International Users Review 2025/2026
Closed Solicitation Posted
- Solicitation number
- FA852025Q0001
- 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
-
- Jessica Pope jessica.pope@us.af.mil
- Jamie Whewell jamie.whewell@us.af.mil (478) 918-6191
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 an event planning contractor to support the 2025/2026 AMRAAM International Users' Review (IUR) conference. The solicitation requires comprehensive event management services for an invitation-only conference scheduled for April 20-24, 2026, at the Fairmont Dallas Hotel in Texas. Critical contract requirements include signing the hotel contract by February 28, 2025, providing IT and registration support, managing audio/visual equipment, producing conference materials, and offering photography services. The event will host approximately 310 attendees from 42 countries, including military, civilian, US government employees, and DoD contractors. Evaluation criteria will focus on past performance and technical ability/experience, with the proposal deadline set for February 7, 2025.
This contract opportunity is not set aside for any specific business category and does not identify a specific incumbent contractor. The event planning services will be procured under NAICS code 561920 (Convention and Trade Show Organizers) with a size standard of $20.0M. The contractor will be responsible for managing an event spanning approximately one week, with additional pre-event and post-event support required. Attendees will pay directly for their hotel rooms at government per diem rates, and the contractor will be reimbursed for costs according to government payment regulations with no pre-payment options. The place of performance is Warner Robins, GA, with the primary event location in Dallas, Texas, and the total service period covering event preparation, execution, and post-event activities.
Notice text
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. Attendance is by invitation only; this review is not open to the public.
Event planners may be required to submit to a background check, but a clearance is not a requirement for the winning bidder.
Please see the attached SOW for details regarding the requirement.
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-Q-0001) or a separate Excel sheet? Please provide detailed 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 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.
Attachments
| File | Type | Posted |
|---|---|---|
| AMRAAM_IUR_2025_2026.pdf | ||
| FA8524-25-Q-0001.pdf |
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