48 OSS Audio Visual Tech Upgrade

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial items for the 48 OSS VTC AV Upgrade, as detailed in Attachment 1 (Statement of Objectives). This announcement serves as the only solicitation; no separate written solicitation will be issued.

• The core requirement is for a VTC Audio Visual Upgrade for buildings 1319 and 1311, in accordance with the Statement of Objectives (SOO).

• The acquisition is for commercial items.

• Pricing Arrangement: Firm Fixed Price.

• Period of Performance: Delivery estimated by 27 February 2026.

• Site Visit: Prospective offerors are highly encouraged to attend a site visit. Registration is required by 5 December 2025. The site visit is scheduled for 9 December 2025 at 10:00 GMT.

• Questions Deadline: Questions must be submitted no later than 15:00 GMT on 18 December 2025.

• Quote Submission Deadline: Quotes must be received no later than 15:00 GMT on 30 January 2026.

• Submission Method: Quotes must be submitted via email to the Points of Contact listed.

• Evaluation: The government will make a best value determination, weighing technical capability and price. Tradeoffs between price and non-price factors may be made. The vendor providing the lowest price that is determined to be fair, reasonable, and realistic may be given additional consideration. Technical capability will be evaluated based on documentation outlining technical specifications and a total projected timeline.

• Type of Set-Aside: Due to the overseas location, no set-aside will be used.

• NAICS Code: 238210

• Size Standard: N/A

• Funds are not presently available; no award will be made until funds are available. The Government reserves the right to cancel this solicitation.

• Offerors must have an active System for Award Management (SAM) account to be eligible for award.

• Technical documentation must not exceed 20 pages and must be submitted via email in a separate document.

• Quotes must be submitted on Attachment 2 - Quote Sheet.

• Prices must be held firm for 60 calendar days from the quote receipt date.

Form / Attachment / Pricing Sheet

This document is a quotation form for the "48 OSS VTC AV Upgrade" requirement. Bidders are to use this form to submit their pricing and company information.

• Solicitation Details: Requirement Title, Solicitation Number, Solicitation Issue Date, Response Deadline, and Points of Contact are provided.
• Quote Information: Fields for Submitted Date, Quote Number, and Validity Period.
• Company Information: Sections for Company Name, Address, Point of Contact, Position, Phone Number, Email, and CAGE Code.
• Delivery Schedule: Field for Offered Delivery Date/PoP Start.
• Pricing Information: Table for Line Item, Item Description, Quantity, Unit of Measure, Price per Unit, and Extended Price, with a field for Total Offered Price.
• Contractor Certification: A statement confirming agreement with solicitation terms and conditions.

This form is essential for bidders to provide all necessary information and pricing to respond to the solicitation. Completing this form accurately and submitting it by the deadline is required for consideration for award.

Statement of Objectives (SOO)

To upgrade the audio and visual equipment in the OG Conference Room (Building 1310/1311) and the SEC Auditorium (Building 1319) to enable a fully functioning system for secret and unclassified video teleconferencing (VTC) and presentations.

• Engineer, Furnish, Install, and Test (EFI&T) a fully functional secure IP VTC System and SIPR presentation.

• Provide all necessary management, transportation, supplies, equipment, and labor.

• The Communications Squadron will serve as the focal point for replacement equipment.

• New equipment and software must comply with commercial practices and standards.

• Remove old equipment (not dispose of).

• Ensure all cables and wiring are hidden or covered for a professional appearance.

• Repair any damage to the facility area caused during installation at no cost to the Government.

• Provide initial user training with a physical and digital user guide.

• The A/V system must include a minimum of a one (1) year warranty and on-site maintenance, including software updates, from the date of final installation and testing.

• Provide any required high reach equipment for installation and maintenance.

• Audio system must provide echo-free, non-distorted sound.

• On-site maintenance and annual preventative maintenance inspections are required.

• Software updates are to be included in maintenance.

• Installation to be completed no later than January 19th.

• Location: OG Conference Room (Building 1310/1311) and SEC Auditorium (Building 1319) of RAF Lakenheath (RAFL), United Kingdom, IP27 9PN.

• Equipment includes:

  • 1 X ceiling mounted moveable camera (podium or display view)
  • 1 X camera for audience view
  • 1 X touch screen control panel (podium or main table)
  • 1 X touch screen mobile tablet
  • HDMI inputs for VTC (podium and main table)
  • 1 X microphone per podium
  • Audience microphones (required for Bldg 1319)
  • 2 X Cisco Codec Plus - TAA compliant
  • 2 X Cisco Room Navigator
  • 2 X Room Kit Plus w/ Codec Plus, Quad Camera and Room Navigator (12-month service duration)
  • 2 X Cisco Table Microphone with Jack Plug (12-month service duration)
  • 2 X Cisco Room Navigator - Table Stand Version

• Workdays: Monday through Friday, excluding US federal and UK bank holidays.

• Work hours: 0800 to 1600 local UK time.

• Contractor is responsible for subcontract management.

• Contractor must establish clear organizational lines of authority and responsibility.

• Contractor must maintain continuity between the mission partner and corporate offices.

• Contractor must respond to Government requests for contractual actions in a timely fashion.

• Contractor shall have a single point of contact.

• Contractor shall assign resources to maintain proper and accurate records.