Cover Notice.pdf

COMBINED SYNOPSIS / SOLICITATION NOTICE

Federal Bravo IDIQ Platform Posting

• Solicitation Number: 205AE9-26-Q-00053

• Contracting Agency: Department of the Treasury — Internal Revenue Service (IRS)

• NAICS Code: 541519 — Other Computer Related Services

• Size Standard: $34.0 Million

• Set-Aside: 100% Total Small Business Set-Aside

• Primary Point of Contact: Michelle McGibbon, Contracting Officer (michelle.m.mcgibbon@irs.gov)

1.0 DESCRIPTION OF SOLICITATION & ACQUISITION OBJECTIVES

This combined synopsis/solicitation constitutes a Structured Request for Proposal (RFP) issued under the commercial procedures of FAR Part 12 and the negotiated contracting rules of FAR Part 15 (Contracting by Negotiation).

The Internal Revenue Service (IRS) requires an enterprise-level platform to provide turn-key, interoperable, Original Equipment Manufacturer (OEM)-supported solutions encompassing audio-visual/video teleconferencing equipment procurement, installation, staging, system configuration management, maintenance, troubleshooting, technical support, asset decommissioning, and technology refresh cycles.

1.1 The Multiple-Award MAC IDIQ Framework

The Government intends to award up to three (3) Multiple-Award Indefinite-Delivery Indefinite-Quantity (IDIQ) contracts. All project-level requirements will be competed asynchronously among the awarded Primes via localized Task Order Requests for Proposals (TORFPs). All task orders issued under the resulting Master Multi-Award Contract (MAC) will be executed strictly on a Firm-Fixed-Price (FFP) basis.

1.2 Multi-Phase Evaluation Strategy Notice

To streamline the procurement and reduce industry bid waste, this acquisition leverages a strict Two-Phase evaluation methodology under RFO 52.412-1:

• Phase 1 Gateway: A binary, dual-artifact compliance screen checking basic reseller authorizations, corporate cybersecurity compliance baselines, and subcontracting cost math. Only those offerors who achieve a rating of Pass (Acceptable) will receive a formal Invitation Notice to advance to Phase 2.

• Phase 2 Selection: Invited participants will have their blinded technical execution narratives, historical past performance data, and comprehensive unencrypted pricing sheets evaluated through an integrated qualitative Best Value Trade-Off source selection matrix.

2.0 CONTRACT CEILING, MINIMUMS, & STRUCTURAL CLINS

2.1 Period of Performance

The Master MAC features an active five-year contract ordering period commencing exactly on the final date of contract execution. The Government retains the absolute unilateral discretion to exercise an additional six (6) month option window in strict compliance with RFO 52.417-8 (Option to Extend Services) to preserve agency operational continuity.

2.2 Guaranteed Minimum and Maximum Ceiling Thresholds

• Contract Minimum: In accordance with paragraph (b) of RFO 52.416-22 (Indefinite Quantity), each awarded prime contractor is guaranteed a total minimum obligation of $5,000.00, to be mailto:michelle.m.mcgibbon@irs.gov contractually bound and satisfied via the issuance of an initial task order at the immediate time of award.

• Contract Ceiling: The maximum aggregate ordering threshold across all ordering periods for all three primes combined shall not exceed the definitive value completed at the time of award.

Bidders are warned that the contract maximum represents a strict legal ceiling that cannot be exceeded without an officially signed bilateral contract modification from the Contracting Officer.

2.3 Master Contract Line Item Number (CLIN) Architecture

Subsequent task order pricing will map directly to the structural CLINs and fixed unit rates established below and inside native Excel Project Attachment #1:

CLIN DESCRIPTION CONTRACT

TYPE FISCAL INTEGRITY RATING BOUNDS

0001 Guaranteed Minimum Contract Obligation

Firm-Fixed- Price (FFP)

Flat $5,000.00 per individual small business awardee.

0002 Videoconferencing (VC) Maintenance Services

Firm-Fixed- Price (FFP)

Encompasses Room Baseline Maintenance Sub- CLINs and Future Post-Warranty Scalability Sub- CLINs.

