Laughlin AFB 2026 Air Show Lodging

Questions & Answers / Clarifications

This document provides clarifications and answers to questions submitted by potential vendors regarding the "2026 Air Show Lodging" opportunity (FA3099-26-Q-0004).

• Payment Method: The Government will not use a Government Purchase Card (GPC). Invoices will be submitted via WAWF after performance.
• Deposit Requirements: The contract does not authorize advance deposits for securing room blocks.
• Invoicing Timeline: Payments will be made within 30 days via WAWF.
• Cancellation Terms: If the Government cancels within 48 hours, they are responsible for applicable hotel cancellation fees.
• Room Availability: Vendors should offer as much availability as possible, but the Government is looking for 50 rooms. Offering less based on availability is acceptable.
• Reservation & Payment: A rooming list will be provided, but payment will be handled via WAWF.
• Location Radius: Lodging should be within a 30-mile radius or 30-minute drive from Laughlin AFB, with the majority located in Del Rio, TX.
• Multiple Hotels: Multiple hotels are acceptable and were expected.
• Third-Party Payment: The agency is open to paying third-party hotel partners directly, provided they have an active SAM registration and are a small business. This allows for tax-exempt status application.
• Tax Exemption: A federal tax exemption form will be provided to the awarded contractor for Texas hotel occupancy taxes.

These clarifications address payment, invoicing, cancellation, location, and tax-related aspects, which may influence vendor pricing and operational planning. The ability to pay third-party partners directly and the provision of a tax exemption certificate are key details for potential bidders.

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding the FA3099-26-Q-0004 solicitation for 2026 Air Show Lodging.

• Payment Method: The Government will not use a Government Purchase Card (GPC). Invoices are to be submitted after performance via WAWF.
• Deposit Requirements: The Government does not provide advance deposits for securing room blocks.
• Invoicing Timeline: Payments will be made within 30 days after performance via WAWF.
• Cancellation Terms: If the Government cancels within the 48-hour window, they will be responsible for applicable hotel cancellation fees.
• Room Availability: Vendors should offer as much availability as possible, but the target is 50 rooms.
• Guest Reservations & Payment: A rooming list will be provided, but guests will be paying via WAWF as stated above.
• Location Radius: Lodging should be within a 30-mile radius or 30-minute drive from Laughlin AFB, with the majority located in Del Rio, TX.
• Multiple Hotels: The use of multiple hotels is acceptable and was expected due to the group size.

These clarifications provide specific details on payment, invoicing, cancellation policies, and location requirements, which may influence vendor proposals and understanding of the solicitation's scope.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial products/services to acquire hotel lodging for the Laughlin AFB Airshow. Offers are being requested, and a separate written solicitation will not be issued. The acquisition is set aside for small business concerns.

• Service: Hotel Lodging for the Laughlin AFB Airshow.

• Quantity: 150 rooms.

• Dates of Performance: Check-in on March 26, 2026; Check-out on March 29, 2026.

• Room Type: 2 Queen Beds, non-smoking.

• Salient Characteristics: Detailed lodging requirements are provided in the attached "Lodging Salient Characteristics" document.

• Contract Type: Firm Fixed Price (FFP) purchase order.

• Period of Performance: March 26, 2026 - March 29, 2026.

• NAICS Code: 721110 (Hotels and Motels).

• PSC Code: V231.

• Size Standard: $40M.

• Response Date: February 27, 2026, by 4:30 PM CST.

• Submission Method: Via email only. Faxed or mailed submissions will not be accepted.

• Evaluation Approach: Lowest Price Technically Acceptable (LPTA).

• Evaluation Factors:

  1. Price: Quoters must provide a quote on company letterhead with a breakdown of costs, unit prices, and total prices. The government encourages offering the most advantageous pricing, including discounts, in the initial response.
  2. Technical Specifications: Quotations must demonstrate the ability to provide and deliver the required lodging as specified in the Salient Characteristics and CLINs. Quotes will be rated as Acceptable or Unacceptable.

• Award: A single purchase order will be awarded to the responsible contractor whose product is technically acceptable and quotes the lowest total evaluated price.

• Set-Aside: 100% Small Business.

• Registration: Offerors must be registered in the System for Award Management (SAM) at www.sam.gov.

• All terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition, or offerors must list exceptions.

• Vendors shall acknowledge all amendments in writing with the quotation submittal.

• Points of Contact for questions and submission are provided in the document.

Form / Attachment / Pricing Sheet

This document outlines the salient characteristics for lodging required for the 2026 Fiesta of Flight Air Show.

• Number of Rooms: 50
• Dates: March 26, 2026 to March 29, 2026
• Bed Preference: Preferably double beds, but single bed options may be considered.
• Hotel Requirements:
  • Must be a 3-star hotel.
  • Located in Del Rio, Texas, 78840.
  • Must have available parking.
  • Must provide access to laundry, gym, and pool facilities.
• Cancellation Policy: Notice of cancellation must be provided 48 hours in advance of the reservation. Less than 48 hours' notice will be subject to hotel cancellation fees and policies.

This attachment specifies the essential requirements for lodging services. Vendors interested in providing these services must ensure their offerings meet or exceed these stated characteristics. This information is critical for preparing accurate proposals or quotes related to lodging accommodations for the event.