RFQ_Audiovisual_Equipment-San_Juan_Ponce 8-24-26.pdf

UNITED STATES BANKRUPTCY COURT

DISTRICT OF PUERTO RICO

REQUEST FOR QUOTATION (RFQ)

AUDIO VISUAL EQUIPMENT, INSTALLATION, PROGRAMMING,

COMMISSIONING, AND FIRST-YEAR SERVICE

Solicitation Information

RFQ No. 2026001

Issue Date 08/25/26

Quote Due Date/Time 09/08/26 by 5PM (Atlantic Standard Time)

Contract Type Firm-Fixed-Price

Procurement Method Open-Market Small Purchase

Place(s) of Performance San Juan, Puerto Rico and Ponce, Puerto Rico

Contracting Officer Pablo Vega

Email / Telephone pablo_vega@prb.uscourts.gov / 787-977-6108

IMPORTANT: This RFQ is issued under the Judiciary's Small Purchase Procedures. The quotation must include all equipment, installation materials, labor, programming, commissioning, delivery, disposal/recycling, and other costs necessary to provide a complete and operational system.

1. PURPOSE

The United States Bankruptcy Court for the District of Puerto Rico (the “Judiciary”) requests firm-fixed-price quotations from responsible sources for the furnishing, delivery, installation, configuration/programming, testing, commissioning, and first-year service of audiovisual (AV) equipment for three conference/multipurpose rooms at two Judiciary locations in Puerto Rico.

2. LOCATIONS

Location Room City Scope

Location 1 1st Floor OSJ Conference Room San Juan, PR AV equipment, installation, programming, commissioning, first-year service

Location 1 314 Multipurpose Conference Room San Juan, PR AV equipment, installation, programming, commissioning, first-year service

Location 2 Ponce Conference Room Ponce, PR AV equipment, installation, programming, commissioning, first-year service

3. STATEMENT OF WORK

3.1 General Requirements

The Contractor shall furnish all labor, supervision, equipment, materials, accessories, cabling, connectors, mounting hardware, tools, transportation, programming/configuration, testing, documentation, and incidentals required to deliver complete and operational AV systems at all three rooms.

The Contractor shall verify field conditions, dimensions, mounting locations, power/network availability, cable pathways, and equipment compatibility before installation. Any conflicts or omissions shall be brought to the Contracting Officer's attention before work is performed.

Equipment shall be new, current-production equipment unless the quotation expressly identifies an exception and the Contracting Officer approves it in writing. Refurbished, used, or gray-market equipment is not acceptable.

The Contractor shall install equipment in a professional manner, conceal and secure cabling where practical, label cables and major components, and leave work areas clean and free of installation debris.

The Contractor shall configure and program the systems so that the installed equipment operates as an integrated meeting/presentation system. Contractor shall coordinate with Judiciary personnel for network, Microsoft Teams Rooms, and other required connectivity.

The Contractor shall perform functional testing and commissioning at each location, demonstrate operation to Judiciary personnel, and correct deficiencies identified during acceptance testing.

The Contractor shall provide manufacturer documentation, user/administrator manuals, configuration information, warranty information, and a final equipment/cable inventory for each room.

3.2 BRAND NAME SPECIFIC REQUIREMENT

The audiovisual equipment identified in this solicitation is BRAND NAME SPECIFIC. The Contractor shall furnish the exact manufacturer and model number specified for each equipment item identified in the Equipment and Services Schedule.

No substitutions, alternate products, “equal” products, successor products, replacement models, or comparable products will be accepted unless the Contracting Officer provides prior written authorization. A quotation offering a different manufacturer or model number for a specified equipment item may be rejected as nonconforming.

The brand names, manufacturers, and model numbers specified in this solicitation are required to ensure compatibility, interoperability, integration, configuration, programming, performance, functionality, consistency with the Judiciary’s audiovisual system design, and compatibility with the overall system being deployed at the identified Judiciary facilities.