0003 Authorized Project Travel Expenses

Firm-Fixed- Price (FFP)

Flat-Rate Trip Charges capped at a non-negotiable Not-To-Exceed (NTE) cumulative ceiling of $1,931,704.71.

0004 Fully Burdened Hourly Labor Category Baselines

Firm-Fixed- Price (FFP)

Binding hourly ceiling rates used strictly for future out-of-scope modification calculations.

0005 Smart Conference Room (SCR) Assets

Firm-Fixed- Price (FFP)

Procured hardware components, system accessories, and OEM software license integrations.

0006 Video Conference Room (VCR) Assets

Firm-Fixed- Price (FFP)

Procured hardware components, system accessories, and OEM software license integrations.

3.0 RECONCILED PERFORMANCE WORK STATEMENT (SECTION C SUMMARY)

3.1 Strict Enterprise Brand-Name Standardization Matrix

To preserve hardware configurations, eliminate software interface duplications, and guarantee data interoperability across the agency’s existing 410 conference rooms nationwide, all products, peripherals, and engineering configurations delivered must operate natively with the official unified IRS enterprise ecosystem.

Pursuant to the pre-approved Class Justification for Other Than Full and Open Competition (JOFOC), the required equipment line is strictly limited to:

• Video Teleconferencing Compute & Codecs: HP/Poly Studio series and native Microsoft Teams Rooms (MTR) endpoints.

• Digital Matrix Switching & Signal Processing: Crestron controllers and dedicated Crestron NVX hardware endpoints.

• Audio DSP & Acoustic Capture Arrays: Q-SYS core processors and Level 2/Architect ceiling microphone systems.

• High-Definition Video Tracking Engines: AVer premium enterprise automated pan-tilt-zoom (PTZ) tracking cameras.

3.2 Five Primary Ordering Categories

The scope of work encompasses five core technical task categories, to be issued independently or in combination across localized task orders:

1. VC Installation: Procuring, shipping, staging, asset barcoding, deploying mounting configurations with a 4x safety factor, executing interconnects, programming control loops, tuning audio gains, and confirming automated voice-activated speaker tracking.

2. VC Adds, Moves, and Changes: De-installing existing operational room equipment, disconnected component mapping, secure transport, and site re-installation due to space redesigns, relocations, or facility closures.

3. VC Maintenance: Comprehensive, nationwide preventive and corrective break/fix troubleshooting, unlimited software patching, firmware baseline tracking, and twice-annual preventive maintenance visits (PMVs).

4. VC Managed Support: Deploying full-time, certified Resident Video Conferencing Engineers at designated hub facilities—specifically the New Carrollton Federal Building (NCFB) in Lanham, MD, and IRS Headquarters in Washington, D.C..

5. VC Equipment Refresh: Systematic engineering replacement of components approaching their original manufacturer End-of-Life (EoL) or End-of-Support (EoS) milestones to maintain compliance under the IRS Enterprise Infrastructure Currency (EIC) Program.

3.3 Core Deliverables and Warranty Transitions

• The 366th-Day Maintenance Commencement Rule: Offerors must activate a standard one (1) year

OEM warranty on all newly installed equipment upon final Government acceptance. To eliminate double-billing, the pre-priced FFP IDIQ contract maintenance unit rates shall not be invoiced or paid during the active warranty window. FFP maintenance billing is restricted to commencing exactly on the 366th calendar day post-acceptance.

• Uncompiled Source Code Delivery: At the conclusion of any room installation or change loop, the Contractor must deliver complete, digital copies of as-built wiring system routing diagrams along with uncompiled programming source code blocks, explicitly encompassing Crestron SIMPL Windows files, Crestron C# (.SIMPL#) source blocks, and Q-SYS Designer (.qsys) configuration assets.

4.0 MANDATORY PROPOSAL FORMAT & DIGITAL FILE STRUCTURE (SECTION L)

Offerors must split their submittals into separate, independent electronic volumes utilizing the exact format and naming conventions defined below. All narrative text volumes must be delivered in text-searchable Adobe Portable Document Format (PDF). All spreadsheets, pricing matrices, and mathematical tables must be submitted in native, unencrypted Microsoft Excel (.xlsx) format with all cells and embedded formulas fully active, unlocked, and unprotected.

