SAM #205AE9-26-Q-00053

IRS Nationwide AV & Video Teleconferencing Upgrade and Maintenance IDIQ

The Internal Revenue Service (IRS) is launching a nationwide upgrade and maintenance program for its conference room audio-visual and video teleconferencing infrastructure. - Government Buyer: - Department of the Treasury, Internal Revenue Service (IRS), Office of Procurement Operations - Contact: Michelle McGibbon - Scope & Requirements: - Up to three Multiple-Award IDIQ contracts for turn-key, interoperable, OEM-supported AV/VTC solutions - Coverage for approximately 410 conference rooms nationwide, including Smart Conference Rooms (SCR) and Video Conference Rooms (VCR) - Includes procurement, installation, staging, maintenance, troubleshooting, technology refresh, managed support, and equipment relocations - Strict compliance with accessibility, security, IPv6, and lifecycle management standards - 100% Total Small Business Set-Aside under NAICS code 541519 - OEMs & Vendors Highlighted: - HP/Poly (Poly Studio, G7500, TC10, TC8, E70, Lens Pro, FedConnect) - Crestron (AV switchers, controllers, NVX, amplifiers, touch screens, speakers) - LG (UHD commercial displays) - Shure (microphones, ceiling arrays, wireless transmitters) - Q-SYS (processors, amplifiers, network switches) - AVer (PTZ cameras) - Vaddio (cameras, extenders, mounts) - Extron (scaling bridges, processors) - Middle Atlantic (equipment racks, power strips, UPS) - Planar, Sharp (displays) - Sound Control Technologies, Chief, Exact Furniture, Denon, Sennheiser (mounts, podiums, AV accessories) - Products & Quantities: - Poly Studio X52: 120 units; Poly Studio X70: 5 units; Poly G7500: 8 units; Poly TC10: 60 units; Poly TC8: 60 units - Crestron NVX AV-over-IP Switchers: 45 units; Crestron 65" 4K Displays: 110 units; LG 65" UHD Displays: 110 units - Shure MXA910 Ceiling Microphone Array: 4 units; Q-SYS Core110F-v2 DSP: 2 units; AVer PTZ330W Cameras: 3 units - Vaddio RoboSHOT 40 UHD HDBT OneLINK: 8 units; Extron Media Port 200: 1 unit - Middle Atlantic 45 Space Equipment Rack: 4 units; Planar URP65 4K LCD Display: 1 unit - Numerous mounts, cables, adapters, and accessories (quantities range from 1 to 195) - HP licenses for conference rooms: 285 for medium, 200 for large, 25 for extra large, 30 for medium interactive - Services Requested: - Installation, maintenance (preventive/corrective), managed support, equipment refresh, adds/moves/changes, project management, engineering, programming, and travel for installations/relocations - Maintenance for 442 SCRs and 339 VCRs; post-warranty maintenance for 100 SCRs and 80 VCRs - Onsite VCS System Engineer: 4,160 hours; SCR System Engineer/SME: 1,920 hours - Unique/Notable Requirements: - All solutions must be OEM-supported and interoperable - Technology refresh cycles to maintain compliance with IRS Enterprise Infrastructure Currency (EIC) Program - Accessibility and cybersecurity compliance required - Firm-fixed-price CLINs for hardware, software, maintenance, labor, and travel - Maximum contract value capped at $24,746,987.96 over five years - Maintenance warranty begins on the 366th day post-installation acceptance - Task orders may be issued anytime during the ordering period and must be completed even if performance extends beyond contract expiration

Description

The Department of the Treasury, Internal Revenue Service (IRS), Office of Procurement Operations, is issuing this Structured Request for Proposal (RFP) to establish up to three (3) Multiple-Award Indefinite-Delivery Indefinite-Quantity (IDIQ) contracts. The vehicle will provide turn-key, interoperable, OEM-supported solutions encompassing audio-visual/video teleconferencing equipment procurement, installation, staging, maintenance, troubleshooting, and technology refresh cycles across approximately 410 existing conference rooms nationwide.

This acquisition is competed openly as a 100% Total Small Business Set-Aside under NAICS code 541519. The total maximum ordering value across all orders issued under this Master IDIQ shall not exceed $24,746,987.96 over the 5-year lifecycle.

Important Two-Phase Submission Instructions: This procurement enforces strict, chronological phase-gate boundaries in accordance with RFO 52.412-1:

PHASE 1 SUBMISSIONS CLOSE: Monday, September 14, 2026, at 5:00 PM EST. Offerors must submit Volume I (Brand Authorizations and Cybersecurity Addendum) and native Excel Attachment #3 (Limitations on Subcontracting 51% Prime Math and 4-Lifecycle Technical Certification Matrix). Flat PDFs or image captures of spreadsheets will be instantly disqualified. PHASE 2 INVITATION WINDOW: Only those vendors who successfully clear the binary Phase 1 gate will receive a formal Invitation Notice via email on or before Monday, September 21, 2026, at 5:00 PM EST, authorizing them to participate in Phase 2. PHASE 2 SUBMISSIONS CLOSE: Monday, October 12, 2026, at 5:00 PM EST. Invited primes will submit a Blinded Volume II Technical Narrative (anonymized answering 9 PWS items), Volume III Past Performance, and Volume IV Price Proposal (native Excel Attachment #1 Only).

Discussions and Negotiations: In strict compliance with FAR Part 15 and RFO commercial streaming guidelines, the Government intends to evaluate proposals and award contracts based on initial submissions without conducting formal pre-award discussions or establishing a competitive range. Bidders are cautioned that they will have no opportunity to correct mathematical errors or fill in missing fields later.

Attachments: For complete instructions regarding submission formatting, detailed performance work statements (PWS), information security/clearance controls (Pub 4812 / IRM), and evaluation matrices, please download and review all formal PDF and native Excel attachments uploaded to this notice.

Contracting Officer / Source Selection Authority: Michelle McGibbon Primary Contact Email: michelle.m.mcgibbon@irs.gov

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