FORMAL RFQ - AFMEDCOM POM Working Group Conference Support (UPDATE: Amendment #2 Posted 10 Aug 26)

The U.S. Air Force Medical Command is seeking qualified small businesses to provide turnkey conference support services for the Program Objective Memorandum (POM) Working Group meeting scheduled for 13–18 September 2026 at a single commercial hotel within five miles of Defense Health Headquarters in Falls Church, Virginia. The requirement covers end-to-end event execution, including a main conference space of at least 1,200 square feet configured for 80 attendees in a classroom setup, a co-located breakout room for 10 personnel, and a block of 35 standard single-occupancy rooms for five nights at a maximum daily rate of $275.00, exclusive of taxes. All A/V equipment—including three 8x8-foot screens, three projectors, six wireless microphones, and supporting hardware—must be installed, tested, and fully operational by 0800 on 14 September 2026, with an on-site technician guaranteed throughout setup, event duration, and strike. The solicitation is a small business total set-aside under NAICS code 561920, using a Lowest Price Technically Acceptable (LPTA) process where technical compliance is evaluated through mandatory pass/fail gates; failure to meet any requirement, including location constraints, lodging rate caps, or A/V readiness, disqualifies a quotation regardless of price. The contractor must submit two separate electronic files: one non-price volume containing administrative and technical documentation (limited to seven pages total excluding attachments), and one price volume using the specified Excel format. A signed Hotel Coordination Attestation is required to eliminate risk from hotel-imposed fees or vendor exclusivity, and a FAR 52.222-52 certification must validate the commercial hotel conference exemption from Service Contract Labor Standards. The contract will be a firm-fixed-price award with payments processed via Wide Area WorkFlow using designated DoDAACs, and the prime contractor must comply with FAR 52.219-14 limitations on subcontracting, ensuring at least 50% of labor costs for management and technical support are performed by the prime. All proposals must be received by 4:00 PM ET on 12 August 2026 via email to the contracting officer and specialist. The contract incorporates critical compliance clauses including prohibitions on procurement from Xinjiang, Maduro regime engagement, covered defense telecommunications, trafficking in persons, and cybersecurity requirements under DFARS