A9 HQ0516-FY-26-0004_Sources Sought Notice_Mobile Production Vehicle.pdf

SOURCES SOUGHT ANNOUNCEMENT

Mobile Production Vehicle

The Department of War Information Activity (DWIA) is seeking authorized sources to provide a turn-key solution for one (1) 4K video production vehicle.

CONTRACTING OFFICE ADDRESS:

DWIA Contracting Office - East 6700 Taylor Avenue Fort Meade, MD 20755

INTRODUCTION:

This is a SOURCES SOUGHT TECHNICAL DESCRIPTION to determine the availability and technical capability of small businesses (including the following subsets, Small Disadvantaged Businesses, HUBZone Firms; Certified 8(a), Service-Disabled Veteran-Owned Small Businesses and Woman Owned Small Business) to provide the required products and/or services.

The Department of War Information Activity Headquarters is seeking interested vendors for the procurement of one (1) on-site 4K video production vehicle. The primary purpose of the required vehicle is to allow for conducting on-site gathering of 4K broadcast quality content, production and uplink of content produced. The production vehicle needs to be able to conduct a live production with four (4) fixed cameras, two (2) roving cameras and two (2) Pan, tilt, and zoom (PTZ) cameras, as well as provide LiveU uplink and downlink capabilities with low earth orbit satellite backup. Vehicle should be self-contained with the ability to run and operate on their own internal single fuel source. The vehicle fuel sources will be used to feed the vehicles’ engine and their generator. The electrical power produced by the production uplink vehicle can be switched between the generator and shore power with uninterrupted power supply that can support the whole vehicle system for approximately 10 minutes. Shore power cable(s) (50 foot) is required to be part of the vehicle’s inventory. All supplies and provided equipment, not mounted exterior or rack mounted, must be stored inside the vehicle and shall be secured for movement. The vehicle is required to be able to transport two (2) personnel and support up to seven (7) working operational personnel positions when fully deployed and in use. The operational positions required are as follows: one position for technical engineer, one position for the sound operator, one position for the video switcher operator, one position for character generator / graphics operator, one position for PTZ camera operator, one position for video playback and one position for the producer.

DISCLAIMER:

THIS SOURCES IS FOR INFORMATIONAL PURPOSES ONLY. THIS IS NOT A

REQUEST FOR PROPOSAL. IT DOES NOT CONSTITUTE SOLICITATION AND SHALL

NOT BE CONSTRUED AS A COMMITMENT BY THE GOVERNMENT. RESPONSES IN

ANY FORM ARE NOT OFFERS AND THE GOVERNMENT IS UNDER NO OBLIGATION

TO AWARD A CONTRACT AS A RESULT OF THIS ANNOUNCEMENT. NO FUNDS

ARE AVAILABLE TO PAY FOR PREPARATION OF RESPONSES TO THIS

ANNOUNCEMENT. ANY INFORMATION SUBMITTED BY RESPONDENTS TO THIS

TECHNICAL DESCRIPTION IS STRICTLY VOLUNTARY.

CONTRACT/PROGRAM BACKGROUND:

The Department of War Information Activity (DWIA) under the Department of War Office (DoW) of the Secretary of War for Public Affairs, operates the American Forces Network (AFN), a worldwide radio and television broadcast network serving over one (1) million DoW service members, civilians, and their families that are stationed overseas in 175 countries, as well as United States Navy ships deployed at sea and overseas. American radio and television broadcasts are programmed and distributed to AFN worldwide locations via two (2) independent satellite signals originating at the AFN-Broadcast Center (AFN-BC) in Riverside, California; one each to the Pacific and Atlantic regions. Principle operating area for this vehicle will be within the 48 contiguous United States.

Contract Number: N/A. This is a new requirement Contract Type: Firm Fixed-Price Incumbent and their size: N/A Method of previous acquisition: N/A

Provide a brief description of the current program/effort: Requirement is to design, provide equipment, and provide one broadcast production vehicle with LiveU uplink and downlink capabilities with low earth orbit satellite backup. The vehicle will require seven (7) internal seating/operating positions during use and be fully self-contained for operation on either generator or shore power.

