SAM #FA487726QA136

Turnkey VTC Suite Upgrade for 355th Wing at Davis-Monthan AFB

This opportunity seeks a contractor to upgrade the 355th Wing's Video Teleconferencing (VTC) suites at Davis-Monthan Air Force Base: - Government Buyer: - Department of the Air Force, 355th Wing, 355 CONS PK at Davis-Monthan AFB - Products and Services Requested: - Turnkey design, integration, installation, and maintenance of NIPRNET and SIPRNET A/V and VTC suites - Removal of existing VTC system and installation of new, TAA-compliant, DoDIN APL-listed equipment - VTC codecs, displays, high-definition PTZ cameras, microphones, podiums, and user-friendly touch-panel control systems - Digital sound processor with acoustic echo cancellation and physical mute/unmute controls - System must support Microsoft Teams and Global Video Services - Strict network separation (NIPRNET/SIPRNET), DISA STIG compliance, and NSA TEMPEST requirements - Project management, system design, installation, training, and quarterly preventative maintenance - One-year warranty and on-site training included - Unique/Notable Requirements: - All equipment must be TAA-compliant and listed on the DoDIN Approved Products List - Codecs must be interoperable with Cisco bridge/expressway technology and multiple laptop manufacturers - No use of Class I Ozone Depleting Substances - Technical acceptability, prior VTC installation experience, and rapid installation/training are key evaluation factors - No specific OEMs or part numbers are named, but Cisco interoperability is required - Set aside for small businesses under NAICS 541512 (Computer Systems Design Services) - Place of performance: Davis-Monthan Air Force Base, AZ

Description

RFQ #FA487726QA136

355 Wing VTC Upgrade

i. This is a solicitation for commercial services prepared in accordance with RFO Part 12, as supplemented with additional information included in this notice.

ii. Solicitation FA487726QA136 is issued as a Request for Quotation (RFQ) and additional written solicitation will not be issued.

iii. This solicitation document incorporates provisions and clauses are those in effect through Federal Acquisition Circular 2026-01, effective 13 March 2026. Included DFARS provisions and clauses are those in effect as of 10 November 2025. Included DAFFARS provisions and clauses are those in effect as of 16 October 2024. Additionally, Revolutionary FAR Overhaul updates and DFARS deviations applicable to this solicitation are dated on or after 2/01/2026.

iv. This solicitation is being issued utilizing a Total Small Business Set-Aside. The associated North American Industrial Classification System (NAICS) code for this procurement 541512 – Computer Systems Design Services and has a business size standard of $34.0 Million.

v. The right to make multiple or no award is reserved in the event it is advantageous to the Government to do so.

vi. Davis-Monthan Air Force Base intends to award a firm-fixed price contract for the following:

a. CLIN 0001- Removal of current VTC system

b. CLIN 0002- Installation of New VTC System to include training detailed within performance work statement. 

vii. Due to the nature of this requirement, The Government will make award to the responsible offeror whose quote is determined to be the best value to the Government, considering price and the non‑price factor listed below. The non‑price factor, Period of Performance / Installation and Training Timeframe, is significantly more important than price.

Factor 1 – Technical Acceptability Quotes must demonstrate the ability to perform all removal, installation, configuration, and training requirements for the VTC system as described in the Performance Work Statement. Quotes rated “Unacceptable” under this factor will not be considered for award. Interested offerors must provide a technical document of no more than five (5) pages that outlines their prior experience installing VTC systems and includes a detailed explanation supporting their proposed project timeline.

Factor 2 – Period of Performance / Installation and Training Timeframe Among technically acceptable quotes, the Government will give greatest consideration to the offeror proposing the fastest feasible installation and training completion timeframe. This factor is the most important factor for award.

Factor 3 – Price Price will be evaluated for reasonableness. While price is a consideration, it is less important than the Period of Performance factor.

viii. Important Dates/Times (All times are Tucson local time)

a. All quotes must be submitted via email no later than 26 May 2026 @ 4:00 PM. 

ix. It is the responsibility of the offeror to review the posting for any changes or amendments that may occur concerning this RFQ. It is the responsibility of the offeror to ensure all quotes and/or questions are submitted in a timely manner by specified due date.

x. Point of Contacts:

a. Primary: TSgt Trenton Twomey, trenton.twomey@us.af.mil, 520-228-5456

b. Alternate: Zachary Goit, zachary.goit@us.af.mil, 520-228-3096

xi. Attachments

1: Performance Work Statement

xii. 5352.201-9101 ACC - OMBUDSMAN (JUL 2023)

(a) An ombudsman has been appointed to hear and facilitate the resolution of concerns

From offerors, potential offerors, and others for this acquisition. When requested, the

ombudsman will maintain strict confidentiality as to the source of the concern. The

existence of the ombudsman does not affect the authority of the program manager, contracting officer, or source selection official. Further, the ombudsman does not participate in the evaluation of proposals, the source selection process, or the adjudication of protests or formal contract disputes. The ombudsman may refer the interested party to another official who can resolve the concern.

