Combined Synopsis/Solicitation
Hanscom Aero Club Automated Fuel Management System Replacement
Department of Defense · Department of the Air Force
AI summaryOnly small businesses can bid: the Air Force (AFLCMC Hanscom, for Hanscom Air Force Base, Massachusetts) wants the old QTPod M3000 fuel payment terminal removed and one brand-name QTPod M4000 automated fuel terminal installed at the Hanscom Aero Club. It is a request for quote (RFQ) with one firm-fixed-price (FFP: one set price, whatever the work costs) line. All work is due within 45 calendar days after notice to proceed (NTP, the go-ahead to start). The response due date is November 6, 2026, 12:00 PM Eastern, by email. More in the summary
A newer version of this notice was posted Oct 20, 2026. See the latest version.
AI summary Beta
Summary of the version posted Oct 16, 2026. The notice was amended Oct 20, 2026. Check what else changed on SAM.gov.
Only small businesses can bid: the Air Force (AFLCMC Hanscom, for Hanscom Air Force Base, Massachusetts) wants the old QTPod M3000 fuel payment terminal removed and one brand-name QTPod M4000 automated fuel terminal installed at the Hanscom Aero Club. It is a request for quote (RFQ) with one firm-fixed-price (FFP: one set price, whatever the work costs) line. All work is due within 45 calendar days after notice to proceed (NTP, the go-ahead to start). The response due date is November 6, 2026, 12:00 PM Eastern, by email.
Who can bid (5)
- Small business. This is a 100% total small business set-aside, so only small businesses can bid. You must be certified as a small business under NAICS 333914 (size standard 750 employees).
- Active System for Award Management (SAM) registration when you send the quote and at award.
- Current PCI Attestation of Compliance for the terminal hardware and card processing, sent with the quote.
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- Certified fueling system technicians must do all work on the fueling equipment, with written acknowledgment in the quote.
- Offer the brand-name QTPod M4000 with manufacturer cut sheets; the terminal's gateway must integrate with JPMorgan Chase Paymentech.
How to submit: Email to Lt Luis R Cruz (luis.cruz.8@us.af.mil) and David Conquergood (david.conquergood.1@us.af.mil). Do not submit through SAM.gov.. What to include is under Full summary below. Check the solicitation's instructions on SAM.gov.
Things to watch (9)
- Serious: Total small business set-aside. Only small businesses can send quotes, and the quote must show the firm is a certified small business under NAICS 333914.
- Serious: PCI attestation required in the quote. A quote without proof of current PCI compliance is rated unacceptable, so you need the manufacturer's attestation before you bid.
- Serious: Brand name only: QTPod M4000. The Air Force will accept only this brand and model, so you need a way to buy and install it, and the cut sheets go in the quote.
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- Worth checking: Certified fueling technicians required. Work on the fuel dispenser and classified electrical areas must be done by certified technicians with fuel management experience; the quote must say so in writing.
- Worth checking: Funds not yet available. The Government's obligation depends on funds being confirmed in writing, so award could be delayed or not happen.
- Worth checking: Tight installation window and award signature. On-site work may not exceed two consecutive business days, and the apparent awardee must return the signed contract within 24 hours of receipt or risk losing the award.
- Minor: Base IT approval package after award. The winner must supply architecture and data flow documents for the Air Force Authority to Operate package within 10 days of award.
- Minor: Site visit urged, no date given. Bidders are urged to inspect the site, but no visit date or arrangements are given, and not inspecting is no ground for a later claim.
- Minor: Questions due October 28, 2026. Questions go by email to the Contract Specialist by 12:00 PM EDT on that day; later questions may not be answered.
Read from the notice and 4 attachments. Show which files.
- Combined Synopsis Solicitation-Hanscom Aero Club_QTPodM4000_Signed.pdf (read)
- SOW_Hanscom Aero Club_Ticket 1839 FINAL.pdf (read)
- Brand Name Justification (BNJ) QTPod M4000.pdf (read)
- Attachment 3-Government Bid Schedule.pdf (read)
Full summary
What they want
- Decommission and remove the existing QTPod M3000 terminal and its mounting pedestal, and dispose of the debris off the base.
- Furnish and install one (1) new brand-name QTPod M4000 automated fuel management terminal, QTY 1 Each.
- Mount the new pedestal on the existing concrete pad and connect it to existing power and dispenser control wiring.
- Inspect the existing conduit and field wiring between the pedestal and the dispenser to check it can be reused.
- Test and commission: electrical checks, startup diagnostics, pump authorization, transaction logging, receipts, shutoff, and live fuel test transactions with Aero Club staff.
- Provide the manufacturer data and manuals, the payment card industry (PCI) attestation of compliance, and a signed commissioning and checkout report.
