FY27 ENV EEAIT-715-DEP SERO AV Installation Cat 6

The Massachusetts Executive Office of Energy and Environmental Affairs (EEA) is soliciting quotes for audio-visual installation at the Department of Environmental Protection's Southern Region Office (DEP SERO) in Lakeville, with a mandatory site visit on November 17, 2026 and quote submissions due December 9, 2026 at 5:00 p.m. Eastern. The procurement applies a Massachusetts Small Business Purchasing Program (SBPP) set-aside, under which SBPP-registered participants meeting best-value criteria are awarded the contract in preference to non-SBPP bidders. Vendors must be registered on statewide contract ITE002, and vendor attendance at the site visit is required for bid consideration.

The scope covers design, procurement, installation, and integration of AV systems across nine rooms at 20 Riverside Drive: three huddle rooms, one small conference room, five medium conference rooms, one large conference room, and one community room. Every solution must support Microsoft Teams video conferencing and comply with the AV standards in the RFQ attachments. Vendors may propose alternative brands and technologies that meet or exceed stated requirements. Any cloud-based software requires pre-approval from EEA Information Security for compliance with EOTSS Security Standards.

Pricing must be a fixed fee covering equipment, materials, installation, configuration, programming, testing, commissioning, labor, and all other delivery requirements, with no reimbursable expenses. The base price must include at least one year of manufacturer warranty and maintenance, with separate pricing for optional renewal and continued service to reach at least five years of total coverage. Work begins January 19, 2027, with all equipment installed, tested, commissioned, and operational by June 30, 2027. EEA reserves the right to negotiate additional years if the vendor remains an approved ITE002 contractor.

Evaluation uses a best-value methodology considering price, functionality, and overall value. Lower-cost bids that meet functional requirements receive more favorable weighting, while user-friendliness and comprehensive support options are valued more highly. Bid opening and closing occur at the same time.