Solicitation Aircrew Human Perf Summit.pdf

Combined Synopsis and Solicitation No. FA301625Q6091 Air Force Air Crew Human Performance Summit / Conference with A/V

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6 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.

1. Solicitation number FA301625Q6091 is issued as a Request for Quote (RFQ).

2. The solicitation documents and incorporated provisions and clauses are those in effect through Federal Acquisition circular 2025-03, effective 17 Jan 2025, and DFARS, effective 17 Jan 2025.

3. The associated NAICS is 721110; size standard is $40M.

4. The Government intends to make an award based on the initial quote submissions without conducting interchanges. Therefore, each quote should contain the quoter’s best terms from a price and technical standpoint. However, the Government reserves the right to hold interchanges if, during the evaluation, it is determined to be in the best interest of the Government, IAW FAR 52.212-1(g). Interchanges are fluid interaction(s) between the Contracting Officer (CO) and the contractors that may address any aspect of the quote and may or may not be documented in real time. However, the Government reserves the right to conduct interchanges using Interchange Notices (IN). Vendor responses to the INs will be considered in making the order selection decision. Interchanges may be conducted with one or all offerors as the Government is not required to conduct interchanges with any or all vendors responding to this solicitation.

5. Nonpersonal Services: The AETC Aircrew Human Performance Summit (AHPS) is a four-day event that requires a rental or lease of a non-residential conference and/or training center in the Destin-Fort Walton Beach, Fl region. The location must be within Federal Travel Regulation local commuting distance (<50 miles) of Hurlburt Field, Fl and Eglin AFB, Fl. The venue must offer daily use of free parking and scheduled shuttle service to/ from nearby hotels. To reduce TDY cost, the venues must be located within walking distance and/or 1 mile of hotels offering government rates. The venue must be near an international airport. The venue shall be able to support 700 people in the main meeting room and provide audio and visual (A/V) equipment and support to maintain A/V capabilities for the entirety of the event. The venue must be able to provide A/V equipment in all meeting rooms and onsite A/V technicians from 0700-1200 and 1300-1700 each day of the event. The venue shall also be able to provide two (2) breakout rooms, in addition to the main conference room for small group sessions, as part of the summits detailed agenda. The venue shall provide one (1) private office space, one (1) foyer for event registration, and one (1) concession with light refreshments available for purchase. The venue shall set up and tear down all equipment, including tables, chairs, and A/V equipment, required for the event. The venue must provide concessions with coffee, water, light snacks, and lunch available to attendees for purchase. The venue must provide an onsite contract manager who shall be responsible for the performance of the work.

The scope of the work is defined by the Statement of Work (SOW) Reference (Atch 2).

6. The provision at FAR 52.212-1, Instructions to Offerors – Commercial Products and Commercial Services, applies to this acquisition.

ADDENDUM TO FAR 52.212-1 QUOTATION PREPARATION INSTRUCTIONS

(a) To assure timely and equitable evaluation of quotations, quoters must follow the instructions contained herein. Quoters are required to meet all solicitation requirements, including terms and conditions, representations and certifications, and technical requirements, in addition to those identified as evaluation factors. Failure to meet a requirement may result in an offer being ineligible for award. Quoters must clearly identify an exceptions to the solicitation terms and conditions and provide complete accompanying rationale.

(b) Submission of quotes. Submit quotes, to include all fill-in clauses to the office specified in this solicitation at or before the exact time specified in this solicitation.

(c) Address any questions, clarifications or concerns you may have via email to: Zerique

Montgomery at zerique.montgomery@us.af.mil and provide a copy to Ms. Jazmin Gloria, jazmin.gloria@us.af.mil.

(d) Exceptions taken to terms and conditions of the RFQ, to any of its attachments, or to other parts of the RFQ shall be identified. Provide rational in support of the exception and fully explain its impact, if any, on the performance, schedule, cost and specific requirements of the RFQ. Failure to comply with the terms and conditions of the RFQ may result in the quoter being removed from consideration for award.

