Combined Synopsis/Solicitation
FY27 Nursing Practice Oversight Course (NPOC)
Department of Defense · Department of the Air Force
AI summaryThe Air Force (771 Enterprise Sourcing Squadron, for Air Force Medical Command) wants a small business to lease audiovisual (AV) equipment, set it up, and keep one technician on standby for a nursing course at Hotel Polaris in Colorado Springs, CO, February 22-24, 2027. One firm-fixed-price (FFP: one set price, whatever the work ends up costing) award goes to the lowest-priced quote that passes a pass/fail technical check. The response due date is November 16, 2026, 4:00 PM Eastern, by email. More in the summary
AI summary Beta
This summary may miss requirements: 5 of 11 attachments weren't read (26Q0012_Attch 4_Pricing Schedule.xlsx, 26Q0012_Attch 5_Q.A Spreadsheet.xlsx and 3 more). Check the attachments on SAM.gov.
The Air Force (771 Enterprise Sourcing Squadron, for Air Force Medical Command) wants a small business to lease audiovisual (AV) equipment, set it up, and keep one technician on standby for a nursing course at Hotel Polaris in Colorado Springs, CO, February 22-24, 2027. One firm-fixed-price (FFP: one set price, whatever the work ends up costing) award goes to the lowest-priced quote that passes a pass/fail technical check. The response due date is November 16, 2026, 4:00 PM Eastern, by email.
Who can bid (4)
- Small business under NAICS 532490; this is a total small business set-aside
- Active, current registration in SAM.gov, confirmed in the cover letter
- A signed attestation from Hotel Polaris, obtained before quotes are due, confirming delivery, power and setup coordination and the fees stated in the form
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- A technician on site with a 5-minute response and the ability to set up and test equipment on Day 0
How to submit: Email to both points of contact: Contracting Officer Aubrey E. Frost (aubrey.frost.1@us.af.mil) and Contract Specialist SSgt Luke P. Tiffany (luke.tiffany@us.af.mil). What to include is under Full summary below. Check the solicitation's instructions on SAM.gov.
Things to watch (10)
From the version posted Oct 20, 2026.
- Serious: Small businesses only. Only small businesses under NAICS 532490 can send quotes, and the cover letter must say so.
- Serious: Signed hotel form required or the quote fails. You must get an authorized Hotel Polaris representative to sign the attestation before quotes are due. A missing signed form means an automatic technical fail and no award consideration.
- Serious: Hotel fee wording in the amended attestation is unclear. Amendment 3 has the contractor accept the hotel's in-house AV provider exclusivity and its production supervision and liaison fee structure, and power at prevailing rates, while the RFQ and SOW say the Government pays no liaison or outside contractor fees. Fees you absorb must fit your fixed price; ask the contracting officer.
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- Serious: Day 0 timing differs between the amended attestation and the SOW. The amended attestation gives hotel access starting no later than 1800 on Day 0 and install by 0730 on February 22, 2027. The SOW, which Amendment 3 did not change, wants the Day 0 walkthrough completed by 1800 and systems tested by 0715 daily. Ask which schedule governs.
- Worth checking: Five-minute fix time for any failure. The standby technician must resolve a failure within 5 minutes of notice during all session hours, and payment depends on failures being fixed in that window.
- Worth checking: Price must match the manifest line for line. Every item in the technical manifest needs a price on Tab 2 that adds up exactly to Tab 1. A gap or mismatch can get the quote rejected.
- Worth checking: No government site visit. You must visit and check the venue yourself before quoting; the Government offers no coordinated visit.
- Worth checking: Three files exactly, with page limits. A submission with more or fewer than three files can be excluded, and pages over the limits are not read.
- Minor: Long 160-day quote validity. Prices must stay valid for at least 160 days. Section 1.4 counts from the date of submission, while the cover letter item counts from the submission deadline.
- Minor: No negotiation before award. The Government may award without talking to quoters, so the first quote must be complete and compliant, with any exceptions stated.
Read from the notice and 6 attachments. 5 of 11 not read. Show which files.
