II_1 RFP 205AE9-26-Q-00053 August 2026 phased 9.pdf

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

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8 (A)

EDWOSB

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SMALL BUSINESS

205AE9-26-Q-00053

Michelle McGibbon

2050 100

541519

See Attached Delivery Schedule

See Attached Schedule(s)

See Attached Schedule(s)

Office of Procurement Operations-Office of Procurement Operations 310 S Broadway Rochester, MN 55904-6513 Attn: Michelle McGibbon Tel: Email: michelle.m.mcgibbon@irs.gov x

Michelle McGibbon

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RFP 205AE9-26-Q-00053

SECTION A - SOLICITATION/CONTRACT FORM

A.1 Authority

This solicitation is issued as a Structured RFP in accordance with RFO commercial streaming directives under FAR Part 12 (Commercial Items) and negotiated source selection rules under FAR Part 15 (Contracting by Negotiation). Any resulting contract award will be governed by the renumbered 52.4XX RFO subpart. Technical evaluation procedures and formal discussion rules will strictly maintain the legal protections of FAR Part 15. Task orders issued under the resulting contract(s) must follow the streamlined ordering procedures of RFO 52.416-18 and RFO 52.416-22.

A.2 Type of Contract

The Government intends to award up to three (3) Multiple‑Award IDIQ contracts. Task orders issued under the Master MAC will be firm‑fixed‑price (FFP).

A.3 Ordering Period

The ordering period for the Master MAC will consist of a five-year base period and one (1) six-month option period, exercised at the Government’s discretion in accordance with RFO 52.417-8 (Option to Extend Services). Task orders may be issued at any time during the active ordering periods in strict accordance with the competitive guidelines established under RFO 52.416-18 (Ordering Procedures).

A.4 Minimum and Maximum Quantities As referred to in paragraph (b) of RFO Clause 52.416-22 “Indefinite Quantity” of this contract, the contract minimum guarantee quantity is $5,000.00 total obligated per awardee.

The minimum must be satisfied with the issuance of the initial order at the time of award. The contract maximum is the cumulative total amount of all contract line items. The maximum amount is not to be exceeded without prior approval of the Contracting Officer.

SECTION B - SUPPLIES OR SERVICES

B.1 GENERAL

The Government intends to award up to three (3) Multiple‑Award Indefinite‑Delivery Indefinite‑Quantity (IDIQ) contracts as a result of this solicitation. All supplies and services ordered under the Master MAC will be firm‑fixed‑price (FFP) unless otherwise specified at the task‑order level.

Each awardee will receive a minimum guarantee of $5,000.00 obligated at the time of award.

B2. Contract Maximum Ceiling The total maximum ordering value for all orders issued under this Master MAC shall not exceed [To Be Completed at Time of Award] over the life of the contract.

B.3 Contract Line Item Numbers (CLINs) The following Contract Line Item Numbers (CLINs).

CLIN Description Type NTE Ceiling 0001 Guaranteed Minimum FFP $5,000 per awardee 0002 Videoconferencing (VC) Maintenance

(Encompassing Baseline Sub-CLINs 0002A1, 0002A2, 0002B1 and Future Post-Warranty Scalability Sub-CLINs 0002C1, 0002C2)

FFP NTE $

0003 Travel (Flat-Rate Trip Charges per Attachment #1) FFP NTE $1.931.704.71

0004 Fully Burdened FFP Labor Categories (For Future Modification Price Calculations Only per Attachment #1)

FFP NTE $

0005 SCR Hardware & Software FFP NTE $ 0006 VCR Modernization Hardware, Software FFP NTE $

Note: Detailed pricing inputs and sub-CLIN structures are provided in Attachment #1. Note on CLIN 0004: Hourly rates proposed for labor categories in Attachment #1 represent maximum, contractually binding ceilings for the life of the Master MAC. Price adjustments and calculations will be managed strictly under RFO 52.416-22 rules. Offerors must not exceed these ceiling rates on future task orders but retain the discretion to propose downward discounted pricing for individual task order milestones.

B.4 Task-Order Pricing

Task-order pricing will be based on:

• The CLINs established in this Section, and

• The offeror’s awarded pricing in Attachment #1.

• Task-order-specific quantities, configurations, and requirements

Task orders may include sub-CLINs or informational CLINs as needed to support ordering and invoicing.

B.5 TRAVEL

Travel outside the Contractor’s local area will be reimbursed in accordance with the limits set forth in RFO 31.405-46 and the Federal Travel Regulations (FTR). The Contractor must provide a travel voucher statement for all local travel to ensure costs are allowable and reasonable in accordance with RFO 31.405-46. Process mechanics, tracking steps, and physical proof-of-receipt thresholds are stripped from full text and governed explicitly by the FAR Companion Guides.

A Travel ceiling has been established in Section B.3. All travel dates shall be coordinated with the COR. For any trip to be authorized, the COR must approve such travel in writing and in advance. Travel cost will be controlled by issuance of written instructions from the Government appointed COR. For any trip to be authorized, the COR shall approve such travel in writing and in advance.

