Professional Broadcast Audio Visual Multi Media

IFB 6100066560 - Professional Broadcast, Audio Visual & Multi-Media Equipment Specifications
CALENDAR OF EVENTS
The Commonwealth of Pennsylvania ("Commonwealth") will make every effort to adhere to the
following schedule:
Activity Responsibility Date
SDB and VBE Goal Information Session - Via a virtual
presentation on Wednesday, September 9, 2026, at 9:30 am
EST.
An RSVP to the SDB and VBE Goal Information Session is due
via email to Katrin Walker at: RA-GSITProcurement@pa.gov
with the subject line "IFB 6100066560 Professional Broadcast,
Audio Visual & Multi-Media Equipment" RSVP to the SDB and Bidders 09/09/2026
09:30 AM EST
VBE Goal Information Session by Tuesday, September 8, 2026
at 2:00 pm EST.
Once the RSVP has been received and processed, a follow-up
email will be sent to the requestor with the online meeting
invitation.
Deadline to submit questions via RA-
09/16/2026
GSITPROCUREMENT@pa.gov with the subject line "IFB Bidders
02:00 PM EST
6100066560 Question."
Answers to questions posted to the PA eMarketplace website 09/23/2026
Issuing Office
(http://www.emarketplace.state.pa.us). 02:00 PM EST
Please monitor the PA eMarketplace website for all
communications regarding this IFB, such as addendums, answers Bidders Ongoing
to questions, revised appendices, etc.
Bid package must be received by the Issuing Office at:
09/30/2026
PASupplierPortal website Bidders
02:00 PM EST
(http://www.pasupplierportal.state.pa.us) no later than this date.
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IFB 6100066560 - Professional Broadcast, Audio Visual & Multi-Media Equipment Specifications
I. General Information.
A. Description of Products and Services. The Commonwealth intends to satisfy its need for a
Professional Broadcast, AV and Multi-Media Equipment and related services to support the needs
of the agencies. The resulting contract(s) will provide Professional Broadcast, AV and Multimedia
Equipment, Supplies, Installation, Maintenance, and Upgrades for using agencies. This includes
but is not limited to equipment for: video production, editing and post-production; digital still
photography, video/audio signal processing, encoding, monitoring and testing; video routers and
servers; digital asset management (DAM) and media asset management (MAM) systems; digital
signage; cable system head end and distribution; AV conference/training rooms; AV control
systems; displays, monitors and projectors; acoustic and audio.
B. Issuing Office. The Department of General Services (Issuing Office) has issued this Invitation for
Bid (IFB) on behalf of the Commonwealth. The sole point of contact in the Commonwealth for
this IFB is the Issuing Officer, Katrin Walker (RA-GSITPROCUREMENT@pa.gov), 1800 Herr
Street 2nd Floor, Harrisburg, PA 17103.
The Issuing Officer is the sole point of contact for bidders concerning this IFB. A bidder shall not
distribute any part of its submission with other Commonwealth personnel or competing bidder
personnel. Any violation of this condition may cause the Issuing Office to reject the offending
bidder's submission. If the Issuing Office discovers that a bidder has engaged in any violation(s)
of this condition, the Issuing Office may reject the offending bidder's submission or rescind its
contract award.
C. Section 889. Section 889 of the 2019 National Defense Authorization Act prohibits the
Commonwealth from obtaining or extending a contract to obtain "any equipment, system, or
service that uses covered telecommunications equipment or services as a substantial or essential
component of any system, or as critical technology as part of any system." This rule was put into
place to prevent cyberattacks and efforts to exfiltrate information and intellectual property by
foreign adversaries which pose risks for the U.S. government and industry. Bidders are prohibited
from offering, either directly or indirectly, the products or services of the following companies and
any of their subsidiaries and affiliates:
* Huawei Technologies Company
* ZTE Corporation
* Hytera Communications Corporation
* Hangzhou Hikvision Digital Technology Company
* Dahua Technology Company
D. Method of Award. The Commonwealth will award a contract to all responsive and responsible
bidders. Award of a contract only renders an awarded bidder to be eligible to perform services
under the contract and does not guarantee that an awarded bidder will receive any work under the
contract.
E. Term of Contract. The initial term of the contract shall be 3 years, with two 1-year renewal
options.
