VTC Instructions and Evaluation Factors.pdf

Combined Synopsis/Solicitation

Video Teleconferencing (VTC) and Audio-Visual (AV) Systems Lifecycle

Support

Hill AFB, UT

1. This is a combined synopsis/solicitation for commercial products or commercial services prepared in accordance with FAR (RFO) part 12. This announcement constitutes only the solicitation. Offers are being requested and a separate written solicitation will not be issued. Solicitation number FA8201-26-R-0013 is issued as a request for proposal (RFP) for Video Teleconferencing and Audio-Visual Systems

Lifecycle Support at Hill AFB UT.

2. This acquisition is set-aside 100% for small business concerns:

NAICS SIZE STANDARD

541519 $34.0M

3. Description of service to be acquired: The government contemplates an acquisition for Video Teleconferencing and Audio-Visual Systems Lifecycle Support that includes, but is not limited to, labor, material, subject matter expertise, and management as required to perform tasks in accordance with the Performance Work

Statement (PWS).

a. Period of Performance: Five-year ordering period.

b. Performance of service will be at Hill AFB, Utah.

4. The provision RFO 52.212-1, Instructions to Offerors—Commercial Products and

Commercial Services, applies to this acquisition. Questions are to be submitted in writing to Jonathan Visounnaraj at jonathan.visounnaraj@us.af.mil and Bryce Michelson at bryce.michelson@us.af.mil, due no later than 13 Aug 2026 at 10:00 AM MDT. Offers are due by 27 Aug 2026 at 2:00 PM MDT via electronic mail to jonathan.visounnaraj@us.af.mil and bryce.michelson@us.af.mil.

a. As a minimum, offers shall include—

(1) The solicitation number;

(2) The name, address, telephone number of the Offeror;

(3) The Offeror’s Unique Entity Identifier (UEI) and, if applicable, Electronic

Funds Transfer (EFT) indicator;

(4) Pricing and Technical Proposal:

- Pricing Proposal: Completed Pricing CLIN Matrix that includes Contract Line

Item Number (CLIN) pricing.

mailto:jonathan.visounnaraj@us.af.mil mailto:jonathan.visounnaraj@us.af.mil mailto:bryce.michelson@us.af.mil

-Technical proposal: The technical solution shall be specific, complete, and clearly demonstrate the Offeror's understanding of the requirements. Legibility, clarity, and coherence are critical.

A. Page Limit: The technical proposal must not exceed 40 pages. Any pages submitted beyond this limit will not be read or evaluated. (Title pages, tables of contents, and glossaries do not count against the page limit).

B. Formatting: Technical proposals must be submitted in PDF format, using standard 8.5 x 11-inch paper size, 1-inch margins, and font no smaller than

11-point font.

C. Prohibition on Parroting: The Offeror shall not simply restate or rephrase the

Government's requirements from the PWS. The proposal must provide a convincing rationale and specific methodology detailing how the Offeror will meet the requirements. Proposals that merely state "we will comply" or copy

PWS language will be deemed Unacceptable.

D. Required Technical Proposal Content: Proposal must include the following specific elements:

a. Element 1: Maintenance Capability

i. Certifications & Training: Provide concrete evidence of necessary certifications and training for personnel as required by PWS

Paragraph 1.2.

ii. Capability Statement: Provide a capability statement with sufficient detail to prove the ability to execute the Preventative

Maintenance requirements in PWS Paragraph 2.3. Offerors may support this capability by citing current or previous relevant work.

iii. Response Time Approach: Describe the overall approach and methodology to satisfy the response time requirements outlined in

PWS Paragraph 2.3.6.

b. Element 2: Proposal to Satisfy Statements of Objective (SOOs)

i. Engineering Approach: Provide a complete engineering proposal that satisfies the SOOs for Secure VTC and MS Teams, aligned with PWS Section 2.

ii. Required Deliverables: The proposal must include drafts, outlines, or complete versions (as applicable) of the following:

iii. Comprehensive System Design Document (SDD)

iv. Block Diagram

v. Complete Bill of Materials (BOM)

vi. Projected Schedule for Installation

vii. Approach for Site Acceptance Test (SAT) Report

viii. Approach for Operations and Maintenance (O&M)

Manuals

iii. Security Application: Demonstrate a clear understanding and application of the security requirements detailed in PWS Paragraph

2.1.1 (e.g., DD254 compliance, STIG application).

c. Element 3: Logistics Support

i. Tiered Support Structure: Demonstrate the processes and methodology the Offeror will use to provide robust support across different maintenance tiers (Tiers 1–3) as required by PWS

Paragraph 2.3.2.

ii. Issue Resolution Execution: Provide a specific, actionable plan demonstrating exactly how the Offeror will satisfy the precise response and resolution times for Emergency, Routine, and Minor issues as defined in PWS Paragraph 2.3.5.

(5) Responses to provisions that require Offeror completion of information, representations, and certifications (other than those collected via the System for

Award Management (SAM)); and

(6) A statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation and any solicitation Company Point of

Contract and Contact information.

5. The provision RFO 52.212-2 Evaluation—Commercial Products and Commercial

Services applies to this acquisition.

a. Evaluation factors. The Government will award a contract resulting from this solicitation to the responsible Offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered.

The Government intends to award a Firm Fixed Price Contract based on Lowest

Price Technically Acceptable (LPTA). The following factors will be used to evaluate offers:

i. Price Evaluation: The government will calculate a Total Evaluated Price

(TEP) for each offeror. The TEP will be determined by multiplying the proposed unit price for each CLIN by the Government-estimated quantities identified in the Pricing CLIN Matrix for all ordering periods.

The resulting products will be summed to calculate the TEP. Offerors will be ranked from lowest to highest based on their calculated TEP. Proposals will also be evaluated for accuracy, completeness, and balanced pricing.

The contract will be awarded to the company with the lowest TEP that passes the technical evaluation.

ii. Technical Evaluation: Technical evaluation is on an acceptable/unacceptable (pass/fail) basis. Only the lowest priced proposal will be evaluated for technical acceptability. The next lowest offer will only be evaluated if the aforementioned offer is not found technically acceptable (and so on). Only one award will be made under this solicitation. To achieve a rating of acceptable, the Offeror must receive an acceptable rating in all of the following evaluated elements. An unacceptable rating in any single element will result in the entire Technical

Proposal being rated unacceptable.

a) Element 1: Maintenance Capability. Standard: The Offeror is acceptable when they provide valid evidence of all required personnel certifications and training (PWS 1.2); present a realistic and supported

Preventative Maintenance capability statement (PWS 2.3); and outline a feasible, sound approach for meeting all response time mandates

(PWS 2.3.6).

b) Element 2: Proposal to Satisfy Statements of Objective (SOOs). The

Offeror is acceptable when their engineering proposal fully satisfies the Secure VTC and MS Teams SOOs (PWS Sec 2). The Offeror must provide all required technical deliverables (SDD, Block Diagram, BOM, Installation Schedule, SAT approach, and O&M approach) and successfully demonstrate how they will apply and maintain DoD security and STIG requirements (PWS 2.1.1).

c) Element 3: Logistics Support. The Offeror is acceptable when they present a clear, viable methodology for executing tiered support (PWS

2.3.2) and provide a credible logistical plan that proves their ability to meet the strict response and resolution timelines for Emergency, Routine, and Minor issues (PWS 2.3.5).