RFI N0018926RFIDL001 Video Collaboration Systems Rooms Maintenance and Support Services.pdf

RFI No. N0018926RFIDL001

Request for Information (RFI) for

Video Collaboration Systems Rooms Maintenance and Support Services

The Naval Supply Systems Command (NAVSUP) Fleet Logistics Center Norfolk

(FLCN) Mechanicsburg Contracting Office is performing market research on behalf of NAVSUP Business System Center (BSC) to identify capable industry resources that can provide Video Collaboration Systems Rooms Maintenance and Support

Services. The purpose of this RFI is to allow capable contractors the opportunity to identify themselves with regard to interest and technical capability.

Background The NAVSUP BSC Collaboration Systems Program Office provides video conference operations, maintenance, and upgrades to equipment, and support throughout the entire

NAVSUP Enterprise and is centrally managed. It advocates the use of video teleconference

(VTC) VTC/Teams conferences as the primary communications resource for simultaneous transfer of voice, video, and data internal/external to NAVSUP. The Collaboration Systems

Program provides the NAVSUP Enterprise with near-immediate access to all Department of

War (DOW) and non-DOW customers worldwide. As a standards-based program, it supports video conferences which allow for multi-point face-to-face equivalent meetings with both

Government (deployed and ashore) and commercial sites worldwide. Secure IP Video

Conference capability is available in several Continental United States (CONUS) and

Outside the Continental United States (OCONUS) facilities. The expansion of and reliance on video conference capabilities throughout DOW in basic business, corporate improvements, customer-focused business, training, realignment and consolidation have all contributed to the need for a more proactive and progressive approach to maintaining and improving existing technology. Enterprise video conference systems are added and/or upgraded relative to business cases. Given the current reduction in travel, full video conference operations for all current systems in place is critical to continued business in and around the NAVSUP Enterprise.

Description of Services See attached draft Performance Work Statement (PWS) for further details.

The contractor shall furnish all personnel, facilities and services required to provide video collaboration systems maintenance (preventive and corrective), new installations/de-installations and technical services in accordance with this PWS. The contractor shall provide maintenance and support for the video collaboration systems studios/conference rooms (and provide the same level of support for any additional sites added via contract modification during the contract performance period). The contractor shall also provide video collaboration systems equipment maintenance (preventive and corrective) and the following services: technical, installation, system removal or de-installation, configuration and perform

Move Add Change (MAC) services for current and any newly funded requirements which may fall under any of these categories during the life of this contract. The contractor shall provide video collaboration systems room upgrades, install, test and maintain additional sites as identified and approved. The bulk of the A/V equipment will be procured by the

Government; however, replacement or new cabling, switches, and audio/video (A/V) hardware may need to be purchased by the contractor for maintenance, upgrades, and new installation using the materials Contract Line Item Number (CLIN). This may also cover hardware needed to complete a task but not known when ordering equipment and starting an installation\upgrade project. Unrepairable equipment replacements will be provided by the

Government when possible and if the Government cannot provide the parts/equipment in a timely manner then the contractor may need to purchase said parts and be reimbursed by the

Government via the ODC CLIN. All decommissioned equipment will remain the property of

NAVSUP BSC unless specified differently by NAVSUP BSC.

This requirement is for the maintenance, installation, configuration and technical services required to support all NAVSUP Collaboration Systems Community of lnterest (COI) sites delivered via Government provided network service, i.e. IP based. The NAVSUP COI includes the NAVSUP Enterprise sites listed in Appendix A (and any additional sites added during the performance of this contract), both CONUS and OCONUS.

Location The NAVSUP BSC, Mechanicsburg PA is the primary site for performance.

Schedule The anticipated period of performance is a 12-month base period, four (4) 12-month option periods, and one (1) option period up to six-months in accordance with FAR

52.217-8. Performance is expected to begin on or about 25 March 2027.

Request for Statements of Capability (SOC) Interested parties who believe they have the capability to perform as a prime contractor in support of this effort must submit a Statement of Technical Capabilities (SOC) that includes the following information:

General Information - Company Name, Mailing Address, Point of Contact - Telephone

Numbers and Email Addresses, Commercial and Government Entity (CAGE) Code, and

Unique Entity Identification (UEI), Business Size – Small or Other Than Small. The RFI response shall not exceed 10 pages, excluding cover page on 8-1/2"xll", and Times New

Roman 12 font.