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IFB 6100066560 - Professional Broadcast, Audio Visual & Multi-Media Equipment Specifications
F. Small Diverse Business (SDB) and Veteran Business Enterprise (VBE) Participation. The
Department's Office of Business Inclusion & Supplier Development (BISD) has developed a
goal setting policy based upon recommendations from its 2018 Disparity Study. The goal setting
policy requires BISD and agencies to identify contract specific participation goals for SDBs
(which include Minority Business Enterprises, Women Business Enterprises, LGBT Business
Enterprises, Disability-Owned Business Enterprises, and Service-Disabled Veteran-Owned
Small Business Enterprises) and VBEs (which include Veteran-Owned Small Business
Enterprises and Service-Disabled Veteran-Owned Small Business Enterprises). Bidders must
either agree to meet the participation goals in full or must request a full or partial Good Faith
Efforts waiver from one or both of the participation goals. Failure to meet the participation
goals or establish they have made good faith efforts to meet the participation goals will result
in rejection of a bid as nonresponsive. The goals that have been established for this Project are set
forth below:
* SDB - 14%
* VBE - 3%
G. New SDB and VBE Goal Information Session. The Commonwealth has made significant
changes to the SDB and VBE requirements, and failure to meet these requirements will result in
your bid being deemed nonresponsive. Therefore, the Issuing Office will hold an SDB and VBE
Goal Information Session for this IFB which we highly recommend you attend. The purpose of this
session is to provide an overview of the IFB and SDB and VBE Participation submission
instructions.
The location, date, and time of the SDB and VBE Goal Information Session are as follows:
* Virtually via Microsoft Teams
* Wednesday, September 09, 2026, at 09:30 AM EST
The RSVP is due via email to Katrin Walker at RA-GSITPROCUREMENT@pa.gov
by Tuesday, September 08, 2026, by 2:00 pm EST.
H. Bid Submission. Bids must be submitted electronically via the PA Supplier Portal website on or
before the due date and time specified in the Calendar of Events. Any bid submitted to the Issuing
Office in hardcopy format will be rejected.
1. The following documents must be completed and returned with a bidder's bid. Failure to
submit the documentation listed below may result in the bid being rejected. The submission
of any documentation other than what is listed may result in the bid being rejected.
a. Appendix A, Professional Broadcast Cost Matrix. Bidder must be an OEM or
authorized reseller of at least one of the mandatory OEMs as indicated in Appendix
A, Professional Broadcast Cost Matrix. The bidder may not offer any optional
OEMs unless they are offering at least 1 of the mandatory OEMs.
b. Appendix B, Professional Broadcast Dedicated Contacts
c. Appendix C, Professional Broadcast SDB/VBE Submittal
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IFB 6100066560 - Professional Broadcast, Audio Visual & Multi-Media Equipment Specifications
d. Manufacturer Price List. A Bidder must submit a document of the OEM's current
retail price list for each OEM the Bidder is bidding on.
e. Manufacturer Authorization Letter(s). If a Bidder is submitting as a reseller, it must
submit a Manufacturer Authorization Letter (MAL) which clearly states the Bidder is
authorized to provide the OEM's Equipment to the Commonwealth for this IFB. The
MAL must be on OEM letterhead and dated no earlier than 6 months before the
opening date of the solicitation. A Bidder must submit a MAL for each OEM which
the Bidder is proposing, unless the Bidder is the OEM.
2. The following documentation should be completed and returned with your bid submission, or
provided to the Issuing Officer no later than 10 days after the Commonwealth's posting of the
notice of award.
a. Reciprocal Limitations Act Requirement (GSPUR-89)
b. Iran Free Procurement Certification Form (BOP-1701)
c. Lobbying Certification Form (BOP-1307)
d. Workers Protection and Investment Certification Form (BOP-2201)
e. Domestic Workforce Utilization Certification Form (BOP 1301-Multi Award)
f. Trade Secret Confidential and Proprietary Form
g. COSTARS Program Election to Participate Form. As provided in the Terms and
Conditions, COSTARS is the Commonwealth's cooperative purchasing program.
Participation in the COSTARS Program is optional. Please return the COSTARS
Program Election to Participate Form only if electing to participate in the
COSTARS Program.
F. Additional Awards. The Commonwealth reserves the right to issue supplemental IFBs to the
Professional Broadcast, AV and Multi-Media Equipment contract that are in the best interest of the
Commonwealth.
