Mental Health Symposium (AV) __Request for Information_Sources Sought.docx

AFICC 773 ESS/PK-Mental Health Symposium Mental Health Symposium (A/V) Rental BPA – Mental Health Symposium

General Information

Classification Code: W099 – LEASE OR RENTAL OF EQUIPMENT - MISCELLANEOUS

NAICS Code: 53290 – Other Commercial and Industrial Machinery and Equipment Rental and Leasing

THIS IS A REQUEST FOR INFORMATION (RFI)/ SOURCES SOUGHT ANNOUNCEMENT to conduct market research relative to the Mental Health Symposium (A/V) Rental BPA – Mental Health Symposium requirement. This RFI announcement is NOT a Request for Proposal (RFP) and the Government is not committed to award a contract pursuant to this announcement. The information from this RFI is for planning purposes only and will assist the Government in planning its acquisition strategy and is not to be construed as a commitment by the Government, implied or otherwise, to issue a solicitation or ultimately award a contract.

General Intent

The Air Force is looking to award a single contract to facilitate this requirement. This market research is being conducted to assist in determining the best acquisition strategy for the subject service. Any information regarding contract type, commercial practices, and specifications are requested and being considered for the development of the solicitation.

This announcement is targeted for all qualified businesses that can perform the services as stated in the Statement of Objectives (SOO); responses from all interested parties are appreciated and accepted.

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 event will be held 3-7 March 2025.

AUDIO AND VIDEO EQUIPMENT

· Mixing board with audio support for laptop audio and speaker audio.

· Support for multiple handheld mics at the same time (Q&A sessions).

· 3 >4000 lumen projectors (10' drop-down projectors provided by hotel).

· 4 Speakers

· 1 Podium with 1 microphone

· 1 Confidence monitor (a monitor facing the presenter on the stage so they can move away from the podium).

· 3 Handheld microphones with 2 stands

· 1 Remote slide advancer

· 1 Lapel microphone

· 3 Extensions cords & 6 power strips

LABOR

· 2 Techs for 5 hours - SUN: Deliver, Set up for General Session at Legends Ballroom/Function Test.

· 1 Techs for 8 hours - MON/TUE/WED/THU: AV Tech Support as needed for malfunction.

· 2 Techs for 3 hours - THU after 5:00 pm: Strike-down rooms. Set up for General Session at Legends Ballroom/Function Test.

· 1 Tech on site for 8 hours: FRI: AV Tech Support as needed for malfunction.

· 1 Tech on site for 2 hours - FRI: Strike-down Legends Room

Background

This is a requirement that will utilize a base year + 4 option years. 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.

The previous contract number is FA8052-24-C0004, awarded to CORPX EVENT SPECIALISTS LLC., [Cage Code: 99B32] for the total amount of $12,275.00.

Information Requested

The AFICA 773d Enterprise Sourcing Squadron (773 ESS) is seeking responses to the questions listed below. Please provide your responses on company letterhead to the Point of Contact (POC) identified at the end of this RFI.

1. Please provide your company’s name, mailing address, Cage Code, Unique Entity ID, Point of Contact (POC), telephone number and e-mail address. Please also provide the name of the company’s Parent Company, if applicable.

2. Please provide your business size status (i.e. 8(a) Business Development Small Business Certification, Historically Underutilized Business Zone (HUBZone), Woman- Owned Small Business (WOSB) or Service Disabled Veteran-Owned Small Business (SDCOSB), Small Business, Large Business, etc.) under NAICS 532490. *If you are under the 8(a) program, please identify when you graduate from the program.

3. Given the nature of the work described in the SOO, if you feel another NAICS code better fits this requirement, please identify that.

4. Has your company had experience with this type of service, and/or at this magnitude in the last 5 years?

5. Based on the SOO, do you have enough information to provide an accurate proposal? If not, what additional information can the Government provide to assist you in creating a more accurate proposal?

6. Identify any factors that likely contribute risk or uncertainty to developing a contractor proposal for this proposed requirement. Please rate any factors you identify as either high or low regarding the degree of risk to the contractor. For the high risk drivers, please explain why the risk is high and suggest how the Air Force might mitigate or reduce this risk.

7. Do any components of the SOO conflict with standard industry practice? If so, please describe.

8. Would your company be interested in participating in this solicitation?

Please provide any additional questions, comments, concerns, etc. you have concerning this proposed acquisition. Provide feedback on whether the objectives, requirements, and other information presented in the SOO are clear, achievable within the proposed period of contract, and provide suggested changes, as appropriate.

Format of Responses

Limit RFI responses to 10, single-sided, single-spaced pages. The font for text should be Times New Roman 12-point or larger. The Responder may use oversized pages (including “foldouts”) where appropriate to contain graphic presentations. Oversized pages do not count as extra pages within the page limitations. Submitted responses should be in Microsoft Word or Adobe Acrobat format. Existing commercial documentation and product literature can also be submitted and is not subject to a page limitation. Responses must be unclassified and any proprietary information provided must be marked accordingly. To protect such data, each line or paragraph on the pages containing such data must be specifically identified and marked with a legend similar to the following:

“The following contains proprietary information that (name of Responder) requests are not to be released to persons outside the Government, except for the purposes of review and evaluation.”

Interested parties must send their responses to this RFI, no later than (NLT) 1600 (4:00 p.m. Central Standard Time), January 20, 2025 to eric.oliver.5@us.af.mil.

Disclaimer – This notice does not obligate the Government to award a contract or otherwise reimburse the responder for information submitted as a result of this RFI. The Government reserves the right to use the information provided by any respondent for any purpose deemed necessary and legally appropriate. Information submitted will become the property of the Government. The Government reserves the right to use any non-proprietary technical information in any resultant solicitation.