SVTC Upgrade RFI Final 2 Sept.docx

REQUEST FOR INFORMATION

Secure Video Teleconference (SVTC) Upgrade Sept 2, 2026

1.0 Description

1.1 The United States Air Force, Air Force Life Cycle Management Center, AFLCMC/WVSS is seeking information from interested companies with the capability to deliver a Secure Video Teleconference (SVTC) upgrade.

1.2 THIS IS A REQUEST FOR INFORMATION (RFI) ONLY. This RFI is issued solely for information and planning purposes; it does not constitute a Request for Proposal (RFP) or a promise to issue an RFP in the future. This RFI does not commit the Government to contract for any supply or service whatsoever. Further, the Air Force is not at this time seeking proposals and will not accept unsolicited proposals. Responders are advised that the U.S. Government will not pay for any information or administrative costs incurred in response to this RFI; all costs associated with responding to this RFI will be solely at the interested party’s expense. Not responding to this RFI does not preclude participation in any future RFP, if any is issued. If a solicitation is released, it will be synopsized on the www.sam.gov website. It is the responsibility of the potential offerors to monitor these sites for additional information pertaining to this requirement.

2.0 Background

The United States Air Force requires the modernization of Secure Video Teleconferencing (SVTC) and Audio/Visual (A/V) capabilities across designated conference spaces. This effort supports enhanced collaboration, leadership decision-making, and secure multi-classification operations consistent with Department of War (DoW), Air Force, and Defense Information Systems Agency (DISA) security directives. The objective is to outfit five currently unequipped conference spaces with complete, modern SVTC solutions that enable seamless Microsoft Teams conferencing, standard Microsoft product integration, and secure multi-enclave operations.

3.0 Work Description

3.1 The Contractor shall procure, deliver, install, configure, test, train, and maintain a complete, turnkey Secure Video Teleconferencing (SVTC) and Audio/Visual (A/V) solution across five (5) designated conference rooms.

3.1.1 The Contractor shall provide a solution that supports Microsoft Teams audio/video conferencing and allows users to share and interact with standard Microsoft productivity tools during active meetings.

3.1.2 The Contractor shall accommodate multi-enclave operational requirements with appropriate physical and logical isolation:

3.1.3 The Contractor shall provide a secure, reliable method to switch room peripherals (displays, cameras, microphones, and audio) between authorized classification networks without compromising security boundaries or requiring system reboots.

3.1.4 The Contractor shall propose non-destructive, non-penetrating display and equipment mounting solutions for rooms where wall penetrations or structural alterations are prohibited. Solutions must remain stable, safe, and professional in appearance.

3.1.5 The Contractor shall provide clear visual indicators showing the active network classification in the room, ensure all microphones provide visible mute status, and support appropriate acoustic containment or masking measures where required by facility standards.

3.1.6 The Contractor shall deliver an intuitive, user-friendly control interface designed for seamless operation by non-technical personnel. Vendors are encouraged to propose innovative, value-added features that enhance meeting quality and simplify the overall user experience.

3.1.7 The Contractor shall provide end-to-end lifecycle support, including site preparation, complete installation, user and administrator training/documentation, and ongoing maintenance support with defined response times.

3.1.8 The Contractor shall provide the necessary technical documentation and artifacts required to support Government accreditation, cybersecurity assessments, and connection approvals for all provided systems. The Contractor will not host Government data or manage cross-domain systems.

4.0 Requested Information

4.1 Interested parties are requested to respond to this RFI with a white paper addressing the following questions:

4.1.1. How does your proposed architecture transition between dedicated SVTC codec sessions and standard Microsoft Teams / M365 desktop workflows?

4.1.2 Can you walk us through the user experience when switching a room from NIPR to SIPR or JWICS? What safeguards prevent accidental data spillage across networks?

4.1.3 For rooms where wall penetration or drilling is strictly prohibited, what specific structural mounting or credenza solutions do you suggest?

4.1.4 What is your proposed microphone and speaker configuration to ensure clear audio pickup without capturing bleed-through or background noise? Also, what is your solution to making sure people outside the room cannot hear the discussion within the meeting?

4.1.5 What does your user interface look like for a non-technical user walking into the room for the first time? How many steps does it take to join a meeting?

4.1.6. What are your guaranteed Service Level Agreements (SLAs) for critical vs. non-critical system outages, both for remote triage and on-site technician dispatch?

4.1.7. What is your training and familiarization plan for both general users and local system administrators, and what quick-reference materials do you deliver?

5.0 Responses

5.1 Interested parties are requested to respond to this RFI with a white paper.

5.2 White papers in Microsoft Word compatible format are due no later than September 23, 2026 at 4:00 PM and shall be submitted via e-mail only to the Contracting Officer; Capt. Landon Smith, landon.smith.13@us.af.mil.

5.3 Proprietary information, if any, should be minimized and MUST BE CLEARLY MARKED. To aid the Government, please segregate proprietary information. Please be advised that all submissions become Government property and will not be returned. Results will be reviewed and retained by the government and Government support contractors. Solicitation does not obligate the government to issue an RFP or award a contract. Responses must be at responders expense.

5.4 Section 1 of the white paper shall provide administrative information, and shall include the following as a minimum:

5.4.1 Name, mailing address, overnight delivery address (if different from mailing address), phone number, fax number, and e-mail of designated point of contact.

5.4.2 Recommended contracting strategy.

5.4.3 Business type (large business, small business, small disadvantaged business, 8(a)- certified small disadvantaged business, HUBZone small business, woman-owned small business, very small business, veteran-owned small business, service-disabled veteran-owned small business) based upon North American Industry Classification System (NAICS) code 541512, Computer Systems Design Services. “Small business concern” means a concern, including its affiliates, which is independently owned and operated, not dominant in the field of operation in which it is bidding on Government contracts, and qualified as a small business under the criteria and size standards in 13 CFR part 121.

Please refer to Federal Acquisition Regulation FAR 19 for detailed information on Small Business Size Standards. The FAR is available at https://www.acquisition.gov/browse/index/far

5.4.4 The facility security clearance of the offeror.

5.5 The number of pages in Section 1 of the white paper shall not be included in the 8-page limitation, which applies only to Section 2 of the white paper.

5.6 Section 2 of the white paper shall answer the issues addressed in Sections 3 and 4 of this RFI and shall be limited to 8 pages of text (excluding pictures and graphs).

6.0 Questions

Questions regarding this announcement shall be submitted in writing by e-mail to the Contracting Officer, Capt. Landon Smith, landon.smith.13@us.af.mil. Verbal questions will NOT be accepted. Questions will be answered by posting answers to the www.sam.gov website; accordingly, questions shall NOT contain proprietary or classified information. The Government does not guarantee that questions received after 18 September 2026 will be answered. To access the website, go to www.sam.gov. Interested parties are invited to subscribe to the website to ensure they receive any important information updates connected with this RFI.

7.0 Summary

THIS IS A REQUEST FOR INFORMATION (RFI) ONLY to identify sources that can provide the capability to deliver a Secure Video Teleconference (SVTC). The information provided in the RFI is subject to change and is not binding on the Government. The Air Force has not made a commitment to procure any services discussed, and release of this RFI should not be construed as such a commitment or as authorization to incur cost for which reimbursement would be required or sought. All submissions become Government property and will not be returned.