FY27 ENV EEAIT-715-DEP SERO AV Installation Cat 3

The Commonwealth of Massachusetts Executive Office of Energy and Environmental Affairs (EEA) is soliciting quotes for audiovisual installation at the Department of Environmental Protection facility in Lakeville, Massachusetts, under RFQ FY27 ENV EEAIT-715-DEP SERO AV Installation Cat 3, with a mandatory site visit on November 17, 2026. The RFQ seeks qualified vendors on statewide contract ITE002, and it carries a Small Business Purchasing Program (SBPP) award preference where SBPP-registered businesses meeting best value criteria receive contract preference. SBPP eligibility requires a Massachusetts principal place of business, at least one year in operation, 50 or fewer full-time equivalent employees, and gross revenues of $15 million or less based on a three-year average.

The scope covers ten rooms: three huddle rooms, one small conference room, five medium conference rooms, one large conference room, and one community room, all with nine-foot ceilings. The systems must support Microsoft Teams video conferencing and collaboration, and vendors must provide hardware recommendations and implementation. Attachment B, the DCAMM Audio Visual Standards dated June 17, 2022, specifies a bring-your-own-device design with Poly as the primary manufacturer. Vendors must price equipment acquisition and installation separately, include a minimum one-year manufacturer warranty and maintenance, and offer renewal options with a five-year minimum coverage period, with annual costs and escalation rates. Extended warranty options run through five years, and on-site support requires defined service levels and response times. Attachment E, the pricing template, is required for submission.

The contract is a fixed-fee service agreement, paid upon EEA's acceptance of all deliverables. Monthly invoices must break down costs by sub-task, staff, and hours, and advance payments and reimbursements are not permitted. Work commences January 19, 2027, with all equipment installed, tested, commissioned, and operational by June 30, 2027. If the vendor remains an approved ITE002 contractor, EEA reserves the right to negotiate additional service years.

Written questions are due November 20, 2026, at 5:00 p.m. Eastern. The mandatory site visit runs November 17, 2026, from 11:00 a.m. to 12:00 p.m. Responses are due December 9, 2026, at 5:00 p.m., valid for a minimum of 90 calendar days. EEA may request vendor demonstrations December 14–18, 2026, and will notify the apparent successful bidder by January 11, 2027. EEA reserves the right to reject any or all bids, cancel the RFQ in part or entirely, and negotiate labor rates and performance specifications after award.