Broadcast Studio – Lighting Equipment and Set Modernization

Sources Sought Notice- MARKET RESEARCH PURPOSES ONLY

Broadcast Studio – Lighting Equipment and Set Modernization

Sources Sought Tracking Number: HQ0516-FY-25-0004

CONTRACTING OFFICE ADDRESS:

Defense Media Activity

6700 Taylor Avenue

Fort George G. Meade, MD 20755

The Defense Media Activity (DMA) is seeking information from industry to assist with the development and planning of a potential new requirement. The intent of this Sources Sought is to gain information on the agency’s requirement for a next-generation Digital Video Broadcast-Studio Sets and lighting system to support the Defense Media Activity (DMA) broadcast mission. Responses provided may be used by DMA to assist in budgetary planning, the development of an acquisition strategy, Statement of Work, salient characteristics, and performance specifications. Interested parties are responsible for adequately marking proprietary or competition sensitive information contained in their response.

Specific support is required to ascertain industry’s ability to furnish a turnkey solution. The system shall comprise of components that meet the required capabilities detailed later in this document. Vendors are encouraged to provide as much information as possible regarding their proven experience in developing these capabilities.

The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed. The information provided will be used to assess availability of the anticipated requirement and may lead to the development of a solicitation. Respondents are advised that the Government is under no obligation to provide feedback to respondents with respect to any information submitted.

INSTRUCTIONS:

Respondents are encouraged to attend the site visit. Details are as follows:

Vendors who wish to attend this site visit MUST send responses via email NLT 10 March 2025 09:00 AM Eastern Daylight Time (EDT) to Contracting Specialist Anthony Leander anthony.m.leander.ctr@mail.mil and Contracting Officer Megan Gerety megan.k.gerety.civ@mail.mil.

For base access please visit the following website -

https://home.army.mil/meade/about/visitor-information

Please click the General Installation Access Requirements tab on the right side of the page. A drop down with information for non-DoD affiliated personnel and a link for a fillable form for individual access. Please bring a printed copy of the fillable form with you to the Visitor Control Center. You will also be required to have two forms of ID one being a Real ID/Drivers License. Bring a copy of the SAMS.gov Sources Sought Notice as this is your reason for the visit.

When you arrive at Fort Meade, please go to the Reece Road Gate Visitors Center at 902 Reece Road, Fort Meade, MD 20755. At that location a representative from DMA will meet you at the visitor’s center to assist with getting access. Please look for individuals with a sign that says DMA Studios on it. After you complete check-in and granted access to Fort Meade you will proceed to the Defense Media Activity. Your GPS will get you to the Defense Media Activity using the address provided below:

Site Visit information:

March 18th, 2025 @ 0900 AM EDT

Location – Defense Media Activity Headquarters building on Fort George G. Meade, Maryland.

Address – 6700 Taylor Ave, Fort Meade, Maryland 20755

Please park in designated visitor parking spaces.

If you encounter any issues during the process, please call Patrick Doran at (571) 244-3320 for assistance.

Respondents are to provide the following:

1.

A summary of the respondent’s capabilities relating to DMA’s requirements. Interested parties are requested to respond to this SOURCES SOUGHT with a white paper. Submissions cannot exceed 10 pages, single-spaced, 12-point type with at least one-inch margins on 8 1/2” X 11” page size, not including any manufacturer cut sheets or system block diagrams. Responses must specifically describe the contractor’s capability to meet the requirements outlined in this SOURCES SOUGHT. The white paper is due NLT 04 April 2025 4:00 PM Eastern Daylight Time (EDT).

2.

Questions related to SOURCES SOUGHT’s Required Capabilities. Any questions received and subsequent answers will be posted to https://sam.gov/ for the benefit of all interested parties. Questions are due NLT 28 March 2025 3:00 PM Eastern Daylight Time (EDT).

3.

An itemized budgetary estimate for a system capable of satisfying the SOURCES SOUGHT’s Required Capabilities. Itemized estimates are preferred should DMA need to adjust system specifications. The itemized budgetary estimate is due NLT 04 April 2025 4:00 PM Eastern Daylight Time (EDT).

Purpose:

This SOURCES SOUGHT outlines the requirement for upgrading our studio sets and lighting systems to enhance production capabilities. The scope includes the consultation, design, engineering, furnishing, installation, testing, and commissioning of advanced studio hardware, lighting systems, and supporting software. Additionally, the effort will encompass the provision of training, documentation, and ancillary equipment to ensure seamless integration and operation. The upgraded solution should deliver state-of-the-art lighting control, improved visual production quality, and optimized system functionality to support our evolving broadcast and production needs.