The Contractor shall not be reimbursed for the following daily local travel costs:

(i) travel performed for personal convenience/errands, including commuting to and from work, and

(ii) travel costs incurred in the replacement of personnel when such replacement is accomplished for the Contractor's or employee's convenience.

The contractor shall not charge, and the Government shall not pay, as an allowable cost under this Order, any manhour costs (whether straight-time or overtime) for contractor personnel or subcontractor personnel traveling to or from worksites, including travel to worksites other than the contractor's facility for performance of contract work. Workers being paid under this contract, as prime contractor personnel or subcontractor personnel, will complete a full shift at the worksite, and no compensation will be paid for travel time before or after the shift. This requirement pertains only to payments for travel time before or after these workers' regular shifts (commuting costs) and does not apply to legitimate travel costs incurred during normal working hours, provided that those costs are otherwise reasonable, allocable and allowable and approved in writing by the Government.

SECTION C - DESCRIPTION/SPECIFICATIONS/PWS

1.0 Overview

This Performance Work Statement (PWS) establishes the requirements for providing enterprise-level Video Conferencing (VC) equipment, installation, configuration, maintenance, refresh, managed support, and system moves for the Internal Revenue Service (IRS).This PWS is executed under a Multiple Award Indefinite‑Delivery, Indefinite‑Quantity (MAC IDIQ) contract vehicle, enabling the IRS to issue asynchronous, task‑order–driven requirements throughout the five‑year ordering period.

The MAC IDIQ structure provides the IRS with flexibility, scalability, and competition at the task‑order level, ensuring that VC capabilities remain modern, secure, standardized, and fully aligned with IRS enterprise collaboration needs. All work performed under this PWS shall support the IRS’s Video Conference Room (VCR) and Smart Conference Room (SCR) programs. For the purposes of this PWS, the term Video Conferencing (VC) refers collectively to both VCR and SCR environments.

Contractors shall deliver turn‑key, interoperable, OEM‑supported solutions that integrate seamlessly with IRS enterprise infrastructure, including Microsoft Teams Rooms, Poly Clariti, IRS network and security architecture, and IRS operational support models. All work shall be performed in accordance with IRS standards, OEM specifications, and applicable federal requirements.

All hardware modernization, engineering, configuration, deployment, and lifecycle maintenance activities performed under this solicitation framework must align strictly with the official IRS enterprise ecosystem, defined explicitly as: Poly/HP, Crestron, Q-SYS, AVer, NVX, and native Microsoft Teams Rooms (MTR). Under RFO 52.412-1 evaluation frameworks, Offerors must possess verifiable corporate partner authorization and certified personnel on their payroll or team roster to install and service this exact brand string.

2.0 Background

The Internal Revenue Service (IRS) End User Digital Services (EUDS) organization manages enterprise Video Conferencing (VC) capabilities through two programs: Video Conference Rooms (VCR) and Smart Conference Rooms (SCR). For the purposes of this PWS, the term Video Conferencing (VC) refers collectively to both VCR and SCR environments.

SCRs differ from traditional VCRs in that they are fully integrated, standardized collaboration environments designed to provide consistent, one‑touch user experience, centralized management, enterprise monitoring, and full lifecycle support. Both programs require modern, secure, interoperable solutions that integrate seamlessly with IRS enterprise infrastructure, including Microsoft Teams Rooms, Poly Clariti, IRS network and security architecture, and IRS operational support models. This MAC IDIQ enables the IRS to issue asynchronous task orders throughout the ordering period to support the full lifecycle of VC capabilities, including:

• VC Installation (equipment, installation, configuration)

• VC Adds, Moves, and Changes

• VC Maintenance (repair, replacement, troubleshooting)

• VC Managed Support (onsite engineering and technical support)

• VC Equipment Refresh (end-of-life and end-of-support replacement)

2.1 Existing Videoconferencing Infrastructure (Current State) for VC Programs

The Agency’s videoconferencing infrastructure is currently a mix of solutions and hardware from Poly. There is a range of options and features available through the existing video-conferencing systems, and this has historically been a factor of the size of the conference room. In addition, the mode of operation and equipment types can differ greatly between rooms and locations.

The IRS has a data network implemented with sizeable bandwidth and enhanced security across all sites. The Wide Area Network (“WAN”) operates over a Multi-Protocol Label Switching (“MPLS”) based Internet Protocol (“IP”) Virtual Private Network (“VPN”) service provided by AT&T. This network performs consistently across all sites with equipment types proportioned to the size of the site.

The IRS has a voice network implemented with a centralized, on-premises Cisco infrastructure.

The Cisco Unified Communications Manager provides call processing to Cisco desk phones and Jabber endpoints as well as a limited number of Poly hardware devices.

2.2 Videoconferencing Systems:

Poly Clariti was recently deployed as an on-premises solution to register Poly videoconferencing devices across the IRS that are operated by UNS. Approximately 409 devices across the Agency are currently managed by Poly Clariti. These devices can directly contact other rooms or offices that also have a Poly device that is registered, though this is not the typical use case.