4.1 Phase 1 Proposal Architecture

• Phase 1 Submission Cutoff: All Phase 1 electronic packages must be received by the Contracting Officer via email no later than Monday, September 14, 2026, at 5:00 PM EST.

• Volume I — Corporate Brand Authorization & Support Credentials (PDF format): Maximum of 15 pages (excluding native manufacturer certificates). Must contain clear, current physical evidence proving Authorized Reseller Standing and a verified direct technical support escalation track for all six (6) required brands. Volume I must include a brief corporate Cybersecurity Addendum certifying that internal IT infrastructures comply with FISMA Moderate, NIST SP 800-171, and contain zero components originating from barred entities under RFO 52.404-23 or active FASCSA Orders (RFO 52.404-28).

• Attachment #3 — Staffing Plan & Workforce Certification Matrix (Native Excel format): No page limit applies. The native Excel file must mathematically demonstrate that the small business prime contractor will perform at least 51 percent of the total cost of contract performance for personnel in accordance with RFO 52.419-14 (Limitations on Subcontracting). This file must contain an active, fully populated "Technical Certification Matrix" tab providing an affirmative binary confirmation that all assigned engineering personnel hold active, manufacturer-validated credentials—specifically Crestron Certified Programmer (CCP), Polycom Certified Videoconferencing Engineer (PCVE), and Q-SYS Level 2/Architect—directly mapped to perform the required room installation, operational maintenance, asset removal, and tech refresh lifecycles.

4.1.1 Phase 1 Notification Cutoff Window

Offerors successfully clearing both binary Phase 1 gate filters will receive a formal Phase 2 Invitation Notice via email from the Contracting Officer no later than Monday, September 21, 2026, at 5:00 PM EST. Bidders who have not received an official notice by this cutoff have failed Phase 1, are permanently excluded from the procurement, and are barred from submitting Phase 2 materials.

🛑🛑 PHASE 2 PROPOSAL SUBMISSION & DELIVERY BOUNDARY 🛑🛑

4.2 Phase 2 Proposal Architecture (Invited Primes Only)

• Phase 2 Submission Cutoff: Authorized Phase 1 graduates must submit their Phase 2 electronic volumes via email no later than Monday, October 12, 2026, at 5:00 PM EST.

• Volume II — Technical Proposal Narrative [STRICTLY BLINDED] (PDF format): Maximum of 35 pages total. Volume II must contain the technical execution strategy directly answering the 9 PWS items. To support blind evaluation, this entire volume must be completely sanitized and redacted of all company names, corporate logos, CAGE codes, and self-identifying markers. Offerors shall use generic placeholders (e.g., 'The Offeror' or 'The Prime Contractor'). In accordance with RFO 52.412-1, any conceptual data or speculative methodologies submitted under the guise of "Future- State Considerations" are treated as non-binding text, will not be evaluated, and cannot be utilized to formulate technical Strengths.

• Volume III — Past Performance (PDF format): Maximum of 15 pages total. Utilizing the Project Attachment #2 template, offerors must provide a minimum of two (2) and a maximum of three (3) historical records that are recent and relevant within three (3) years of the issuance date of this solicitation, evaluated qualitatively to assign a confidence level under FAR 15.305(a)(2) rules.

• Volume IV — Price Proposal (Native Excel format): Consisting strictly of Attachment #1 – IDIQ Pricing Matrix submitted in its native, unencrypted format. No pricing narratives, introductory justification text, or external cover sheets are permitted. Offerors must provide a fully burdened FFP numeric input for every single cell, sub-CLIN, and labor category hourly ceiling across all five contract ordering years. Because the Government intends to award contracts based on initial submissions without conducting formal discussions, any initial proposal that leaves a single pricing cell blank or inputs a zero value within Attachment #1 will be immediately eliminated from the entire procurement without exception or remedy.

