DAFITC Education and Training Event

Sources Sought

This is a Sources Sought notice issued by the 42d Contracting Squadron, Maxwell AFB, AL, on behalf of Air University. The government is seeking information from qualified contractors capable of planning, organizing, marketing, and executing the DAFITC (Defense Acquisition University IT Conference) Event. This is a no-cost event for the government, requiring contractors to prepare a technical approach for its execution. The event focuses on cyberpower, IT acquisition reforms, initiatives, and technical solutions, typically including keynote speakers, seminars, and an exhibition hall.

• This is NOT a solicitation. Do not submit quotes. The government does not intend to award a contract based on this notice.
• Feedback may be used to inform the acquisition strategy for a future solicitation.
• Respondents are discouraged from submitting proprietary or competition-sensitive information.
• No reimbursement will be provided for costs incurred in responding.
• Responses must be submitted via email by 13:00 p.m. Central Daylight Time on Wednesday, 7 May 2026.

General Information:

• Company name, address, POC, contact details, email.
• Business type (small, 8a, woman-owned, etc.), CAGE Code, DUNS Number.
• NAICS Code (current NAICS is 561920 - Convention and Trade Show Organizers; provide alternative if applicable).
• Recommended commercial contract terms.

Capabilities:

• Confirmation of capability to meet requirements in the attached DRAFT SOW.

• Lachandra Thompson (Contract Officer): lachandra.thompson@us.af.mil, (334)953-6569

• SSgt Bryant Nguyen (Contracting Specialist): bryant.nguyen@us.af.mil, (334)953-5755

• Draft Statement of Work (SOW)

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

To plan, organize, market, and execute the Department of Air Force Information Technology and Cyberpower (DAFITC) annual event. This is a "No-Cost" contract to the Government, meaning the contractor is not required to provide cost estimates.

• Event Planning & Execution: Secure venues, coordinate keynote sessions (auditorium for 1,700 attendees, AV support, live video broadcast), manage seminar/breakout sessions (up to 12 concurrent sessions with AV support), and organize the vendor exhibition (space for booths and ~3,000 attendees, virtual tech expo capabilities).

• Marketing & Communication: Develop and manage the event website, create and distribute a mobile application with event details, and provide all necessary signage.

• Logistics & Support: Arrange hotel room blocks, provide IT/AV support, manage registration (online, mobile app, on-site), coordinate check-in stations, provide support staff, and manage parking and shuttle services.

• Content Management: Develop and print the DAFITC Event Guidebook, including speaker bios, agenda, maps, and vendor lists. Manage online content for the website and mobile app.

• Program Management: Provide overall program management, status updates, and ensure all services and facilities are cleaned and disinfected.

• Site Selection: Propose three venues within 30 days of contract award.

• Mobile App: Fully functioning app with specific content requirements.

• Website: Maintain registration open until 3 days prior to the event.

• Seminar/Breakout Sessions: Implement a comprehensive management system for registration, tracking, and on-site verification via badge scanning.

• Guidebook: Provide draft for Government review at least 45 days prior to the event.

• Service Delivery Schedule: Submit overall event deliverables schedule within 30 days of contract award.

• The SOW details services for the DAFITC Event, an annual three-day event. Specific dates are not provided in this document, but the SOW is dated April 16, 2026.

• Location is implied to be Maxwell AFB and Gunter Annex area, with potential venues in Montgomery, Prattville, Millbrook, and Wetumpka.

• "No-Cost" Contract: Contractor is responsible for all costs associated with planning and executing the event.

• Non-Personal Services: Government will not supervise contractor employees.

• Experience: Required experience includes coordinating events for at least 1,000 attendees, building/managing event websites and mobile applications. Live streaming experience is highly desired.