Annual Audio Visual Maintenance at NH Jacksonville, FL

Amendment / Modification

This amendment to Solicitation HT940626QE020 makes the following changes:

• Answers contractor questions regarding the initial solicitation.

• Extends the proposal due date to May 8, 2026, at 12:00 PM EST.

• Incorporates FAR Clause 52.222-90, "Addressing DEI Discrimination by Federal Contractors (Deviation)."

• The proposal due date has been changed.

• FAR Clause 52.222-90 has been added.

• The proposal submission deadline is extended to May 8, 2026, at 12:00 PM EST. Offerors must acknowledge this amendment.

• The contract is primarily for service-only maintenance, with potential for minor system upgrades and component replacement.

• Historical workload estimates (20 hours/quarter/site) are for full expected recurring labor, but are estimates.

• Response times for standard service requests are routine quarterly services. Urgent outages require completion within five business days, and mission-critical/executive conference failures require a response within two hours.

• There is no SLA by severity level stated in the PWS.

• All duties will be incorporated into one rate.

• Site access requirements (base access, badging, escort, background checks) are detailed in Section 1.12.2 of the PWS. Processing for DBIDs takes approximately 2 weeks.

• Work can be performed during normal business hours; after-hours windows are not preferred.

• Dedicated parking, unloading, and tool staging areas will be available.

• All listed equipment is currently installed and operational. Any replacements will be identified post-award.

• All equipment is currently online and within warranty specifications, with upgrades made within the past 24 months.

• Crestron code/files will not be provided until award.

• The incumbent contract is N0023221F0023, with a final option period value of $55,803.60.

• All required documentation is discussed within 52.212-2.

• No site visits will be conducted by the Government.

• The number of subcontractors is at the offeror's discretion.

• Remote monitoring/remote access will not be permitted; all services are on-site.

Form / Attachment / Pricing Sheet

This document, "Technical Exhibit 3 HISTORICAL WORKLOAD ESTIMATES," provides estimated historical workload data for Audio Visual (AV) asset management, service, and telephone support.

• Item 1: AV asset management, service and telephone support at NHJAX, estimated at 20 hours per quarter.
• Item 2: AV asset management, service and telephone support at NBHC Kings Bay, estimated at 20 hours per quarter.
• Item 3: AV asset management, service and telephone support at NBHC Mayport, estimated at 20 hours per quarter.

This exhibit offers insight into the expected volume of work for AV asset management and support services across different locations, which can assist bidders in estimating resource needs and developing their proposals.

Form / Attachment / Pricing Sheet

This document, "Technical Exhibit 2 - Non-Warranty Item Equipment Inventory," lists specific audio-visual equipment items that are part of the inventory for various conference and training rooms. It appears to be an attachment to a larger solicitation or contract, detailing non-warranty equipment.

The inventory is broken down by location (e.g., NHJAX Boardrooms I & II, NHJAX Second Deck Conference Room, Mayport Conference and Training Rooms, Mayport Waiting Area, BHC Kings Bay Conference and Training Rooms). For each item, the following details are provided:

• Description of the equipment (e.g., Crestron wired touch panel, LG TV, Sennheiser microphone, Crestron control system, network switches, speakers, amplifiers, projectors).
• Model Number.
• Quantity.

This exhibit is relevant to bidders as it details the existing non-warranty audio-visual equipment. This information is crucial for understanding the current infrastructure, potential integration requirements, and the scope of services or equipment the government may be procuring. Bidders can use this inventory to assess compatibility, identify potential gaps, and tailor their proposals or pricing accordingly.

Form / Attachment / Pricing Sheet

This document, "Technical Exhibit 1 - WARRANTY ITEM EQUIPMENT LIST," provides a detailed inventory of equipment associated with the opportunity. It lists specific items, their locations, descriptions, serial numbers, and quantities.

• Naval Hospital Jacksonville: Lists CISCO CODEC EQ units (TTC6-15) and DX80 units in various boardrooms and VTC offices.
• Branch Medical Clinic Mayport: Lists one CISCO CODEC EQ unit (TTC6-15) in the OIC Conference Room.
• Branch Medical Clinic Kings Bay: Lists one CISCO CODEC EQ unit (TTC6-15) and one CISCO WEBEX ROOM NAVIGATOR TTC5-15 (10" Touch Panel) in the OIC Conference RM.

This exhibit is crucial for bidders to understand the existing equipment infrastructure at various locations. It may inform proposals related to maintenance, support, upgrades, or replacements of these audiovisual and communication systems. Bidders should review this list to assess the scope of work and potential technical requirements for the opportunity.

