FY27 ENV EEAIT-715-DEP SERO AV Installation Cat 4

The Massachusetts Executive Office of Energy and Environmental Affairs is soliciting quotes on behalf of the Department of Environmental Protection (DEP) for audio-visual design, installation, and integration at the DEP SERO facility in Lakeville, Massachusetts, with a mandatory site visit on November 17, 2026 and quotes due December 9, 2026. Participation is restricted to vendors already on statewide contract ITE002 for Audio, Video, Multimedia Presentation Equipment, Supplies and Services, and the Small Business Purchasing Program (SBPP) set-aside applies. SBPP-registered businesses meeting best value criteria will be awarded preference.

The work covers AV system design, equipment procurement, installation, configuration, testing, and commissioning across nine rooms: three huddle rooms, one small conference room, five medium conference rooms, one large conference room, and one community room. All proposed solutions must support Microsoft Teams video conferencing and collaboration and meet minimum AV standards in the RFQ attachments. The contractor must coordinate and complete all work, including design recommendations. Pricing must include a minimum one-year manufacturer's warranty and maintenance, separate pricing for renewal and continued service options reaching a minimum five-year coverage period, and maintenance agreements with defined service levels and on-site response times. The contract is fixed-fee, with payment contingent on EEA's acceptance of all deliverables. Bids must remain valid for a minimum of 90 calendar days. EEA reserves the right to negotiate additional years of service if the vendor remains an approved contractor.

Contract start is January 19, 2027, and all AV equipment must be fully installed, tested, commissioned, and operational by June 30, 2027. The contract is governed by ITE002 terms and conditions.

Timeline: written questions are due November 20, 2026 at 5:00 p.m. EST, with official answers due November 30, 2026. Bid responses are due December 9, 2026 at 5:00 p.m. EST. Vendor demonstrations may be requested December 14 through December 18, 2026. The apparent successful bidder will be notified on or around January 11, 2027.