TAOS RFQ 7.24.26.docx

REQUEST FOR QUOTATION (RFQ)

RELEASE

RFQ FA800326Q0008

Team Aerospace Operations Solutions (TASO) Workshop

In support of:

Department of the Air Force (DAF) Air Force Medical Command (AFMEDCOM)

NAICS code: 561920 (Convention and Trade Show Organizers)

PURPOSE: The Department of the Air Force (DAF) is releasing this Request for Quotation (RFQ) package (including the Statement of Work (SOW), the Solicitation Document and the Hotel Attestation Form) to solicit quotations from interested vendors for the requirements that follow.

REQUEST FOR QUOTATION (RFQ)

RFQ FA800326Q0008

1.0 GENERAL INFORMATION

1.1 Introduction, Background & Purpose.

You are invited to submit a written quotation for A/V support services for the Team Aerospace Operations Solutions (TAOS) workshop being held on 1 September 2026 at the Tempe Mission Palms Hotel and Conference Center, 60 5 E. 5th St. Tempe, AZ 85281, Phone 480.317.1568.

This Request for Quotation (RFQ) is a competitive action conducted on the open market as a Combined Synopsis/Solicitation in accordance with (IAW) Federal Acquisition Regulation (FAR) Part 12, Acquisition of Commercial Products and Commercial Services.

This requirement is a being procured under North American Industry Classification System (NAICS) code 561920 (Convention and Trade Show Organizers) and Product Service Code (PSC) W099 (Lease or Rental of Equipment- Miscellaneous).

Be aware: FAR Part 15 procedures do NOT apply to this acquisition. The Government is not establishing a competitive range, conducting formal "discussions," or requesting "Final Proposal Revisions" (FPRs). The Government intends to evaluate quotations and award a contract without engaging in communications with Quoters. Therefore, Quoters are highly encouraged to submit their best technical and pricing terms in their initial quotation.

The Government intends to award a single, Firm-Fixed-Price (FFP) contract utilizing the Lowest Price Technically Acceptable (LPTA) evaluation methodology. The anticipated Period of Performance (POP) for this event is 31 August 2026 – 1 September 2026.

1.2 Government Points of Contact (POCs).

The Contracting Officer (CO) and the Contract Specialist (CS) are the sole points of contact for this acquisition. All communication, including questions, shall be submitted in writing via email to both POCs listed below.

1.3 Critical Deadlines.

All times are Eastern Time (ET).

· Questions & Answers. All questions must be submitted by 4:00 PM on 31 July 2026. Questions must be submitted directly to the contracting POCs listed in Section 1.2. Responses will be posted directly to SAM.gov (www.sam.gov).

· Quotation Submission. Quotations must be submitted by 4:00 PM on 5 Aug 2026. Quotations received after this deadline will not be considered for award.

1.4 General Terms and Conditions.

· Compliance: The quotation must comply with the terms and conditions of this RFQ. Non-compliance may result in an unfavorable evaluation or the quotation being removed from consideration.

· Discrepancies: If a Quoter believes these instructions contain an error, omission, or ambiguity, they shall immediately notify the Government POCs via email with supporting rationale prior to the quotation deadline.

· Exceptions: Any exceptions to the specific terms and conditions of this RFQ (e.g., the SOW or evaluation criteria) must be clearly identified and explained within the quotation's Cover Letter, detailing the specific RFQ document, page, paragraph, and a complete rationale. The Government reserves the right to deem any quotation containing exceptions unacceptable, which may result in the quote being ineligible for award.

· Auxiliary Fees: Quoters must provide a signed Hotel Attestation Form (Attachment 3) certifying that they have contacted the venue to discuss auxiliary fees related to this requirement including, but not limited to: Load in/Load out fees, Lease-In fees, other technology fees, insurance fees, etc.

· Quote Validity Period: Quotations must stipulate that the quoted pricing and terms remain valid for a minimum of 60 days from the date of submission.

2.0 QUOTATION PREPARATION & SUBMISSION INSTRUCTIONS.

2.1 General Submission Instructions.

To ensure uniformity and streamline the evaluation process, Quotations shall be formatted for standard 8.5 x 11-inch paper with pages numbered consecutively. The Government will not evaluate any pages that exceed the stated page limits. Tables of Contents will not count against any stated page limits. Quotations must be submitted via email to the POCs identified in Section 1.2 prior to the deadline established in Section 1.3. Quotations shall be formatted based on the requirements of following Table 1 – Quotation Organization.