Due to a lack of integration between the existing system and Microsoft Teams and Zoom.Gov, most users at IRS utilize their IRS-issued laptops to access conference hardware to open a TEAMS/ZoomGov meeting without using the existing video codec.

IRS uses Poly CX5000 and CX5500 devices as a “round-table” solution to allow videoconferences to take place in small to large conference spaces. The panoramic camera allows each person sitting in a conference room to be seen on video as they speak. A few CX5500 devices are still deployed today, though they are considered end of life (EOL) by the manufacturer. The CX5500 devices are registered to the Cisco calling platform with a Direct Inward Dialing (DID), to be able to receive and make calls and to dial into audio conferences as needed.

The IRS is in need of a suitable replacement of these devices.

G7500 series has recently been used to replace the Poly Group Series in the Medialign conferencing systems. These systems utilize Eagle Eye 3 or Eagle Eye Director cameras. These are typically used in large executive conference rooms and other larger conference rooms. Poly Group Series codecs are also used with the Eagle Eye cameras in various offices, though the G7500 series has recently been used to replace all the Poly Group Series.

HP Poly Studio X50 as well as X52 devices and one X70 device have recently been deployed in collaboration spaces and for other departments requesting videoconferencing services since the Covid pandemic. These devices are typically managed with Poly Clariti as well.

Currently there are several large, customized spaces that are mix of technologies used as a collaborative solution. The conference rooms are powered by Poly, Crestron, QYS as well as Aver devices.

2.3 Operations Support Systems

The IRS employs a Level 1 Network Operation Center (NOC) to react to common network troubles.

Level 2 field service engineers are deployed at sites throughout the organization and perform most of the hands-on network engineering support. Level 3 Network Monitoring Command Center (NMCC) engineers are involved in network troubles that cannot be resolved at the first two levels.

Level 3 engineers are also involved in network projects involving new technologies.

The Level 1-3 network engineering teams use several tools to manage the network. These tools manage the IP data and voice networks, but not the videoconferencing systems currently deployed.

Issues with videoconferencing systems are opened with the Video Services Team and escalated directly to the current managed service provider and/or the manufacturer.

2.4 Configuration Management

The Agency utilizes Poly Clariti to configure endpoints remotely. Those endpoints that are not registered to Poly Clariti are remotely accessed from IRS laptops for configuration and troubleshooting purposes. Endpoints that cannot be accessed remotely require coordination with a Level 2 field service engineer for on-site assistance; otherwise, a current managed service provider deploys technicians to sites to install, configure, and troubleshoot videoconferencing equipment.

2.5 MS Teams Licenses for SCR

The IRS recently upgraded to Microsoft Office 365 and uses TEAMS as the primary collaboration tool; Zoom.Gov is also used for certain offices but on a much smaller scale.

The implemented architecture is expected to provide IRS employees with an ability to seamlessly schedule and join videoconferences at/to/from conference rooms outfitted with an updated managed service solution.

Smart Conference Room devices are licensed using Microsoft Teams Rooms licenses.

Smart Conference Rooms (SCR) are collaboration spaces equipped with Poly Microsoft Teams Rooms certified devices that enable audio, video, and content sharing through Microsoft Teams.

SCR devices are licensed using Microsoft Teams Rooms licenses and are centrally managed within the Microsoft Teams Admin Center.

These rooms support hybrid meetings and integrate with the Agency's Microsoft 365 environment, allowing users to join and host Microsoft Teams meetings and collaborate with internal and external participants. SCR deployments are standardized across designated conference rooms and are enabled following completion of required network, security, and 802.1x requirements.

3.0 Video Conferencing Scope

The scope of this contract is to provide enterprise‑level audiovisual and Video Conferencing (VC) equipment, installation, configuration, maintenance, refresh, managed support, and system moves for IRS conference rooms nationwide. All work performed under this PWS shall support the IRS’s Video Conference Room (VCR) and Smart Conference Room (SCR) programs. For the purposes of this PWS, the term Video Conferencing (VC) refers collectively to both VCR and SCR environments.

This PWS is structured around five primary task-order categories, each of which may be ordered independently or in combination under the MAC IDIQ:

1. VC Installation

2. VC Adds, Moves, and Changes

3. VC Maintenance

4. VC Managed Support

5. VC Equipment Refresh

Each task-order category includes specific requirements, deliverables, and performance standards.