List Anticipated Time Frame: 12 Months from Date of Award (DOA) with four

(4) one-year options

Delivery Location: Department of War Information Activity (DWIA) Headquarters, Fort George Meade, MD 20755

REQUIRED CAPABILITIES:

Turnkey design integration, commissioning, delivery, and training inclusive of all design, integration, assembly, of one (1) 4K production vehicle that is self-contained and self-supported.

Training of 10 personnel on the operation of the production vehicle is required to be conducted on the provided vehicles on site at Fort Meade, Maryland

Systems shall incorporate to the maximum extent possible Commercial-Off-The-Shelf (COTS) components/systems properly integrated and designed to provide one fully functional professional 4K video production vehicle with LiveU uplink and downlink capabilities with low earth orbit satellite backup.

Delivery, commissioning, and acceptance of the 4K video production vehicle will be performed at the Department of War Information Activity Headquarters (DWIA), Fort Meade, Maryland.

As a minimum, the vehicle shall support these functions/capabilities during normal deployment/operation: Audio capture, mixing and editing, LiveU uplink and downlink capabilities with low earth orbit satellite backup, camera control unit functions, video switching and routing, 2 channel output character generation, real-time motion graphics, and two (2) video playback.

Vehicle Requirement:

The vehicle shall be the largest commercial vehicle (under 25,999 pounds (lbs)) capable of supporting all required equipment and accommodating seven (7) personnel, including transport and storage of an additional 1,000 lbs. with personnel and baggage. It must include a high roof (ability to stand up), global positioning system (GPS), and dash cameras covering the front and rear. The vehicle must be capable of driving to the operational location with all equipment and two (2) personnel including their baggage. The vehicle requires mounted external positional lighting for rear, right, and left sides of vehicle; an on-site 4-point stabilization system; sufficient Heating, Ventilation, and Air Conditioning (HVAC) as detailed below; floor tie down points, an awning; a weatherproof securable signal interface panel to interface internal and external signals, and two (2) 20-amp IPS65 weatherproof external Air Conditioning (A/C) outlets.

The vehicle engine and generator(s) must use same fuel from a common fuel tank with sufficient capacity for a vehicle range of 300 miles and 12 hours of continuous operation on generator power.

Transmission Equipment Requirement:

The system shall support LiveU encoding one (1) High-Definition (HD) video signal and decoding of two (2) HD signals, with low earth orbit (LEO) satellite backup to be tied into the cell bonding network.

First year service and data plans for unlimited LEO support with 400GB per year for LiveU encoder and Xtend.

Camera system:

The wireless camera systems must consist of two (2) wireless cameras with wireless transmission system and related receiver on the vehicle. The system must transmit 4k at very low latency; have camera control units able to balance white, black balance, shade, control iris and black level from vehicle and intercom integration. The wireless system must be sync with other camera sources. The transmission system is required to be used up to 3000 feet from the production truck. The roving camera system requires a battery system capable of supplying a minimum sustained operational use of 90 minutes and including charger. Antenna system should be able to be attached to vehicle or set up remotely over fiber. Cameras will be in studio configuration or shoulder mount configuration with a 7-inch viewfinder and an ENG 3.5-inch viewfinder.

Wired cameras will consist of four (4) cameras using 110 Series SMPTE 304M compliant connectors and cable; camera control units able to balance white, black balance, shade, control iris and black level and able to run cameras off power from the truck with cable runs of 500 feet.

System must support 4K, audio, return video, and intercom integration. Cameras will be in studio configuration and will have a seven (7) inch viewfinder.

PTZ cameras will consist of two (2) PTZ cameras connected via hybrid fiber. System must support 4K video with the ability to balance white, black balance, shade, control iris and black levels. A camera control station needs to be in the vehicle. PTZ camera will have a minimum of 28-135mm Zoom Lens.

Camera lenses will be a minimum of five (5) each 18x Ultra-High-Definition (UHD) zoom lens, one (1) each 23x UHD zoom lens, one (1) each wide angle zoom lens and one (1) each 52x UHD zoom lens. Each of the six (6) cameras will have a fluid head tripod with mid-level spreader and transport case and the tripod must support weight of the heaviest camera plus 10%.

