SAM #RFI-07296-VTC

NATO RFI for Maintenance and Support Services for Studio VTC and AV Systems

This opportunity is a NATO RFI for maintenance and support services covering NATO-Wide Studio (NWS) Video Teleconferencing (VTC) and associated Audio-Visual (AV) systems. - Agency: NATO Communications and Information Agency (NCIA), via NATO Digital Workplace Centre (NDWC) - Scope: Preventive and corrective maintenance, technical support, on-site and remote assistance, and lifecycle management for VTC hardware and software - Key products: Poly G7500 4k codecs, Poly Studio X series, RealPresence Touch, RMX 4000, rack servers, Clariti licenses, and other Poly-branded endpoints - Quantities: Includes specific counts for rack servers (16 each for 630 and 240, 4 for 640), RMX 4000 (2), RMX 2000 chassis (3), Clariti licenses (1400 users, 2 encrypt licenses, 800 user HA term), and other endpoints - Requirements: Maintenance contracts for all major VTC and AV systems; TAA compliance for many items - Period of performance: One base year starting in 2027, with up to three one-year option periods; mobilisation/transition activities within 30-60 days - Place of performance: NATO facilities across member countries, primarily Belgium - OEMs: Poly (now part of HP), with specific Poly part numbers - Respondents: Invited to comment on requirements, identify risks, and propose solutions; submission instructions in RFI - Commercial opportunity: Large-scale VTC maintenance and support contract for NATO, with potential for multiple option years

Product Line Items: - Poly G7500 4k Base Unit TAA (G7200-87340-125) - Poly G7500 4k Codec-JITC (J7200-87330-125, J7200-87320-125) - Poly Studio E70 (G2200-87090-001) - Poly Studio X30/X50/X70 and TC8 bundles (multiple part numbers) - RMX 4000 (2200-79403-000), RMX 2000 chassis (VRMX2001P), RMX 2000 MPMx 10HD Sys (VRMX2710HDR) - Rack Servers (630, 640, 240; various part numbers) - Clariti licenses (5230-51014-000, 5230-51060-000, 5230-51161-000) - RealPresence Touch (2200-84190-001) - Group 700/310/500 endpoints (multiple part numbers) - IS FLEX CUSTOM RACK2 (CP-7936-CRCK)

Potential Competitors: - Cisco, Logitech, Crestron, Lifesize, Zoom, Microsoft Teams Room solutions

Estimated Contract Value: - Likely in the range of $2,000,000 to $8,000,000 USD, based on scope, equipment, and multi-year support

Period of Performance: - One base year (2027), up to three one-year options, mobilisation/transition 30-60 days

Requirements: - Maintenance contracts for all listed VTC/AV systems, TAA compliance, technical support, lifecycle management, on-site and remote assistance - Respondents should address draft requirements, risks, and performance improvement recommendations

Description

The NATO Communications and Information Agency (NCIA) has issued a Request for Information (RFI) to identify qualified vendors and gather input on potential solutions to support the upcoming acquisition for a NATO-Wide Studio (NWS) VTC maintenance support contract. To that end, NCIA is issuing the attached RFI to solicit feedback from capable and interested industry partners.

This RFI is issued for planning purposes only and is not a request for bids. It is part of NCIA’s effort to ensure it has a clear understanding of the marketplace, available capabilities, and potential acquisition strategies.

NCIA invites you to 1) share relevant corporate capabilities and experience; 2) review and comment on its draft requirements with a view to providing recommendations for improving performance outcomes, competition, and efficiency; and 3) identify any risks or concerns that should be considered during planning.

Do NOT submit your RFI response to the Department of Commerce. Submission instructions and additional details can be found in the RFI (attached).

The NCIA reference for this RFI-07296-VTC, and all correspondence concerning this matter should reference this number.

The response deadline is 12:00 hours Central European Time (CET) on 03 July 2026.

Your participation in this RFI is greatly appreciated.  

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