial Products and Commercial Services, applies to this acquisition and is supplemented as follows. For purposes of this Request for Quotation (RFQ), the terms "offer," "offeror," and "proposal" in RFO 52.212-2 shall be read as "quotation," "quoter," and "quote," respectively, where applicable.

1. Basis for Award

The Government intends to award a single firm-fixed-price contract to the responsible Quoter whose quotation:

1. Conforms to the solicitation’s submission requirements;

2. Is determined to be Technically Acceptable under each non-price evaluation factor;

3. Provides satisfactory pre-award confirmation when requested by the Contracting

Officer; and

4. Offers the lowest evaluated price determined fair and reasonable by the Contracting

Officer.

This acquisition uses a Lowest Price Technically Acceptable (LPTA) source-selection approach.

Technical factors will be evaluated on an Acceptable/Unacceptable basis and will not be rated comparatively. The Government will not pay a price premium for a quotation that exceeds the minimum requirements.

A quotation is eligible for award only if every technical factor is rated Acceptable. A deficiency, material omission, material exception, unsupported representation, or failure to demonstrate compliance with a material requirement may result in an Unacceptable rating.

The Government may verify information in a quotation with Powell Hall’s authorized representative and may request clarifications. The Government is not obligated to permit a Quoter to cure a materially deficient quotation.

2. Evaluation Process

The Government may evaluate quotations in order of evaluated price, beginning with the lowest-priced quotation. If the lowest-priced quotation is technically acceptable, the Government may make award without evaluating higher-priced quotations, subject to the Contracting Officer’s responsibility determination and price-reasonableness determination.

The Government intends to evaluate quotations and make award without exchanges but reserves the right to conduct clarifications or other exchanges if determined necessary by the Contracting Officer.

3. Evaluation Factors

The Government will evaluate quotations using the following factors:

1. Technical Acceptability

2. Price

3. Responsibility

Technical acceptability will be evaluated on an Acceptable/Unacceptable basis. No additional credit will be given for exceeding a minimum technical requirement unless the RFQ expressly states otherwise.

4. Technical Evaluation

A quotation will be rated Acceptable only if it demonstrates compliance with all material RFQ requirements. The Government will evaluate the quotation against the following elements:

a. Venue Availability

The quotation must provide written confirmation that Powell Hall and the required spaces at the Jack C. Taylor Music Center, 718 North Grand Boulevard, St. Louis, Missouri 63103, are available on 4 December 2026 for all required periods, including load-in, setup, rehearsal, sound check, lobby and VIP activities, the concert, performer meet-and-greet, and load-out.

b. Evidence of Ability to Secure the Venue

The quotation must include written confirmation from Powell Hall’s authorized representative that Powell Hall is willing and able to furnish the required venue, spaces, services, equipment, and performance periods if the quoter receives the resulting Government contract. The confirmation may be contingent upon Government award and subsequent execution of an agreement between the quoter and Powell Hall.

The Government will evaluate whether the documentation adequately identifies the required date, access periods, spaces, services, and equipment and demonstrates a reasonable basis to conclude that the quoter can secure performance after award.

c. Required Event Spaces

The quotation must confirm availability of all required event spaces, including:

• Powell Hall;

• Whitaker Room;

• Kemper Lounge;

• Berges Grand Lobby;

• Wightman Foyer; and

• Steward Family Education and Learning Center.

d. Technical and Management Approach

The quotation must demonstrate an acceptable approach to providing, managing, and coordinating all required personnel, equipment, and event-support services. The Government will evaluate whether the approach adequately addresses the applicable Statement of Work requirements, including but not limited to stage and loading labor, lighting, piano tuning, box-office and ticketing support, ushers, concessions, parking and valet support, furnishings, audiovisual equipment, and event coordination.

e. Schedule and Milestones

The quotation must demonstrate the quoter's ability to meet all required dates and milestones, including final coordination of event details with the Government representative no later than 20 November 2026 and written confirmation that the venue and required services have been secured no later than 24 November 2026.

f. Recording and Media Permissions

The quotation must demonstrate that the proposed venue arrangements permit the photography, audio or video recording, broadcast, streaming, social-media distribution, and other Government use described in the RFQ. The Government will evaluate any required releases, licenses, approvals, notices, credits, fees, limitations, or third-party restrictions for consistency with the

RFQ.