Communications:

Must be a minimum of four (4) multi-line digital hybrid for use with the integrated intercom system and interruptible fold back system, four (4) each wireless interruptible fold back system, four (4) each wire interruptible fold back system, intercom system to each camera, each work station and Input/output panel, Internal network (wireless capable), and wireless phone/data service with one-year contract included at time of delivery. Additionally, the system must support six (6) wireless belt packs for camera operators and roving teams, featuring antennas that can be positioned at a vehicle or extended via a fiber connection

Audio Equipment Requirement:

Must have a 24 channel audio mixer with 24-32 inputs and 12 outputs, four (4) each wired shotgun mics for cameras, four (4) wireless and wired lavaliers, two (2) podium microphones, two (2) Electronic News Gathering (ENG) handhelds with wireless transmitters, and two (2) additional shotgun mics as wild mic/other purpose, including stage box 16 input / eight (8) output, and monitor speakers.

Video Equipment Requirement:

Video recording system must have the ability to individually record each cameras content, each preview and each program output of the system on solid state storage capable of recording 24 hours of 4K video, 2-M/E switcher with 24 inputs with four (4) downstream keyers and minimum of four (4) auxiliary outputs, character generator capability, standalone graphic capabilities, and video playback capability.

Test Equipment Requirement:

Rack mounted HD/ Standard Definition (SD)-Serial Digital Interface (SDI) Rasterizer, portable audio analysis, portable test signal generator, monitor and digital analytics workstation. Portable Radio Frequency (RF) spectrum Analyzer with antenna to sweep frequencies for wireless gear.

Distribution Equipment Requirement:

Must have the ability to route any audio or video signal within the system to the video switcher or the audio board and two (2) frame syncs for integration of external signals

Other Systems Requirement:

The vehicle must have capability to operate from generator or shore power with supplied shore power cables. Capacity of the generator must be sufficient to meet surge requirement for powering all equipment and having a 20% reserve capacity under normal operating conditions.

There will be a need for uninterrupted power supply with the ability to sustain the vehicle for approximately 10 minutes to allow power transfer. HVAC must provide both AC and heat for vehicle area where equipment and personnel will be working. HVAC shall be capable of maintaining a constant inside temperature of 65 Fahrenheit when external temperature ranges between 10 and 110 degrees Fahrenheit. The HVAC system needs to be as quiet as possible with vehicle having additional acoustic treatment to minimize ambient noise from equipment and outside sources.

The production vehicle shall have a GPS driven master clock system, a wall mounted clock for operators’ usage and system timing.

The vehicles shall have a high quality 360-degree security / surveillance system with recording capability.

Annual service plan for this vehicle and equipment will allow service technicians to travel to site twice a year for inspection and preventative maintenance and include support for four (4) option years.

SOURCES SOUGHT:

The associated North American Industrial Classification System (NAICS) code for this procurement is 512110 – Motion Picture and Video Production size standard is $40 million.

To assist DWIA in deciding regarding the level of participation by small business in any subsequent procurement that may result from this Sources Sought, you are also encouraged to provide information regarding your plans to use joint venturing (JV) or partnering to meet each of the requirement’s areas contained herein. This includes responses from qualified and capable Small Businesses, Small Disadvantaged Businesses, Service Disabled-Veteran Owned Small Businesses, Women-owned Small Businesses, HUBZone Small Businesses, and 8(a) companies.

You should provide information on how you would envision your company's areas of expertise and those of any proposed JV/partner would be combined to meet the specific requirements contained in this announcement.

To decide on a small business set-aside, two or more qualified and capable small businesses must submit responses that demonstrate their qualifications. Responses must demonstrate the company’s ability to perform in accordance with the FAR 52.219-14, Limitations on Subcontracting (Oct 2022).

SUBMISSION DETAILS:

Contractors who have verifiable skills and capabilities necessary to perform the stated requirements should submit a response of no more than 20 pages in length, single spaced, 12-point font minimum. Line drawings, layouts and conceptual drawings of proposed design DO NOT count against the page limit above and shall be limited to no more than 20 pages of ‘ANSI C size or smaller.

The Government will not review any other data or attachments that are in excess of the above-mentioned limits. Contractors should provide clear and unambiguous evidence to substantiate that they can fulfill the requirement.