The Contractor shall clearly identify the manufacturer and exact model number being offered for every equipment CLIN. The Contractor shall not substitute a successor, replacement, revised, or newer model without the prior written approval of the Contracting Officer. Any such approval must be obtained before the equipment is ordered or delivered.

The Contracting Officer’s written justification supporting the brand-name-specific requirement is maintained in the procurement file.

Provision 2-100, Brand Name or Equal, is NOT applicable to this solicitation and is NOT incorporated by reference.

3.3 Installation and Integration

Provide all installation materials, including cabling, terminals, struts, retainers, fasteners, cable management, adapters, and miscellaneous materials required for a complete installation.

Provide display and video-bar mounting hardware as listed or an approved equal suitable for the installed display and wall conditions.

Provide programming and configuration of control, presentation, Microsoft Teams Rooms, and related equipment included in the bill of materials.

Provide project management and commissioning for each room.

Provide delivery to the applicable Judiciary location, including coordination of deliveries and protection of equipment during transport.

Remove packaging, scrap, and installation debris and transport recyclable/disposable material to an appropriate recycling or disposal facility.

Coordinate access, installation hours, security procedures, and work within occupied Judiciary facilities with the Contracting Officer or designated representative.

3.4 First-Year Service

The quotation shall include one year of service beginning upon final acceptance of the applicable installed system. First-year service shall include remote troubleshooting and reasonable technical support for the installed AV system, coordination of warranty issues, and assistance with system configuration issues attributable to the Contractor's installation/programming.

Manufacturer warranties shall be passed through to the Judiciary to the extent available.

4. EQUIPMENT AND SERVICES SCHEDULE

The following schedule is based on the Government's current bill of materials. Government estimated equipment prices are intentionally not included in this public RFQ. Quoters shall provide firm-fixed prices for each line item and a total price for each location.

A. 1st Floor OSJ Conference Room — San Juan, PR CLIN Description Qty Unit Unit Price Extended Price

A-001 Newline STV-7524-PLUS, 75-inch Commercial Grade Display

1 EA $ __________ $ __________

A-002 Chief LTM1U, Large Micro-Adjustable Tilt Wall Mount 1 EA $ __________ $ __________

A-003 Chief FCAV1U, Fusion Pull Out Accessory 1 EA $ __________ $ __________

A-004 Chief CSPR, Component Storage Panel 1 EA $ __________ $ __________

A-005 Boom Collaboration BM03-1019, HALO AI Video Bar, 4K Ultra HD

1 EA $ __________ $ __________

A-006 Boom Collaboration BM04-0042, HALO Expansion Microphone

2 EA $ __________ $ __________

A-007 Boom BM04-003, Video Bar TV Mount 1 EA $ __________ $ __________

A-008 Lenovo ThinkSmart Core Gen 2 for Microsoft Teams Rooms

1 EA $ __________ $ __________

A-009 Middle Atlantic PDX-620C, Multi-Stage Power Distribution Unit

1 EA $ __________ $ __________

A-010 Installation materials: cabling, terminals, struts, retainers, miscellaneous

1 LOT $ __________ $ __________

A-011 Installation charges 1 LOT $ __________ $ __________

A-012 Programming 1 LOT $ __________ $ __________

A-013 Project Management & Commissioning 1 LOT $ __________ $ __________

A-014 First-Year Service 1 LOT $ __________ $ __________

A-015 Material management and disposal to recycling facility 1 LOT $ __________ $ __________

A-016 Delivery charges 1 LOT $ __________ $ __________

LOCATION TOTAL

B. 314 Multipurpose Conference Room — San Juan, PR CLIN Description Qty Unit Unit Price Extended Price

B-001 Newline STV-7524-PLUS, 75-inch Commercial Grade Display

1 EA $ __________ $ __________

B-002 Boom Collaboration BM03-1019, HALO AI Video Bar, 4K Ultra HD

1 EA $ __________ $ __________

B-003 Boom Collaboration BM04-0042, HALO Expansion Microphone

2 EA $ __________ $ __________

B-004 Chief LTM1U, Large Micro-Adjustable Tilt Wall Mount 1 EA $ __________ $ __________

