SAM #89503503262026

AV and Conferencing Technology Upgrade for SEPA Conference Rooms

This opportunity involves a comprehensive AV and conferencing technology upgrade for two conference rooms at the Southeastern Power Administration headquarters in Elberton, Georgia. - Government Buyer: - United States Department of Energy, Southeastern Power Administration (SEPA) - Contracting Officer: Tabitha Rambert - Scope of Work: - Upgrade one small (8–12 occupants) and one large (20–25 occupants) conference room - Installation of modern AV and conferencing systems to support high-quality hybrid meetings - Includes equipment installation, configuration, calibration, cable routing, rack setup, and system testing - End-user training and PDF quick-start guides for SEPA IT personnel - Three years of remote technical support, troubleshooting, configuration assistance, and onsite support if required - OEMs and Key Products (highlighted): - Shure: MXA901 ceiling microphones, ANIUSB-MATRIX USB audio interfaces, MXN5W-C ceiling-mounted speakers, MXA-NMB networked mute buttons - Crestron: IV-CAM-I12-B cameras with ceiling mounts, DM NVX AV switching and control system - Samsung: 70" and 85" Crystal UHD U8000F 4K Smart TVs - Intel: NUC 12 Pro NUC12WSHi7 computers - Quantities: - Small room: 1 each of microphone, audio interface, speaker, mute button, camera, TV, and computer - Large room: 2 microphones, 1 audio interface, 2 speakers, 1 mute button, 1 camera, 1 AV switch/control system, 2 TVs, 1 computer - Notable Requirements: - Firm-fixed-price contract with milestone payments - Warranty period of 1 year; system support for 3 years post-acceptance - Site visit encouraged; compliance with security requirements (REAL ID Act) - Submission must include technical approach, past performance, and pricing - Place of Performance: - Southeastern Power Administration Headquarters, 1166 Athens Tech Road, Elberton, GA 30635 - Both small and large conference rooms at this location

Description

Southeastern Power Administration is looking for:

Project Title: Conference Room Design and Technology Upgrade – Small and Large Rooms

Purpose

This Statement of Work (SOW) defines the scope, deliverables, timeline, and responsibilities for the installation of modern AV and conferencing technology in one small and one large-sized conference room. The goal is to enable high-quality collaboration and hybrid meetings through integrated hardware, networked audio, and video systems. Please see the full scope of work and specifications located in the documents section.

A prescheduled site visit has been arranged for interested vendors. It is highly encouraged to visit the site to ensure vendors are able to provide the agency with an accurate, competitive, fair, and reasonable quote but is not required to submit a proposal. Please arrive 10-15 minutes prior to site visit start time so that badge entry and security checks can be completed. All interested vendors will need to provide a valid and current REAL ID Act-compliant Driver's license or a state identification card. Vendors who do not possess a REAL-ID-compliant form of identification will be denied entry. 

The location of site visit is:

Southeastern Power Administration | 1166 Athens Tech Rd, Elberton Ga, 30635

Date/Time: April 16th, 2026 at 10:00am Eastern Daylight

Please check in with the administrative clerk in the main lobby upon arrival.

Please RSVP by April 14th, 2026 if interested. Send your request to be present to: tabitha.rambert@sepa.doe.gov

All Bids must be submitted by 12pm Eastern Daylight on April 30, 2026

Expected Decision Date: May 8, 2026

Submit Bids to the following email address: tabitha.rambert@sepa.doe.gov or via mail to: 1166 Athens Tech Rd, Elberton Ga, 30635

Submission Requirements

Title your submission: Conference Room Design and Technology Upgrade – Small and Large Rooms

Please include the solicitation number in the subject line: 89503503262026 Offeror must be registered in the System for Award Management (SAM.gov). All offerors who bid on Federal Government Contracts must be registered in SAM when submitting an offer or quotation, and must continue to be registered until the time of award, during performance, and through final payment of any contract resulting from a solicitation. There is no fee to register in SAM. When submitting the bid please ensure responses include the following (1-6):                                      

1.            Company Name

2.            SAM UEI number

3.            Company’s address

4.            Point of Contact information (title, phone number and email address)

 5.            Business size/classification

 6.            GSA Contract number (if applicable)

“Remit to:” address, if different than mailing address Price Technical Approach Past performance information, to include recent and relevant contracts or the same or similar items and other references (included contracts number, points of contact with telephone numbers and other relevant information.

All questions shall be emailed to: Tabitha.rambert@sepa.doe.gov and submitted in writing to the Contract Officer with the solicitation number 895035032620026 in the subject line.

Deadline for questions pertaining to the project will be April 21st, 2026 @2:00pm Eastern Time.

Questions will be forwarded to the COR for an accurate response. All responses to questions  will receive uniform treatment, will be answered all at once, and posted to Sam.gov by April 23rd by 4:00 pm Eastern Daylight Time for preview.

Please preview the Solicitation in the document section for full details.

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