Responses should include:

a. Business name and address.

b. Name of company representative and their business title.

c. Type of Small Business; Cage Code.

d. Contract vehicles that would be available to the Government for the procurement of the product and service, to include ENCORE II, General Service Administration (GSA), GSA Mission Oriented Business Integrated Services (MOBIS), National Institutes of Health (NIH), NASA Solutions for Enterprise-Wide Procurement (SEWP), Federal Supply Schedules (FSS), or any other Government Agency contract vehicle. (This information is for market research only and does not preclude your company from responding to this notice.)

e. Experience: Please provide two (2) and no more than five (5) contracts that your company has successfully completed for a similar type of vehicle or capability.

(1) Describe your Self-Performed* effort (as either a Prime or Sub-Contractor).

(2) Please be specific and provide a complete reference to include at a minimum the project name (and the government contract number, if applicable), contract award amount, start and completion dates, and the project owners' contact information.

(3) A table listing all companies involved in the relevant project(s), including the technical expertise and percentage of work that each company provided.

*Self-Performed means work performed by the company themselves, NOT work performed by another company for them for any of the project examples provided.

f. Capabilities / Qualifications:

(1) A written response providing clear and unambiguous evidence to substantiate the capacity to fulfill this requirement.

(2) Company business size and socioeconomic status (i.e., Large Business, Small Business, Service-Disabled Veteran Owned Small Business, Women-Owned Small Business,) the number of years in business, affiliate information: parent company, joint venture partners, potential teaming partners.

(3) Specify any partnering arrangements and how those arrangements will impact the equipment or services provided, including technical expertise provided by each company. Please specify the percentage of work that each company will perform.

(4) If the company holds a Federal Supply Schedule (FSS) Contract, list the GSA Contract Number and relevant Special Item Numbers (SINS) applicable to this requirement.

(5) Provide a Rough order of magnitude for this proposed project.

(6) Provide vehicle layout.

This notice does not restrict the Government to an ultimate acquisition approach. All firms responding to this sources sought notice are advised that their response is not a request that will be considered for contract award. All interested parties will be required to respond to the resultant solicitation separately from their response to this sources sought notice.

g. References:

(1) Provide references for at least two (2) recent installations. Include the following with each reference:

- Facility name and address

- Point of contact (name, telephone number, e-mail address)

- Brief description of the referred system topology and how it compares to the requirements outlined in this Sources Sought Notice (approximately 50-100 words)

Response Guidelines:

Contractors who wish to respond to this should send responses via email NLT 09 April 2026 01:00 PM Eastern Standard Time (EST) to the Contract Specialist shawnte.l.miles.civ@mail.mil and Contracting Officer nathan.e.mack.civ@mail.mil . Responses must specifically describe the contractor’s capability to meet the requirements outlined in this Sources Sought.

Questions:

Questions or comments (Attachment 1) regarding this notice may be submitted via email to:

nathan.e.mack.civ@mail.mil and shawnte.l.miles.civ@mail.mil on the attached Q&A. Verbal questions will NOT be accepted. Any questions received, and subsequent answers, will be posted to https://sam.gov/ for the benefit of all interested parties. All email correspondence shall include the following Subject Line: “Response to Sources Sought Notice of your email. The deadline to submit a question regarding this notice is 01:00 PM EST on 26 March 2026. Email responses shall include the following Subject Line: “Response to Sources Sought Notice HQ0516-FY-26-0004”.

This notice is for planning purposes only and does not constitute a commitment on the part of the Government to award a contract, nor does the Government intend to pay for any information submitted as a result of this notice. This Sources Sought Notice is part of a continuous process for obtaining the latest information on the commercial status of the industry with respect to their current and near-term abilities.

The information provided herein is subject to change and in no way binds the Government to solicit for, or award, a competitive contract. It is emphasized that this is a notice solely for planning and informational purposes. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. The Government may or may not issue a solicitation as a result of this notice. There is no solicitation available at this time.

Written responses can be in any format, but electronic media must be in Microsoft Word® or Adobe Acrobat® formats.

Proprietary information and trade secrets, if there are any, must be clearly marked on all materials. All information received that is marked Proprietary will be handled accordingly.

Please be advised that all submissions become Government property and will not be returned.

All government and contractor personal reviewing RFI responses will have signed non-disclosure agreements and understand their responsibility for proper use and protection from unauthorized disclosure of proprietary information as described 41 USC 423. The Government shall not be held liable for any damages incurred if proprietary information is not properly identified.