Lease/Rental of Facilities for the Air Force Chief of Medical Staff (SGH)/Quality System Program Symposium

FROM: AFICA/773d Enterprise Sourcing Squadron (773d ESS) 30 May 2018 Christal E. Jackson 3515 S. General McMullen, Ste. 200 San Antonio, TX 78226-1865 TO: Prospective Small Business Vendors SUBJECT: Synosis/Request for Proposal (RFP) FA8052-18-R-0018, Title is Air Force Chief of Medical Staff (SGH)/Quality System Program Assessment Review (QSPAR) Symposium 1. This is a combined Synopsis/RFP for commercial items prepared in accordance with the Federal Acquisition Regulation (FAR) Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only RFP to be issued. The RFP number is FA8052-18-R-0018, Title is Air Force Chief of Medical Staff (SGH)/Quality System Program Assessment Review (QSPAR) Symposium and is supplemented with additional information included in Attachment 1 - Statement of Work (SOW), dated 9 May 2018. 2. This requirement is 100% set-aside for Small Business under NAICS 721110, with a Size Standard of $32.5 Million FAR 19.502-2(a). All qualified businesses under this industry are encouraged to submit proposals. Qualified businesses must meet the Federal government's definition of a "small business." The Department of the Air Force, Air Force Installation Contracting Agency (AFICA), 773rd Enterprise Sourcing Squadron (773 ESS/PK) has a requirement for hotel rooms and a conference center facility to host the Air Force Chief of Medical Staff SGH/QSPAR Annual Symposium to be held in San Antonio, TX per the requirements described in the attached SOW, dated 9 May 2018 (Attachment 2). 3. The Government is required to host the conference in September 2018. Government Staff and Attendees anticipated check-in will be IAW 2.2.12 of the SOW. The vendor/hotel/motel must be capable of offering facilities, within a 15 mile radius of the San Antonio International Airport, accommodating approximately 330 minimum/345 maximum attendees. The number of attendees requiring rooms will be approximately 333. Also a maximum of approximately 374 attendees for all other business associated conference facilities (see Attachment 1, SOW for details). 4. Salient Characteristics: The resultant contract is not intended to cover the price of hotel rooms occupied for the conference attendees, each attendee will be billed separately by the hotel for his or her room, as well as any individual charges (meals, movies, etc.). NOTE: Conference attendees will make their reservations by individual call in; rooms will be reserved on each caller's personal credit/debit card or government travel card, as appropriate. Should there be a conflict between this combine synopsis/RFP and the SOW, the SOW will take precedence. All numbers are estimates. SCHEDULE Estimated Guest Arrival and Checkout Schedule DayMinus 1 - September 22, 2018 Arrival - Approximately 20 SGH Symposium Overseas (OS) Attendees Day 0 - September 23, 2018 Arrival - Approximately 65 Remaining SGH Symposium Attendees/Speakers (one of which is an Executive Suite at Government rate) and approximately 55 QSPAR OS Attendees (140 total hotel guests) Day 1 - September 24, 2018 Conference Attendees - Approximately 85 hotel guests plus 15 Local Area attendees, 100 total conference attendees Day 1 - September 24, 2018 Arrival - Approximately 187 Remaining QSPAR Symposium attendees (one of which is an Executive Suite at Government rate); Days 2 - 4 - September 25 - 27, 2018 Conference Attendees - Approximately 327 hotel guests; approximately 47 Local Area Attendees; 374 total conference Day 4 - September 27, 2018 Early checkout for some attendees Day 5 - September 28, 2018 Final Check-out for remaining attendees, 10 rooms will be needed the night of the September 28th for personnel returning overseas. Note: Option Years One and two of the Symposium/Conference will be scheduled in either August or September of 2019 and 2020, and will be at the same location. Event Schedule Information: -- Meeting room setup times may vary pending final approval of the schedule. -- Contractor must be able to accommodate changes to room arrangements and break times (for refreshments) up to 14 days before the scheduled conference start date. -- Contractor shall provide a SGH/QSPAR Annual Symposium support plan to the Government within seven (7) calendar days after contract award. -- The Meeting Coordinator will schedule and conduct at least one (1) 'Pre-Symposium' meeting with the staff of the Symposium facility within five (5) working days after the SGH/QSPAR Annual Symposium support plan is received. -- The hotel staff will ensure that the plenary and breakout session rooms are organized and set up as required for each specific event. -- Hotel staff will verify that all equipment and supplies and other logistical support is properly placed and tested, as required by the presenter or facilitator, prior to each symposium session. 5. The Period of Performance for this requirement is 12-months (base period) plus two (2) year option periods. Questions about this proposal shall be submitted to the contacts identified below no later than 10:00 AM CST, 12 June 2018. You are also be required to propose on a 6-month option to extend the term of the contract. Proposals shall be submitted via e-mail to the Contract Specialist and Contracting Officer identified herein: John E. Walters, john.walters.9@us.af.mil, and Christal E. Jackson, christal.jackson.6@us.af.mil). Proposals shall be submitted not later than 10:00 AM CST, Friday, 29 June 2018. The Government anticipates awarding a single contract on or about 9 July 2018. CHRISTAL E. JACKSON Contracting Officer