(b) Before consulting with an ombudsman, interested parties must first address their concerns, issues, disagreements, and/or recommendations to the contracting officer for resolution. Consulting an ombudsman does not alter or postpone the timelines for any other processes (e.g., agency level bid protests, GAO bid protests, requests for debriefings, employee-employer actions, contests of OMB Circular A-76 competition performance decisions).

(c) If resolution cannot be made by the contracting officer, the interested party may contact the ombudsman, [Insert names, addresses, telephone numbers, facsimile numbers, and e-mail addresses of Center/MAJCOM/FLDCOM/DRU/DAFRCO ombudsman/ombudsmen]. Concerns, issues, disagreements, and recommendations that cannot be resolved at the

Center/MAJCOM/FLDCOM/DRU ombudsman level, may be brought by the interested party for further consideration to the Department of the Air Force ombudsman, Associate Deputy

Assistant Secretary (ADAS) (Contracting), SAF/AQC, 1060 Air Force Pentagon, Washington

DC 20330-1060, phone number (571) 256-2395, facsimile number (571) 256-2431.

(d) The ombudsman has no authority to render a decision that binds the agency.

(e) Do not contact the ombudsman to request copies of the solicitation, verify offer due date, or clarify technical requirements. Such inquiries shall be directed to the contracting officer.

(End of clause)

xiii. 52.212-2 Evaluation-Commercial Products and Commercial Services (Nov 2021)

(a) The Government will award a contract resulting from this solicitation to the responsive and responsible quoter whose quote conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors will be used to evaluate offers:

i. Price. The lowest priced offer will be evaluated for technical acceptability and best value to the Government. If found technically acceptable, award will be made without further consideration. If found technically unacceptable, the government will evaluate the next lowest quote for technical acceptability, and so on, until award can be made to the lowest priced technically acceptable quote. Therefore, the quoter’s initial quote should contain the quoter’s best terms from a price and technical standpoint. However, the Government reserves the right to conduct discussions if later determined by the Contracting Officer to be necessary. Quotes that fail to furnish required representations or information or reject the terms and conditions of the solicitation may be excluded from consideration.

ii. Technical. Technical capability of the service to meet the Government’s requirements in accordance with the Performance Work Statement. Contractor shall attach adequate supporting documentation so that the government is able to evaluate the capabilities of the vendor.

(b) Options. Options are not included in this requirement.

(c) A written notice of award or acceptance of a quote, mailed or otherwise furnished to the successful quoter within the time for acceptance specified in the quote, shall result in a binding contract without further action by either party. Before the quote’s specified expiration time, the Government may accept a quote (or part of a quote), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

(End of provision)

xiv. 5352.223-9000 Elimination of Use of Class I Ozone Depleting Substances (ODS) (June 2024)

(a) Contractors shall not:

(1) Provide any service or product with any specification, standard, drawing, or other document that requires the use of a Class I ODS in the test, operation, or maintenance of any system, subsystem, item, component, or process; or

(2) Provide any specification, standard, drawing, or other document that establishes a test, operation, or maintenance requirement that can only be met by use of a Class I ODS as part of this contract/order.

[Note: This prohibition does not apply to manufacturing.]

(b) For the purposes of Department of the Air Force policy, the following products that are pure (i.e., they meet the relevant product specification identified in AFI 32-7086) are Class I ODSs:

(1) Halons: 1011, 1202, 1211, 1301, and 2402;

(2) Chlorofluorocarbons (CFCs): CFC-11, CFC-12, CFC-13, CFC-111, CFC-112, CFC-113, CFC-114, CFC-115, CFC-211, CFC-212, CFC-213, CFC-214, CFC-215, CFC-216, and CFC-217, and the blends R-500, R-501, R-502, and R-503; and

3. Carbon Tetrachloride, Methyl Chloroform, and Methyl Bromide.

[NOTE: Material that uses one or more of these Class I ODSs as minor constituents do not meet the Department of the Air Force definition of a Class I ODS.]

(End of clause)

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