B-005 Chief FCAV1U, Fusion Pull Out Accessory 1 EA $ __________ $ __________

B-006 Chief CSPR, Component Storage Panel 1 EA $ __________ $ __________

B-007 Lenovo ThinkSmart Core Gen 2 for Microsoft Teams Rooms

1 EA $ __________ $ __________

B-008 Extron UCS SW 313, 4K Collaboration and Presentation Switcher

1 EA $ __________ $ __________

B-009 Comprehensive WPD-HD-U3C-AW, HDMI and USB Type- C Wall Plate

1 EA $ __________ $ __________

B-010 Crestron AM3-111 KIT, Wireless Presentation Gateway 1 EA $ __________ $ __________

B-011 Crestron RMC4, Control System Processor 1 EA $ __________ $ __________

B-012 Crestron TSW-770-B-S, 7-inch Wall Mount Touch Screen Controller (GFE)

1 EA $ __________ $ __________

B-013 Crestron CEN-SWPOE-10, 10-Port PoE+ Gigabit Switch 1 EA $ __________ $ __________

B-014 Middle Atlantic PDX-620C, Multi-Stage Power Distribution Unit

1 EA $ __________ $ __________

B-015 Installation materials: cabling, terminals, struts, retainers, miscellaneous

1 LOT $ __________ $ __________

B-016 Installation charges 1 LOT $ __________ $ __________

B-017 Programming 1 LOT $ __________ $ __________

B-018 Project Management & Commissioning 1 LOT $ __________ $ __________

B-019 First-Year Service 1 LOT $ __________ $ __________

B-020 Material management and disposal to recycling facility 1 LOT $ __________ $ __________

B-021 Delivery charges 1 LOT $ __________ $ __________

LOCATION TOTAL

C. Ponce Conference Room — Ponce, PR CLIN Description Qty Unit Unit Price Extended Price

C-001 Newline STV-7524-PLUS, 75-inch Commercial Grade Display

1 EA $ __________ $ __________

C-002 Chief LTM1U, Large Micro-Adjustable Tilt Wall Mount 1 EA $ __________ $ __________

C-003 Chief FCAV1U, Fusion Pull Out Accessory 1 EA $ __________ $ __________

C-004 Chief CSPR, Component Storage Panel 1 EA $ __________ $ __________

C-005 Boom Collaboration BM03-1019, HALO AI Video Bar, 4K Ultra HD

1 EA $ __________ $ __________

C-006 Boom Collaboration BM04-0042, HALO Expansion Microphone

2 EA $ __________ $ __________

C-007 Boom BM04-003, Video Bar TV Mount 1 EA $ __________ $ __________

C-008 Lenovo ThinkSmart Core Gen 2 for Microsoft Teams Rooms

1 EA $ __________ $ __________

C-009 Middle Atlantic PDX-620C, Multi-Stage Power Distribution Unit

1 EA $ __________ $ __________

C-010 Installation materials: cabling, terminals, struts, retainers, miscellaneous

1 LOT $ __________ $ __________

C-011 Installation charges 1 LOT $ __________ $ __________

C-012 Programming 1 LOT $ __________ $ __________

C-013 Project Management & Commissioning 1 LOT $ __________ $ __________

C-014 First-Year Service 1 LOT $ __________ $ __________

C-015 Material management and disposal to recycling facility 1 LOT $ __________ $ __________

C-016 Delivery charges 1 LOT $ __________ $ __________

LOCATION TOTAL

5. QUOTATION REQUIREMENTS

Submit a complete quotation covering all CLINs. A quotation that omits a required CLIN may be considered nonresponsive.

All prices shall be firm-fixed prices in U.S. dollars and shall include all costs necessary for complete performance, including freight, delivery, installation materials, labor, programming, commissioning, disposal/recycling, travel, insurance, overhead, and profit.

Identify the manufacturer and model number for every proposed product. Provide technical literature and a concise explanation demonstrating compliance with the required functionality.