7. The provision at FAR 52.212-2, Evaluation – Commercial Products and Commercial Services, applies to this acquisition.

ADDENDUM TO FAR 52.212-2 EVALUATION PROCEDURES

Reference FAR 52.212-2, paragraph (a) is hereby tailored as follows. The evaluation process shall proceed as follows:

(a) Technical. The quote shall demonstrate the ability to provide the products in accordance with (IAW) the attached Schedule of Services by completing the Schedule of Services (Attachment 3)

The technical factor shall be rated acceptable or unacceptable as follows:

Adjectival Rating Description Acceptable Quote meets the requirements of this factor Unacceptable Quote does not meet the requirements of this factor

(b) Price. The Government will evaluate the price, and any other relevant quote data submitted to determine if proposed prices are reasonable. A quoter’s proposed prices will be determined by multiplying the quantities identified in the Schedule of Services (Attachment 3) by the proposed unit price for the CLIN. Incomplete Schedule of Services (Attachment 3) or quotations could indicate lack of understanding of the requirement and may result in the entire quotation being determined unacceptable or eliminated from further consideration. All proposed prices for the contract period will be evaluated for reasonableness, which may be determined based on historical pricing, current market conditions, comparison to the Independent Government Estimate, and/or other price analysis techniques. The Government may require submission of information other than cost or pricing data to the extent necessary to evaluate price reasonableness. The Government intends to award based on initial responses; therefore, you are encouraged to quote your most advantageous pricing to include discounts in your initial response.

8. Quoter is required to include a completed copy of the provisions at FAR 52.212-3, Offeror Representations and Certifications – Commercial Products and Commercial Services, with their quote. A quoter shall complete only paragraph (b) of this provision if the quoter has completed the annual representations and certifications electronically via http://www.sam.gov. If a quoter has not completed the annual representations and certifications electronically at the SAM website, the quoter shall complete only paragraphs (c) through (o) of this provision.

9. The clause at 52.212-4, Contract Terms and Conditions – Commercial Products and Commercial Services, applies to this acquisition and also Addendum to FAR 52.212-4.

10. The clause at 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders - Commercial Products and Commercial Services, applies to this acquisition.

11. Additional contract requirement(s) or terms and conditions: See attachment 1

12. Defense Priorities and Allocations System (DPAS) and assigned rating: N/A

13. Independent consultation with Government Officials concerning the project requirements is prohibited mailto:zerique.montgomery@us.af.mil mailto:jazmin.gloria@us.af.mil.

http://www.sam.gov/ http://www.sam.gov/ http://farsite.hill.af.mil/reghtml/regs/far2afmcfars/fardfars/far/52_000.htm#P1623_228226 http://farsite.hill.af.mil/reghtml/regs/far2afmcfars/fardfars/far/52_000.htm#P1815_266657 since evaluation of quotations will be based on requirements stated in the Request for Quotation. Industry Generated Questions regarding the coordination or interpretation of RFQ requirements during the solicitation phase shall be in writing and directed to the Contract Specialists, Zerique Montgomery, at zerique.montgomery@us.af.mil, with a courtesy copy to Ms. Jazmin Gloria at jazmin.gloria@us.af.mil no later than due NLT May 7, 2025 1200 (ET). Questions submitted after the question due date will not be accepted.

14. Complete quotation is due May 9, 2025 1200 (ET). Deliver to 502 CONS/JBKCB electronically, ATTN: Zerique Montgomery, zerique.montgomery@us.af.mil, and Ms. Jazmin Gloria, jazmin.gloria@us.af.mil. It is each contractor’s responsibility to ensure their quote and all data is complete and IAW the RFQ. The Government assumes no responsibility for late or incomplete responses to the RFQ. Late responses will be processed IAW FAR 52.212-1(f).

15. POC: Zerique Montgomery, 210-652-5619, zerique.montgomery@us.af.mil, and Ms. Jazmin Gloria, 210-652- 8429, jazmin.gloria@us.af.mil.

16. NOTICE TO QUOTERS: The Government reserves the right to cancel this RFQ either before or after the closing date. In the event the Government cancels this RFQ, the Government has no obligation to reimburse any quoter for any costs.

3 Attachments:

1. Attch 1 Clauses and Provisions FA301625Q6091

2. Attch 2 3rd AETC AHPS SOW_Redacted

3. Attch 3 Schedule of Services mailto:zerique.montgomery@us.af.mil, mailto:jazmin.gloria@us.af.mil mailto:zerique.montgomery@us.af.mil, mailto:zerique.montgomery@us.af.mil, mailto:jazmin.gloria@us.af.mil.