Combined Synopsis/Solicitation
FY27 Nursing Practice Oversight Course (NPOC)
Dept of Defense · Dept of the Air Force · Sol. FA800326Q0012
Due in 38 daysSmall business
AI summary Beta
This summary was written for another version of this notice. Check what changed on SAM.gov.
Some details weren't available to this summary, so it may miss requirements. Check the attachments on SAM.gov.
The Air Force (771 Enterprise Sourcing Squadron, for Air Force Medical Command) wants to rent audiovisual equipment and have a technician on standby for a 3-day nursing conference at Hotel Polaris in Colorado Springs, CO, on 22-24 February 2027. It is a total small business set-aside, to be awarded as one firm-fixed-price contract to the lowest-priced quote that passes a pass/fail technical check. Quotes are due 16 November 2026 at 4:00 PM Eastern.
Watch out for
- Hotel must sign your attestation before you quote. A quote with no completed form signed by Hotel Polaris is automatically rejected, so you need the hotel's cooperation (and a coordinated plan with its staff) before the due date.
Failure to provide this signed form shall result in an immediate rating of
- Strict 5-minute fix time and on-site technician. A technician must be on site all day for 3 days and fix any failure within 5 minutes, which is costly and risky to price in a fixed-price, lowest-price contract.
at least one (1) on-site standby technician who will meet the mandatory five (5) minute emergency troubleshooting response time
- You absorb any hotel fees. The Government will not pay hotel outside-contractor, patch-in, liaison or union labor fees; the contractor must negotiate or absorb them in its fixed price (the hotel attestation says none will be charged).
- No site visit; you do your own due diligence. The Government will not host a site visit, so you must contact and possibly visit the venue in Colorado Springs at your own cost before quoting.
Quoters are solely responsible for conducting their own site visits and due diligence at their proposed venues prior to quotation submission.
- Strict file format and itemized pricing rules. Using more or fewer than three files, leaving an item out of the price breakout, or having totals that do not match can get the quote thrown out.
Any submissions containing more or fewer than three files may be deemed non-conforming and excluded from evaluation.
- Long quote validity. Your price must stay firm for 160 days, which ties up your equipment pricing well past the event.
Quotations must stipulate that the quoted pricing and terms remain valid for a minimum of 160 days from the date of submission.
- Inconsistencies in the documents. The cover letter asks for small business status under 'NAICS 523490' while the solicitation says 532490; the price section is called Factor 2 in one place and Factor 3 in another; SOW times are in MST while deadlines are in Eastern Time; the wage determination file is named 26Q0010. Ask the contracting officer before submitting.
Read from the notice and 4 attachments. 4 not read in full.
- 26Q0012_0_RFQ_25 SEP 26.docx
- 26Q0012_Attch 1_SOW_14 Sep 26.pdf
- 26Q0012_Attch 2_Clauses.pdf
- 26Q0012_Attch 3_Hotel Attestation.docx
- 26Q0012_Attch 4_Pricing Schedule.xlsx: spreadsheet: not read yet
- 26Q0012_Attch 5_Q.A Spreadsheet.xlsx: spreadsheet: not read yet
- 26Q0012_Attch 5_Q.A GOVERNMENT_Responses_5 Oct 26.xlsx: spreadsheet: not read yet
- 26Q0010_Attch 6_DOL WD.pdf: scanned PDF: no text to read
Full brief
What they want
- Lease AV equipment for 300+ attendees: projectors, front-projection screens, video switching, confidence monitors, mixers, microphones and powered speakers
- General session setup (Days 1 and 3, 22 and 24 Feb): two screens showing the same content in the undivided ballroom
- Breakout setup (Day 2, 23 Feb): ballroom split by hotel airwalls into two rooms, each with its own projector, screen, sound system and laptop source
- Deliver, install, test and fully remove all equipment; hardware changeovers only during breaks at the end of Day 1 and Day 2
- Keep at least one technician on-site and on call 0730 to 1700 MST daily; fix any failure within 5 minutes of being notified
- Have everything installed and accepted in a joint walkthrough on Day 0 (by 1800) and tested daily by 0715 MST
- Coordinate delivery, dock access and power with Hotel Polaris staff and hold a joint technical call within 5 business days of award
- Restore the hotel space to its original condition after the event
- Contract type
- Single firm-fixed-price (FFP) contract; commercial equipment lease with incidental services (FAR Part 12 combined synopsis/solicitation)
- Period of performance
- Event-specific: 22 to 24 February 2027, with equipment setup and acceptance on Day 0 (the hotel attestation says Sunday 21 February 2027)
- Place of performance
- Hotel Polaris, 8989 N Gate Blvd, Colorado Springs, CO 80921
- How they'll choose
- Lowest Price Technically Acceptable (LPTA). Quotes are sorted by price, then the lowest-priced one is checked pass/fail on technical factors; if it fails, the next lowest is checked.