Identify the proposed warranty period for each major equipment category and identify any manufacturer warranty that applies.

Provide the name, telephone number, and email address of the person responsible for quotation questions and, if awarded, the contractor's project manager/technical lead.

Provide the firm's legal name, address, UEI, TIN, point of contact, and SAM.gov registration status.

The quotation shall remain valid for at least 60 calendar days after the quotation due date.

Quoters shall identify all exceptions, assumptions, exclusions, substitutions, or deviations from this RFQ. Silence will be interpreted as an offer to comply with all requirements.

6. DELIVERY AND PERFORMANCE

Location Required Delivery/Installation Site Performance Requirements

San Juan, PR 1st Floor OSJ Conference Room Coordinate exact room access and installation schedule with CO.

San Juan, PR 314 Multipurpose Conference Room Coordinate exact room access and installation schedule with CO.

Ponce, PR Ponce Conference Room Coordinate exact room access and installation schedule with CO.

The Contractor shall propose a realistic delivery and installation schedule with the quotation. The final schedule will be established by the Contracting Officer. Work shall not begin until authorized by the Contracting Officer and/or designated representative.

7. SITE VISIT / FIELD VERIFICATION

A site visit may be scheduled by the Contracting Officer. If a site visit is offered, attendance is strongly recommended because the Contractor is responsible for verifying field conditions affecting installation. Questions arising from the site visit shall be submitted in writing by the deadline stated in the RFQ. The Contractor shall not rely on site conditions that were reasonably observable but not identified in its quotation.

8. EVALUATION AND BASIS FOR AWARD

Award is contemplated to be made on a lowest-priced, technically acceptable basis to a responsible quoter whose quotation conforms to the material requirements of this RFQ. The Government will evaluate the quoted total price and compliance with the technical requirements, including equipment compatibility, installation approach, schedule, warranty, and required services. The Government may determine a quotation technically unacceptable if it fails to meet a material requirement or does not provide sufficient information to establish compliance.

The Government may consider the total evaluated price for all three rooms. The Government reserves the right to make one award for all locations or, if expressly authorized by the Contracting Officer, separate awards by location or line-item group. Any multiple-award approach will be stated by amendment before quotations are due.

9. QUESTIONS, AMENDMENTS, AND QUOTATION

SUBMISSION

Item Information

Questions Due 8/31/26

Questions To Nino Figueroa, nino_figueroa@prb.uscourts.gov

Quotation Due 09/08/26 by 5PM

Submit Quotation To pablo_vega@prb.uscourts.gov

Accepted File Format PDF preferred; pricing schedule may also be submitted in Excel

Questions must be submitted in writing. Answers that affect the solicitation will be issued by amendment when appropriate.

Quoters are responsible for monitoring SAM.gov for amendments and other solicitation information. The Government is not responsible for quotations sent to an incorrect address or received after the stated deadline.

10. JUDICIARY SOLICITATION PROVISIONS AND CONTRACT

CLAUSES

The following Judiciary provisions and clauses are applicable to this solicitation and resulting award.

Provision / Clause

Title

Provision 3-5 Taxpayer Identification and Other Offeror Information (APR 2011)

Provision B-1 Solicitation Provisions Incorporated by Reference (SEP 2010)

Clause 3-3 Provisions, Clauses, Terms and Conditions – Small Purchases

Clause B-5 Clauses Incorporated by Reference (SEP 2010)

Clause 3-300 Registration in the System for Award Management (SAM)

Clause 3-305 Payment by Electronic Funds Transfer – SAM Registration

Clause 2-35 F.O.B. Destination, Within Judiciary's Premises

Clause 2-20A / 2- 20B

Warranty / Contractor Warranty (Products)

