RFQ_FY27 Strategic Offsite.pdf

Request for Quote

IAW Revolutionary FAR Overhaul

(RFO) 12. 201-1(a)

Requirement Title: FY27 Strategic Offsite

Solicitation Number: FA480027Q0003

Solicitation Date: October 8, 2026

Response Deadline: October 14, 2026 no later than 5:00 P.M. EST

Point(s) of Contact: Erika Allen / erika.allen.2@us.af.mil

Margaret Young / margaret.young.6@us.af.mil

Set-Aside: In accordance with RFO 19.104-1, Total small business set-aside will be used for this requirement.

Product and Service Code (PSC): V231 – Transportation/Travel/Relocation—

Travel/Lodging/Recruitment: Lodging, Hotel/Motel

North American Industry Classification System Code (NAICS): 721110 – 721110 – Hotels

(except Casino Hotels) and Motels

Size Standard: $40,000,000.00

Basis for Award: Lowest Price Technically Acceptable IAW RFO 12.101(a). Additional information provided below.

Anticipated Award Date: 16 October 2026

ACQUISITION OVERVIEW AND AUTHORITY

This is a Request for Quote (RFQ) for commercial items prepared in accordance with (IAW) the format in RFO 12.201-1(a), as supplemented with additional information included in this notice.

This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued.

SOLICITATION OF OFFERS

In accordance with RFO 5.101(c)(4), all responsible vendors meeting the specifications listed in this RFQ are invited to submit a quotation, bid, or proposal, which will be fully considered by the agency.

Description: This requirement is for a self-contained, high-quality offsite venue to host approximately 40 senior military and civilian leaders (BGen, Col, GG-15, SEL) for a multi-day strategic planning session. The primary goal is to provide a distraction-free environment, away from the daily operational tempo of the National Capital Region, to facilitate critical, long-range strategic alignment, innovation, and leadership cohesion.

If this need is not met, the organization risks degraded from strategic focus, as leaders will remain susceptible to daily operational interruptions, preventing the deep, uninterrupted discussion required for complex problem-solving. Failure to convene in an appropriate setting

B. Requirement Information IAW RFO 5.201(c)(2)

A. General Information mailto:erika.allen.2@us.af.mil mailto:margaret.young.6@us.af.mil will hinder the development of a unified command vision and negatively impact on the organization's ability to meet future mission requirements.

The venue must be a single, self-contained facility capable of providing all lodging, meeting, and dining services on-site for approximately 40 personnel.

Lodging: Provide 40 individual, private, executive-level guest rooms.

Meeting Space: Provide a secure, private primary meeting room capable of seating 40 people comfortably in a "Classroom" style setup to allow for laptops and documents. The room must be equipped with modern A/V capabilities (projector, screen, reliable audio).

Dining: Provide high-quality, on-site catering for all meals (breakfast, lunch, dinner) for the duration of the off-site, with options for private group dining.

Location: The venue must be located within an approximately 90-minute drive from Washington D.C.

to provide sufficient psychological distance while remaining logistically feasible.

Additional Comments: “Notice to Offeror(s)/Supplier(s): Funds are not presently available for this effort. No award will be made under this solicitation until funds are available. 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 an offeror for any costs.” Per FAR 52.232-18 and RFO 32.703-2(a)- Availability of

Funds

RFO provision 52.212-1, Instructions to Offerors – Commercial Products and Commercial

Services, applies to this acquisition. As prescribed in RFO 12.205(a)(1), the following addendum is provided for this solicitation and hereby amends any language therein:

INSTRUCTIONS TO QUOTERS—COMMERCIAL

ITEMS

(a) North American Industry Classification System (NAICS) code and small business size standard. The NAICS code(s) and small business size standard(s) for this acquisition appear elsewhere in the solicitation. However, the small business size standard for a concern that submits a quote, other than on a construction or service acquisition, but proposes to furnish an end item that it did not itself manufacture, process, or produce is 500 employees under NAICS code 333241, if the acquisition—

(1) Is set aside for small business and has a value above the simplified acquisition threshold;

(2) Uses the HUBZone price evaluation preference regardless of dollar value, unless the offeror waives the price evaluation preference; or

(3) Is an 8(a), HUBZone, service-disabled veteran-owned, economically disadvantaged women-owned, or women-owned small business set-aside or sole-source award regardless of dollar value.

Line Item Description Quantity Unit of Measure

0001 A2 Directorate Off-Site Venue, Lodging, Catering & A/V Package

(See attached SOR for salient characteristics)

1 Group

C. Instructions to Offerors

RFO provision 52.212-1, Instructions to Offerors – Commercial Products and Commercial

Services, applies to this acquisition. As prescribed in RFO 12.205(a)(1), the following addendum is provided for this solicitation and hereby amends any language therein:

RFO provision 52.212-1, Instructions to Offerors – Commercial Products and Commercial

Services, applies to this acquisition. As prescribed in RFO 12.205(a)(1), the following addendum is provided for this solicitation and hereby amends any language therein:

(b) Submission of quotations. Submit quotations to the office specified in this solicitation at or before the exact time specified in this solicitation. Quotations may be submitted on the SF 1449, letterhead stationery, or as otherwise specified in the solicitation. As a minimum, offers must show—

(1) The solicitation number;

(2) The time specified in the solicitation for receipt of quotations;

(3) The name, address, and telephone number of the quoter;

(4) A technical description of the items being offered in sufficient detail to evaluate compliance with the requirements in the solicitation. This may include product literature, or other documents, if necessary;

(5) Terms of any express warranty;

(6) Price and any discount terms;

(7) "Remit to" address, if different than mailing address;

(8) Acknowledgment of Solicitation Amendments;

(c) Period for acceptance of offers. The offeror agrees to hold the prices in its offer firm for 60 calendar days from the date specified for receipt of offers, unless another time period is specified in an addendum to the solicitation.

