2026 AMRAAM International Users' Review
Closed Solicitation Posted
- Solicitation number
- FA8520-25-R-0001
- Agency
-
AFLCMC Robins AFB
Lifecycle Management Center, Department of Defense
- Responses due
- Set-aside
- No set-aside
Opportunity facts
- NAICS code
- 561920 Convention and Trade Show Organizers
- PSC
- R499 Support- Professional: Other
- Place of performance
- Warner Robins, Georgia, United States
- Points of contact
Notice details come from SAM.gov. Updated .
About this opportunity
The Department of the Air Force Materiel Command Lifecycle Management Center at Robins Air Force Base is seeking conference support services for the 2026 AMRAAM International Users' Review (IUR), a specialized event focused on providing detailed briefings and discussions about Advanced Medium Range Air-to-Air Missile technology for international partners. The solicitation (FA8520-25-R-0001) requires comprehensive event management services, including pre-planning, on-site coordination, audio/visual support, IT services, and post-event documentation. Contractor responsibilities encompass managing venue logistics for approximately 310 attendees from 42 countries, with all participants requiring Secret-level security clearance. The evaluation criteria will primarily focus on price and technical acceptability, with proposals due by January 20, 2025 at 12:00 PM local time. The period of performance spans from January 27, 2025 through May 30, 2025, with the actual event scheduled for April 20-24, 2025.
The contract is an unrestricted competition under NAICS category 561920 (Convention and Trade Show Organizers) with a size standard of $20.0 million. The event will be held at the Fairmont Dallas Hotel in Dallas, Texas, requiring multiple meeting spaces including a main session room for 310 people, 6 side meeting rooms, and 2 working group rooms. The contract includes both firm-fixed-price and cost-reimbursement line items, with a DPAS rating of DO-C9. Venue requirements include guest room blocks ranging from 50-240 rooms per night at government per diem rates, and the contractor must manage all venue-related expenses including meeting room rental, food and beverage, audio/visual equipment, and transportation services. The solicitation indicates extensive IT support will be needed, with up to 120 hours allocated for pre-event briefing preparation and website maintenance, and on-site event management including registration, photography, and administrative support.
Notice text
3 versions
Update #3 · Latest ·
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.
Additonal Information:
1. What are the event dates?
Actual event takes place 20-24 April 2025. Event planner will be required to assist in set up and will need to be there 2-3 days before and at least 1 day after.
2. Will attendees pay directly for their own hotel rooms?
Attendees will pay directly for their own hotel rooms.
3. Do you have an existing contract with the Fairmont Dallas?
Event planner will sign a contract with the hotel; The Fairmont Dallas currently has a Letter of Intent on file.
Have they agreed to the per diem rates?
The per diem rates will apply.
Have they provided a detailed quote for event space and A/V? If so, are you prepared to share the value of the hotel contract?
The details of the quote will be worked out between the event planner and the hotel. The hotel is aware of the requirement.
4. The RFP asks the contractor to include an option for maintaining the AMRAAM IUR website. Does the website have an existing registration portal for attendees, or would you like us to quote developing and managing one?
Yes. AMRAAM has an existing registration portal. Developing the site would not be necessary but management of the site is necessary during course of event planning.
5. Is there an incumbent?
The requirement has existed for many years.
6. Would you like our pricing added to the price sheet (FA8520-25-R-0001) or a separate Excel sheet?
Please provide pricing in a separate excel spreadsheet.
7. Is a technical proposal required in addition to the price sheet, or are there any additional instructions to bidders pertaining to the submission?
The Government intends on using past performance during source selection and technical ability/experience will be a factor.
8. If the vendor is to sign the hotel contract and pay for all charges, does the Government offer any pre-payment options to assist with the costs (room charges, meeting rental, etc?) Could you clarify how the payment options/process works in general?
There are no pre-payment options; the vendor would submit the cost invoices and be reimbursed according to Government payment regulations.
Please clarify whether this RFP is for services in support of the 2025 or 2026 AMRAAM International Users' Review. This event will take place 20-24 April 2025.
- In the attachment titled “FA8520-25-R-0001 IUR.pdf” beginning on page three through page six in each of the item descriptions, there are references to the 2025 event.
- In the attachment titled “AMRAAM_IUR_2024.pdf,” there are references to the 2026 event.
- Please confirm whether the contractor is required to have any type of security clearance to provide support for the event. Awardee is required to have a clearance to support the event.
- In the attachment titled “AMRAAM_IUR_2024.pdf” on page three, the post event support section states “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.”
- Being that the contractor will provide IT support at the event and may be present in an event room during these discussions, will the contractor be considered an attendee and subject to the above requirements?
- In the attachment titled “AMRAAM_IUR_2024.pdf” on page three, the post event support section states “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.”
Update #2 ·
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.
Additonal Information:
1. What are the event dates?
Actual event takes place 20-24 April 2026. Event planner will be required to assist in set up and will need to be there 2-3 days before and at least 1 day after.
2. Will attendees pay directly for their own hotel rooms?
Attendees will pay directly for their own hotel rooms.
3. Do you have an existing contract with the Fairmont Dallas?
Event planner will sign a contract with the hotel; The Fairmont Dallas currently has a Letter of Intent on file.
Have they agreed to the per diem rates?
The per diem rates will apply.
Have they provided a detailed quote for event space and A/V? If so, are you prepared to share the value of the hotel contract?
The details of the quote will be worked out between the event planner and the hotel. The hotel is aware of the requirement.
4. The RFP asks the contractor to include an option for maintaining the AMRAAM IUR website. Does the website have an existing registration portal for attendees, or would you like us to quote developing and managing one?
Yes. AMRAAM has an existing registration portal. Developing the site would not be necessary but management of the site is necessary during course of event planning.
5. Is there an incumbent?
The requirement has existed for many years.
6. Would you like our pricing added to the price sheet (FA8520-25-R-0001) or a separate Excel sheet?
Please provide pricing in a separate excel spreadsheet.
7. Is a technical proposal required in addition to the price sheet, or are there any additional instructions to bidders pertaining to the submission?
The Government intends on using past performance during source selection and technical ability/experience will be a factor.
8. If the vendor is to sign the hotel contract and pay for all charges, does the Government offer any pre-payment options to assist with the costs (room charges, meeting rental, etc?) Could you clarify how the payment options/process works in general?
There are no pre-payment options; the vendor would submit the cost invoices and be reimbursed according to Government payment regulations.
Update #1 ·
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.
Files
| File | Type | Posted |
|---|---|---|
| AMRAAM_IUR_2025.pdf | ||
| FA8520-25-R-0001 IUR.pdf | ||
| AMRAAM_IUR_2024.pdf |
Notice history
| Notice | Type | Posted |
|---|---|---|
| This notice | Solicitation | |
| 2026 AMRAAM International Users' Review | Pre-Solicitation |
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