- Supply the architecture diagrams and technical data the base needs for its Authority to Operate (ATO, the Air Force IT approval) package within 10 days of award.
- Contract type
- Firm-fixed-price (FFP), single CLIN (contract line item number: one priced line of the order); request for quote
- Period of performance
- 45 calendar days after notice to proceed; on-site changeout and commissioning limited to two consecutive business days. No options.
- Place of performance
- Hanscom Air Force Base (HAFB), Bedford, MA 01731 (Hanscom Aero Club Fueling Apron)
- Estimated value
- $30,000.00 (the Government's estimate, from the Brand Name Justification)
- How they'll choose
- Lowest price technically acceptable (LPTA): the lowest-priced quote that passes the technical check wins
- Offers due
- November 6, 2026, 12:00 PM Eastern (from the version posted Oct 16, 2026; amended since)
- How to submit
- Email to Lt Luis R Cruz (luis.cruz.8@us.af.mil) and David Conquergood (david.conquergood.1@us.af.mil). Do not submit through SAM.gov.
- Page limits
- Whole submission: 25 pages, not counting representations and certifications
What they'll judge offers on
- Factor 1, Technical (pass or fail): clearly shows the brand-name QTPod M4000, concrete pad and wiring interfaces, certified fueling technicians, and an active PCI attestation of compliance; includes manufacturer cut sheets
- Factor 2, Price: only technically acceptable quotes are priced, checked for completeness and reasonableness
What to include when you submit
- Send three volumes. Volume I is the technical proposal, Volume II the price proposal, Volume III the representations and certifications.
- Volume I: a detailed technical narrative showing you understand and can meet all Statement of Work requirements.
- Volume I: a written acknowledgment that certified fueling system technicians will do all work on the hazardous fueling equipment.
- Volume I: proof of a current Payment Card Industry (PCI) Attestation of Compliance covering the hardware and terminal solution.
- Volume I: manufacturer product cut sheets and technical specification data for the QTPod M4000.
- Volume II: the completed Government Bid Schedule (Attachment 3) with the firm-fixed-price line filled in, in dollars and no more than two decimal places.
- Volume III: completed representations under RFO 52.240-90 and RFO 52.240-91, plus any required disclosures.
- Include your CAGE code and Unique Entity Identifier (UEI) with the quote.
- Quotes must stay valid for at least 90 calendar days from the submission deadline.
- Send questions by email to the Contract Specialist by October 28, 2026, 12:00 PM EDT.
After award, you must have
- Base access for on-site staff: REAL ID-compliant identification, with visitor pass and security requests sent to the Contracting Officer's Representative at least 10 business days before mobilization. From SOW_Hanscom Aero Club_Ticket 1839 FINAL.pdf:
Contracting Officer's Representative (COR) at least ten (10) business days prior…
- A minimum one-year workmanship warranty on installation and labor, on top of the manufacturer's hardware warranty. From SOW_Hanscom Aero Club_Ticket 1839 FINAL.pdf:
The Contractor shall provide a minimum one (1) year…
Current contractor
No incumbent is named. The Brand Name Justification says the existing QTPod M3000 terminal is obsolete and that market research found other commercial platforms technically incompatible. It estimates the action at $30,000.00.
Not in the notice text
- No site visit date or arrangements are given, only that bidders are urged to inspect the site.
- The notice does not say how many small businesses are expected to quote.
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 333914
- How to submit, from the AI summary: Email to Lt Luis R Cruz (luis.cruz.8@us.af.mil) and David Conquergood (david.conquergood.1@us.af.mil). Do not submit through SAM.gov. Check it in the notice before you send anything.
Notice details
- Posted
- Oct 16, 2026
- Notice type
- Combined Synopsis/Solicitation
- Office
- FA2835 AFLCMC Hanscom PZI, Hanscom AFB, MA
- Product/service code
- 4930 · Lubrication and Fuel Dispensing Equipment
- Business type
- Manufactured parts & equipment (FedReady's grouping, from NAICS 333914)
- Versions
2 versions have been posted, newest first.
- Oct 20, 2026 · Amendment 0001Due Nov 6, 2026
- Oct 16, 2026 · Combined Synopsis/Solicitation (this version)Due Nov 6, 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
The Contractor shall provide all labor, materials, equipment, transportation, and technical expertise necessary to decommission and remove the existing obsolete terminal and furnish, install, and commission one (1) new brand-name QTPod M4000 automated fuel management terminal at the Hanscom Aero Club fueling facility in strict accordance with the attached Statement of Work (SOW). Questions regarding this solicitation must be submitted via email to the Contract Specialist no later than 12:00 PM EDT on 28 October 2026. All quotes must be received via email no later than 12:00 PM EST on 06 November 2026.
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