Scope:

Our studios have been essential workhorses, serving as the backbone for much of the content produced in our building. While they remain functional, they are showing their age and require a significant refresh to align with current industry standards and meet our operational demands. These spaces are heavily utilized, especially during peak periods, making modernization crucial for sustaining our high production standards.

The Studio Refresh Project is a key step toward achieving DMA’s strategic priority to “Develop a workplace of the future.” To maintain our position as the premier provider of communications services within the Department of Defense, we must modernize our technology and infrastructure. Recent advancements, including the acquisition of new cameras and updates to our production switchers, have improved our capabilities, but the sets and lighting in our studios—nearly 15 years old are overdue for an upgrade. This project reflects our commitment to innovation and delivering exceptional support to our customers. Currently, the sets in Studios one and two feature outdated printed backgrounds that no longer represent our mission or modern aesthetics, while the lighting systems rely on aging technology. . These older systems consume more power, generate excessive heat, and present challenges in sourcing replacement bulbs, many of which are now obsolete. Transitioning to LED lighting technology will not only improve efficiency and reduce operational costs but also support the Department of Defense’s “Go Green” initiative through reduced energy consumption. The monitors and screens in our studios are also outdated and don’t provide the quality we need for broadcast productions.

The scope of this project includes evaluating and updating the sets in Studios One and Two and replacing the lighting systems in all four studios. This includes assessing the current studio spaces to ensure they align with operational requirements and future needs. A phased implementation approach is being considered, allowing ongoing production to continue in one studio while upgrades are completed in another.

Our initial focus will be on modernizing the sets and lighting in Studios One and Two, setting the foundation for a studio environment that reflects the cutting edge of broadcast production and ensures our continued excellence in service delivery. Our sets are used to support all of the Service (Army, Navy, Air Force, Marines and the Secretary of Defense) Production houses as well as a plethora of external clients. We are looking for solutions that will allow us to be agile and adaptive in providing productions and capabilities well into the future.

The Contractor shall furnish all necessary personnel, materials, services (except as otherwise specified herein), and otherwise perform all tasks necessary for or incident to the requirements as set forth below:

The Contractor shall provide a comprehensive solution for the studio set and lighting refresh, delivering state-of-the-art systems to enhance production quality and operational efficiency. The scope includes the design, fabrication, engineering, furnishing, installation, and commissioning of new studio sets and advanced lighting systems for two primary studios, with compatibility and integration into existing infrastructure.

The solution for lighting must feature modern, energy-efficient LED technology, compatible with existing power and control systems, and capable of supporting a dynamic, flexible production environment. The lighting system must include seamless dimming and color-temperature adjustments to optimize visual output and meet contemporary broadcast standards while aligning with the Department of Defense's "Go Green" initiative.

For the studio sets, the design must incorporate modular and visually striking elements that align with the organization’s branding and allow for future scalability. The sets should be versatile, enabling quick reconfigurations to support varied content production requirements. We require the ability to continue large scale town hall type events with Studio audiences, interview panels and a variety of other configurations. Integration with the existing ROSS Television Switcher and Router system, ETC Sensor+ Dimmer System, and the AES67 Audio over IP Routing System (Wheatstone technology) is essential to ensure seamless operation.

The solution must also include failover redundancy for all critical components, ensuring uninterrupted production during potential equipment failures. The Contractor will deliver a phased implementation plan to maintain studio operations while upgrades are performed sequentially in each space. This approach ensures continuity of service while achieving the modernization objectives of the studio refresh project.

This project will use existing space and there is no expectation or requirement for new construction. Our current power statistics are:

Fact Sheet: Studio One

Square Feet: 4400

Dimensions: 77’x56’8”

Floor to grid – 14’

Floor to Acoustical Gypsum – 20’

Floor to Studio Gypsum Ceiling – 24’

Floor to Roof of studio – 31’

Layout: 4 Sets for services (Army, Navy, Air Force and Marines) located in each corner of the space.

Requirements: Update lighting system and sets.

Studio Two:

Square feet: 3050

Wall to wall – 65’ X 47’ with a 10’ X 6’ Notch in one corner for the front entrance door.

