RFI-FA2835-1710 SVTC Conference Room Upgrade

Synopsis:

Through this RFI, AFLCMC/ES and AFLCMC/PZI, is seeking information from interested contractors for providing comprehensive maintenance, support, and modernization for a mission-critical Video Teleconferencing (VTC) and Audio/Visual (A/V) system. The system supports both classified (SIPR) and unclassified (NIPR) operations in a conference room environment.

The objective of this RFI is to solicit Letters of Interest (LOI) from potential contractors that can complete the following:

Requirements

The government is seeking a contractor to ensure the continuous and reliable operation of a single conference room A/V system. The scope of work includes proactive maintenance, timely hardware upgrades, on-call support, and ensuring the system adheres to all relevant security and compliance standards, including DISA STIGs.

Key areas of responsibility will include:

• System Maintenance: Performing semi-annual preventative maintenance and providing on-call remote and on-site support with a one-business-day response time for on-site requests.


• Hardware Modernization: Evaluating existing components and replacing/upgrading equipment as needed. This includes, but is not limited to, cameras, VTC CODECs, operator displays, and a rack-mounted UPS.


• System Integration: Installing, programming, and integrating new hardware, including a secure white noise system and enhanced SIPR Teams laptop connectivity.


• Compliance & Documentation: Ensuring all equipment is free of prohibited wireless technologies and delivering complete system documentation, including source code and signal flow diagrams.

Interested parties should submit a Letter of Interest detailing how their organization would meet the requirements listed above. Please provide a capabilities statement that outlines your company's experience and expertise in performing similar work, particularly within secure DoD or government facilities. Your response should highlight your ability to meet the on-site support requirements and your familiarity with the specified compliance standards. Please provide a point of contact for your organization as well as the name of a person (if different) with authority to enter into agreements with outside parties.

A site visit will be held on Hanscom AFB on Tuesday 21 April 2026 beginning at 1:00 PM ET. Please be at the Hanscom AFB Visitor Control Center by Sartain Gate (formerly Vandenburg Gate) in Bldg. 1617, Old Bedford Rd., Hanscom AFB, MA, 01731 no later than 12:15 PM ET to allow enough time to obtain visitor passes. The contractor shall obtain base identification and vehicle passes for all visitors. You must contact Kristin Morrison by 1:00 PM ET on 16 April 2026 to register for the site visit to gain access to the base at kristin.morrison.1@us.af.mil. All contractors MUST pre-register in order to attend. Each individual must possess a REAL ID compliant driver’s license or must present a second form of identification along with their non REAL ID-compliant identification, and registration and proof of insurance for each vehicle, including rentals. Please be aware that despite the legalization of marijuana possession in the Commonwealth of Massachusetts, under 21 U.S.C. § 812 and 21 U.S.C. § 844 marijuana possession remains a federal offense, and it is not allowed on Federal installations, including Hanscom AFB.

All questions are due on or before 1:00 PM ET, 25 April 2026. Answers will be posted to SAM.gov no later than 30 April 2026.

Special Note: This is not a request for proposal (RFP), applications, proposal abstracts, or quotations, nor does its issuance obligate or restrict the Government to an acquisition approach. The Government does not intend to award a contract based on any responses or pay for the preparation or use of any information submitted. All information received will be used for planning and market research purposes only. Any proprietary information submitted should be marked accordingly. The Government will not be liable, or suffer any consequential damages, for any proprietary information not properly identified. Proprietary information will be safeguarded in accordance with the applicable Government regulations.

Points of Contact: Please address any comments/questions regarding this request for information to Ms. Kristin Morrison AFLCMC/PZI, at kristin.morrison.1@us.af.mil.