Table 1 - Quotation Organization.

Section 1 Non-Price Quotation

5 pages

Section 2 Price Quotation

2.2. Detailed Part Instructions.

2.2.1. Part I: Administrative.

This part shall not contain any technical or pricing information. The Administrative part shall consist of a Cover Letter providing the following information:

· Company Name, Physical Address, and Date of Submission

· CAGE Code, Unique Entity ID (UEI) and company Unique Identifier (UID)

· Statement confirming the Quoter's status as a large/small business under NAICS 561920

· Statement confirming the Quoter is active and currently registered in SAM.gov

· Name, phone number, and email address of the Quoter’s authorized POC

· A statement confirming the Quote Validity Period is a minimum of 60 days from the submission deadline, as required by Section 1.4

· A clear identification and explanation of any exceptions taken to the terms and conditions of this RFQ, as required by Section 1.4 (if applicable)

· Organizational Conflict of Interest (OCI) Disclosure: Quoters must include a statement declaring that no actual or potential OCI exists in relation to this requirement, or fully disclose any potential OCI.

2.2.2. Part II: Technical Capability Narrative.

The Quoter shall submit a detailed Technical Capability Narrative demonstrating their ability to execute the technical requirements listed in the SOW. The Quoter shall submit, as part of their Technical Capability Narrative a signed copy of the Hotel Attestation Form (Attachment 3) stating that the Quoter has contacted the venue regarding auxiliary fees charged by the venue and has included those fees in their Price Quotation. This signed attestation also certifies that the Government will not be responsible for fees which are not included in the Quoter’s submitted quotation.

2.2.3. Part III: Price Quotation.

The Quoter shall complete and submit a Pricing Quote consistent with the CLIN structure below.

CLIN 0001 (A/V Support and Services): The Quoter shall propose a single, all-inclusive Firm-Fixed-Price (FFP) for CLIN 0001. The Quoter shall provide a detailed breakdown, in excel format, of the total cost of this CLIN in its Pricing Quote (labor, equipment (audio/visual), auxiliary fees, insurance, etc.). Failure to provide this cost breakout may render the quotation non-conforming and ineligible for award.

3.0 EVALUATION METHODOLOGY

3.1 Basis for Award.

The Government intends to award a single, Firm-Fixed-Price (FFP) contract to the responsible Quoter whose quotation conforms to the RFQ requirements and represents the Lowest Price Technically Acceptable (LPTA) to the Government.

This is a commercial services procurement conducted under FAR Part 12; therefore, the formal source selection procedures of FAR Part 15 do NOT apply.

3.2 Lowest Price Technically Acceptable (LPTA) Process.

Award shall be made on the basis of the lowest evaluated price of proposals meeting or exceeding the acceptability standards for non-cost factors. The Government will evaluate the following factors:

Factor 1: Technical Capability (Pass/Fail) Factor 2: Price

3.4 Evaluation of Factors.

3.4.1. Factor 1: Technical Capability.

The Technical proposal will be evaluated on a Pass/Fail basis. To receive an "Acceptable" (Pass) rating, the proposal must meet the requirements of the SOW, including but not limited to, the following standards:

· Standard 1 (A/V Setup): The Quoter shall submit a price quote and technical narrative that meets the requirements for A/V setup as stated in the SOW.

· Standard 2 (A/V Equipment): The Quoter shall submit a price quote and technical narrative that meets the requirements for A/V equipment as stated in the SOW.

· Standard 3 (Labor and Technical Support): The Quoter shall submit a price quote and technical narrative that meets the requirements for labor and technical support as stated in the SOW.

· Standard 4 (Risk Mitigation): The Quoter shall submit a quote that includes signed certification of the Hotel Attestation Form (Attachment 3) stating that they have contacted the venue regarding all auxiliary fees and that those auxiliary fees have been included in the Price Quote.

3.4.2. Factor 2: Price.

The Government will evaluate the Total Evaluated Price (TEP) by summing the FFP for CLIN 0001.

· Price Realism & Reasonableness: Prices will be evaluated for completeness and reasonableness.

4.0 LIST OF ATTACHMENTS.

The following documents are attached to and made a part of this RFQ. Quoters are responsible for reviewing all attachments prior to submitting a quotation.

Table 2. List of RFQ Attachments.