Symposium Audio-Visual Support
Closed Solicitation Posted
- Solicitation number
- RFI1787309
- Agency
-
Air Education and Training Command
Air Force, Department of Defense
- Responses due
- Set-aside
- No set-aside
Opportunity facts
- Place of performance
- Dallas, Texas 75244, United States
Notice details come from SAM.gov. Updated .
About this opportunity
The 42nd Contracting Squadron of the Department of the Air Force Air Education and Training Command is soliciting competitive firm-fixed-price quotes for comprehensive audio-visual support services for the AFROTC Commanders' Symposium scheduled for January 5-8, 2026. The contractor must provide complete A/V equipment and event space services, including LCD projectors, wireless microphones, sound interfaces, stages, lighting, and room configurations capable of accommodating session sizes ranging from 30 to 240 attendees. Prospective vendors must be registered in SAM.gov and submit dated quotes with unit and extended prices by December 12, 2025, at 12:00 p.m. CST to demonstrate their capability to meet all service requirements outlined in the Statement of Work paragraphs 3.0-3.5. Award will be made to the lowest-priced contractor whose quote is rated as acceptable and meets all minimum requirements. Submissions must include country of origin confirmation and Section 889 telecommunications representations, with quotes submitted via email to A1C Alexia Lassin and Contracting Officer Jeremy Kersey.
This solicitation is designated as a 100% Small Business Set-Aside, and GSA or other government-wide acquisition contracts will not be considered. The requirement involves a single line item for A/V support services with a quantity of one event. The event will serve 145 AFROTC Detachment Commanders and 4 Region Commanders representing 148 geographically separated units across the United States and Puerto Rico. Delivery is required to the DoubleTree by Hilton Dallas Near the Galleria located at 4099 Valley View Lane, Dallas, TX 75244, where the symposium will be held. No specific contract value or budget range is provided in the available solicitation materials.
Notice text
REQUEST FOR PROPOSAL AFROTC COMMANDERS’ SYMPOSIUM A/V SUPPORT (THIS IS NOT AN ORDER)
Purchase Request #: F2XJB15310AW01 Date issued: 5 Dec 2025
Issued by: 42nd Contracting Squadron Delivery: FOB Destination 50 LeMay Plaza, South Maxwell AFB, AL 36113-6334
Offeror Due Date: 12 Dec 2025 12:00 p.m. CST
Primary POC: A1C Alexia Lassin Alt \ POC: Jeremy Kersey
Phone: 334-953-9376 Phone: 334-953-3526
Email: alexia.lassin@us.af.mil Email: jeremy.kersey.1@us.af.mil
GENERAL INFORMATION
The 42nd Contracting Squadron, 50 LeMay Plaza, Bldg. 804, Maxwell AFB, AL has a requirement to purchase A/V support for the AFROTC Commanders’ Symposium. This requirement is being solicited on the open market as a 100% Small Business Set-Aside. GSA or other Governmentide Acquisition Contracts (GWACs) will not be considered.Only quotes from SAM.gov vendors will be accepted.
SCHEDULE OF SUPPLIES/SERVICES:
ITEM 0001
Description of Requirement AFROTC HQ Commander's Symposium Audio/Visual Support
Qty 1 EA
DELIVERY INFORMATION: All items shall be shipped to the following address:
Double Tree by Hilton Dallas Near the Galleria
4099 Valley View Lane,
Dallas, TX 75244
INSTRUCTIONS TO GSA CONTRACTORS:
1. This will be a competitive firm-fixed priced delivery order on the open market. The contracting officer has determined there is a high probability of adequate price competition in this acquisition. This solicitation is being issued on a competitive basis. To assure timely and equitable evaluation of quote, contractors must follow the instructions contained herein. Failure to meet a requirement may result in an offeror being ineligible for award.
2. Specific Instructions:
a) Contractors must submit a dated quote with unit prices and extended prices
in response to this solicitation.
b) Service Capability: Contractors must submit information sufficient in detail to determine the capability of meeting all services as outlined in Schedule of Supplies/Services for CLIN 0001 IAW SOW para.’s 3.0-3.5.
c) To be eligible to receive an award resulting from this RFP, contractors must be registered in the DoD Systems for Award Management database, no exceptions. To register, please visit http://www.sam.gov or by calling 1-866-606-8220.
d) Contractors must confirm country of origin. If any products offered are not a domestic, qualifying country, or designated country end product IAW DFARS 252.225- 7001 (Buy American and Balance of Payments Program), offerors are required to submit a completed copy of the DFARS 252.225-7000 (Buy American--Balance of Payments Program Certificate) certification, from SAM, with their quote.
e) Section 889: Contractors must complete and return with quote the provisions 52.204-24 Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment and 52.204-26, Covered Telecommunications Equipment or Services-Representation.
f) Responses to this notice shall be provided in writing via e-mail to the Contract Specialist, A1C Alexia Lassin, (334) 953-9376, alexia.lassin@us.af.mil and the Contracting Officer, Jeremy Kersey, (334) 953-3526, jeremy.kersey.1@us.af.mil. All responses shall be received by no later than 12 Dec 2025, 12:00pm CST. Email is the preferred method of contact. Upon receipt of your quote, the Government will confirm receipt within 24 hours. If a confirmation has not been received within 24 hours, please contact the Contract Specialist and the Contracting Officer identified in this notice.
BASIS FOR CONTRACT AWARD
1. Award will be made to the lowest priced Contractor that meets the minimum criteria identified below. Quotes will be assigned ratings of Acceptable (clearly meets minimum requirements) and Unacceptable (does not clearly meet minimum requirements).
Service Capability: Contractors submitted information shall be evaluated to ensure they are sufficient in detail to determine the capability of meeting all services as outlined in Schedule of Supplies/Services for CLIN 0001 IAW SOW para.’s 3.0-3.5.
2. Price. The Government may use any of the following price analysis techniques IAW FAR 13.106-3(a) to determine price reasonableness: competitive quotes, comparison of the proposed price with prices found reasonable on previous purchases, a comparison with similar items in a related industry, comparison to an independent Government estimate, or any other reasonable basis.
ATTACHMENTS (2):
- Attachment 1 – Statement of Work
- Attachment 2 – Clauses and Provisions
Files
| File | Type | Posted |
|---|---|---|
| Clauses and Provisions (Attachment 2).pdf | ||
| Request for Proposal.docx | DOCX document | |
| Statement of Work (Attachment 1).docx | DOCX document | |
| Clauses and Provisions (Attachment 2).pdf |
Notice history
| Notice | Type | Posted |
|---|---|---|
| This notice | Solicitation | |
| Maxwell AFB Symposium AudioVisual Support | Pre-Solicitation |
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