(d) Product samples. When required by the solicitation, product samples shall be submitted at or prior to the time specified for receipt of offers. Unless otherwise specified in this solicitation, these samples shall be submitted at no expense to the Government, and returned at the sender’s request and expense, unless they are destroyed during preaward testing.

(e) Multiple offers. Quoters are encouraged to submit multiple offers presenting alternative terms and conditions or commercial items for satisfying the requirements of this solicitation. Each quotation submitted will be evaluated separately.

(f) Late submissions.

(1) Quoters are responsible for submitting quotations so as to reach the Government office designated in the solicitation by the time specified in the solicitation. If no time is specified in the solicitation, the time for receipt is 4:30 p.m., local time, for the designated Government office on the date that offers or revisions are due.

(2) Any quotation received at the Government office designated in the solicitation after the exact time specified for receipt of quotations is late and will not be considered unless it is received before award is made and the Contracting Officer determines that accepting the quotation would not unduly delay the award.

(3) If an emergency or unanticipated event interrupts normal Government processes so that offers cannot be received at the Government office designated for receipt of offers by the exact time specified in the solicitation, and urgent Government requirements preclude amendment of the solicitation or other notice of an extension of the closing date, the time specified for receipt of offers will be deemed to be extended to the same time of day specified in the solicitation on the first workday on which normal Government processes resume.

(g) Contract award. The Government intends to evaluate quotations and issue a purchase order based on the initial quotations received. Therefore, the quoter’s initial quotation should contain the quoter’s best terms from a price and technical standpoint. However, the Government reserves the right to request revised quotations from, or negotiate final purchase order terms with, one or more quoters if later determined by the Contracting Officer to be necessary. However, the Contracting

Officer will not establish a competitive range, conduct discussions, or otherwise use the procedures described at RFO 15.204-2. The Government may reject any or all offers if such action is in the public interest; accept other than the lowest offer; and waive informalities and minor irregularities in offers received.

(h) Multiple awards. The Government may issue a purchase order for any item or group of items of a quotation, unless the quoter qualifies the quotation by specific limitations. Unless otherwise provided in the Schedule, quotations may not be submitted for quantities less than those specified. The Government reserves the right to make an award on any item for a quantity less than https://www.gsa.gov/forms-library/solicitationcontractorder-commercial-items the quantity quoted, at the unit prices quoted, unless the quoter specifies otherwise in the quotation.

(i) Availability of requirements documents cited in the solicitation.

(1) (i) The GSA Index of Federal Specifications, Standards and Commercial Item Descriptions, FPMR Part 101–29, and copies of Federal specifications, standards, and product descriptions can be downloaded from the ASSIST website at https://assist.dla.mil.

(ii) If the General Services Administration, Department of Agriculture, or Department of

Veterans Affairs issued this solicitation, a copy of specifications, standards, and commercial item descriptions cited in this solicitation may be obtained from the address in paragraph (i)(1)(i) of this provision.

(2) Most unclassified Defense specifications and standards may be downloaded from the

ASSIST website at https://assist.dla.mil.

(3) Defense documents not available from the ASSIST website may be requested from the

Defense Standardization Program Office by—

(i) Using the ASSIST feedback module ( https://assist.dla.mil/feedback); or

(ii) Contacting the Defense Standardization Program Office by telephone at 571–

767–6688 or email at assisthelp@dla.mil.

(4) Nongovernment (voluntary) standards must be obtained from the organization responsible for their preparation, publication, or maintenance.

(j) Unique entity identifier.(Applies to all offers that exceed the micro-purchase threshold, and offers at or below the micro-purchase threshold if the solicitation requires the Contractor to be registered in the System for Award Management (SAM).) The Offeror shall enter, in the block with its name and address on the cover page of its offer, the annotation "Unique Entity Identifier" followed by the unique entity identifier that identifies the Offeror's name and address. The Offeror also shall enter its Electronic Funds Transfer (EFT) indicator, if applicable. The EFT indicator is a four-character suffix to the unique entity identifier. The suffix is assigned at the discretion of the Offeror to establish additional SAM records for identifying alternative EFT accounts (see FAR subpart 32.11) for the same entity. If the Offeror does not have a unique entity identifier, it should contact the entity designated at www.sam.gov for unique entity identifier establishment directly to obtain one. The Offeror should indicate that it is an offeror for a Government contract when contacting the entity designated at www.sam.gov for establishing the unique entity identifier.

(k) Requests for information. The contracting officer will not notify unsuccessful quoters that responded to this solicitation. Quoters may request information on award(s) resulting from this solicitation from the Contracting Officer.

Attachment 1 – Statement of Requirement (SOR)

Attachment 2 – Applicable Clauses and Provisions

D. Attachments https://assist.dla.mil/ https://assist.dla.mil/ https://assist.dla.mil/feedback mailto:assisthelp@dla.mil https://www.acquisition.gov/far/part-32#FAR_Subpart_32_11 http://www.sam.gov/ http://www.sam.gov/