DORIES Conference Audio Visual Support

Solicitation / RFP / RFQ

This is a Combined Synopsis/Solicitation (RFQ Number: FA800326Q0005) for Audio and Visual (AV) Equipment and Support Services for the Dental Operational Readiness Initiatives and Executive Summit (DORIES). The event is hosted by the Department of the Air Force (DAF) Dental Corps Chief and is scheduled for 24-26 March 2026 at the Wyndham Lake Buena Vista Resort in Lake Buena Vista, FL. The objective is to provide AV equipment and support for approximately 250-270 attendees.

• Wireless High-Speed Internet: Dedicated, reliable, high-speed wireless internet for at least 270 concurrent users in 6 plenary and breakout rooms. Service must not rely solely on venue Wi-Fi.

• Technical Support: Onsite AV technical support during setup, event days, and strike.

• Government Equipment Compatibility: Ability to connect government-provided computer equipment to AV devices.

• Equipment Provision: Specific AV equipment including large and medium screens, projectors, slide remotes, speaker monitors, extension cords, wireless and wired microphones, and lapel microphones.

• Labor: Setup to be completed by 7:30 AM on March 25, 2026, and teardown by 11:30 PM on March 26, 2026.

• Period of Performance: Three (3) days, from 24 March 2026 to 26 March 2026.

• Questions Due: 16 March 2026 at 1:00 PM EST. Submit questions via email to luke.tiffany@us.af.mil and samantha.durlauf@us.af.mil.

• Quotes Due: 18 March 2026 at 11:00 AM EST. Submit quotes electronically to SSgt Luke Tiffany (luke.tiffany@us.af.mil) and Capt Samantha Durlauf (samantha.durlauf@us.af.mil).

• Quote Format: Must conform to the CLIN structure of the attached Pricing Schedule B.

• Quote Acceptance: Prices must be held firm for 60 calendar days.

• Invoicing: All invoices must be submitted via Wide Area Work Flow (WAWF).

• Small Business Set-Aside: This requirement is set aside for small businesses.

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

• SAM Registration: Firms MUST be registered in the System for Award Management (SAM) database.

• Referenced attachments include: Performance Work Statement, Pricing Schedule B, Provisions and Clauses; Instructions to Offerors; Eval Criteria, Wage Determination, and Map/Agenda.

Form / Attachment / Pricing Sheet

This document provides a detailed schedule and room assignments for the DORIES 2026 event, along with floor plans and room capacity information for various event spaces at the Wyndham Lake Buena Vista Resort.

• Schedule: Outlines daily events from March 23-26, 2026, including event names, room assignments, setup types, and times.
• Room Diagrams: Visual layouts for "Solar" and "Horizons Ballroom" spaces, showing configurations and labeled sections (e.g., Salon 1-11).
• Room Capacity Chart: Details the square footage, ceiling height, and maximum capacities for different room configurations (U-Shape, Banquet, Reception, Theater, Class, Board) for various rooms including Horizons Ballroom, Salons, Solar, Bay/Park, Bay Lake, Park Lake, Rock Lake, Sandy Lake, Spring Lake, Highland Lake, Charter Lake, and the Boardroom.

This document is crucial for bidders to understand the logistical context of the DORIES 2026 event. It provides details on the venue, room layouts, and capacities, which may be relevant for planning or executing services related to the event. Bidders can use this information to assess space requirements, potential setup needs, and the overall scale of the event when preparing their proposals.

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

To provide comprehensive Audio and Visual (A/V) Equipment Support Services for the 2026 Dental Operational Readiness Initiatives and Executive Summit (DORIES) conference.

• Provide full A/V support services for approximately 250-270 attendees in a classroom-style seating configuration.

• Support includes setup, maintenance, and strike of all A/V equipment in six (6) meeting rooms, including the Horizons Ballroom.

• Provide reliable wireless high-speed internet connectivity dedicated for conference use, supporting at least 270 concurrent users without interruption.

• Coordinate with the venue's IT provider for dedicated internet service if necessary.

• Accommodate and permit connection of government-provided computer equipment to A/V devices.

• Fully operational A/V system in all required rooms for the duration of the conference.

• Dedicated wireless high-speed internet connectivity for event use.

• Onsite technical support during setup, conference days, and strike.

• Removal and cleanup of all A/V equipment by 26 March 2026, 11:30 p.m. local time.

• Period: 24 March 2026 – 26 March 2026

• Location: Wyndham Lake Buena Vista Resort, 1850 Hotel Plaza Blvd, Lake Buena Vista, FL 32830

• Wireless High-Speed Internet: Dedicated service, not relying on venue's standard Wi-Fi.

• Equipment: 2 Large Screens (9'x16'), 2 Medium Screens (8'x8'), 4 Projectors with HDMI cables, 4 PowerPoint slide remotes, 1 Large speaker monitor, 10+ extension cords, 2 Wireless microphones, 5 Wired microphones with stands, 1 Wireless lapel microphone.