Form / Attachment / Pricing Sheet

This document, "Technical Exhibit 3 HISTORICAL WORKLOAD ESTIMATES," provides estimated historical workload data for Audio Visual (AV) asset management, service, and telephone support.

• Item 1: AV asset management, service and telephone support at NHJAX, estimated at 20 hours per quarter.
• Item 2: AV asset management, service and telephone support at NBHC Kings Bay, estimated at 20 hours per quarter.
• Item 3: AV asset management, service and telephone support at NBHC Mayport, estimated at 20 hours per quarter.

This exhibit offers historical workload estimates that bidders can use to understand the potential scope and effort required for providing AV asset management, service, and telephone support at the specified locations. This information is crucial for developing accurate proposals and resource planning.

Form / Attachment / Pricing Sheet

This document, "Technical Exhibit 2 - Non-Warranty Item Equipment Inventory," lists specific audio-visual equipment items that are part of the inventory for various locations (NHJAX Boardrooms I & II, NHJAX Second Deck Conference Room, Mayport Conference and Training Rooms, Mayport Waiting Area, and BHC Kings Bay Conference and Training Rooms).

• The inventory is organized by location.
• For each item, the document lists the Description, Model Number, and Quantity.
• Items include various types of televisions, projectors, touch panels, control systems, audio equipment (speakers, amplifiers, microphones), network switches, and AV distribution/transmission devices.

This inventory provides detailed information about the existing audio-visual equipment that may be relevant to the opportunity. Bidders should review this list to understand the current state of equipment, which could inform their technical approach, integration requirements, or potential upgrade/replacement needs as part of their proposal.

Form / Attachment / Pricing Sheet

This document, "Technical Exhibit 1 - WARRANTY ITEM EQUIPMENT LIST," provides a detailed inventory of equipment associated with warranty items. It lists specific equipment by location, description, serial number, and quantity.

• Naval Hospital Jacksonville: Lists Cisco Codec EQ TTC6-15 units and DX80 units across various buildings and offices, including Boardrooms and VTC Offices.
• Branch Medical Clinic Mayport: Lists one Cisco Codec EQ TTC6-15 unit in the OIC Conference Room.
• Branch Medical Clinic Kings Bay: Lists one Cisco Codec EQ TTC6-15 unit and one Cisco Webex Room Navigator TTC5-15 unit in the OIC Conference RM.

This exhibit is crucial for bidders to understand the existing equipment inventory that may be subject to warranty, maintenance, or replacement under the opportunity. It provides specific serial numbers and locations, which can inform technical proposals, support planning, and identify potential areas for service or upgrade.

Solicitation / RFP / RFQ

This solicitation is a Request for Quotation (RFQ) for Annual Audio Visual Maintenance services. The services are required for audio-visual (A/V) systems, equipment, parts, and components located at Naval Hospital Jacksonville (NHJAX) and its surrounding Branch Health Clinics (BHCs) in Florida and Georgia. The objective is to ensure the availability and quality functionality of A/V systems supporting virtual health and video teleconferencing.

• Provide trained and experienced personnel for preventive maintenance, repairs, diagnostic testing, and system programming of A/V equipment.

• Perform maintenance on A/V equipment, including Cisco/Tandberg systems.

• Offer telephone support for system operations and troubleshooting.

• Maintain equipment according to manufacturer specifications and OEM warranty requirements.

• Contractor personnel must be OEM authorized dealers/distributors/resellers and possess current certifications.

• Software and/or hardware must be DHA-approved.

• Contract Type: Firm Fixed Price.

• Period of Performance: One 12-month base period (01 August 2026 - 31 July 2027) and four 12-month option periods.

• Estimated Value: USD 34,000,000.00 (Size Standard for NAICS 811210).

• This is a Small Business set-aside requirement.

• Proposals are due by 04:00 PM on 05 May 2026.

• Offers must be submitted electronically via email to Cary Wolbrette at cary.m.wolbrette.civ@health.mil.

• Award will be made to the responsible Offeror whose offer is most advantageous to the Government, based on price and other factors.

• Evaluation will be based on Lowest Priced, Technically Acceptable (LPTA) criteria.

• Technical evaluation will consider Factor 1: Technical capabilities and Factor 2: Past Performance.

• Price will be evaluated after technical acceptability is determined.

• This requirement is set-aside 100% for Small Business.

• NAICS Code: 811210, with a small business size standard of $34,000,000.00.

• The solicitation incorporates FAR clauses by reference and full text.

• Key attachments include Technical Exhibits 1, 2, and 3.

• The Contracting Officer's Representative (COR) is Yvonne Cole.