G. Bidding Reference Material:
Supplier Registration Guide
Supplier Bidding Guide
Attaching Documents
Electronic Bidding Portal
II. Requirements.
A. Dedicated Contacts. Bidder shall identify the dedicated contacts listed below within Appendix B,
Professional Broadcast Dedicated Contacts. If there are any personnel changes during the term of the
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IFB 6100066560 - Professional Broadcast, Audio Visual & Multi-Media Equipment Specifications
contract, awarded bidders shall update Appendix B, Professional Broadcast Dedicated Contacts and
provide it to the Commodity Specialist.
1. Account Manager. The Account Manager shall be the main point of contact for all requests
and shall be responsible for the coordination of all orders and the resolution of any sales issues.
2. Service Manager. The Service Manager shall be the main point of contact for the resolution
of any service issues that are escalated.
3. OEM Contact (only required if the Bidder is not the OEM): Bidders must arrange support
from this contact for the resolution of any issues that require OEM intervention.
4. Service Desk Number. Awarded bidder shall provide 24/7 online technical support and a toll-
free dedicated number for Commonwealth warranty and service calls.
B. Equipment Requirements. All equipment purchased under this contract must be certified for
professional use. Additionally, please refer to Part I (General Information), Paragraph 13 (New
Equipment) of the Terms and Conditions.
C. Accessibility. Products and services provided under this contract must meet commonwealth
accessibility standards. as described in Appendix D, Professional Broadcast Digital Accessibility
Requirements. Awarded bidder(s) may be required to submit Appendix E, Professional Broadcast
PDAA Assessment Template at the time equipment is purchased.
D. Price List Changes/Product Changes. Awarded bidders may update their price list or submit
product changes bi-annually, beginning with the contract award date, to reflect additional OEMs, new
products, manufacturer's price changes, deletion of discontinued products, etc.
E. Quotes. The awarded bidder shall provide a quote for professional broadcast equipment and
services when requested by the Commonwealth agency at any time during the term of the contract.
1. The quotes must include, at a minimum, the following: contract number; service period (if
applicable); manufacturer product identification; manufacturer product title; line-item descriptions;
manufacturer list price so the Commonwealth can verify pricing meets contract requirements;
markup or markdown off of list price as required by contract; any additional discount off of list
price if offered on the order; adjusted price per line item; quantity; extended price per line item;
expected delivery date; and related purchase order number(s).
2. Quotes must be valid for 90 days.
3. If applicable, quotes must indicate if the return window is less than 60 days and must document
all fees associated with returns, such as restocking, for special order items that are sourced by the
awarded bidder and not typically covered on the contract.
4. No additional terms and conditions may be attached to the quote.
5. Awarded bidders shall be required to furnish the equipment and materials at the price(s) quoted
in the Purchase Order.
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IFB 6100066560 - Professional Broadcast, Audio Visual & Multi-Media Equipment Specifications
6. All equipment and materials shall be delivered within the time period(s) specified in the
Purchase Order.
9. All services shall be performed within the time period(s) specified in the contract or Purchase
Order.
F. Order Requirements.
1. Order Acceptance.
a. Awarded bidders shall be capable of accepting orders via the Commonwealth's
purchasing credit card (Pcard) in addition to SRM purchase orders. Agencies shall
not be charged additional fees for using the Pcard.
2. Order Shipment and Delivery.
a. Awarded bidders shall securely and properly package the equipment for shipment,
storage, and stocking in appropriate, clearly labeled, shipping containers and
according to accepted commercial practice, without extra charge for packing
materials, cases, or other types of containers.
b. All containers and packaging will become and remain property of the
Commonwealth.
c. All orders shall include a packaging slip which includes, at a minimum:
Commonwealth Agency, requestors' name, order quantity, and SRM purchase
order number.
d. Partial shipments may be requested by any Commonwealth Agency. If not
requested, partial shipments are acceptable only if authorized by the
Commonwealth Agency that ordered the equipment.
e. All orders for equipment shall be delivered to the location specified by the
Commonwealth Agency within 15 business days unless otherwise agreed upon by
both the Commonwealth and the awarded bidder. Calculation of delivery time does
not include the day that the purchase order is issued but does include the day of
delivery.
f. The business days of the Commonwealth are 7:30am to 5:00pm EST, Monday
through Friday, excluding state holidays. The Commonwealth currently observes
the following holidays annually: New Year's Day, Martin Luther King Day,
President's Day, Memorial Day, Juneteenth, Independence Day, Labor Day,
Columbus/Indigenous People's Day, Veterans Day, Thanksgiving Day, the day
after Thanksgiving, and Christmas Day.
g. Awarded bidder retains ownership of all equipment until the delivery is accepted.
