Combined Synopsis/Solicitation
10-Miler Audio/Visual
Dept of Defense · Dept of the Air Force · Sol. FA252126QB111
Due in 12 daysSmall business
AI summary Beta
The Air Force (45th Contracting Squadron, Patrick SFB) wants a small business to provide and run outdoor sound systems, microphones, video screens and a stage for the Space Force T-Minus 10-Miler race at Cape Canaveral Space Force Station, Florida. The race is held each December; the contract covers a base year plus four one-year options. It is a 100% small business set-aside.
Watch out for
- Base access limits who can work. Every worker must be a U.S. citizen with no felonies, access requests are due at least 3 weeks before the event, and the Government will give no extra time if someone fails the check.
submitted NLT than 3 weeks in advance of actual base entry.
- No power provided. You must bring your own power, and a gas generator is not allowed in Hangar C, which adds equipment cost and planning.
The government is NOT providing utilities or power for contractor
- Funding not yet available. The Government has no obligation until funds are made available, so award could be delayed or not happen.
Funds are not presently available for this
- Evaluation factors disagree. Section D lists price, technical performance, delivery timeline and past performance, while FAR 52.212-2 lists technical acceptability, price and schedule, so it is unclear how you will be scored.
- Inconsistent schedule and dates. The PWS gives conflicting times (start at 0650 vs. race start at 0730, narrator at 0800), lists 2028 set-up on the same day as the event, has an incomplete 2030 row, and says 'Cape Canaveral Space Station'; ask questions before bidding.
- Equipment approval before award. The audio system and stage must be approved by the Government, and unsuitable systems get the proposal declined, so you need detailed specs in your quote.
- Five-year commitment with fixed event dates. Pricing must cover a base year plus four option years with early-morning work on set December dates; the notice gives no price schedule for option years.
- Final locations and maps come after award. Exact performance locations, map and diagram are given only after award, which makes pricing cable runs and power harder.
Map and diagram will be given to the contractor once awarded.
Read from the notice and 3 attachments.
- Attachment 1 - PWS AV.pdf
- 10Miler AV - CSS.pdf
- Attachment 2 - Badge Request.pdf
Full brief
What they want
- Set up and operate a high-quality outdoor audio system at the race start line, finish line/stage and awards stage
- Starting line: 2 speaker systems on stands, 2 UHF wireless microphone systems, an offline playlist system, independent power, two 96-inch outdoor video screens (video and sound)
- A 20x10 stage that stands alone, holds up to 10 people and resists sinking into soft ground (submit with the proposal for approval)
- Finish line and stage area: 2 speakers on stands, 2 UHF wireless mics, offline playlist system, independent power for audio and all equipment
- Awards stage: 1 UHF wireless mic system and 2 speakers on stands
- Sound must reach a crowd of 3,000 people up to 2,000 feet away; audio engineer must confirm it is loud enough
- Set up the day before the race (after 1000, done by 1700), test at 0500 on race day, play music from 0545, hand over to the event narrator, tear down after the race
- Provide all equipment, tools, power and personnel, with a prime contractor supervisor on site at all times
- Contract type
- Firm-fixed price (stated in FAR 52.212-2); single CLIN 0001 'Audio/Visual', quantity 1 each
- Period of performance
- 1 base year + four 1-year options. Event dates listed: Dec 12, 2026 (base); Dec 11, 2027; Dec 9, 2028; Dec 8, 2029; Dec 14, 2030
- Place of performance
- Cape Canaveral Space Force Station, FL (start line at Titan III Road, finish line stage at Lighthouse Road; awards stage near Hangar C). Notice lists Patrick AFB, FL
- How they'll choose
- Best value (not necessarily lowest price). The Government may award without discussions, so the first offer should be the best offer.
- Offers due
- Questions due 14 October 2026 at 1430 EST; quote due 21 October 2026 at 1430 EST (SAM.gov field shows 2026-10-21 14:30 -04:00)
- How to submit
- Email only, sent to ALL listed points of contact: Stephen Ortiz-Gonzalez (stephen.ortiz-gonzalez@us.af.mil) and Cierra Hallmon (cierra.hallmon@spaceforce.mil). Questions go by email as a Word doc or PDF.
What they'll judge offers on
- Price
- Technical performance (FAR 52.212-2 says technical acceptability)
- Delivery timeline (FAR 52.212-2 says schedule)
- Past performance (named in Section D only)
What to include when you submit
- Offer must include solicitation number FA252126QB111, company name, address and phone, UEI, and any required representations and certifications
- Include a statement of how far you agree with all terms, conditions and provisions
- Submit the proposed audio system for government review as part of the proposal; unsuitable systems mean the proposal is declined
- Submit the proposed stage with the proposal for government approval
- Playlist for the event is submitted for approval (may be done after award)
- Prices must be held firm for 60 calendar days after the due date
- Vendors may offer extras separately; do not include them in the solicitation pricing
- Badge request forms (Attachment 2) are only needed after award
You must have
- Small business set-aside (NAICS 512110, size standard $40M)
This acquisition is 100% set-aside for Small Businesses.
- Active SAM.gov registration and not debarred; the Government will not give extra time to register
To be eligible for any evaluation and award vendors MUST be registered in SAM and
- All on-base personnel must be U.S. citizens with no felonies and able to pass a background check for base access
All contractors coming onto base must possess US Citizenship and have no felonies to
- Prime contractor must have a supervisor on site and directly involved whenever work is performed
Prime contractor must be on site and involved in performance directly.
- Complete the base credential form (SSN, birth date, driver's license) and the Cape Canaveral safety training for each worker after award
Not in the notice text
- Estimated contract value or budget
- Whether option-year prices must be quoted separately (the CLIN table is a single blank line)
- Exact proposal contents or page limits for the technical submission
- How past performance will be judged or what references are needed
- Final event locations, maps and diagrams (given only after award)
- Whether there is a current contractor for this event
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Key facts
- Response due
- Oct 21, 2026, 6:30 PM UTC
- Posted
- Oct 7, 2026
- Notice type
- Combined Synopsis/Solicitation
- Solicitation
- FA252126QB111
- Agency
- Dept of Defense · Dept of the Air Force
- Office
- FA2521 45 Cons PK
- Set-aside
- Small Business Set Aside - Total
- NAICS
- 512110
- Product/service code
- T016
- Business type
- Printing & publishing
- Place of performance
- Patrick AFB, FL, 32925
- Contracting contact
- Stephen Ortiz-Gonzalezstephen.ortiz-gonzalez@spaceforce.mil3214945480
Full notice text from SAM.gov
The purpose of this acquisition is to provide for the Space Force T-Minus 10-miler that needs a sound system set up to communicate with participants at the start and finish line. Video screens to ensure safety and preventative measures are exercised by all during the event.
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