Audio-visual maintenance services (Site Visit Available)

Solicitation / RFP / RFQ

This solicitation is for audio-visual maintenance services for the Atlanta VA Medical Center, specifically the Pete Wheeler Auditorium. The contract will cover regular software and firmware updates, equipment maintenance, and troubleshooting to ensure optimal functionality of the sophisticated digital audio-visual system installed in September 2024.

• Discounted billable rates for maintenance support.

• Remote technical phone support (24x7x365).

• Facilitation of manufacturer repair or replacement programs.

• Access to manufacturer-published software and firmware updates.

• Unlimited onsite field technician dispatch (Monday-Friday, 8 AM - 5 PM).

• Access to an online portal for incident reporting and annual business reviews.

• Maintenance of system wiring and connections.

• Management of warranties, software, and firmware updates.

• Response to power outage-related issues and maintenance of battery backups.

• Contract type: Firm-Fixed-Price.

• Period of Performance: Base period plus two option years. Services will begin 10 days after contract award (ARO).

• Estimated Value: Not specified.

• Offers are due by February 5, 2026, at 12:00 PM EST.

• Evaluation criteria: Not specified in the provided sections.

• Submission instructions: Offers must be submitted on SF 1449 or letterhead stationery, including solicitation number, offeror details, technical description, price, warranty terms, and representations/certifications.

• This acquisition is a total set-aside for Service-Disabled Veteran-Owned Small Businesses (SDVOSBs).

• NAICS Code: 811210 (Electronic and Precision Equipment Repair and Maintenance).

• Size Standard: $34 Million.

• An amendment has extended the solicitation date to February 5, 2026.

• A site visit is possible and requires pre-registration.

• The solicitation incorporates FAR clauses by reference, including those related to contract terms, conditions, and specific requirements for commercial products and services.

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding the A/V equipment maintenance and service opportunity.

• Original Installer: AVI-SPL originally installed the A/V equipment. Contact information is available upon request.
• Current Servicing: The original installer serviced the equipment for the first year. The government is seeking a more permanent solution.
• Scope of Support: Onsite support includes break/fix maintenance, system optimization, tuning, configuration changes, and regular software/firmware updates. Programming and system logic changes, advanced troubleshooting, and onsite labor for updates are considered included.
• Warranty & Parts: Manufacturer warranty coverage is likely outside the scope. The contractor is responsible for identifying faulty parts, and if not under warranty, the government will order and pay for them. The contractor will quote and install replacements.
• UPS Battery Replacement: If UPS batteries are out of warranty, the government is responsible for replacement costs, but the contractor will handle the installation under the service contract.
• Ticketing System: The government has a portal for service requests with the previous contractor but expects a new contractor to provide their own ticketing system.
• Documentation: The contractor is expected to provide timely technician notes for service visits, updates, and incident resolution reporting.

These clarifications refine the scope of work, particularly regarding included services, parts responsibility, and the requirement for a contractor-provided ticketing system. Bidders should consider these details when formulating their proposals.

Statement of Work (SOW)

To establish a service contract for the ongoing maintenance and support of a sophisticated Audio-Visual system installed at the Pete Wheeler Auditorium, which has experienced significant service calls since its installation in September 2024.

• Provide discounted billable rates for maintenance support.

• Offer remote technical phone support 24x7x365.

• Facilitate manufacturer repair or replacement programs for hardware.

• Provide access to manufacturer-published software and firmware updates.

• Include unlimited onsite field technician dispatch (Monday - Friday, 8 AM to 5 PM).

• Offer unlimited remote help desk support.

• Provide access to an online portal for incident reporting and annual business reviews.

• Maintain the system's wiring, connections, warranties, software, and firmware.

• Respond to power outage-related issues and maintain battery backups.

• Average speed of answer for the Remote Help Desk is 90 seconds via phone, email, or online portal.

• Next Business Day Response for onsite support is available as a PLUS offering (additional costs and fees apply).

• Period of Performance: To Be Announced (TBA); services to begin 10 days After Receipt of Order (ARO). The requirement includes a base period plus two option years.

• Place of Performance: Atlanta VA Medical Center - Pete Wheeler Auditorium, 1670 Clairmont Road, Decatur, GA 30033.

• Contractors must comply with all applicable Records Management laws and regulations, including NARA policies and the Privacy Act of 1974.

• Contractors providing equal services must provide descriptive literature describing equal characteristics and compatibility with the current system.