Request For Information - AMRAAM 2026 IUR.pdf

Request For Information (RFI)

2026 AMRAAM INTERNATIONAL USERS REVIEW (IUR)

Event Planning 19 Sep 2024

The Government is conducting market research to identify potential sources that possess the ability to plan and oversee United States Air Force (USAF) Advanced Medium-Range Air-to-Air Missile (AMRAAM) International Users Review (IUR). The contractor will be responsible for awarding a contract to a hotel to be identified by the AMRAAM program office with appropriately sized and equipped facilities and providing direct interface with hotel personnel to ensure all requirements of the SOW are sufficiently provided. This would include but not be limited to:

monitoring hotel registration within awarded block, conference and meeting room set up, audio/visual for all rooms, vendor exhibit set up, registration assistance, photography, administrative assistance, and other assistance as requested by AMRAAM. In addition, the contractor will be asked to support oversight of, and document input in, the AMRAAM IUR webpage. Contractor employees supporting the event may be asked to submit to a background check. Prior experience conducting United States government conference or events is required.

Contractors responding to this market research are placed on notice that participation in this survey may not ensure participation in future solicitations or contract awards. The government will not reimburse participants for any expenses associated with their participation in this survey.

The Government has determined this is a commercial service.

INSTRUCTIONS:

1. The attachments below contain a description of the 2026 AMRAAM IUR Event Planner requirement and a Contractor Capability Survey. The Survey allows Contractors to provide their company’s capability.

2. If, after reviewing these documents, you desire to participate in the market research, you should provide documentation that supports your company’s capability in meeting these requirements. Failure to provide documentation may result in the government being unable to adequately assess your capabilities.

3. ATTENTION: SMALL BUSINESS RESPONDENTS who are interested in participation for this effort:

a. No set aside decision has been made; however, the Government will determine the final strategy after thorough analysis of the small business responses and other market research available, considering the demonstrated interest and capability.

Please ensure that you provide a thorough response to each question. If your company does not currently possess the full capability required to fulfill the entire requirement, what teaming/partnership/joint venture/subcontracting arrangement do you have in place to fulfill the government needs? Providing evidence of this arrangement, e.g. emails, letter, etc. that demonstrates a united response to this RFI is highly encouraged, but not required. The evidence should state the type of arrangement and the role each member will fulfill. If you are only interested in being a subcontractor to the future awardee, state the portion of the work that your organization has capability of fulfilling.

b. Identify any areas of work that your organization believes should be broken out exclusively for Small Business.

4. Both large and small businesses are encouraged to participate in this Market Research.

Joint ventures or teaming arrangements are encouraged.

5. Questions relative to this market survey should be addressed to the PCO.

ATTACHMENT 1

STATEMENT OF WORK (DRAFT)

The Government is conducting market research to identify potential sources that possess the expertise, capabilities, and experience to meet qualification requirements to perform, or oversee, the following:

2024 AMRAAM International Users’ Review (IUR) Dates: TBD Location (Host Hotel): To Be Selected and Provided to Event Planner

The AMRAAM International Users’ Review is aimed at providing Advanced Medium Range Air-to-Air Missile (AMRAAM) International users the latest information by providing detailed briefings, working groups, and offering topics of discussion related to the AMRAAM missile and software upgrades. The focus is on the AMRAAM international partners. Attendees are from 42 countries (both military and civilian), US government employees and Department of Defense contractors. Attendance is by invitation only; this review is not open to the general public.

Approximately 300 people, including vendors, are expected to attend the 2026 conference.

CONFERENCE SUPPORT

The preponderance of this requirement is to utilize the contractor’s support services primarily two times per year, for the IUR pre-planning meeting (3 ½ days to include travel) as well as the actual event (7 days to include travel), in order to provide full support for the AMRAAM International Users' Review (IUR). Other services will be required as outlined below.

PRE-PLANNING

Facility Support Services Requirement:

The contractor shall sign the contract with the host hotel for the AMRAAM International Users' Review no later than tbd . Attendees are not expected to exceed 300 people. The contractor shall be available and attend one pre-planning meeting for the AMRAAM IUR, which will be held at the tbd (host hotel). The pre-planning meeting will be held in tbd and will last for 2 days and 2 days travel.