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IFB 6100066560 - Professional Broadcast, Audio Visual & Multi-Media Equipment Specifications
h. Awarded bidder shall store all equipment in its own facilities until the agreed
delivery date.
3. Delivery Delays.
a. The awarded bidder shall notify the Commonwealth agency of any potential
delivery delays in writing in accordance with the Terms and Conditions, Section
35 Notice of Delays.
G. Related Services. Awarded bidders may offer to provide related services in conjunction with the
equipment they are offering to supply the Commonwealth under this contract. The Commonwealth
Agency will use Appendix I, Professional Broadcast Agency Statement of Work to order services
related to the contracts. The SOW will be attached to the associated order. It will be at the
Commonwealth's discretion to purchase these services on a per order basis.
1. Installation.
a. Awarded bidder is responsible for the installation of equipment and after
installation shall certify readiness for operation in writing to the Commonwealth
agency.
b. Prior to the delivery of equipment, the awarded bidder shall survey and review the
installation location to ensure the Commonwealth Agency's desired location for
the equipment meets the manufacturer's established installation criteria. Should
the proposed installation location not meet established installation criteria, the
awarded bidder and the Commonwealth Agency shall attempt to locate an alternate
mutually agreeable location for the equipment.
c. Awarded bidder shall unpack equipment, conduct the installation, set up, test and
validate for proper equipment functionality.
d. Awarded bidder shall provide the Commonwealth Agency with the following:
model numbers, serial numbers, warranty dates, and MAC addresses in an
electronic format at project completion.
e. Awarded bidder shall remove all packing materials and boxes from the installation
site within 5 business days after installation is completed unless otherwise
requested by the Commonwealth Agency.
2. Maintenance. All new equipment and service installations shall include maintenance and
support at no cost for one year to the Commonwealth. Maintenance includes but is not limited
to problem diagnosis, fault isolation, parts, labor, fault repair, validation of repair, system
validation and certification. Additionally:
a. Service Desk Number. Awarded bidder shall provide 24/7 online technical
support and a toll-free dedicated number for Commonwealth warranty and service
calls.
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IFB 6100066560 - Professional Broadcast, Audio Visual & Multi-Media Equipment Specifications
b. The awarded bidder shall provide repair services and support any time outside of
normal business hours, upon agreement with the Commonwealth Agency as
specified in Appendix I, Professional Broadcast Agency Statement of Work
Template.
c. The awarded bidder shall have service technicians and the support infrastructure
available to provide repairs that meet the Service Level Agreement specified in
Appendix F, Professional Broadcast Service Level Agreement.
d. The awarded bidder shall conduct break/fix maintenance and all regularly
scheduled maintenance for all equipment during the term of the contract. This
maintenance schedule shall comply with the OEM's specified guidelines where
applicable. The awarded bidder shall replace all equipment that is unable to be
repaired. Response times shall be in accordance with Appendix F, Professional
Broadcast Service Level Agreement.
e. The awarded bidder shall coordinate with the Commonwealth Agency, to confirm
and agree to the pickup date and delivery of equipment to off-site repair facilities,
estimating turnaround time for repairs.
f. Major features options that are outside the scope of the purchased functionality are
not included but can be ordered at the option of the Commonwealth Agency.
3. Training. Awarded bidders shall provide training if requested by the Commonwealth
Agency.
4. Warranties. Awarded bidders shall meet the following warranty requirements:
a. Provide the Commonwealth Agency with a complete set of warranty documents.
b. Hardware components that are out of warranty shall be repaired or replaced by a
mutual agreement between the awarded bidder and the Commonwealth Agency
being invoiced for the current cost of the replacement parts. Software
enhancements, updates and upgrades are included at no charge as part of the
support agreement.
c. At the request of the Commonwealth and agreement of the awarded bidder an
extended warranty on equipment and services shall be provided. All extended
maintenance and service warranties shall be quoted for the Commonwealth
Agency.
d. Maintenance and extended warranty services may extend up to 5 years past the
expiration of the contract.
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