Floor to grid – 14’

Floor to Acoustical Gypsum – 20’

Floor to Studio Gypsum ceiling – 24’

Floor to Roof of studio – 31’

Layout: DoD set left side and large green screen virtual set right side.

Requirements: Update Lighting system and sets.

Studio Three: Secure Storage (Converting back to studio use.)

Square feet: 1118

Dimensions: 43’ X 26’ 4”

Floor to grid – 14’

Floor to Acoustical Gypsum – 20’

Floor to Studio Gypsum ceiling – 24’

Floor to Roof of studio – 31’

Layout: Open space for interviews, spot production, and training...no sets, just props.

Requirements: Update Lighting System

REQUESTED INFORMATION:

a.

Company’s Name, mailing address, phone number, company’s website, and e-mail of designated point(s) of contact.

b.

Business Type: Based upon North American Industry Classification System (NAICS) code 334220 Radio and Television Broadcasting and Wireless Communications Equipment Manufacturing. Identify the type of entity (large business, small business, small disadvantaged, woman-owned, 8(a), HUBZone, service-disabled veteran-owned, etc.).

c.

Cage Code

d.

summary of the respondent’s capabilities relating to DMA’s requirements

e.

Contractor’s past performance in meeting stated objectives/requirements, statement of qualifications to include information that clearly demonstrates the respondent’s capabilities, expertise and experience to perform the specific requirements contained in this SOURCES SOUGHT.

f.

Contract vehicles that would be available to the Government for the procurement of the product and service, to include SAM.gov (This information is for market research only and does not preclude your company from responding to this notice.)

QUESTIONS:

Questions regarding this announcement shall be submitted by e-mail to anthony.m.leander.ctr@mail.mil and megan.k.gerety.civ@mail.mil Verbal questions will NOT be accepted. The Government does not guarantee that questions received after March 28th, 2025 03:00 PM Eastern Daylight Time (EDT), will be answered. The Government will not reimburse companies for any costs associated with the submissions of their responses.

DISCLAIMER:

This SOURCES SOUGHT is not a Request for Proposal (RFP) and is not to be construed as a commitment by the Government to issue a solicitation or ultimately award a contract. Responses will not be considered as proposals, nor will any award be made because of this synopsis.

All information contained in the SOURCES SOUGHT is preliminary, as well as, subject to modification and is in no way binding on the Government. FAR clause 52.215-3, “Request for Information or Solicitation for Planning Purposes”, is incorporated by reference in this SOURCES SOUGHT. The Government does not intend to pay for information received in response to this SOURCES SOUGHT. Responders to this invitation are solely responsible for all expenses associated with responding to this SOURCES SOUGHT. This SOURCES SOUGHT will be the basis for collecting information on capabilities available. This SOURCES SOUGHT is issued solely for information and planning purposes. Proprietary information and trade secrets, if any, must be clearly marked on all materials. All information received in this SOURCES SOUGHT that is marked “Proprietary” will be handled accordingly. Please be advised that all submissions become Government property and will not be returned nor will receipt be confirmed. In accordance with FAR 15.201(e), responses to this SOURCES SOUGHT are not offers and cannot be accepted by the Government to form a binding contract.

PARTICIPATION IN THIS SOURCES SOUGHT IS STRICTLY VOLUNTARY AND FOR PLANNING PURPOSES ONLY AND IS NOT TO BE CONSTRUED AS A COMMITMENT BY THE GOVERNMENT TO PROCURE ANY ITEMS/SERVICES OR FOR THE GOVERNMENT TO PAY FOR THE INFORMATION RECEIVED. THE GOVERNMENT WILL NOT BE RESPONSIBLE FOR ANY ASSOCIATED COSTS AS A RESULT OF PROSPECTIVE OFFERORS INTEREST, RESPONSE OR PARTICIPATION IN THIS SOURCES SOUGHT. ANY FORMAL SOLICITATION WILL BE ANNOUNCED AT A LATER DATE. THE GOVERNMENT RESERVES THE RIGHT TO CANCEL THIS REQUIREMENT AT ANY TIME DURING THE ACQUISITION PROCESS.

ANY SOLICITATION RESULTING FROM THE ANALYSIS OF INFORMATION OBTAINED WILL BE POSTED TO THE PUBLIC IN FEDERAL BUSINESS OPPORTUNITIES IN ACCORDANCE WITH THE FAR PART 5. HOWEVER, RESPONSES TO THIS NOTICE WILL NOT BE CONSIDERED RESPONSES TO A SOLICITATION.