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Audio and Visual Equipment Support Services for Med Log Symposium

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RFQ1811576Federal

Submission Closed05/28/2026, 02:00:00 PM UTC

Contract Overview

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AI Contract Overview

This solicitation, RFQ1811576, is a Total Small Business Set-Aside issued under FAR Part 13 Simplified Acquisition Procedures for Audio and Visual Equipment Support Services in support of the Med Log Symposium hosted by the Air Force Medical Command. The requirement is exclusively open to SBA-certified small businesses classified under NAICS code 532490 and mandates full compliance with all terms, including adherence to the Statement of Work, which specifies the installation and operation of dual front-projection systems with 6K LCD packages and 12,000 lumen laser projectors for the general session ballroom, as well as dual Engage Meeting Packages for breakout rooms, complete with associated microphones, speakers, and cabling. The event will take place at the Sheraton Marriot Hotel in New Orleans, Louisiana, from June 8 to 12, 2026, with daily operations running from 0730 to 1700 and requiring full system readiness by 1700 on June 8, including testing; all equipment must be fully functional before each session, with immediate corrective action required for any failures impacting training. The contractor must coordinate with hotel staff for access, load-in, load-out, and system compatibility, while ensuring all power distribution and cabling meet safety standards. All quotations must be submitted electronically via email to the designated contracting officers by 10:00 a.m. Eastern Time on May 28, 2026, using exactly two files: a non-price volume containing an administrative cover letter and technical approach with equipment list in PDF or Word format, and a separate price quotation in the government-provided MS Excel spreadsheet. The cover letter must include the company's CAGE code, UEI, GSA MAS Contract Number under SIN 561920, authorized point of contact, a declaration confirming a 120-day quote validity period, disclosure of any organizational conflict of interest (either affirmatively stating none exists or fully disclosing all relevant facts), and explicit identification of any exceptions to the RFQ terms with complete rationale. The government will evaluate submissions using a Best Value Tradeoff methodology, considering both technical merit and price without formal discussions or negotiations, and may select a higher-priced, higher-rated offer if the value justifies the cost. The award will be a Firm-Fixed-Price purchase order subject to mandatory flow-down clauses including Service Contract Labor Standards, Fair Labor Standards Act, Contractor

General Info

SBA-certified small business to provide AV support at Air Force Med Log Symposium, June 2026.

Agency

Department Of Defense → FA8003 771 Enterprise Sourcing Squadron

NAICS

532490 - Other Commercial and Industrial Machinery and Equipment Rental and Leasing

Place of Performance

New Orleans, LA, 70130, USA

Set-Aside

SBA

Documents

Attachment 3 Provisions and Clauses

clauses

High

Attachment 4 Questions and Answers for Hotel AV Services Symposium

q-and-a

High

Pricing Schedule for Medlog Symposium Equipment and Labor

pricing-schedule

High

RFQ1811576 Audio and Visual Equipment Support Services for Med Log Symposium

rfq

High

SOW Audio and Visual Equipment Support Services for Med Log Symposium

sow

High

AI Contract Breakdown

Uniform Contract Format

Timeline

PhaseClosed

PostedMay 22

Solicitation

Response DeadlineMay 28

Deadline has passed

Submission Closed

05/28/2026, 02:00:00 PM UTC

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Organization & Contact Information

AgencyDepartment Of Defense → FA8003 771 Enterprise Sourcing Squadron

Contacts2 people available

OfficeWRIGHT PATTERSON AFB, OH, 45433-5344, USA

Organization / AgencyDepartment Of Defense → FA8003 771 Enterprise Sourcing Squadron

Office AddressWRIGHT PATTERSON AFB, OH, 45433-5344, USA

Contacts

Luke Tiffany

contact@example.gov

Samantha Durlauf

contact@example.gov

Full Description

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: contact@example.gov Email: contact@example.gov
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