Contractors shall provide all labor, materials, equipment, tools, transportation, project management, and expertise necessary to deliver turn-key, OEM-supported, interoperable VC solutions that integrate seamlessly with IRS enterprise infrastructure, including:

• Microsoft Teams Rooms

• Poly Clariti

• IRS network and security architecture

• IRS operational support systems

• IRS configuration management processes

• IRS lifecycle modernization requirements

All equipment provided under this contract shall be:

• New, OEM-manufactured

• Commercial-off-the-shelf (COTS)

• IPv6-compliant

• Fully interoperable with IRS VC infrastructure

• Supported by OEM warranties

Contractors shall ensure that all VC solutions meet IRS standards for:

• Accessibility (ADA compliance, assistive listening systems, closed captioning)

• Security (802.1x, IRS security policies, OEM patching)

• Network readiness (IRS WAN, VLAN, authentication requirements)

• Enterprise management (Teams Admin Center, Poly Clariti, IRS management tools)

• Lifecycle support (EoL/EoS replacement, firmware baselines, configuration management)

The scope includes support for approximately 409 existing rooms and 180 projected new rooms, with additional rooms added or modified based on IRS mission needs, facility changes, or modernization initiatives.

Contractors shall deliver solutions that:

• Standardize VC environments across IRS facilities

• Improve reliability, usability, and interoperability

• Support hybrid collaboration and Microsoft Teams Rooms

• Reduce operational burden on IRS engineering teams

• Provide enterprise‑level lifecycle management

• Ensure continuity of VC operations across all IRS locations

All work shall be performed in accordance with IRS standards, OEM specifications, federal requirements, and the performance‑based principles defined in this PWS.

3.1 VC Installation

3.1.1 Install and configure all new audiovisual and video conferencing equipment in accordance with manufacturer specifications and IRS requirements. The contractor shall furnish all labor, materials, and expertise required to deliver fully functional conference room solutions.

3.1.2 Reconfigure and integrate existing Government Furnished Equipment (GFE), as necessary, to ensure full functionality of the solution.

3.1.3 Deinstall and remove existing equipment, cabling, and infrastructure that is being replaced.

3.1.4 SCRs specifically are expected to provide an enterprise-wide, turn-key solution for video teleconferencing suites that includes, but is not limited to: a full range of services, hardware (e.g., video cameras and components, management, etc.), peripherals, software and software licenses, maintenance, and other related services and components.

3.2 VC Adds, Moves, Changes

The contractor shall perform deinstallation and relocation services, which shall include, but not be limited to, deinstalling Video Conference Room equipment from the current location; ensuring all components are properly disconnected, labeled, and inventoried; securely transporting the equipment; and reinstalling it at the new site in accordance with IRS standards. The contractor will verify full functionality of the system through post-installation testing. A final relocation summary, including inventory and confirmation of system readiness, will be provided by the contractor.

Deinstallation and relocation services shall apply to VC Rooms that must be moved due to building closures, consolidations, space redesign, or other IRS-directed changes. The contractor shall provide all required labor, project management, and logistics to dismantle VC Rooms equipment, prepare it for transport, ship or carry equipment to the new location, and reinstall and text system in accordance with IRS standards.

The scope is also for Equipment Adds, which includes adding equipment to existing configured space.

The scope is also for Equipment Changes, which includes changing equipment in an existing configured space.

3.3 VC Maintenance

The contractor shall provide all labor, tools, equipment, supervision and management required for maintenance and support for all the IRS Video Conferencing (VC) equipment and systems located at IRS sites. This requirement applies for all VC equipment and systems, both existing and newly installed The Contractor shall provide all labor, tools, equipment, supervision, and management required for comprehensive preventive and corrective maintenance for all IRS Video Conferencing (VC) equipment and systems nationwide. This requirement applies to both the existing baseline inventory and all newly installed systems added across the 5-year contract lifecycle.

All tasks performed under this section shall be executed on a strict Firm-Fixed-Price (FFP) basis, mapped directly to the pre-priced unit rates established in Section B. No labor-hour or time-and-materials billing is authorized under this contract.

3.4 VC Managed Support

The contractor shall provide management support and onsite technical support for the IRS’s Video Conferencing (VC) infrastructure. The scope encompasses a comprehensive set of activities and a suite of services that includes assisting IRS engineers with IP-VLAN set-up, testing the units for functionality per specification and appropriate use, managing and resolving problems associated with the VC programs, supporting the IRS VC technical teams, and training for IRS helpdesk technicians and IRS local telecom IT specialists.

The scope is also for the acquisition and use of a Management Tool for the VCR Program. The contractor shall introduce to the IRS VCR Program a software solution for managing the VC equipment and services. The contractor, in conjunction with the Program Management Office (PMO), will use this software for managing the various VC requirements.

The SCR PMO is currently using Microsoft Teams for a Management Tool, however if technology changes occur, the contractor shall update the solution.

3.5 VC Equipment Refresh

The contractor shall provide new equipment and systems to refresh the VC infrastructure.

These new products are integrated in customized configurations and deployed in various rooms and offices across the IRS. When the equipment is approaching its End of Life (EoL) and End of Support (EoS) and needs to be replaced or refreshed according to the Original Equipment Manufacturer (OEM) guidelines, equipment refresh becomes required. This Refresh is also necessary for the IRS to continue to receive security updates and maintain its operations to meet compliance, as part of IRS Enterprise Infrastructure Currency (EIC) Program.

