Upgrade central microphone system

Solicitation

This document is a Request for Quotation (RFQ) for the "Upgrade of Consular Central Microphone System" at the U.S. Embassy/Consulate in Vienna, Austria. The work involves decommissioning the existing system, installing a new one, and providing associated services.

• Decommissioning of the current central microphone system.

• Replacement of the central microphone system's control processor and network switch.

• Replacement of seven touch panels.

• Programming, commissioning, and customer training for the new system.

• Provision of documentation.

• Adherence to a Quality Assurance and Surveillance Plan (QASP) to ensure satisfactory contractor performance.

• This will be a firm-fixed-price purchase order/contract.

• The contract period of performance is not explicitly stated but implies the completion of the upgrade.

• Offerors must submit a completed solicitation, including SF-1449 cover page and Section 1.

• Proposals must include information demonstrating the offeror's ability to perform, such as:

  • Project Manager details (English speaking).
  • Evidence of an established business in Austria or plans to establish an office within 30 days of award.
  • Proof of SAM registration (UEI number).
  • List of clients from the past three years with relevant past performance information and references.
  • Evidence of necessary personnel, equipment, and financial resources.
  • Plan to obtain required licenses and permits.
  • Strategic plan for the upgrade, including a work plan, equipment/materials identification, and quality assurance plan.

• Award will be made to the lowest priced, acceptable, responsible offeror.

• Evaluation will consider price, technical information, and contractor responsibility (FAR 9.1).

• A site visit is scheduled for February 18, 2026, at 1 p.m. local time at Parkring 12A, 1010 Vienna. Contact Daniel Worel at woreld@state.gov for arrangements.

• Various small business set-aside provisions and representations are included, indicating potential for small business participation.

• The document references Attachment A: 19AU9026Q0003_Attachment_A_SOW.pdf for the Performance Work Statement (PWS).

• Value Added Tax (VAT) is not included in CLIN rates and will be priced separately.

• Numerous Federal Acquisition Regulation (FAR) and Department of State Acquisition Regulation (DOSAR) clauses are incorporated by reference and in full text, covering various aspects of contract performance, compliance, and representations.

Solicitation / RFP / RFQ

This document is a Request for Quotes (RFQ) for the Upgrade of the Consular Central Microphone System. The U.S. Government intends to award a contract to the responsible company submitting the most acceptable offer at the lowest price.

• Bidders must follow instructions in Section J of the solicitation.

• Complete required portions of the attached document.

• Submit quotation electronically.

• Quotations must be in English.

• Incomplete quotations will not be accepted.

• Not specified in this cover letter.

• Quotations are due by March 02, 2026, at 10 a.m. (local time).

• No quotations will be accepted after the deadline.

• Award will be based on initial proposals, without discussions, though discussions may be held if needed.

• Submission format: MS-Word 2007/2010, MS-Excel 2007/2010, or Adobe Acrobat (pdf).

• File size limit: 30MB per submission. Larger submissions must be in separate files, each under 30MB.

• Offerors must be registered in the SAM (System for Award Management) database prior to submitting their offer/proposal.

• Failure to be registered may result in the proposal being considered non-responsible.

• A site visit is scheduled for February 18, at 13:00 (local time) at Parkring 12A, 1010 Vienna. Registration for the site visit is required via email by February 17, 10 a.m. (local time) to woreld@state.gov.

• To be considered, quotations must include: SF-1449, Section 1 (Pricing), Section 5 (Representations and Certifications), additional information as required in Section 3, and Proof of SAM Registration.

Solicitation / RFP / RFQ

This document is a solicitation (Solicitation Number: 19AU9026Q0003) for the upgrade of a microphone system at the U.S. Consulate in Vienna, Austria. The acquisition is being conducted via Request for Proposal (RFP).

The project involves:

• Decommissioning the existing microphone system.

• Replacing the control processor (CP3) with a new Crestron CP4.

• Replacing seven existing Crestron AP/AD control panels with seven new Crestron TS-770-GV touch panels.

• Replacing network switches and network cables for the new control processor.

• Commissioning of the upgraded system.

• The solicitation issue date is February 09, 2026.

• The offer due date is March 2, 2026, at 10:00 AM local time.

• The contract is expected to be a commercial item acquisition.

• Offerors are to complete blocks 12, 17, 23, 24, and 30.

• Specific submission instructions and evaluation criteria are detailed within the full solicitation package, which includes FAR clauses 52.212-1, 52.212-3, and 52.212-5.

• The solicitation does not specify a set-aside. It is listed as 'UNRESTRICTED' with a potential set-aside for small businesses indicated but not confirmed.

• NAICS code and size standard are to be determined.

• The document is a Standard Form 1449, Commercial Item Acquisition.

• The full solicitation package includes additional documents and details beyond this initial form.

Statement of Work (SOW) / Performance Work Statement (PWS)

This SOW defines the services for the Design and Upgrade of the Consular central microphone system at the U.S. Embassy in Vienna, Austria, to ensure continued reliable operation.

• Decommission the existing microphone system.

• Replace the existing Crestron CP3 control processor with a new Crestron CP4.

• Replace seven (7) existing Crestron AP/AD control panels with seven (7) new Crestron TS-770-GV touch panels.

• Replace existing network switches and network cables for the new control processor.

• Commission the upgraded system, ensuring full functionality and integration with existing infrastructure.

• Plan and implement the new hardware and software to allow for the integration of at least two additional microphone stations.

• Provide all required documentation, including as-built drawings, system configuration files, and operation manuals.

• The Contractor shall ensure all new equipment is fully functional and integrated with existing infrastructure.

• The Contractor shall provide all required documentation, testing, and training.

• Work must comply with embassy security, safety, and IT requirements.

• Location: U.S. Embassy, Parkring 12a, 1010 Vienna, Austria.

• Work Hours: Monday to Friday, 8:00 a.m. to 5:00 p.m.

• Preferred for loud work: After 4:30 p.m. on weekdays or on weekends.

• Project completion: Within 35 working days (7 weeks) from order placement, including material delivery.

• Contractor is responsible for obtaining all necessary permits and licenses.

• Network cabling between the central unit and touch panels will be performed by the client.

• Host country professionals must meet specific qualifications, including English proficiency and relevant licenses/experience.

• The Contractor must provide and require employees to wear appropriate Personal Protective Equipment (PPE).

• Safe handling, application, removal, and disposal of hazardous materials are required.

• The Contractor is responsible for all debris disposal; embassy dumpsters cannot be used.

• The Contractor must maintain a clean work area and clean affected areas upon project completion.

• Submit physical material samples or product spec sheets for COR approval before ordering/installation.

• The Contractor shall provide a detailed project schedule, commencing work within 15 working days of order placement.