A quotation may be rated Unacceptable if it includes a venue term or third-party restriction that materially interferes with the Government's contemplated media use or separately acquired artist-related content and usage rights.

g. Licenses, Permits, Insurance, and Agreements

The quotation must confirm that the quoter possesses, or will timely obtain, all licenses, permits, insurance, permissions, and/or third-party agreements necessary for performance.

h. Exceptions and Assumptions

The Government will evaluate all exceptions, assumptions, limitations, and proposed deviations.

An exception to a material requirement may render the quotation Unacceptable or ineligible for award.

5. Technical Ratings

The Government will assign one of the following ratings:

Rating Definition

• Acceptable: The quotation clearly demonstrates compliance with all material RFQ requirements and presents no unacceptable risk to successful performance.

• Unacceptable: The quotation fails to demonstrate compliance with one or more material RFQ requirements, contains an unacceptable limitation or exception, or presents an unacceptable risk to successful performance.

Only technically acceptable quotations will be considered for award.

6. Price Evaluation

The Government will evaluate the total quoted price and supporting price information for completeness, consistency with the technical quotation, and price reasonableness. Failure to provide the required breakdown, or failure of the breakdown to reconcile to the total quoted price may render the quotation ineligible for award. A reservation deposit is part of the total price and will not be added to the remaining event price if already included. The Government will verify that the price breakdown do not duplicate the deposit.

The Government may use one or more price-analysis techniques authorized by RFO 15.404-1(b) to determine whether the quoted price is fair and reasonable. A quotation may be ineligible for award if its price is incomplete, materially inconsistent with its technical approach, subject to unacceptable adjustment, or determined not to be fair and reasonable.

7. Responsibility Determination

Before award, the Contracting Officer will determine whether the apparent successful quoter is responsible in accordance with RFO 9.104-1. The Government may consider information contained in the quotation, SAM.gov, the Federal Awardee Performance and Integrity

Information System, past-performance sources, and any other information available to the Contracting Officer.

The apparent successful quoter must have an active SAM.gov registration for all awards at the time of award and satisfy all other applicable eligibility requirements.

8. End of Addendum

This addendum supplements RFO 52.212-2. All other terms of RFO 52.212-2 remain unchanged unless expressly modified by this RFQ.

Special Clauses:

Ombudsman

a) An ombudsman has been appointed to hear and facilitate the resolution of concerns from offerors, potential offerors, and others for this acquisition. When requested, the ombudsman will maintain strict confidentiality as to the source of the concern. The existence of the ombudsman does not affect the authority of the program manager, contracting officer, or source selection official. Further, the ombudsman does not participate in the evaluation of proposals, the source selection process, or the adjudication of protests or formal contract disputes. The ombudsman may refer the interested party to another official who can resolve the concern.

b) Before consulting with an ombudsman, interested parties must first address their concerns, issues, disagreements, and/or recommendations to the contracting officer for resolution. Consulting an ombudsman does not alter or postpone the timelines for any other processes (e.g., agency level bid protests, GAO bid protests, requests for debriefings, employee-employer actions, contests of OMB Circular A-76 competition performance decisions).

c) If resolution cannot be made by the contracting officer, the interested party may contact the ombudsman, Ms. Lisa A. Gross, 510 POW/MIA Drive, Scott AFB IL 62225-5022, 618- 299-0267, lisa.gross@us.af.mil of AFICC/KM. Concerns, issues, disagreements, and recommendations that cannot be resolved at the Center/MAJCOM/FLDCOM/DRU ombudsman level, may be brought by the interested party for further consideration to the Department of the Air Force ombudsman, Associate Deputy Assistant Secretary (ADAS) (Contracting), SAF/AQC, 1060 Air Force Pentagon, Washington DC 20330-1060, phone number (571) 256-2395, facsimile number (571) 256-2431.

d) The ombudsman has no authority to render a decision that binds the agency.

e) Do not contact the ombudsman to request copies of the solicitation, verify offer due date, or clarify technical requirements. Such inquiries shall be directed to the contracting officer.

(End of clause)

Attachment List:

Attachment 1 – RFO, R-DFARS and DAF Clauses and Provisions

Attachment 2 – Brand Name Justification

Attachment 3 – Statement of Work

Attachment 4 – Wage Determinations