FY27 ENV EEAIT-715-DEP SERO AV Installation Cat 1

The Commonwealth of Massachusetts Executive Office of Energy and Environmental Affairs (EEA) is soliciting quotes for audio-visual installation at the Department of Environmental Protection facility in Lakeville under RFQ FY27 ENV EEAIT-715-DEP SERO AV Installation Cat 1, with a mandatory site visit on November 17, 2026. Participation is restricted to vendors on statewide contract ITE002, Audio, Video, Multimedia Presentation Equipment, Supplies and Services, and vendors not attending the site visit will not be considered. The Small Business Purchasing Program (SBPP) award preference applies: if an SBPP participant meets the best value criteria, the contract shall be awarded to that participant.

The scope covers ten rooms at one location: three huddle rooms, five medium conference rooms, one small conference room, one large conference room, and one community room. The large conference room requires multi-microphone capability for several simultaneous speakers. The solution must support Microsoft Teams video conferencing and be user-friendly for environments without dedicated on-site technical support. Vendors must provide separate pricing for AV acquisition and installation, a minimum one-year manufacturer warranty, and maintenance and extended warranty options reaching a minimum five-year coverage period, with defined on-site service levels and response times. Attachment B (AV Standards) and Attachment E (pricing document, required for submission) govern technical and cost compliance.

The contract is fee-for-service with fixed fees tied to EEA's acceptance of deliverables, and the contractor coordinates installation, configuration, testing, and commissioning. Monthly invoices must break out sub-task, staff, and hours, and advance payments and commuting reimbursements are not permitted. The contract may be renewed beyond the initial term if the vendor remains an approved contractor under ITE002. Evaluation criteria are price, functionality, and best value, with proposals rated on cost-effectiveness, state-of-the-art solutions, simplicity of use, comprehensive support options, and lifecycle hardware considerations.

Questions are due November 20, 2026 at 5:00 p.m. EST, and official answers will be issued by November 30, 2026. Bids are due December 9, 2026 at 5:00 p.m. EST, with vendor demonstrations December 14–18, 2026 upon EEA request. The apparent successful bidder will be notified by January 11, 2027, with a contract start of January 19, 2027 and a final deliverable date of June 30, 2027.