Audio and Visual Services for Operational Executive Skills (OES) Course

Solicitation / RFP / RFQ

This is a Combined Synopsis/Solicitation for Audio and Visual (AV) Equipment and Support Services for the Operational Executive Skills (OES) Course. The U.S. Air Force requires AV equipment and support for approximately 350 attendees during the FY26 OES Course.

• Equipment:

  • Seven (7) handheld wireless microphones/speakers
  • Seven (7) lapel wireless microphones with two floor stands and sound system
  • Three (3) medium projection surfaces
  • Six (6) small/medium projection surfaces
  • Three (3) projectors with HDMI connector
  • Power cords/power strip extensions

• Support:

  • Technician(s) for setup, maintenance, and strike/delivery of equipment.
  • AV technical support available for malfunctions.
  • Equipment must be in place by the afternoon of Sunday, March 1, 2026, and struck down by Friday, March 6, 2026.
  • The course runs daily from 0800-1700.

• Period of Performance (POP): Six (6) days, from March 1, 2026, to March 6, 2026.

• Estimated Schedule: Base Period.

• Questions Due: February 16, 2026, at 03:00 PM EST. Email questions to Tania.vazquez_gallardo@us.af.mil and samantha.durlaf@us.af.mil.

• Quotes Due: February 19, 2026, at 02:00 PM EST. Submit quotes electronically to SSgt Tania Vazquez Gallardo and Capt Samantha Durlaf.

• Quote Acceptance: Vendors must hold prices firm for 60 calendar days from the quote receipt date.

• Evaluation: The document references "Provisions and Clauses; Instructions to Offerors; Eval Criteria" as an attachment, indicating these will guide the evaluation.

• This requirement is a Small Business set-aside.

• NAICS Code: 532490 with a size standard of $40.0M.

• Firms must be registered in the System for Award Management (SAM) database.

• All invoices must be submitted using Wide Area Work Flow (WAWF).

• The solicitation includes several attachments: Statement of Objective, Pricing Schedule B, Provisions and Clauses, Wage Determination, and OES Course Questions and Answers.

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding the OES event, clarifying requirements for venue setup, AV equipment, and event scheduling.

• Event Schedule: The main session runs Monday-Wednesday (March 2-4, 2026). Thursday (March 5, 2026) is for breakout sessions. No sessions or contractor support are needed on Friday, March 6, 2026. The event concludes on March 5th.
• Room Setup: The main plenary session will be held in the Grand Ballroom, which can be divided into three rooms. Breakout rooms will vary in size and number of attendees (20-60 per room).
• AV Equipment:
  • Plenary Session: Requires 3 medium screens/projectors (approx. 9x16 size, for 300 attendees), 2 stand-up microphones, and handheld/backup microphones.
  • Breakout Rooms: AV support is needed for each. Two to three larger breakout rooms will require 2 microphones each. Smaller breakout rooms will not require microphones. Sound systems are suggested for rooms with 50+ people.
• Lighting & Projectors: Ambient lighting will be available. Projectors/TVs are typically not connected together. Slide advancers will be provided by the government.
• Hybrid vs. Live: The main session and breakouts will be hybrid, accommodating virtual presenters.

These clarifications refine the understanding of the event's AV needs, room configurations, and exact dates, which bidders should consider when preparing their proposals. Specifically, the number of screens for the plenary session and the AV requirements for breakout rooms have been detailed.

Forms / Attachments / Pricing Sheets

This document contains "PROVISIONS AND CLAUSES" that are applicable to the Request for Quotation (RFQ). It outlines various Federal Acquisition Regulation (FAR) and Defense Federal Acquisition Regulation Supplement (DFARS) clauses and provisions that offerors must adhere to and understand.

• Applicable FAR/DFARS Clauses: Lists numerous clauses, including those related to:
  • Prohibition on contracting with persons having business operations with the Maduro Regime.
  • Notification of Employee Rights under the National Labor Relations Act.
  • Encouraging Contractor Policies to Ban Text Messaging While Driving.
  • Instructions to Offerors (FAR 52.212-1) and Evaluation (FAR 52.212-2) with addenda.
  • Offeror Representations and Certifications (FAR 52.212-3).
  • Various clauses related to small business concerns, veteran-owned businesses, women-owned businesses, HUBZone concerns, etc.
  • Clauses related to Buy American, Trade Agreements, and Buy American-Free Trade Agreements.
  • Clauses concerning Cybersecurity Maturity Model Certification (CMMC).
  • Clauses related to payment instructions (Wide Area Workflow).
  • Clauses on Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment.
• Offeror Requirements: Details specific information offerors must include in their quotes, such as RFQ number, time for receipt, offeror name and address, CAGE code, warranty terms, discount terms, and technical descriptions.
• Evaluation Criteria: Specifies that award will be made on an "all or none" and "best value" basis to the lowest priced, technically acceptable offeror.
• Definitions: Provides definitions for various terms such as "economically disadvantaged women-owned small business," "inverted domestic corporation," "place of manufacture," and "restricted business operations."

This document is critical for bidders as it defines the legal and regulatory framework of the solicitation. Understanding these provisions and clauses is essential for preparing a compliant offer, evaluating the risks and requirements of the contract, and ensuring eligibility. Key sections detail submission requirements, evaluation criteria, and various representations and certifications that must be completed accurately.

Statement of Objectives (SOO)

To provide Audio and Visual (AV) Equipment and Support Services for the Operational Executive Skills (OES) Course.

• Provide AV equipment and support for approximately 350 attendees.