Administrative Support:

Badges and conference nameplates will need to be generated prior to the event (templates, names, etc will be provided by the government 3 weeks before the event). The contractor would print and assemble badges up to 2 weeks before the event and print nameplates. These would then be carried by the vendor to the event registration. The vendor will continue to support printing of badges and nameplates during the event as needed.

IT Support:

The contractor shall include an option for IT support leading up to the IUR (not to exceed 120 hours), to build and standardize briefings, setup/build/print event agendas, maintain the

AMRAAM IUR website and attend dry runs (up to 4) that will be held at Warner Robins, GA in the tbd time frame.

EVENT SUPPORT

The contractor will be responsible for payment of all charges incurred at the host site for the AMRAAM IUR. Charges include (but are not limited to) meeting room rental, food and beverages, audio visual, drayage services, hotel shipping and receiving, hotel business center charges and bus transportation if required. The contractor will be available to accept credit card payment(s) for vendor fees as well as US government food and beverage fees (if required) and deduct these fees from the final hotel bill.

During the event, the contractor will provide up to 40 hours of IT support on-site at the host hotel during the event (April 2026) plus 2 days travel (travel days are in addition to the 40 hours of on-site support) will be required. The contractor shall include a photographer (one person) at the host hotel for the week of the IUR. 50 hours of on-site support + 2 travel days (travel days are in addition to the 50 hours of on-site support). The photographer will be required to take a group photo (approximately 300 people), photograph briefers, general session, exhibit hall setup, registration and ballroom setup as well as photograph two (2) after hour socials (all included in the 50 hours of on-site support).

POST EVENT SUPPORT

IT/ADMIN support shall continue in order to monitor the website, upload photos and briefings as requested. In addition, the contractor will collate the action items and conference feedback into a single Microsoft document (Word or Excel).

Briefings and working groups held during the AMRAAM IUR are unclassified. However, due to the nature of the discussions, all US and International attendees are required to submit a visit request and hold a security clearance at the Secret level per direction of the AMRAAM Foreign Disclosure Officer.

ATTACHMENT 2

CONTRACTOR CAPABILITY SURVEY

Part I. Business Information

Please provide the following business information for your company/institution and for any teaming or joint venture partners:

Company/Institute Name:

Address:

Point of Contact:

CAGE Code:

Phone Number:

E-mail Address:

Web Page URL:

Government Proposed North American Industry Classification System (NAICS) Code:

561920

Based on the Government proposed NAICS Code, state whether your company is:

Small Business (Yes / No) Woman Owned Small Business (Yes / No) Small Disadvantaged Business (Yes / No) 8(a) Certified (Yes / No) HUBZone Certified (Yes / No) Veteran Owned Small Business (Yes / No) Service Disabled Veteran Small Business (Yes / No) System for Award Management (SAM) (Yes / No) A statement as to whether your company is domestically or foreign owned (if foreign, please indicate the country of ownership).

Responses to the Capability Survey Part I and Part II must be received no later than close of business 02 Oct 2024. Please ensure data is in a readable electronic format that can be received through a firewall. Attachments shall not to exceed 10 MB per email. Multiple emails are acceptable. Responses must be sent via email to the following:

Procuring Contracting Officer (PCO):

Jessica Pope (jessica.pope@us.af.mil)

Security Assistance Program Manager (SAPM)/IUR Chair

Jamie Whewell (jamie.whewell@us.af.mil) Questions relative to this market research should be addressed to the PCO.

Part II. Capability Survey Questions

A. General Capability Questions:

1. Describe briefly the capabilities of your organization and nature of the goods or services you provide. Include a description of your staff composition and management structure.

2. Describe your company's past experience on previous projects similar in complexity to this requirement. Include contract numbers, a brief description of the work performed, period of performance, agency/organization supported, and individual point of contact (Contracting Officer or Program Manager).

3. Describe your company’s experience in event planning and execution of government conferences and meetings.

4. What is your company’s current maximum manning for this particular type of requirement?

Provide information on any reserves you may possess to increase manpower capacity in the event of an immediate need.