5.0 STREAMLINED BEST VALUE EVALUATION METRICS (SECTION M)

5.1 Phase I: Administrative Screen Mechanics

The Technical Evaluation Team (TET) and the Cost cell will audit Volume I and native Excel Attachment #3 on a strict binary Pass/Fail basis. Any mathematical failure to meet the 51% prime cost allocation floor, missing data fields, or failure to explicitly confirm certified technicians across all four core deployment lifecycles constitutes an uncorrectable material Deficiency under FAR Part 15, causing the file to receive a Fail rating.

5.2 Phase II: Best Value Trade-Off Selection Factors

The Contracting Officer serves as the sole Source Selection Authority (SSA) and will independently execute the final selection. The Government will utilize a Best Value Trade-Off source selection process to determine awards under FAR 15.101-1. Technical factors (Factor 1 and Factor 3), when combined, are significantly more important than Price (Factor 4). The Government reserves the right to award a contract to a higher-priced Offeror if the technical superiority or risk-reduction factor of the Volume II narrative warrants the paying of an initial price premium.

• Factor 1: Technical Approach Evaluation (Volume II Narrative Only): The TET will conduct a strict Blinded Evaluation of the anonymized 35-page narrative to document specific technical Strengths, Weaknesses, and Deficiencies under standard FAR 15.001 rules. Because the Staffing Plan (Attachment #3) was closed during Phase 1, no resource cross-referencing, headcount auditing, or labor mix evaluations will be performed during this qualitative step. The narrative will be scored utilizing the following authorized adjectival tiers: Outstanding, Very Good, Acceptable, Marginal, or Unacceptable.

• Factor 2: Staffing Plan Compliance Audit: This factor carries no adjectival rating, is permanently removed from the Phase 2 qualitative trade-off matrix, and is not evaluated, reviewed, or cross-referenced during the Phase 2 source-selection process.

• Factor 3: Past Performance Evaluation (Volume III): Evaluated qualitatively to assess historical performance quality, scale, and recency under FAR 15.305(a)(2) to assign an overall Performance Confidence Assessment rating of: High Confidence, Substantial Confidence, Satisfactory Confidence, Limited Confidence, or Neutral Confidence.

• Factor 4: Total Evaluated Price Evaluation (Volume IV — Attachment #1 Only): Price proposals will not receive an adjectival rating. The Price Evaluation Team shall evaluate Volume IV solely using the native Excel file Attachment #1 to run a strict completeness cell audit under FAR 15.404-1(b). For compliant sheets, automated formulas embedded across all ordering years will be executed to calculate the final Total Evaluated Price (TEP) for the best-value trade-off matrix.

6.0 SPECIAL SYSTEM CLEARANCE & INFORMATION SECURITY CONTROLS

6.1 FISMA Moderate and IRS Publication 4812 Compliance

Any contractor receiving an award under this solicitation must maintain an information security and system configuration posture in strict compliance with the Federal Information Security Modernization Act (FISMA), NIST Special Publication 800-53 Rev. 5 (Moderate Baseline controls), and IRS Publication 4812 (Two-Factor Authentication and Encryption Standards for Sensitive But Unclassified (SBU) Data). Any data transmitted or stored during the installation or maintenance of the VTC fleet must be encrypted at rest and in transit utilizing FIPS 140-3 validated cryptographic modules.

6.2 Background Investigations and Clearance Billing Bars

In accordance with IRS Personnel Security Policy (IRM 10.5.1 and 10.23.2), all contractor personnel requiring staff-like or unescorted access to IRS facilities, network environments, or system equipment configurations must hold a favorably adjudicated Moderate Risk Background Investigation (MBI) clearance prior to performing on-site duties.

The Contractor must not invoice for fixed-price milestone deliverables, flat-rate room deployments, or fixed monthly support costs associated with personnel requiring staff-like access until clearance adjudication is favorably processed by IRS Personnel Security, unless explicitly authorized in writing by the Contracting Officer.

[END OF COMBINED SYNOPSIS / SOLICITATION DESIGNATION]