• Equipment includes: 7 handheld wireless microphones/speakers, 7 lapel wireless microphones with sound system, 3 medium and 6 small/medium projection surfaces and projectors with HDMI connectors.

• Projectors must connect with the sound system for audio output.

• AV technical support is required for setup, maintenance, and strike-down of equipment.

• Technicians are needed for setup, on-site support, and strike-down.

• Dates: March 1-5, 2026

• Location: The Falls Church Marriott Fairview Park, 3111 Fairview Park Dr, Falls Church, VA 22042.

• Course hours: 0800-1700, Monday – Friday.

• Equipment must be in place by the afternoon of March 1, 2026, and strike-down completed by March 5, 2026.

• The course is for newly selected Total Force senior leaders, squadron commanders, 3-letter functional managers, and Senior Enlisted Leaders.

• Government-owned laptops will be used for presentations.

• The course may be held virtually or presenters may be remote.

• AV technical support should be available in case of malfunction.

• This is an annual requirement. The previous contract number was FA805225C0009.

Solicitation / RFP / RFQ

This is a Combined Synopsis/Solicitation for Audio Visual Rental for Operational Executive Skills (OES) Course. The U.S. Air Force requires audio visual equipment and support services for an OES Course to be held at The Falls Church Marriott Fairview Park in Falls Church, VA, from March 1-6, 2025. The objective is to support approximately 350+ attendees.

• Equipment:

  • Seven (7) handheld wireless microphones/speakers
  • Seven (7) lapel wireless microphones with two floor stands
  • One (1) sound system
  • Three (3) medium projection surfaces and projectors
  • Six (6) small/medium projection surfaces and projectors
  • HDMI connectors

• Services:

  • Technician(s) to set up, maintain, and strike equipment.
  • AV technical support on hand for malfunctions.
  • Equipment must be in place by the afternoon of Sunday, March 1, 2026.
  • Equipment strike-down must be complete by Friday, March 6, 2026.
  • Course operation hours: Monday - Friday, 0800-1700.

• Period of Performance (POP): Six (6) days, from March 1, 2026, to March 6, 2026.

• Estimated Schedule: POP Start: March 1, 2026; POP End: March 6, 2026.

• Contract Type: Small Business set-aside under NAICS 532490.

• Questions Due Date: February 16, 2026, at 03:00 PM EST. Submit via email to luke.tiffany@us.af.mil and samantha.durlauf@us.af.mil.

• Quotes Due Date: February 18, 2026, at 11:00 AM EST. Submit electronically to SSgt Luke Tiffany and Capt Samantha Durlauf.

• Quote Requirements: Must include aggregate total of all CLINs on Pricing Schedule B and conform to CLIN structure.

• Quote Acceptance: Prices must be held firm for 60 calendar days from the quote due date.

• This requirement is a Small Business set-aside under NAICS 532490 with a size standard of $40.0M.

• Firms must be registered in the System for Award Management (SAM) database.

• The government reserves the right to cancel the solicitation.

• Invoices must be submitted using Wide Area Work Flow (WAWF).

• Attachments: Statement of Objective, Pricing Schedule B, Provisions and Clauses; Instructions to Offerors; Eval Criteria, and Wage Determination WD 2015-4281 (Rev. 30).

Form / Attachment / Pricing Sheet

This document is a pricing schedule (Schedule B) for the Audio and Visual Services for Operational Executive Skills (OES) Course. Bidders are required to fill in their company information and provide rates and total amounts for each item listed.

• Company Information: Fields for Company Name, Address, Point of Contact, Email, Telephone, Cage Code, UEI #, and Federal Tax ID #.
• Line Items: Details specific audio and visual equipment and labor required:
  • Item 0001: Medium projection surfaces and projectors (Qty 3)
  • Item 0002: Small/medium projection surfaces and projectors (Qty 6)
  • Item 0003: Handheld wireless microphones (Qty 7)
  • Item 0004: Lapel wireless microphones with stands and sound system (Qty 7)
  • Item 0005: Labor - Technician(s) to Set/Strike/Delivery
  • Item 0006: Labor - Technician Support to Sustain Functions during Event
• Period of Performance: All items are for the period of March 1, 2026 – March 6, 2026.
• Pricing: Columns for Unit Rate and Total Amount are provided for each item, with a final TOTAL field.

This pricing schedule is essential for bidders to calculate and submit their proposed costs for providing audio and visual services. Bidders must accurately complete this form with their rates and totals to be considered for the opportunity. The specific quantities and types of equipment and labor required are detailed, allowing bidders to understand the scope of services for pricing purposes.

Form / Attachment / Pricing Sheet

This document is a Wage Determination issued under the Service Contract Act. It establishes the minimum wage rates and fringe benefits that must be paid to various occupations employed in the District of Columbia, Maryland, and Virginia for contracts covered by the Service Contract Act. Bidders must use this information to ensure compliance with labor wage requirements for covered service employees.

• Lists numerous occupational codes and titles (e.g., Accounting Clerk, Administrative Assistant, Automotive Worker, Cleaner, Electrician, Nurse, Technician, etc.).
• Specifies the minimum hourly wage rate for each occupation.
• Details required fringe benefits, including Health & Welfare rates and Vacation/Holiday policies.
• Includes specific notes regarding Executive Orders 13706 and 13658, which may apply to certain contracts and mandate paid sick leave and minimum wage rates.
• Provides information on the conformance process for occupations not explicitly listed.

This document is critical for bidders to understand the labor costs associated with performing services under a government contract. It directly impacts the pricing of proposals and ensures compliance with federal labor laws. Bidders must identify the occupations relevant to their proposed services and incorporate the specified wage rates and fringe benefits into their cost proposals.