- 26Q0012_0_RFQ_AMENDMENT 2_08 OCT 26.docx (read)
- 26Q0012_0_RFQ_25 SEP 26.docx (read)
- 26Q0012_Attch 1_SOW_14 Sep 26.pdf (read)
- 26Q0012_Attch 3_Hotel Attestation_AMMENDMENT1.docx (read)
- 26Q0012_Attch 2_Clauses.pdf (read)
- 26Q0012_Attch 3_Hotel Attestation.docx (read)
- 26Q0012_Attch 4_Pricing Schedule.xlsx: not read (the AI doesn't read this file type yet): open it on SAM.gov
- 26Q0012_Attch 5_Q.A Spreadsheet.xlsx: not read (the AI doesn't read this file type yet): open it on SAM.gov
- 26Q0012_Attch 5_Q.A GOVERNMENT_Responses_5 Oct 26.xlsx: not read (the AI doesn't read this file type yet): open it on SAM.gov
- 26Q0012_Attch 5_Q.A GOVERNMENT_Repsonses_Oct_8_2026.xlsx: not read (the AI doesn't read this file type yet): open it on SAM.gov
- 26Q0010_Attch 6_DOL WD.pdf: not summarized: open it on SAM.gov
Full summary
What they want
- Lease and set up AV equipment for 300+ attendees at the Nursing Practice Oversight Course: a dual-screen general session in the undivided ballroom on February 22 and 24, 2027, and two separate breakout rooms on February 23, 2027
- General session equipment: 2 front-projection screen packages, 1 video switching system, 1 presenter confidence monitor, 1 audio mixer, 2 standing microphones, 2 wireless handheld microphones, 2 lapel microphones, 4 powered speakers, 2 computer audio interfaces
- Each breakout room: 1 screen package, 1 confidence monitor, 1 mixer, 1 standing microphone, 2 handheld microphones, 2 lapel microphones, 2 powered speakers, 1 computer audio interface
- Change the setup between general and breakout formats during scheduled breaks, not live, and supply cabling, power strips, gaffer tape and spare batteries good for at least 5 hours daily
- Keep at least 1 technician on site from 0730 to 1700 MST daily, February 22-24, 2027, to fix any failure within 5 minutes of notice; no show-time operators are needed
- Have all systems tested by 0715 MST each day, finish a walkthrough with the government point of contact on Day 0 (the day before the event), and remove everything afterward
- Work out delivery, loading dock, power and cabling directly with Hotel Polaris, including a joint call with hotel staff within 5 business days of award
- Contract type
- Single firm-fixed-price (FFP) contract, one line (CLIN 0001, AV equipment rental/lease), commercial services under FAR Part 12
- Period of performance
- February 22, 2027 through February 24, 2027 (event dates), with equipment setup and testing on Day 0, February 21, 2027
- Place of performance
- Hotel Polaris, 8989 N Gate Blvd, Colorado Springs, CO 80921
- Estimated value
- Not stated
- How they'll choose
- Lowest price technically acceptable (LPTA): quotes are ranked by price, and the lowest-priced quote is checked first for a technical pass or fail. The first one to pass wins.
- Offers due
- November 16, 2026, 4:00 PM Eastern
- How to submit
- Email to both points of contact: Contracting Officer Aubrey E. Frost (aubrey.frost.1@us.af.mil) and Contract Specialist SSgt Luke P. Tiffany (luke.tiffany@us.af.mil)
- Page limits
- File 1 Administrative: 3 pages. File 2 Technical Quotation: 5 pages, not counting the Hotel Attestation. File 3 Price: no page limit. Pages over the limit are not evaluated.
