Audio and Visual Equipment Support Services for Med Log Symposium

REQUEST FOR QUOTATION (RFQ)

RFQ1811576

Audio and Visual Equipment Support Services for Med Log Symposium

In support of:

Department of Air Force (AF)

Air Force Medical Command (AFMEDCOM)

Issued to:

SMALL BUSINESS CONTRACTORS

Conducted under Federal Acquisition Regulation (FAR) 13

REQUEST FOR QUOTATION (RFQ)

RFQ1811576

1.0 GENERAL INFORMATION

1.1 Introduction, Background & Purpose.

You are invited to submit a quotation for the Audio and Visual Equipment Support Services for Med Log Symposium on behalf of Air Force Medical Command (AFMEDCOM). This Request for Quotation (RFQ) is a competitive action conducted through SAM.gov in accordance with (IAW) Federal Acquisition Regulation (FAR) Part 13 Simplified Acquisition Procedures (SAP). This requirement is a competitive total small business set-aside for SBA certified firms under North American Industry Classification System (NAICS) code 532490 and Product Service Code (PSC) W099. Only vendors certified as a small business firm are invited to submit quotations.

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 without engaging in communications with Quoters. Therefore, Quoters are highly encouraged to submit their best technical and pricing terms in their initial quotation. However, the Government reserves the right to communicate with some, all, or none of the quoters to clarify elements of the quotations, request price discounts, or resolve administrative issues.

The Government intends to award a single Firm-Fixed-Price (FFP) Purchase Order utilizing a Best Value Tradeoff (BVTO) methodology.

PERIOD AND PLACE OF PERFORMANCE

Dates: 8-12 June 2026

Location: Sheraton Marriot Hotel, 500 Canal St, New Orleans, LA 70130

Event Schedule

Daily Event Hours: 0730-1700

General Sessions: 0730-1200

Breakout Sessions: 1300-1700

Setup & Teardown:

Setup: Complete by 1700 on 8 Jun 2026, with systems fully operational and available for testing.

Teardown: Begin after the event conclusion on 12 June 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.

Contracting Officer Contract Specialist

Capt. Samantha Durlauf, 771 ESS/EGA SSgt Luke Tiffany, 771 ESS/EGA

Email: samantha.durlauf@us.af.mil Email: luke.tiffany@us.af.mil

1.3 Critical Deadlines. All times are Eastern Time (ET).

• Questions & Answers. All questions must be submitted by 10:00 A.M. on 26 May 2026. Responses will be posted to GSA eBuy (www.ebuy.gsa.gov).

• Quotation Submission. Quotations must be submitted by 10:00 A.M. on 28 May 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-conformance 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 Statement of Work (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.

• 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.

1.5. PERFORMANCE STANDARDS & ACCEPTANCE

• All AV systems must be fully functional before each day’s sessions

• Equipment failures impacting training must be corrected immediately

• Services will be considered acceptable when:

o All equipment is installed as specified in this SOW

o Systems operate without disruption during sessions

o Equipment is removed, and space is restored post-event

1.6. OPERATING CONSTRAINTS

• The Contractor shall coordinate with the Sheraton Marriot Hotel regarding access, load-in/load-out, and house AV integration

• The Contractor is responsible for ensuring compatibility with hotel systems.

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.

Quoters shall submit their entire quotation in a maximum of two (2) separate electronic files, formatted and organized exactly as follows:

Table 1. Quotation Organization.

File Name

Quotation Section

Format

File 1: Non-Price Quotation

Part I: Administrative

PDF or MS Word

Part II: Technical Approach with Equipment List

PDF or MS Word

File 2: Price Quotation

Part III: Price

Attachment 2

MS Excel

Any submissions containing more than two files or formatted as separate "Volumes" in individual documents may be deemed non-conforming.

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, Address, and Date of Submission

• CAGE Code and Unique Entity ID (UEI)

• GSA MAS Contract Number and confirmation of award under SIN 561920

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

• A statement confirming the Quote Validity Period is a minimum of 120 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 that either: (a) affirmatively declares that, after due inquiry, no actual or potential OCI exists for the quoter or any teaming partners in relation to this requirement; or (b) discloses all relevant facts concerning any actual or potential OCI. If a potential OCI is disclosed, the Government reserves the right to require an OCI Mitigation Plan. Failure to submit a requested Mitigation Plan may render the quotation ineligible for award.

2.2.2 Part II: Technical Approach & Equipment List

Description of how the services will be executed including a list of equipment to be used during the event.

2.2.3. Part III: Price Quotation. The Quoter shall complete and submit the Government-provided Pricing Spreadsheet (Attachment 2).

3.0 EVALUATION METHODOLOGY

3.1 Basis for Award.

The Government intends to award a single Firm-Fixed-Price (FFP) Purchase Order to the responsible Quoter whose quotation conforms to the RFQ requirements and represents the best value to the Government. This is a SAP procurement conducted under FAR Part 13; therefore, the formal source selection procedures of FAR Part 15 do NOT apply.

3.2 Best Value Tradeoff (BVTO) Process.

Award will be made utilizing a Best Value Tradeoff (BVTO) methodology. The Government may elect to award to other than the lowest-priced Quoter, or other than the highest technically rated Quoter, where the perceived benefits of a higher technically rated quotation merit the additional price. The Government will evaluate the following factors:

Factor 1: Technical Evaluation

Factor 2: Price

4.0 LIST OF ATTACHMENTS.

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

Table 2. List of RFQ Attachments.

Attachment

1 Statement of Work (SOW)

Read Only - Defines the scope requirements.

2 Pricing Schedule

Action Required - Complete and submit as File 2 (Price Quotation).

3 Provisions & Clauses

Action Required – Fill applicable clauses and submit with quote.

4 Questions & Answers

Read Only