4.0 Tasks

This contract provides non‑personal services for the installation, modernization, maintenance, support, and lifecycle management of IRS Video Conferencing (VC) environments. The Government will not supervise contractor employees; contractor personnel are accountable solely to the contractor.

Contractors shall provide all labor, materials, equipment, tools, transportation, project management, and expertise necessary to deliver turn‑key, OEM‑supported, interoperable VC solutions that integrate seamlessly with IRS enterprise infrastructure.

All equipment provided shall be new, OEM‑manufactured, COTS, IPv6‑compliant, and fully interoperable with IRS VC systems.

Tasks are organized into five primary categories:

1. VC Installation

2. VC Adds, Moves, and Changes

3. VC Maintenance

4. VC Managed Support

5. VC Equipment Refresh

4.1 Tasks for VC Installation

4.1.1 Government Furnished Equipment (Existing Equipment)

Prior to performing any new installation work, the Contractor shall complete the following tasks for conference rooms with existing audiovisual equipment. The Contractor shall be responsible for, but not limited to, the following:

4.1.1.1 System Testing: the Contractor shall conduct a complete audiovisual system test of all existing components to be re-installed or reconfigured to ensure proper functionality. Any components deemed non-functional shall be documented and reported to the IRS Program Staff or to the Contract Officer’s Representative (COR) for repair or replacement determination

4.1.1.2 Cabling Removal and Disposal: The Contractor shall remove all existing cabling which is not being reused. Reusable cables may be retained as pull for cable during installation. Non-reusable cabling shall be recycled or disposed of in accordance with instructions provided by the Program Staff.

4.1.1.3 De-commissioning schedule: The Contractor shall coordinate the de-commissioning schedule with the COR. The schedule shall align with the contract start date. During de-commissioning, all existing equipment not being re-installed shall be turned over the to the Program Staff for proper disposal in accordance with Government inventory control and disposal procedures.

4.1.1.4 Firmware Updates: Prior to re-installing any of the existing audiovisual equipment, the Contractor shall update firmware on all GFE components, where appliable..

4.1.1.5 Equipment Inventory: The Contractor shall provide a complete list of all audiovisual equipment and hardware that will be re-installed or re-configured. All GFE not being reused shall be returned to the Government.

4.1.2 New Equipment and Installation

The Contractor shall be responsible for, but not limited to, the following:

4.1.2.1 The Contractor shall procure, ship to IRS VC locations, transport internally, and provide turn-key installation of all new VC equipment.

4.1.2.2 Web-Conferencing Support: The system shall support industry standard web-

Conferencing platforms (e.g., Microsoft Zoom, Teams). The solution shall include a voice-activated camera system comparable to commercially available systems (e.g., Q- Sys type), and ceiling mounted microphones that enable clear audio capture and automatic camera adjustments.

4.1.2.3 Automated Speaker Tracking: The system shall automatically detect the active speaker through the microphone system and adjust the camera view accordingly, without requiring manual camera control.

4.1.2.4 Seamless Transitions: Camera movements shall be smooth and silent to prevent distractions. Focus shall shift seamlessly between speakers to maintain a polished appearance for remote attendees. The system shall provide professional audio and video quality using ceiling-mounted multi-element microphones to trigger specific camera shots based on who is speaking. Camera motion shall be imperceptible to remote viewers, providing seamless transition between participants.

4.1.2.5 Audio and Video Quality: The system shall provide professional audio and video quality.

4.1.2.6 Multiple Camera Support: The system shall support multiple cameras for large conference rooms, allowing both wide shots of the conference table and close-ups of individual presenters to improve meeting efficiency.

4.1.2.7 Integration with Conferencing Platforms: The system shall be seamlessly integrated with popular conferencing platforms such as Teams and Zoom, enabling easy setup and reliable operation.

4.1.2.8 The Contractor shall inspect the installation site, provide specifications for, order, and be prepared to install all audio and video equipment and wiring meeting quality standards to properly complete the project from beginning to end. The contractor shall coordinate with the Program and the COR regarding the selection of equipment. All wiring shall be tested before equipment connection.

4.1.2.9 The Contractor shall provide all mounting hardware required to support wall-mounted devices with a 4x safety factor. The Contractor shall also provide all hardware required to mount equipment that will be housed in GFE racks.

4.1.2.10 The Contractor shall develop and provide the control system program as necessary.

4.1.2.11 The Contractor shall deliver, and setup all required audiovisual equipment in the pricing tables and perform all interconnects as shown in the system and as-built drawings.

4.1.2.12 The Contractor shall test and debug all equipment as necessary. The Contractor shall also test, equalize, and set audio system gains and visual displays to Government desired levels.

4.1.2.13 The Contractor shall deploy the cameras in rooms identified above or below the television, as directed by the Program Staff.

- Should there be a need to deploy the camera other than stated above, coordination will need to be made with the PMO Team.

4.1.2.14 Network and Security Readiness: SCR activation and final acceptance are dependent upon completion of required network, security, and authentication prerequisites (including 802.1x). The contractor shall coordinate with the Government to support validation once prerequisites are met.

