REQUEST FOR QUOTATION (RFQ)
RFQ FA800326Q0012
1.0 GENERAL INFORMATION
1.1 Introduction, Background & Purpose.
This Request for Quotation (RFQ) is a competitive action conducted on the open market as a Combined Synopsis/Solicitation in accordance with (IAW) Federal Acquisition Regulation (FAR) Part 12, Acquisition of Commercial Products and Commercial Services.
The Air Force Installation Contracting Center (AFICC) 771 ESS/EGA has a requirement for a comprehensive commercial audiovisual (AV) equipment lease/rental with incidental setup, teardown, and on-site technical standby support for the 2027 Nursing Practice Oversight Course (NPOC) Conference in support of Air Force Medical Command (AFMEDCOM).
This requirement is a Total Small Business Set-Aside under North American Industry Classification System (NAICS) code 532490 (Other Commercial and Industrial Machinery and Equipment Rental and Leasing) and Product Service Code (PSC) W099 (Lease or Rental of Equipment: Miscellaneous).
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 a contract without engaging in communications with Quoters. Therefore, Quoters are highly encouraged to submit their best technical and pricing terms in their initial quotation.
The Government intends to award a single, Firm-Fixed-Price (FFP) contract utilizing a Lowest Price Technically Acceptable (LPTA) evaluation methodology. The Period of Performance (POP) is event-specific, running from 22 February 2027 through 24 February 2027. The event shall be held at Hotel Polaris, 8989 N Gate Blvd, Colorado Springs, CO 80921.
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
Aubrey E. Frost, 771 ESS/EGA SSgt Luke P. Tiffany, 771 ESS/EGA
Email: aubrey.frost.1@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 4:00 PM on MONDAY, 26 OCTOBER 2026. Questions must be submitted using the Q&A Spreadsheet (Attachment 5) format. Responses will be posted directly to SAM.gov (www.sam.gov).
- Quotation Submission. Quotations must be submitted by 4:00 PM on MONDAY, 16 NOVEMBER 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.
- Site Visit: The Government will not host a coordinated site visit. Quoters are solely responsible for conducting their own site visits and due diligence at their proposed venues prior to quotation submission.
- Quote Validity Period: Quotations must stipulate that the quoted pricing and terms remain valid for a minimum of 160 days from the date of submission.
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 exactly three (3) separate electronic files, formatted and organized as follows:
Table 1. Quotation Organization.
File Name
Quotation Section
Format
Maximum Page Limits
File 1:
Administrative
Part I: Administrative
PDF or MS Word
3 pages
File 2: Technical Quotation
Part II: Factor 1: Technical Capability
PDF or MS Word, plus Attachment 3
5 pages (excluding Hotel Attestation)
File 3: Price
Quotation
Part III: Factor 2: Price (CLIN Schedule)
MS Excel Attachment 4
No page limit
Any submissions containing more or fewer than three files may be deemed non-conforming and excluded from evaluation.
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, Physical Address, and Date of Submission
- CAGE Code and Unique Entity ID (UEI)
- Statement confirming the Quoter's status as a Small Business under NAICS 523490
- Statement confirming the Quoter is actively and currently registered in SAM.gov
- Name, phone number, and email address of the Quoter’s authorized POC
- A statement confirming the Quote Validity Period is a minimum of 160 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 declaring that no actual or potential OCI exists in relation to this requirement, or fully disclose any potential OCI.
- Acknowdgement that Quoter has reviewed all Draft and Formal RFQ Amendments posted on SAM.gov from date of original draft posting to close of quotation submission deadline.
2.2.2. Part II: Factor 1 - Technical Capability.
The Quoter shall submit a Technical Volume that addresses the following three (3) components:
- Equipment Manifest (Bill of Materials): The Quoter shall detail the specific makes, models, and quantities of the AV equipment they intend to lease to the Government. The manifest must clearly demonstrate how the proposed equipment satisfies the daily room configurations outlined in Section IV.C of the SOW for both General Sessions and Breakout Sessions.
- Operations & Standby Plan: The Quoter shall provide a brief narrative confirming their capability to execute the Day 0 setup and testing requirement, and a written guarantee confirming their capability to provide at least one (1) on-site standby technician who will meet the mandatory five (5) minute emergency troubleshooting response time during all active session hours.
- Hotel Attestation Form (Attachment 3): The Quoter MUST submit a completed and signed Hotel Attestation Form. This form must be signed by an authorized representative of Hotel Polaris, verifying that the quoter has coordinated their delivery, power-drop, and setup plan with the venue, and that the venue will not assess any unallowable "Outside Contractor Surcharges," "Patch-In," or "Liaison Fees" to the Government.
2.2.3. Part III: Factor 3 - Price Quotation.
The Quoter shall complete and submit the attached Pricing Schedule (Attachment 4).
