SAM #RFQ1811576

Air Force Med Log Symposium AV Equipment and Support Services

This opportunity seeks SBA-certified small business vendors to provide comprehensive audio and visual (AV) equipment and support services for the Air Force Medical Command's Med Log Symposium in New Orleans. - Government Buyer: - Department of the Air Force, Air Force Materiel Command, 771st Enterprise Sourcing Squadron (ESS), Air Force Medical Command (AFMEDCOM), 66th Air Force Medical Command - Event Details: - Med Log Symposium at Sheraton Marriot Hotel, New Orleans, LA - Approximately 300 participants - Daily event hours: 0730-1700, with general and breakout sessions - Products and Equipment Requested: - Dual front-projection screen setups (including 76 x 134 or 7'6" x 13'4" screens, Event LCD-3 HD Laser projectors, NEC 1:18-1.54:1 LCD Zoom Lenses, dress kits, frames, stands, cabling, HDMI connectivity) - Wireless microphone packages (handheld and lapel mics, mixers, speakers, stands, direct boxes, cabling) - Teleprompter systems (with power distribution and safety-compliant cabling) - Breakout room AV packages (Engage Meeting Package or equivalent: EMP Screen 8', EMP Projector and Lightitude, EMP Speaker, dress kits, frames, stands, HDMI, audio/data/video/power cabling) - Services Requested: - Qualified AV technicians for delivery, setup, on-site operation, troubleshooting, teardown, and equipment removal - At least one technician available at all times with a maximum 5-minute response time for AV issues - Coordination with hotel for access, system compatibility, and compliance with load-in/load-out rules - Notable Requirements: - Equipment must be fully operational before each session - Immediate correction of equipment failures - Restoration of event space post-symposium - Presenters must submit presentations in advance - No virtual or hybrid event component - Compliance with all RFQ terms, quote validity for at least 60 days, and organizational conflict of interest disclosures - OEMs and Vendors: - No specific OEMs or part numbers are mandated, but equipment references include Event LCD-3 HD Laser projectors and NEC LCD Zoom Lenses - Set-Aside and Contracting: - Total small business set-aside under NAICS 532490 - Firm-Fixed-Price purchase order, Best Value Tradeoff methodology

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: 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

View original listing