Off Site Lodging and Conference
Open Solicitation Posted
- Solicitation number
- FA480027Q0003
- Agency
-
Air Combat Command
Air Force, Department of Defense
- Responses due
- Set-aside
- Total Small Business
Opportunity facts
- NAICS code
- 721110 Hotels (except Casino Hotels) and Motels
- Place of performance
- Leesburg, Virginia 20176, United States
Notice details come from SAM.gov. Updated .
About this opportunity
The Department of the Air Force Air Combat Command seeks a complete off-site lodging, meeting, catering, and audio-visual package for approximately 40-45 senior military and civilian leaders for a three-day strategic planning session, with quotes due October 16, 2026 at 5:00 PM EST. The procurement is a total small business set-aside under NAICS 721110 (Hotels except Casino Hotels and Motels), with award anticipated October 23, 2026.
Place of performance is the Leesburg, Virginia area, with the venue located a minimum of 150 miles from Langley Air Force Base (Hampton, VA) and within a maximum radius of 50 miles from Leesburg. Leesburg National Conference Center is the preferred venue, though any compliant facility will be considered. The event runs November 30 through December 3, 2026, with setup beginning November 30 at 1300 and daily meeting hours approximately 0800-1800.
The Government requires a single, consolidated vendor providing integrated services: on-site lodging for three nights (including 8 executive rooms and standard rooms at or below government per-diem rates), meeting and breakout space configured per a detailed function schedule, dedicated audio-visual and IT support, full catering (three meals daily plus continuous break service accommodating dietary restrictions), and on-site event coordination. Essential specifications include U-shaped seating for 35 attendees in the general session, a concurrent breakout room configured for 15 attendees, LCD projector and projection screen, podium with microphone, broadband internet with sufficient bandwidth and wireless access, on-site technical support during meeting hours, ADA compliance, adequate parking, and a dedicated event coordinator from award through teardown. The Government will pay for lodging centrally and separately procure or fund catering outside this contract; contractors may offer an optional separately priced catering menu for private settlement.
Award will be made on a Lowest Price Technically Acceptable basis. Quotations must be submitted on SF 1449, letterhead, or email, with lump-sum pricing and detailed technical descriptions demonstrating compliance. Prices must remain firm for 60 calendar days from receipt. The Government may reduce headcount without penalty up to seven business days prior to event start and may cancel without obligation if funds become unavailable. Vendors must provide points of contact Erika Allen (erika.allen.2@us.af.mil) and Margaret Young (margaret.young.6@us.af.mil). The solicitation number was corrected to FA480027Q0003; prior references to FA480027Q0001 are superseded. FAR Clause 52.219-14 (limitations on subcontracting) applies.
Notice text
3 versions
Update #3 · Latest ·
The 633rd Contracting Squadron (CONS) hereby issues this Request for Quote (RFQ) for commercial items prepared in accordance with (IAW) the format in FAR 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. In accordance with FAR 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. This requirement is for a secure, self-contained, high-quality offsite venue situated outside of the immediate National Capital Region (NCR) to host approximately 40 senior military and civilian leaders (Brigadier Generals, Colonels, GG-15 civilians, and Senior Enlisted Leaders) for a multi-day strategic planning session. The primary objective is to secure a distraction-free operational environment, away from the daily operational tempo of the NCR, to facilitate critical, long-range strategic alignment, innovation, and leadership cohesion.
Please be advised of an administrative correction to the solicitation. The correct RFQ number is FA480027Q0003 (previously listed as FA480027Q0001).
Additional questions were received from prospective vendors regarding the potential division of this requirement into two separate CLINs. However, to ensure seamless execution, physical security, and operational continuity of the mission, the Government requires a single, consolidated venue solution.
Additionally, the anticipated number of attendees may increase. As a result, the Statement of Requirement (SOR), Request for Quotation (RFQ), and associated solicitation documents were revised on October 15, 2026, to reflect these changes.
All interested vendors are requested to submit their final quotations based on the revised solicitation package dated October 15, 2026.
Thank you for your understanding and cooperation. We apologize for any inconvenience resulting from these revisions. Please note that the quotation submission deadline remains unchanged at 5:00 PM EST on October 16, 2026.
Update #2 ·
Please see revised solicitation documents and Questions and Answers document. To provide vendors with adequate time to review the revisions and update their quotations, the quote submission deadline has been extended to October 16, 2026, at 5:00 PM EST electronically.
Please be advised of an administrative correction to the solicitation. The correct RFQ number is FA480027Q0003 (previously listed as FA480027Q0001).
The 633rd Contracting Squadron (CONS) hereby issues this Request for Quote (RFQ) for commercial items prepared in accordance with (IAW) the format in FAR 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. In accordance with FAR 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. This requirement is for a secure, self-contained, high-quality offsite venue situated outside of the immediate National Capital Region (NCR) to host approximately 40 senior military and civilian leaders (Brigadier Generals, Colonels, GG-15 civilians, and Senior Enlisted Leaders) for a multi-day strategic planning session. The primary objective is to secure a distraction-free operational environment, away from the daily operational tempo of the NCR, to facilitate critical, long-range strategic alignment, innovation, and leadership cohesion.
Update #1 ·
Please be advised of an administrative correction to the solicitation. The correct RFQ number is FA480027Q0003 (previously listed as FA480027Q0001).
The 633rd Contracting Squadron (CONS) hereby issues this Request for Quote (RFQ) for commercial items prepared in accordance with (IAW) the format in FAR 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. In accordance with FAR 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. This requirement is for a secure, self-contained, high-quality offsite venue situated outside of the immediate National Capital Region (NCR) to host approximately 40 senior military and civilian leaders (Brigadier Generals, Colonels, GG-15 civilians, and Senior Enlisted Leaders) for a multi-day strategic planning session. The primary objective is to secure a distraction-free operational environment, away from the daily operational tempo of the NCR, to facilitate critical, long-range strategic alignment, innovation, and leadership cohesion.
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