• Technical Support: Qualified onsite A/V technical support for setup, event days, and strike.

• All equipment must be functional and meet specifications before the event.

• Wireless internet must support all event rooms with minimal disruption.

• Technical support personnel must respond promptly to issues during event hours.

• Equipment strike must be conducted efficiently without impacting conference operations.

• Contractor shall ensure careful handling, proper operation, and timely strike of all equipment.

• Contractor shall coordinate with the government and venue to ensure smooth execution of services.

• DORIES FY27 Event Map and Agenda

Form / Attachment / Pricing Sheet

This document is a price sheet detailing the costs associated with various audio-visual (AV) equipment and labor for the DORIES AV Support opportunity. It outlines specific items, quantities, and units required for the project.

• Labor: Setup/strike down/delivery of equipment and onsite AV technician support, with a period of performance from October 28, 2025, to October 31, 2025.
• Equipment: Integration with government-provided laptops and AV devices, dedicated wireless high-speed internet (supporting 270 concurrent users), wireless lapel microphones, wired microphones with stands, wireless microphones with stands, extension cords, large speaker monitors, PowerPoint slide remote control devices, large screens (9'x16'), medium screens (8'x8'), and projectors with HDMI cables.
• Quantities: Specific quantities are listed for each item, ranging from 1 to 10 for most items, with 4 for projectors and 2 for screens.
• Units: Items are priced by 'lot' or 'each'.

This pricing sheet is crucial for bidders to understand the cost structure and specific items expected for the DORIES AV Support. Bidders will need to use this information to formulate their proposals, ensuring their pricing aligns with the quantities and types of equipment and services specified. The listed period of performance for labor is also a key detail for scheduling and resource allocation.

Form / Attachment / Pricing Sheet

This document, "Attachment_3 Provisions and Clauses," contains a compilation of Federal Acquisition Regulation (FAR) and Defense Federal Acquisition Regulation Supplement (DFARS) provisions and clauses that are applicable to this Request for Quotation (RFQ). It serves to inform offerors of the terms and conditions that will govern any resulting contract.

• Addendum to FAR 52.212-1, Instructions to Offers: Details required information for RFQ responses, including RFQ number, time for receipt, offeror name, warranty terms, discount terms, technical descriptions, and acknowledgment of amendments. It also specifies a 60-day period for acceptance of offers.
• Addendum to FAR 52.212-2, Evaluation – Commercial Items: Outlines the evaluation process, stating that the award will be made to the responsible offeror whose offer is most advantageous to the Government, based on "all or none" and "best value" considerations. The award will be to the lowest-priced, technically acceptable offeror. The Government reserves the right to conduct interchanges. Technical acceptability will be evaluated first, followed by price.
• List of Applicable Provisions and Clauses: A comprehensive list of FAR and DFARS provisions and clauses that are incorporated by reference. These cover a wide range of topics including unique entity identifiers, System for Award Management (SAM), representations and certifications, prohibitions on contracting with certain entities, cybersecurity requirements, Buy American Act, trade agreements, and more.
• Offeror Representations and Certifications: Details the requirements for offerors to complete representations and certifications, either electronically in SAM or by completing specific paragraphs of the provision. This includes information on small business status, veteran-owned status, and other socioeconomic categories.

This document is critical for bidders as it defines the contractual terms, conditions, and evaluation criteria for the opportunity. Offerors must carefully review all listed provisions and clauses to ensure their offer complies with all requirements, including submission details, evaluation factors, and any applicable certifications or representations. Failure to address these requirements could result in disqualification. The document also provides links to access the full text of referenced provisions and clauses.

Form / Attachment / Pricing Sheet

This document is a Wage Determination (WD 2015-4553, Revision 32) issued by the U.S. Department of Labor, Employment Standards Administration, Wage and Hour Division. It establishes the minimum wage rates and fringe benefits required for various occupations under the Service Contract Act for contracts performed in Orange, Osceola, and Seminole Counties, Florida.

• Lists specific occupational codes and titles.
• Provides the corresponding minimum hourly wage rate for each occupation.
• Indicates that fringe benefits are required and follow the occupational listing.
• Includes notes on Executive Orders 13706 (Paid Sick Leave) and 13658 (minimum wage adjustments).
• Details health and welfare benefits, vacation time, and paid holidays.
• Outlines specific conditions and differentials for certain occupations (e.g., computer employees, air traffic controllers, hazardous pay).
• Provides a conformance process for unlisted classifications.

This wage determination is crucial for bidders to accurately calculate labor costs for their proposals. It dictates the minimum wages and benefits that must be paid to employees performing work under the contract, ensuring compliance with federal labor laws. Bidders must review the listed occupations to identify those relevant to the opportunity and ensure their proposed labor rates meet or exceed these requirements.