Maintenance/service contract for NIAID RML Conference Rooms Equipment

Solicitation / RFP / RFQ

This is a Notice of Intent (NOI) for a sole source, firm-fixed-price purchase order for maintenance, support, and upgrades for conference rooms and equipment at the National Institute of Allergy and Infectious Diseases (NIAID)'s Rocky Mountain Labs (RML) in Hamilton, Montana. The services are required annually to ensure the functionality and availability of equipment used for internal meetings, presentations, videoconferencing, and audio conferences.

• Annual maintenance, support, and upgrades for RML enterprise conference rooms and equipment.

• Expedited response times for equipment failures and immediate repairs or replacement.

• Contract Type: Firm-fixed-price purchase order.

• Period of Performance: March 9, 2026, to March 8, 2027.

• Place of Performance: Hamilton, Montana.

• This notice is a pre-solicitation and not a solicitation. Interested vendors may submit a capabilities statement and past performance information within ten (10) days of publication.

• The Government intends to award a contract within 30 days of this notice.

• The Government has determined that Systems Northwest LLC is the only vendor capable of providing the required services due to local presence, knowledge, expertise, and security clearances.

• Set Aside: None.

• The Government is considering a sole source award under FAR 13.101-b.

• Contact: Linda Smith, Contracting Officer at linda.smith2@nih.gov for additional information or to submit responses.

• The Government is not obligated to award a contract or pay for information provided in response to this notice.

Justification for Other than Full and Open Competition

This document justifies the use of other than full and open competition for the RML Conference Room Maintenance FY26 requirement. The agency is procuring annual maintenance, support, and upgrades for conference room equipment.

• Annual maintenance, support, and upgrades for conference room equipment.

• Services are required for extensive lists of equipment and rooms.

• Contract Type: Not explicitly stated, but implied to be a renewal.

• Period of Performance: 1 Year from date of award (inclusive of options).

• Estimated Dollar Value: $32,667.

This document is a justification for a sole-source or limited competition procurement, not a solicitation. Therefore, proposal submission and evaluation details are not applicable.

• The justification cites "Only one responsible source" and "Federal Supply Schedule (FSS), limited competition" as potential authorities, with "Only one source is capable of providing the supplies or services required... unique or highly specialized" being the selected justification.

• The justification also notes that "the new work is a logical follow-on to an original Federal Supply Schedule order" as a potential justification.

• The proposed contractor is Systems Northwest.

• The justification highlights that Systems Northwest is a local vendor with the necessary knowledge, expertise, and security clearances, and that the remote geographic location and extensive use of the rooms make immediate functionality imperative.

• The agency is not aware of other local vendors capable of providing similar services for the extensive list of equipment and rooms.