Video Conference Rooms

This is a Sources Sought Notice (SSN) for market research purposes only. This SSN 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 SSN does not commit the IRS to contract for any supply or service. Further, the agency is not at this time seeking proposals and will not accept unsolicited proposals. This SSN is being published to identify potential sources capable of providing video conferencing equipment maintenance for the Internal Revenue Service.

Responders are advised that the agency will not pay for any information or administrative costs incurred in response to this SSN; all costs associated with responding to this SSN will be solely at the interested party’s expense. Not responding to this SSN does not preclude participation in any future RFP, if any is issued. It is the responsibility of the potential offerors to monitor the agency sources for additional information.

Requirement

The IRS seeks contractor support to provide video conference (VC) products and services for IRS existing VC rooms and future VC rooms.  The contractor will be responsible for 1) providing maintenance of current equipment and systems and 2) providing new equipment refresh, installation, and configuration. New equipment refresh is replacing existing equipment that is end-of-life. The existing rooms are in all current IRS sites.

For future VC rooms the requirement is for new equipment, installation, configuration, and maintenance. The location of future rooms is undecided currently.

For both existing and future VC rooms the requirement is for Managed Support (ex. Engineers, SMEs) to ensure operational integrity.

Finally, there will be a limited number of requirements to move VC rooms from one facility to another.

The total number of rooms is: 377 (existing) and 180 (future projections)

•305 Existing VC Rooms

•12 Existing Customized VC Rooms – Note, A customized room involves integrating different brands of hardware and software to seamlessly work as a single unit. It may have a unique touch control system with specialized functions and layouts per system. They can be used for virtual events and immersive internal collaboration.

•60 Existing Smart Conference Rooms (SCRs) - Note, SCRs integrate new technology and a one-touch solution that allows participants to launch meetings directly from a tablet inside the conference room. This setup creates a streamlined, user-friendly experience by adding modern equipment and centralized controls.

•180 Future VC Rooms (projected).

Objective

No decision has yet been finalized regarding the small business strategy for this acquisition.  If a small business set-aside procurement is determined the best acquisition strategy, the contractor shall be able to comply with FAR 52.219-14, Limitations on Subcontracting. The purpose of this SSN is to identify interested vendors with capabilities to meet all the Government requirements at a fair market price. The agency anticipates awarding a multiple award Indefinite Delivery Indefinite Quantity (IDIQ) contract to obtain contractor support services.

The agency anticipates that it will issue an RFP in the second Quarter of FY26. Vendors’ SSN responses shall be sent to Contracting Officer, Jillian Staskin, at jillian.n.staskin@irs.gov on or before 18 December 2025, 12:00 PM EST. The agency is not seeking marketing information and will not review it.

Submission Instructions

The North American Industry Classification Systems (NAICS) Code proposed for the requirement is 541519 with a size standard of $34M.

The Government requests that all interested parties submit the information outlined below.

1. Contractor Name
2. Address
3. Point of Contact (POC)
4. POC phone number and e-mail address
5. System for Award Management (SAM) Unique Entity Identifier (UEI)
6. Brief description of the company's business size (i.e., annual gross revenue for the prior three (3) years) to include all Small Business information and any Government Wide Vehicles of which the Contractor is an awardee.
7. Anticipated teaming or subcontracting arrangements (delineate between work accomplished by prime and work accomplished by teaming partners)
8. No more than three (3) corporate experiences in scope to the described requirement shall be submitted. The corporate experience shall demonstrate the company’s experience in providing video conference maintenance, support, and product upgrades.  Contractors shall include the contract number, funded dollar value(s), period of performance, and a relevant scope summary.
9. Page limit and formatting requirements: The company's standard format is acceptable; however, the limit for all responses shall not exceed five (5), 11 font size, 8 ½ x 11-inch pages.

It is requested that all responses submitted are clear, concise, and provide accurate detail to provide that the Contractor is both capable and interested in performing the requirement.

If you have any questions, please contact the Contracting Officers listed above.