4.1.2.15 Acceptance Testing: The Contractor shall perform end-to end functional testing of Video Conferencing Rooms, including audio, video, content sharing, and Microsoft Teams meeting join scenarios, prior to turnover to the Government.

- Final acceptance will need to be confirmed with the PMO Team.

4.1.2.16 As specified in the “HW” tab of the VCR Bill of Materials (BOM), the Contractor shall provide and install a speaker and microphone solution that is suitable for the size of each room. The Contractor shall also provide a device from which the cameras can draw power and be easily turned on/off with a push of a button or switch (e.g., surge protector or power control unit). The device shall be discreetly mounted, and within reach, allowing convenient daily operation.

4.1.2.17 The Contractor shall deploy the systems to meet Assistive Listening & Accessibility Requirements

• Assistive Listening Systems: In accordance with Americans with Disabilities Act (ADA) compliance in Title II and Title III requirements, the Contractor shall provide Assistive Listening Systems (ALS) for rooms identified in section 4.1. The system shall support Wi-Fi-enabled assistive listening that allows an employee’s own smart phone to connect to Bluetooth hearing aids or provide the option to use personal headphones or earbuds.

• Close Captioning: All displays shall support closed captioning for conference calls using Microsoft Teams built-in accessibility features.

4.1.2.18 The Contractor shall label wires/cables on both ends for ease of troubleshooting and maintenance.

4.1.2.19 The Contractor shall utilize industry standard cable management.

4.1.2.20 The Contractor shall ensure wiring, and the setup of hardware is not hazardous to people who are walking through the space and is neatly put away wherever possible (i.e., run through raised flooring, if applicable).

4.1.2.21 Under no circumstances shall the Contractor add data jacks or electrical to any IRS spaces.

- If additional data jacks or electrical is required, the Contractor shall coordinate with the IRS Program.

4.1.2.22 Microsoft Teams Rooms Enablement: The contractor shall configure, enable, and validate Microsoft Teams Rooms’ functionality, including device sign-in, peripheral integration, and verification of successful operation within the Microsoft Team Admin Center, prior to Government acceptance.

4.1.3 Equipment Warranty and Software

• Once all equipment has been installed and tested by the Contractor, and accepted by the

Program, the Contactor shall activate a one (1) year Original Equipment Manufacturer (OEM) warranty on all new equipment and transfer any manufacturer warranties to the IRS.

• The contractor shall serve as the Government’s single Point of Contact (POC) for all warranty actions, including OEM coordination for replacements, repairs, and technical support.

• The Contractor shall ensure prompt processing of all warranty claims, with all OEM-covered failures resolved at no additional cost to the Government. At installation completion, provide the Government with warranty documentation, coverage periods, and POC details.

• Warranty-to-IDIQ Transition Boundaries: For newly installed equipment under a task order, the FFP baseline maintenance unit rate pricing shall not be invoiced or paid during the active one (1) year OEM warranty period. The Contractor shall ensure a seamless, non-overlapping transition where FFP maintenance billing commences on the 366th calendar day post-acceptance (the day immediately following warranty expiration). Double-billing the Government for vendor maintenance while an asset sits under an active OEM or installer warranty is strictly prohibited.

• All proposed new and video expansion equipment proposed must be Commercial Off-The- Shelf (COTS), Internet Protocol Version 6 (IPV6)-compliant, and fully interoperable with IRS existing videoconferencing systems and ancillary components.

• Before installation, the Contractor shall verify that software for drives, servers, and codecs matches the version used by IRS video infrastructure. If proposing the latest version, the Contractor shall test it against IRS network requirements for compatibility.

• If the testing fails, the contractor shall contact the manufacturer to update the current software and apply any necessary patches.

4.1.4 Equipment Staging, Logistics, and Delivery

4.1.4.1 Equipment Staging

The contractor shall stage equipment, as required, to minimize the volume of shipments going to individual sites and to allow for the assembly of hardware, updating of firmware, and barcoding.

The contractor shall complete the following staging activities:

• Unpack and build out network equipment.

• Perform initial power-up tests for burn-in to ensure proper functionality and to identify any potential problems before delivery.

• Optimize and patch software ensuring the latest IRS approved IOS version.

4.1.5 System Configuration and Documentation

The contractor shall:

• System Configuration: The contractor shall configure all equipment as directed by the

Program Staff to meet the end-users’ functional requirements and specifications.

• The Contractor shall test all functionality and capabilities of all hardware/software installed in accordance with OEM instructions, ensuring proper operationality.

• The Contractor shall provide digital copies of as-built system drawings for all audio-visual wiring and power routing. The deliverables must include the explicit location of cables, wires, connection points, and uncompiled programming source code blocks, including but not limited to: Crestron SIMPL Windows files, Crestron C# (.SIMPL#) source blocks, and Q-SYS Designer (.qsys) configuration assets.