Clause 7-1 Contract Administration

Clause 7-5 Contracting Officer's Representative

Clause 7-15 Observance of Regulations/Standards of Conduct

Clause 7-25 Indemnification

Clause 7-65 Protection of Judiciary Buildings, Equipment, and Vegetation

Clause 6-20 Insurance – Work on or Within a Judiciary Facility

Clause 3-160 Service Contract Act of 1965

Clause 7-55 Contractor Use of Judiciary Networks

Clause 2-140 Judiciary IT Security Standards

The current Guide to Judiciary Policy, Volume 14, Appendix 1B/1C controls the final text and applicability of Judiciary provisions and clauses. Where a clause is incorporated by reference, it has the same force and effect as if set forth in full text. For full text visit https://www.uscourts.gov/administration-policies/judiciary-policies/procurement-policies

11. PROVISION 3-5 — TAXPAYER IDENTIFICATION AND

OTHER OFFEROR INFORMATION

Taxpayer Identification and Other Offeror Information (APR 2011)

(a) Definitions. "Taxpayer Identification (TIN)," as used in this provision, means the number required by the Internal Revenue Service (IRS) to be used by the offeror in reporting income tax and other returns. The TIN may be either a social security number or an employer identification number.

(b) All offerors shall submit the information required in paragraphs (d) and (e) of this provision to comply with debt collection requirements of 31 U.S.C. §§ 7701(c) and 3325(d), reporting requirements of 26 U.S.C. §§ 6041, 6041A, and implementing regulations issued by the IRS. If the resulting contract is subject to the payment reporting requirements, the failure or refusal by the offeror to furnish the information may result in a 31 percent reduction of payments otherwise due under the contract.

(c) The TIN may be used by the government to collect and report on any delinquent amounts arising out of the offeror's relationship with the government (31 U.S.C. § 7701(c)(3)). If the resulting contract is subject to payment recording requirements, the TIN provided hereunder may be matched with IRS records to verify the accuracy of the offeror's TIN.

(d) Taxpayer Identification Number (TIN): ________________________________

[ ] TIN has been applied for.

[ ] TIN is not required, because: ________________________________

[ ] Offeror is a nonresident alien, foreign corporation or foreign partnership that does not have income effectively connected with the conduct of a trade or business in the United States and does not have an office or place of business or a fiscal paying agent in the United States.

[ ] Offeror is an agency or instrumentality of a foreign government.

[ ] Offeror is an agency or instrumentality of the federal government.

(e) Type of Organization:

[ ] sole proprietorship

[ ] partnership

[ ] corporate entity (not tax-exempt)

[ ] corporate entity (tax-exempt)

[ ] government entity (federal, state, or local)

[ ] foreign government

[ ] international organization per 26 CFR 1.6049-4

[ ] other: ____________________

(f) Contractor representations. The offeror represents as part of its offer that it is [___], is not [___] 51% owned and the management and daily operations are controlled by one or more members of the selected socio-economic group(s) below:

[ ] Women Owned Business

[ ] Minority Owned Business

[ ] Black American Owned

[ ] Hispanic American Owned

[ ] Native American Owned

[ ] Asian-Pacific American Owned

[ ] Subcontinent Asian (Asian-Indian) American Owned

[ ] Individual/concern, other than one of the preceding.

12. QUOTER CERTIFICATION AND SIGNATURE

By signing below, the quoter certifies that the quotation is accurate and complete; that the quoter has examined this RFQ and any amendments; that all exceptions and assumptions have been disclosed; and that the quoter agrees to provide the equipment and services in accordance with the requirements of this RFQ if selected for award.

Quoter Information Response

Legal Business Name ____________________________________________

UEI ____________________________________________

TIN ____________________________________________

Address ____________________________________________

Point of Contact ____________________________________________

Telephone ____________________________________________

Email ____________________________________________

Authorized Representative ____________________________________________

Title ____________________________________________

Signature ____________________________________________

Date ____________________________________________

13. Exhibits

Photos embedded below (Figures 1 through 6) depict the conference rooms in their ‘as-is’ condition for planning and estimation purposes.

1st Floor Old San Juan Conference Rooms

314 Multipurpose Conference Room

Ponce Conference Room

1.

2.