Audio and Visual Equipment Support Services for Med Log Symposium

Solicitation / RFP / RFQ

This Request for Quotation (RFQ) seeks Audio and Visual Equipment Support Services for the Med Log Symposium, on behalf of the Air Force Medical Command (AFMEDCOM). The procurement is conducted through SAM.gov under Federal Acquisition Regulation (FAR) Part 13 Simplified Acquisition Procedures (SAP). This is a competitive total small business set-aside.

• Provide Audio and Visual Equipment Support Services for the Med Log Symposium.

• All AV systems must be fully functional before each day's sessions.

• Equipment failures impacting training must be corrected immediately.

• Services are acceptable when all equipment is installed as specified, systems operate without disruption, and equipment is removed with space restored post-event.

• Contractor must coordinate with the Sheraton Marriot Hotel regarding access, load-in/load-out, and house AV integration, and ensure compatibility with hotel systems.

• A single Firm-Fixed-Price (FFP) Purchase Order will be awarded.

• Period of Performance: 8-12 June 2026.

• Place of Performance: Sheraton Marriot Hotel, 500 Canal St, New Orleans, LA 70130.

• Quotations must be submitted via email by 10:00 A.M. ET on 28 May 2026.

• Questions must be submitted by 10:00 A.M. ET on 26 May 2026; responses will be posted to GSA eBuy.

• Award will be made using a Best Value Tradeoff (BVTO) methodology, considering Technical Evaluation and Price.

• Quotations must be submitted in two separate electronic files: Non-Price Quotation (Administrative and Technical Approach/Equipment List) and Price Quotation.

• Quote Validity Period must be a minimum of 60 days from submission (stated as 120 days in Part I instructions).

• This is a competitive total small business set-aside for SBA certified firms.

• NAICS code: 532490

• PSC code: W099

• Only vendors certified as a small business firm are invited to submit quotations.

• FAR Part 15 procedures do not apply. The government does not intend to establish a competitive range or conduct formal discussions.

• Quoters are encouraged to submit their best technical and pricing terms initially.

• Attachments include Statement of Work (SOW), Pricing Schedule, Provisions & Clauses, and Questions & Answers.

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding Solicitation RFQ1811576, clarifying details related to the hotel venue contract, room requirements, and AV services.

• Meeting Room Access: Meeting rooms will be accessible on June 8, 2026, starting at 0800.
• Room Return: All rooms must be returned by 1700 on June 12, 2026.
• Breakout Room Screens: The government is requesting two viewing screens per room for both Standard Single Monitor and Enhanced Dual Monitor Breakout Rooms, with specific equipment listed.
• Presentation Submission: Presenters are required to submit their presentations in advance.
• Virtual/Hybrid Component: There is no virtual or hybrid component for this Symposium.
• Hotel Contract: The contract is in place for the Sheraton Marriott Hotel, and AV services must be provided there.
• Outside AV Vendor Use: While not required to use the hotel's in-house AV team, there is a fee of $250/hr (minimum 4 hours) to utilize an outside AV organization. Loading dock access is available.

These clarifications provide specific details on room access times, equipment needs, presentation submission, and the costs associated with using external AV vendors, which may impact bidder proposals and planning.

Statement of Work (SOW) / Performance Work Statement (PWS)

To obtain Audio and Visual (AV) equipment and technical support services for the 66th Air Force Medical Command Medical Logistics Symposium.

• Provide all personnel, equipment, materials, transportation, setup, on-site support, and teardown for AV operations.

• Support plenary and breakout training sessions for approximately 300 participants.

• Dates: June 8-12, 2026

• Location: Sheraton Marriot Hotel, 500 Canal St, New Orleans, LA 70130

• Setup completion: June 8, 2026, by 1700.

• Teardown: Begin after event conclusion on June 12, 2026.

General Session Ballroom (1 Room):

• Video: Dual front-projection screen setup with two 6K single 7'6” x 14' LCD packages (or equivalent), including specific projection screens, LCD laser projectors, and zoom lenses. Includes screen dress kits, frames, stands, and HDMI connectivity.
• Audio: Three wireless handheld microphone packages (or equivalent), including microphones for presenters, lapel microphones, and audience Q&A. Includes house sound integration, mixer, powered speakers, stands, direct box, and cabling.
• Other: One teleprompter system and all required power distribution and cabling.

Breakout Rooms (8 Rooms Total):

• Standard Single Monitor Breakout Rooms (6 Rooms): Each room requires an "Engage Meeting Package" (or equivalent) including an 8' screen, projector, speaker, and connectivity kits.
• Enhanced Dual Monitor Breakout Rooms (2 Rooms): Each room requires a "Dual Engage Meeting Package" (or equivalent) including two 8' screens, projectors, speakers, and connectivity kits.

Labor & Technical Support:

• Qualified AV technician(s) for delivery, setup, on-site operation, troubleshooting, and teardown.

• At least one on-site technician available during all event hours.

• Technician response time for AV issues: no more than 5 minutes during sessions.

• All AV systems must be functional before each day's sessions.

• Equipment failures impacting training must be corrected immediately.

• Services are acceptable when equipment is installed as specified, operates without disruption, and the space is restored post-event.

• Coordinate with the Sheraton Marriot Hotel for access, load-in/load-out, and house AV integration.

• Ensure compatibility with hotel systems.

Form / Attachment / Pricing Sheet

This document is an Excel spreadsheet containing a pricing schedule for the MEDLOG Symposium opportunity. It details the equipment and labor costs associated with audiovisual and production needs.

• Equipment Packages: Includes pricing for Dual Front Screen Projection Setup, Audio packages (wireless microphones, speakers, mixer), Teleprompter Systems, and Breakout Room packages (Engage Meeting Package, Dual Engage Meeting Package).
• Labor Package: Details costs for Setup/Strike/Support & Sustain Functions, and Delivery/Travel.
• Fees: Includes Production, Admin, Insurance & Mgt Fees, and Hotel Fees.
• Quantities: Specifies the number of technicians and days for certain services.

This pricing schedule is crucial for bidders to understand the cost structure and expected expenses for providing audiovisual and production services for the symposium. It should be used to formulate a comprehensive and competitive bid, ensuring all listed equipment and labor requirements are accounted for in the proposal.

Forms / Attachments / Pricing Sheets

This document lists and incorporates by reference various clauses and provisions that are applicable to the solicitation. It serves as a comprehensive reference for bidders to understand the contractual terms and conditions that will govern any resulting contract.

• Clauses Incorporated by Reference: A table listing numerous FAR and DFARS clauses with their respective numbers, alteration/deviation numbers, titles, years, and section designations.
• Clauses in Full Text: Provides the full text for specific clauses, such as "Prohibition on the Acquisition of Covered Defense Telecommunications Equipment or Services-Representation" (252.204-7017), detailing its definitions, prohibitions, and procedures.
• Contract Terms and Conditions: Includes a section (52.212-5) that outlines required FAR clauses for implementing statutes or executive orders applicable to commercial products and services. This section lists many specific clauses and indicates which ones are incorporated by reference.

Bidders must carefully review all listed clauses and provisions to understand their obligations and requirements. This includes, but is not limited to, representations and certifications, prohibitions on certain procurements, payment instructions, and evaluation factors. Failure to understand and comply with these clauses can impact proposal submission and contract award.