- CLIN 0001 (AV Equipment Rental/Lease): The Quoter shall propose a single, all-inclusive firm-fixed-price (FFP) for CLIN 0001 on Tab 1 of the Pricing Schedule.
- Tab 2 Itemized Cost Breakout: The Quoter must complete the itemized cost breakout on Tab 2 of Attachment 4. Every single piece of equipment, accessory, and incidental service proposed in the Quoter’s Factor 1 Technical Manifest (File 2) must be listed with its corresponding daily lease rate and extended total on Tab 2. The sum of the itemized breakout on Tab 2 must mathematically equal the total proposed price for CLIN 0001 on Tab 1. Under no circumstances shall any equipment, setup labor, or standby services be priced as $0.00 unless explicitly justified as a standard, built-in commercial practice.
3.0 EVALUATION METHODOLOGY
3.1 Basis for Award.
The Government intends to award a single, Firm-Fixed-Price (FFP) contract to the responsible Quoter whose quotation conforms to the RFQ requirements and represents the Lowest Price Technically Acceptable (LPTA) to the Government. This is a commercial services procurement conducted under FAR Part 12; therefore, the formal source selection procedures of FAR Part 15 do NOT apply.
3.2 Steps of LPTA Evaluation.
- Step 1 - Price Sort: The Government will rank all received quotations from lowest to highest proposed total price.
- Step 2 - Technical Evaluation: The Government will evaluate the technical volume of the lowest-priced quotation first.
- If the lowest-priced quotation is determined to be Technically Acceptable, evaluation ceases, and that quoter will be selected for award.
- If the lowest-priced quotation is determined to be Technically Unacceptable, the Government will proceed to evaluate the technical volume of the next-lowest-priced quotation, and so on, until a quotation is determined to be Technically Acceptable.
3.3 Evaluation of Factors.
Technical acceptability will be evaluated on a binary Pass/Fail (Acceptable/Unacceptable) basis. No ratings, points, or adjectival scores other than "Acceptable" or "Unacceptable" will be assigned. To receive an "Acceptable" (Pass) rating, the quoter’s technical volume must meet or exceed the following standards:
- Standard #1 (Manifest): The quoted equipment manifest (Bill of Materials) must demonstrate that the leased equipment meets or exceeds all technical specifications and daily room configurations outlined in Section IV.C of the Statement of Work (SOW) for both General Sessions (Days 1 & 3) and Breakout Sessions (Day 2).
- Standard #2 (Operations Plan): The operations plan must include a written guarantee confirming the quoter's capability to execute the Day 0 setup and provide at least one (1) on-site standby technician to meet the mandatory five (5) minute emergency troubleshooting response time.
- Standard #3 (Hotel Attestation): Quoter MUST submit a completed and signed Hotel Attestation Form (Attachment 3) executed by an authorized representative of Hotel Polaris, verifying that the venue will not assess any outside contractor or connection surcharges. Failure to provide this signed form shall result in an immediate rating of "Unacceptable."
3.4.3. Factor 2: Price.
The Government will evaluate Price as follows:
- Price Reasonableness: The Government will evaluate the Total Proposed Price for CLIN 0001 to ensure it is fair and reasonable in accordance with FAR 12.204(a).
- Price Completeness: The Government will conduct a direct crosscheck between the Quoter's Factor 1 Technical Manifest (File 2) and the Factor 2 Itemized Cost Breakout (File 3, Tab 2). To receive an "Acceptable" rating, the Price Volume must include pricing for 100% of the equipment, accessories, setup/teardown labor, and technical standby hours proposed in the Technical Volume. If the Price Volume omits any item listed in the Technical Manifest, or if the totals do not mathematically reconcile, the quotation may be deemed non-conforming and determined to be Technically Unacceptable. Unbalanced or incomplete pricing shall be grounds for rejecting the quotation.
4.0 LIST OF ATTACHMENTS.
The following documents are attached to and made a part of this RFQ. Quoters are responsible for reviewing all attachments prior to submitting a quotation.
Table 2. List of RFQ Attachments.
Attachment #
Document Title
Note / Action Required by Quoter
1
Statement of Work (SOW)
Read Only - Defines the requirement scope.
2
Clauses and Provisions
Read Only - Contains applicable FAR/DFARS clauses.
3
Hotel & Facility Coordination Attestation
Action Required - Complete and submit as part of File 2 (Technical Quotation).
4
Pricing Schedule (CLIN Structure)
Action Required - Complete and submit as File 3 (Price Quotation).
5
Q&A Spreadsheet
Action Required - Use only if submitting questions prior to the deadline.
6
Department of Labor Wage Rate Determination
Read Only – Contains applicable wage rates for El Paso County, Colorado.
