SAM #FA452826QPB10

Event Planning and Management Services for Bismarck Marathon Resiliency Retreat

This opportunity is for event planning and management services supporting a Resiliency Retreat for Airmen, Guardians, and their families in Bismarck, North Dakota, near the Bismarck Marathon start point. - Government Buyer: - U.S. Air Force, Minot Air Force Base, 5th Contracting Squadron (5 CONS), Air Force Global Strike Command - OEMs and Vendors: - No specific OEMs named; Fogo Gaúcho Brazilian Steakhouse mentioned for group dinner - Olive Garden referenced as an example for pasta meal catering - Products/Services Requested: - Lodging: Block of 18 hotel rooms (each with two queen or double beds, minimum 36 beds) - Meeting space: Room for up to 50 people with podium, projector, and AV system - Catered pasta-based meal for 50 participants (with water, juice, soda, coffee) - Complimentary breakfast for 50 participants - Race registration for up to 30 participants in the Bismarck Marathon (5K/10K/Half/Full) - Group dinner for up to 50 participants at Fogo Gaúcho Brazilian Steakhouse - Comprehensive event planning and management services - Unique/Notable Requirements: - Proximity to Bismarck Marathon start point - Confirmation of participant numbers prior to event - Contractor responsible for arranging catering if hotel cannot provide - Accommodation of religious diversity and sensitivity - All logistics, registration, and meal arrangements handled by contractor - Small business set-aside under NAICS 561920

Description

This is a combined synopsis/solicitation for commercial services prepared in accordance with Revolutionary Far Overhaul (RFO) Part 12. This announcement constitutes the only solicitation. Offers are being requested and a separate written solicitation will not be issued. 

Solicitation number FA452826QPB10 is issued as a request for quotation (RFQ) for event planning services. The 5th Bomb Wing (5th BW) Chaplain has a requirement for a contractor to facilitate events for a Resiliency Retreat in Bismarck, ND, in close proximity to the Bismarck Marathon start point: 600 E Boulevard Ave, Bismarck, ND 58505; 18-20 September 2026. Check-in: Available by 3:00 p.m. (CST) on Friday, 18 September 2026. Check-out: No later than 11:00 a.m. (CST) on Sunday, 20 September 2026. - The final number of participants will be confirmed no later than seven (7) days prior to 18 September 2026.

This acquisition is 100% set aside for small business concerns. The North American Industry Size Classification System (NAICS) code associated with this requirement is 561920. The Small Business Size Standard associated with this NAICS is $20.0M. This solicitation incorporates provisions and clauses by reference. The full text of provisions and clauses may be accessed electronically at www.acquisition.gov.

Line Items: (See attachments for more information.)

1. Hotel Rooms (Block of 18 Rooms containing two (2) queen-sized or two (2) double-sized beds, for a required minimum of 36 total beds.) 

2. Meeting Space (Friday 18 September 2026: Meeting Space (3:00 PM – 10:00 PM CST): A room with a minimum capacity for 50 people, equipped with a podium, projector, and AV system.)

3. Catered Meal (Friday 18 September 2026) (5:30 PM – 7:00 PM CST): The Contractor shall provide a pasta-based meal for 50 participants, served in the meeting space. Service must include water, juice, soda, and coffee. If the hotel cannot provide this meal, the Contractor is responsible for arranging catering from an outside vendor (e.g., Olive Garden) and ensuring it can be served in the meeting space.

4. Race Registration. 30 participants for the Bismark 5K/10K/Half/Full Marathon on Saturday, 19 September 2026 (The final number of participants will be confirmed no later than seven (7) days prior to 19 September 2026.)

5. Steakhouse Dinner (up to 50 participants at Fogão Gaúcho Brazilian Steakhouse Bismarck on 19 September 2026)

6. Event Planning & Management

The following factors will be used to evaluate offers: Price, Technical, and Past Performance. Technical acceptabiilty will be determined by the offeror's compliance with required specifications and this RFQ. Award will be made to the offeror whose quote represents the best value to the Government. Best value will be determined by considering price, past performance, and compliance with required specifications and this RFQ.

NOTICE TO OFFERORS: Funds are not presently available for this effort. No award will be made until, and unless, funds become available. The Government reserves the right to cancel this requirement, either before or after the closing date. In the event the Government cancels this requirement, the Government has no obligation to reimburse an offeror for any costs.

Quotes are due no later than 11:00 a.m. CDT on August 24, 2026. Quotes must be emailed to rylan.stafford@us.af.mil AND nitra.latta.2@us.af.mil.

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