• The contractor shall implement formal change management procedures for all software and firmware updates, including pre-deployment testing and validation, post-deployment verification, and documented rollback procedures. If an update negatively impacts device functionality or service availability, the contractor shall execute rollback procedures and document root cause and corrective actions.

- A test environment will need to be setup with a group of targeted devices before wider software update is distributed.

• Software and Firmware Baseline Management

- The contractor shall maintain an approved software and firmware baseline by device model and deployment type. The contractor shall track deployed versions across all devices, identify and document deviations from the approved baseline, and obtain Government approval for all baseline exceptions. Baseline documentation shall be reviewed and updated as required to reflect platform or policy changes.

4.1.6 Technology Support and Maintenance

Detailed at Task Order Level but may include:

The contractor shall:

• Provide remote or onsite support using factory-trained technicians

• Respond within 15 minutes during business hours

• Provide onsite support for system failures

• Support real-time troubleshooting during installation

4.1.7 Project Management For VCR Program

The Contractor shall provide comprehensive project management for the entire VC installation, including technical, business, and administrative planning; organizing;

coordinating; tracking (e.g., cost, schedule, deliverables), performance, risk, quality and resource management. The Contractor shall designate a single POC responsible for all coordination with the IRS Program staff.

For SCR Program In the base year, this shall include design and engineering services for the enterprise solution, including implementation, and management of installer schedules and individual room installations. These activities will lay the foundation for the enterprise solution and execution in the base and option periods.

The contractor shall efficiently and effectively manage the performance under this contract to ensure all the necessary technical, business, and administrative planning; organizing;

managing; coordinating; and tracking (e.g., cost, schedule, deliverables), performance management, risk management, quality management, system engineering management, resource management, Transition Management and subcontract management required to perform all the activities successfully.

The contractor shall:

• Develop a work breakdown structure (WBS) and provide weekly updates to IRS Project Manager

• Create, update, and maintain an action items list and risk register,

• Develop a System Deployment Plan and other videoconferencing policies and procedures,

• Provide input to project management documentation.

The contractor shall:

• Deliver a Quality Control Plan (QCP).

QCP shall include at a minimum:

• Organizational structure

• Roles and responsibilities

• Quality monitoring tools

• Quality measurement tools

• Performance management processes

• The contractor is responsible for the quality of all work performed.

• A brief description of the organization, with highlight on the where the team supporting this effort reside.

• The role and responsibilities of each of the team members supporting the effort, with

POC information.

• Identification of quality monitoring tools that will be used and a description of how they will be used to ensure successful implementation of proposed solutions.

• Identification of quality measurement tools that will be used, the rationale for their selection, and how they ensure successful implementation of proposed solutions.

4.1.8 Design and Engineering Services for SCR Program

The contractor shall provide design and engineering services associated for each identified location/room. The contractor shall participate in collaborative design sessions with the IRS to finalize the solution. The contractor shall develop and present a proposed design to configure all systems and will work with the IRS for any adjustments prior to any activity commencing.

4.1.9 Travel for VC Programs

Shall be detailed at task order level if required. All travel costs shall be IAW the Federal Travel Regulations.

4.1.10 Training:

The contractor shall develop and execute a Training Plan, in coordination with the PMO, for the installed systems. This plan shall address live and accessible end-user self-help training materials for the newly installed solution for, at a minimum, government key operators.

The installer shall deliver a same day training session (up to 1-hour if necessary) to on-site staff, post-installation for each location.

The contractor shall provide basic information about the equipment, cable connections, and troubleshooting. The contractor shall also provide in-depth information about how to schedule meetings, how to connect to meetings, and how to operate the on-site video conference solution, without contractor assistance, covering at a minimum:

4.1.10.1 Equipment features, cable connections, and basic troubleshooting

4.1.10.2 Setup, operation, and teardown of conference equipment.

4.1.10.3 Operation with MS Teams, ZoomGov, and Audioconference Bridge

The contractor shall deliver training sessions for the management portal and the overall design of each system when requested.

The contractor shall provide a customized administration guide for the implemented solutions, if necessary, when requested.

The contractor shall provide the Project Team a 1-page “Quick Reference Guide” and a “Contact Information for Troubleshooting” (See Deliverables) that can be accessed by on-site personnel for each conference room.

The contractor shall provide video training aids as requested by the PMOs.

4.1.11

4.1.12 Use of Existing Infrastructure and Components

The contractor shall work with IRS to identify existing equipment and infrastructure that can be used in providing a complete solution for each room/location. The contractor shall utilize existing equipment and infrastructure to the maximum extent possible; to include proposing any modifications to existing equipment or infrastructure to ensure proper functionality of the solution and endpoints.

On a room-by-room basis, the IRS will provide the necessary ethernet cabling between the endpoints and the wire closets inside each IRS building. The IRS will also supply the necessary space to accommodate the required solution equipment. The IRS will provide PoE switching equipment for deployments. The IRS will also provide the necessary power and outlets for the installed equipment.

