Phone Systems Support

The USDA Agricultural Research Service (ARS) is soliciting quotations for 24/7, 365-day maintenance and support services for the VoIP Mitel telephone system at the Eastern Regional Research Center (ERRC) in Wyndmoor, Pennsylvania. The Request for Quotation (RFQ) number 1232SA26Q0252 requires the contractor to provide comprehensive onsite troubleshooting, repairs, and upgrades for a system comprising 208 analog devices, 411 Mitel phones (models 6905 and 6920), 48 SIP trunks, 10 Mivoice conference phones, and voicemail services for 330 users. Key requirements include applying Mitel security patches and one major software release update annually, obtaining pre-approval for equipment and software acquisitions, and submitting quarterly status reports. Evaluation will be conducted on a lowest price technically acceptable basis, with award to the offeror offering best value to the government; technical acceptability will be assessed based on demonstrated capability to perform required services and past performance ratings. Quotations must be submitted electronically to Jessica Pacheco at jessica.pacheco@usda.gov by April 6, 2026, at 4:00 PM Central Time, and offerors must maintain their quoted prices firm for 90 calendar days from the receipt deadline.

This procurement is designated as a Total Small Business Set-Aside with a size standard of $34 million under NAICS code 811210, meaning only small business concerns are eligible to compete. An incumbent contractor currently maintains all system licensing through June 2026, and the successful awardee will be required to provide transition support. The contract will be structured as a firm-fixed price requirements contract consisting of a one-year base period (April 1, 2026 through March 31, 2027) plus four one-year option periods extending through March 31, 2031. The Mitel VoIP system operates with a locally-based server infrastructure and serves 330 users with integrated email voicemail and call accounting capabilities; system servicing is required during ERRC business hours of 7:30 AM to 4:30 PM, Monday through Friday, though 24/7 operability must be maintained. The place of performance is the ERRC facility located at 600 East Mermaid Lane, Wyndmoor, Pennsylvania 19038, with invoicing and payment administration handled through USDA ARS at 141 Experiment Station Road, Stoneville, Mississippi 38776. Contractor personnel must be U.S. citizens with facility access approval and must comply with Privacy Act requirements and Section 508 accessibility standards.