Technical Capabilities - The SOC must address technical experience and demonstrate the ability to provide the required services and requirements in the attached PWS. Include experience-specific work previously performed relevant to this effort to include responses to the following questions:

1. If you were given a conference room 30ft long by 25ft. wide with 15ft. ceilings and there were six displays mounted two on each wall on three of the walls in the room, what technology would you use to turn this room into a collaboration suite with the following guidelines? The suite would need to have Teams meeting and VTC capability plus there would need to be hookups for up to five laptops for input at the conference table. One HD camera would need to be installed at the front of the room located between the two front displays. The two front displays are 100” HD displays and the other four displays are all 75” HD displays. The room should be able to display at least five inputs at a time with any combination being used and displayed on the screens. (i.e. 1 input displayed or up to all 5 being displayed at once in any order desired). There needs to be room audio capability for the Teams and VTC meetings, meaning some type of speakers and microphones need to be present and the whole system needs to be controlled by two tabletop touchscreens located at each end of the conference table. Give us a sample room design and an equipment list with the equipment (major components only) that you would use to make this room into a collaboration suite. Include a ballpark estimate on how many hours of labor would be used and total amount of time needed from start to finish to bring this room into reality including user training. Also, how many technicians would be used to do the installation?

2. Give detailed examples of where you have done this kind of installation work or provided technical support for this type of technology in the past. Also provide points of contact (POCs) who we may contact to get verification of the type of work performed. Please include name, company name, contract number, contract description, address, email address, office and mobile telephone numbers.

3. Describe any experience or awarded contracts working with NAVSUP BSC. For the awarded contracts, provide the contract number, period of performance, and a point of contact with name, telephone number, and email address.

4. What certifications/qualifications do the technicians you employ (and who may be working on our projects) have and how many years’ experience do they and your company have in performing these types of services?

5. What would a succession plan look like if you had an experienced veteran Technician leave and you would be losing all the technician’s knowledge and experience of the

NAVSUP area of responsibility?

6. As the Performance Work Statement (PWS) states, due to the volume of rooms in

Mechanicsburg PA and the Norfolk VA region (including Yorktown VA), these locations are considered the local area with no Travel CLIN reimbursement. What is your company / partner presence in the Mechanicsburg PA and Norfolk VA regions?

7. Provide suggested Government Wide Acquisition Contract (GWAC) or Indefinite

Delivery Indefinite Quantity (IDIQs) contract vehicles that can be utilized for ordering. Include contract name and number.

8. Provide suggested labor categories and estimated fully burdened labor rates that we could expect to see for the required support in support of our budget development.

9. Provide a suggested NAICS code based on the attached PWS.

10. State your facility clearance credentials.

11. Specify experience and locations in the continental United States (CONUS) and outside the continental United States (OCONUS).

Small Business Consideration:

Small Business firms with the capability to perform this requirement are encouraged to participate. Provide your socio-economic status. If you are interested only in subcontracting opportunities, please indicate clearly in your submission.

Additional Information Oral communications are not acceptable in response to this notice. The SOC will be evaluated solely for the purpose of determining the respondent's ability to meet the

Government's requirements and schedule as described above. A determination not to compete this proposed effort on a full and open competition basis is based upon responses to this notice and is solely within the discretion of the Government. The

Government will use the SOC to help determine the interest and ability of qualified sources in the marketplace. This announcement is for information and planning purposes only. It does not constitute a Request for Quote (RFQ) or a Request for

Proposal (RFP) and is not to be construed as a commitment by the Government. The

Government will not pay any cost associated with the submittal of information solicited herein. The SOC and all related communications that contain proprietary information should be marked as such.

Responses must be submitted to the NAVSUP Fleet Logistics Center (FLC)

Norfolk-Regional Directorate; point of contact is Contract Specialist Denise Lee.

RFI responses are to be submitted by 10:00 AM Eastern Daylight Time, Thursday, September 24, 2026, to Denise Lee at denise.l.lee24.civ@us.navy.mil. We will continue to accept information beyond this date until the solicitation is issued, if one should be issued.

Disclaimer and Notes:

NAVSUP FLC Norfolk will not be obligated to pursue any particular acquisition alternative as a result of this RFI. Responses to the RFI will not be returned. Not responding to this RFI does not preclude participation in any future solicitation, if one is issued.

mailto:denise.l.lee24.civ@us.navy.mil