FY27 ENV EEAIT-715-DEP SERO AV Installation Cat 2

The Massachusetts Department of Environmental Protection, through the Executive Office of Energy and Environmental Affairs, is soliciting quotes for audio-visual installation at its SERO facility in Lakeville, Massachusetts, with a mandatory site visit on November 17, 2026 and quotes due December 9, 2026 at 5:00 p.m. EST. The procurement seeks qualified vendors from statewide contract ITE002 (Audio, Video, Multimedia Presentation Equipment, Supplies and Services), and the contract is governed by ITE002 terms. The Small Business Purchasing Program award preference applies: an SBPP participant meeting best-value criteria shall be awarded the contract, and non-SBPP participants are evaluated only if no SBPP bidder meets that threshold. Vendors not attending the site visit will not be considered.

Under RFQ Ticket 389045, the project covers AV systems for three huddle rooms, five medium conference rooms, one small conference room, one large conference room, and one community room at a single location. Vendors must recommend and implement a modern, user-friendly solution supporting Microsoft Teams video conferencing and collaboration, with all installation, testing, commissioning, and operational completion required by June 30, 2027. The solicitation includes Attachment B (AV Standards, described as binding technical specifications), Attachment C (preliminary equipment list, provided for reference only), Attachment D (electrical and furniture layouts), and Attachment E (pricing document required for submission).

Pricing must separate AV technology acquisition from installation and include a minimum one-year manufacturer warranty and maintenance in the base price. Renewal and continued service options are priced separately as optional add-ons to reach minimum five-year coverage. Vendors must also price maintenance and support agreements, on-site support with specified service levels, and extended warranty options. Bids remain valid for a minimum of 90 calendar days. The contractor submits monthly invoices broken down by sub-task, staff, and hours, and no advance payments are permitted. The contract start date is January 19, 2027, and EEA reserves the right to negotiate additional years if the vendor remains an approved SWC ITE002 contractor.

Evaluation criteria are price, functionality, and best value, with proposals assessed on capability to accomplish the scope with lower budgets, simple and user-friendly solutions, comprehensive support options, and hardware lifecycle. Vendor demonstrations are scheduled for December 14 through 18, 2026, if EEA requests them. EEA notifies the apparent successful bidder by January 11, 2027.