What they'll judge offers on
- Factor 1, Technical Capability (pass/fail): (a) equipment manifest meets the SOW's daily room setups, (b) operations plan with a written guarantee of Day 0 setup and an on-site standby technician with a 5-minute response, (c) signed Hotel Polaris attestation form
- Factor 2, Price: (a) total price for CLIN 0001 checked to be fair and reasonable, (b) completeness check that the itemized breakout prices 100% of the equipment, accessories, setup and teardown labor, and standby hours in the technical manifest, and that totals match
What to include when you submit
- Send exactly three separate files: File 1 Administrative (PDF or Word), File 2 Technical Quotation (PDF or Word, plus Attachment 3), File 3 Price (Excel, Attachment 4); more or fewer files may be thrown out
- Format on 8.5 x 11 inch paper with pages numbered consecutively
- Administrative cover letter, with no technical or price information: company name, address and date; CAGE code and unique entity ID (UEI); statement of small business status under NAICS 532490; statement of active SAM.gov registration; point of contact name, phone and email
- In the cover letter, confirm quote validity of at least 160 days, state any exceptions to the RFQ with the document, page, paragraph and reason, and declare that no organizational conflict of interest exists or disclose it
- In the cover letter, acknowledge that you reviewed all draft and formal RFQ amendments posted on SAM.gov
- Technical quotation: an equipment manifest (bill of materials) with makes, models and quantities that meets the SOW's room setups
- Technical quotation: a short operations and standby plan for the Day 0 setup and testing, with a written guarantee of at least one on-site standby technician who meets the 5-minute response time
- Technical quotation: the Hotel Attestation form (Attachment 3, as amended) completed and signed by an authorized Hotel Polaris representative and by your company
- Price: a single all-inclusive FFP for CLIN 0001 on Tab 1 of the pricing schedule, and an itemized breakout on Tab 2 listing every item with its daily lease rate and extended total, adding up exactly to the Tab 1 price
- Do not price any equipment, setup labor or standby service at $0.00 unless you justify it as a standard built-in commercial practice
- Send questions in writing on the Q&A Spreadsheet (Attachment 5) to both points of contact by October 26, 2026, 4:00 PM Eastern
Not in the notice text
- The pricing schedule (Attachment 4), the Government's answers to quoter questions (Attachment 5, several versions) and the Department of Labor wage determination for El Paso County, Colorado (a scanned file) are attached but not read; the Q&A may change requirements
- The Government's answers to questions posted in Attachment 5 may change terms; check them on SAM.gov before quoting
- No contract value or Government estimate is given
- Which Day 0 access time governs: the SOW, or the amended hotel attestation
- The Service Contract Act applies per the clauses, but the wage rates are in the wage determination that was not read
Eligibility and how to respond
- Set aside for small businesses: only a business that counts as small under this notice's NAICS code can bid as the prime contractor. More open small business set-asides under NAICS 532490
- How to submit, from the AI summary: Email to both points of contact: Contracting Officer Aubrey E. Frost (aubrey.frost.1@us.af.mil) and Contract Specialist SSgt Luke P. Tiffany (luke.tiffany@us.af.mil). Check it in the notice before you send anything.
- Service contracts usually set minimum pay rates (the Service Contract Act). Price the labor with the SCA price calculator.
Notice details
- Posted
- Oct 20, 2026
- Notice type
- Combined Synopsis/Solicitation
- Office
- FA8003 771 Enterprise Sourcing SQ, Wright Patterson AFB, OH
- Product/service code
- W099 · Lease or Rental of Equipment – Miscellaneous
- Business type
- Real estate, rentals & leasing (FedReady's grouping, from NAICS 532490)
- Versions
4 versions have been posted, newest first.
- Oct 20, 2026 · Amendment 0003 (this version)Due Nov 16, 2026
- Oct 8, 2026 · Amendment 0002Due Nov 16, 2026
- Oct 5, 2026 · Amendment 0001Due Nov 16, 2026
- Sep 28, 2026 · Combined Synopsis/SolicitationDue Nov 16, 2026
- Attachments
Past awards and competition
Who has won work like this before, the likely incumbent, and what similar contracts paid, from USAspending.gov.
Before you respond
- How to respond to a solicitation (8 steps)
- How to read a government solicitation
- How to price a government contract
- Set-aside contracts explained
Terms on this notice: Solicitation, Set-aside
Full notice text from SAM.gov
UPDATED 20 OCT 2026 - RFQ AMENDMENT #3 to update Attachment #3, HOTEL ATTESTATION 1. Verbiage change made for info regarding hotel fees, timelines, and loading information (highlighted in Document). 2. 26Q0012_Attch 3_Hotel Attestation is hereby amended to 26Q0012_Attch 3_Hotel Attestation_AMMENDMENT1 3. No other documents, terms, or conditions of this RFQ are revised or changed as a result of this amendment. - - - - - 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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