- Offers due
- 4:00 PM Eastern Time, Monday, 16 November 2026 (questions due 4:00 PM ET, Monday, 26 October 2026)
- How to submit
- Email to both the Contracting Officer (aubrey.frost.1@us.af.mil) and the Contract Specialist (luke.tiffany@us.af.mil)
- Page limits
- File 1 Administrative: 3 pages; File 2 Technical: 5 pages (not counting the Hotel Attestation); File 3 Price: no page limit
What they'll judge offers on
- Technical (pass/fail): equipment manifest meets SOW room configurations
- Technical (pass/fail): operations plan with written guarantee of Day 0 setup and an on-site standby technician with a 5-minute response
- Technical (pass/fail): signed Hotel Attestation Form (Attachment 3)
- Price: reasonableness, and completeness (the itemized breakout must cover 100% of the items in the technical manifest and add up to the CLIN 0001 total)
What to include when you submit
- Submit exactly three electronic files: File 1 Administrative, File 2 Technical Quotation, File 3 Price Quotation
- File 1 cover letter: company name, address and date; CAGE code and UEI; small business status statement; active SAM.gov registration statement; authorized point of contact; 160-day quote validity statement; any exceptions; OCI statement; acknowledgement of all amendments. No technical or pricing information in this file
- File 2 (PDF or Word) must include the equipment manifest (makes, models, quantities), an operations and standby plan, and the completed, signed Hotel Attestation Form (Attachment 3)
- File 3 must be the Excel Pricing Schedule (Attachment 4): one all-inclusive FFP price for CLIN 0001 on Tab 1, and a Tab 2 itemized breakout that adds up exactly to Tab 1
- Do not price any equipment, setup labor or standby service at $0.00 unless justified as standard built-in commercial practice
- Questions go in writing on the Attachment 5 Q&A spreadsheet format; answers are posted to SAM.gov
- Quote prices and terms must stay valid at least 160 days
- Standard 8.5 x 11 inch paper with consecutively numbered pages; pages over the limit will not be evaluated
You must have
- Must be a small business under the set-aside (NAICS 532490)
This requirement is a Total Small Business Set-Aside under North American Industry Classification System (NAICS) code 532490
- Must be actively registered in SAM.gov and confirm it in the cover letter
Statement confirming the Quoter is actively and currently registered in SAM.gov
- Must obtain a completed Hotel Attestation Form signed by an authorized Hotel Polaris representative (Event Manager, Banquet Manager or Technical Director) and also signed by the contractor
Failure to provide this signed form shall result in an immediate rating of
- Must provide at least one on-site standby technician able to meet the 5-minute response time during all session hours
at least one (1) on-site standby technician who will meet the mandatory five (5) minute emergency troubleshooting response time
- Must include an Organizational Conflict of Interest (OCI) statement
Quoters must include a statement declaring that no actual or potential OCI exists in relation to this requirement, or fully disclose any potential OCI.
- Service Contract Labor Standards and a Department of Labor wage determination for El Paso County, Colorado apply (the wage determination file was not readable)
Not in the notice text
- Pricing Schedule (Attachment 4) was not provided, so the CLIN layout and any estimated quantities are not seen
- Government answers to quoter questions (Attachment 5, updated 5 Oct 2026 by Amendment 1) were not provided and may change or clarify requirements
- Department of Labor wage determination (Attachment 6) is a scanned PDF that could not be read, so the required wage rates are unknown
- No estimated contract value or budget is stated
- Whether there is an incumbent or prior contract for this event is not stated
- The Government point of contact for on-site troubleshooting is named only after award
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Key facts
- Response due
- Nov 16, 2026, 9:00 PM UTC
- Posted
- Oct 8, 2026
- Notice type
- Combined Synopsis/Solicitation
- Solicitation
- FA800326Q0012
- Agency
- Dept of Defense · Dept of the Air Force
- Office
- FA8003 771 Enterprise Sourcing SQ
- Set-aside
- Small Business Set Aside - Total
- NAICS
- 532490
- Product/service code
- W099
- Business type
- Equipment repair & maintenance
- Place of performance
- Colorado Springs, CO, 80921
- Contracting contact
- AUBREY E. FROST, Contracting Officeraubrey.frost.1@us.af.mil13856340087
- Versions
- 3 (amended since first posted)
Before you respond
Full notice text from SAM.gov
UPDATED 8 OCT 2026 - RFQ AMENDMENT #2 to update Attachment #5, Q&A Government Responses/ Request for Quotation (RFQ) 1. FORMAL RFQ for "FY27 Nursing Practice Oversight Course" is hereby amended to update Attachment #5, Q&A Spreadsheet (file "26Q0012_Attch 5_Q.A GOVERNMENT_Responses_5 Oct 26”) with Government responses to quoter questions received through COB 8 Oct 26. This RFQ will be updated as additional questions are submitted. 2. Request for Quotation (RFQ) (“26Q0012_0_RFQ_25 SEP 26”) is hereby amended to 26Q0012_0_RFQ_AMENDMENT 2_08 OCT 26.docx updating the NAICS CODE in section 1.1 to reflect 532490. 3. No other documents, terms, or conditions of this RFQ are revised or changed as a result of this amendment. - - - - - UPDATED 5 OCT 2026 - RFQ AMENDMENT #1 to update Attachment #5, Q&A Government Responses 1. FORMAL RFQ for "FY27 Nursing Practice Oversight Course" is hereby amended to update Attachment #5, Q&A Spreadsheet (file "26Q0012_Attch 5_Q.A GOVERNMENT_Responses_5 Oct 26”) with Government responses to quoter questions received through COB 2 Oct 26. This RFQ will be updated as additional questions are submitted. 2. No other documents, terms, or conditions of this RFQ are revised or changed as a result of this amendment. - - - - - ORIGINAL POSTING: 28 SEP 2026 – COMBINED SYNOPSIS/SOLICITATION 1. FORMAL RFQ for "FY27 Nursing Practice Oversight Course" releases the following attached documents: Request for Quotation (RFQ) (“26Q0012_0_RFQ_25 SEP 26”) Statement of Work (SOW) (“26Q0012_Attch 1_SOW_14 Sep 26”) Clauses & Provisions (CLS) ("26Q0012_Attch 2_Clauses") Hotel Attestation Form (“26Q0012_Attch 3_Hotel Attestation”) Pricing Schedule (“26Q0012_Attch 4_Pricing Schedule”) Q&A Spreadsheet ("26Q0012_Attch 5_Q.A Spreadsheet") Wage Determination (“26Q0010_Attch 6_DOL WD”)
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