4.1.13 Monthly Contract Review Meeting: Task Order Level

4.1.13.1 This Monthly Meeting between the PMOs and the contractor shall include accomplishments for the previous month; planned activities for the next month; status of deliverables; status of contract modifications delivery orders, and invoices for travel; and issues, risks, and concerns.

4.1.13.2 Notes on the Briefing are included in the Monthly Status Report (See Deliverables)

4.1.14 Transition Out/Knowledge Transfer (Optional CLIN)

Detailed at Task Order level (if required).

Under the transition, the incumbent shall provide familiarization with all aspects currently under development; all documentation, customer contact information, how to properly maintain the existing installed systems, etc.; informal or formal training remote or on-site to include training materials, to the government, and the new contractor at the direction of the government. During the transition period, the incumbent shall remain fully responsible for operation of all phases of the contract. Failure to complete these activities may be documented by the CO and COR into the CPARS database.

4.1.15 Microsoft Teams Licensing

For Microsoft Teams Licensing Support, the contractor shall support the IRS in sustaining

Microsoft Teams Room licensing required for VC operation.

4.1.16 VC Inventory

(Break/fix) May include:

4.1.16.1 Break/fix is necessary to ensure the continued operational capability of the IRS VC equipment.

4.1.16.2 Relevant videoconferencing environments may include, but are not limited to:

- Conference rooms and training rooms

- Large Customized Executive briefing rooms

- Small Huddle rooms

- Remote collaboration spaces

4.1.16.3 Supported platforms may include commercial off-the-shelf (COTS) VC solutions (e.g., Zoom Rooms, Microsoft Teams Rooms, Webex) integrated with Government networks.

4.1.16.4 Video Conferencing Equipment

4.1.17 New Equipment and Installation, VCR Program specific

Large Customized Conference Spaces - The Contractor shall be responsible for, but not limited to, the following:

4.1.17.1 General Requirements

- Design a scalable, enterprise‑grade video conference solution

- Integrate audio, video, control, network, and security systems

- Ensure compatibility with existing enterprise IT and collaboration platforms

- Meet all applicable federal, agency, and industry standards

- Support in‑room and remote participants simultaneously

- High‑definition video capture, display, and content sharing

- Clear, intelligible audio for all seating positions

- Centralized control of AV and room functions

4.1.17.2 Technical Requirements

- Web-Conferencing Support: The system shall support industry standard web-Conferencing platforms (e.g., Microsoft Zoom, Teams). The solution shall include a voice-activated camera system comparable to commercially available systems (e.g., Q-Sys type), and ceiling mounted microphones that enable clear audio capture and automatic camera adjustments.

- Automated Speaker Tracking: The system shall automatically detect the active speaker through the microphone system and adjust the camera view accordingly, without requiring manual camera control.

- Seamless Transitions: Camera movements shall be smooth and silent to prevent distractions. Focus shall shift seamlessly between speakers to maintain a polished appearance for remote attendees. The system shall provide professional audio and video quality using ceiling-mounted multi-element microphones to trigger specific camera shots based on who is speaking. Camera motion shall be imperceptible to remote viewers, providing seamless transition between participants.

- Audio and Video Quality: The system shall provide professional audio and video quality.

- Multiple Camera Support: The system shall support multiple cameras for large conference rooms, allowing both wide shots of the conference table and close-ups of individual presenters to improve meeting efficiency.

- Integration with Conferencing Platforms: The system shall be seamlessly integrated with popular conferencing platforms such as Teams and Zoom, enabling easy setup and reliable operation.

- The Contractor shall provide and coordinate the installation of 120 VAC and/or 240 VAC receptacles as necessary.

- The Contractor shall inspect the installation site, provide specifications for, order, and be prepared to install all audio and video equipment and wiring meeting quality standards to properly complete the project from beginning to end. The contractor shall coordinate with the Program and the COR regarding the selection of equipment. All wiring shall be tested before equipment connection.

- The Contractor shall provide all mounting hardware required to support wall-mounted devices with a 4x safety factor. The Contractor shall also provide all hardware required to mount equipment that will be housed in GFE racks.

- The Contractor shall develop and provide the control system program as necessary.

- The Contractor shall test and debug all equipment as necessary. The Contractor shall also test, equalize, and set audio system gains and visual displays to Government desired levels.

- The Contractor shall deploy the systems to meet Assistive Listening & Accessibility

Requirements

4.1.17.3 Future-State Considerations (Non-Binding)

Offerors are explicitly cautioned that any 'Future-State' conceptual data or automated recommendations submitted within a proposal volume will be treated as non-binding, information-only text. These inputs shall not be scored, adjectivally rated, or utilized by the Technical Evaluation Team (TET) to formulate technical Strengths or Significant Strengths under Factor 1.

4.1.18 New Equipment and Installation, SCR Program specific

4.1.18.1 Solution Requirements for SCR

The contractor shall propose a modern, state-of-the-art videoconferencing solution that provides all required functions and features to enable IRS to maximize the capabilities of smart videoconferencing technology…