Audio and Visual Upgrade for Trail's End Ballroom/90 FSS

Amendment 4 - Extended quotes due to Friday, August 25, 2023; by 1000 (Mountain Daylight Time)

Amendment 3 - Extended quotes due to Thursday, August 17, 2023; by 1000 (Mountain Daylight Time)

Amendment 2 - Extended quotes due to Monday, August 14, 2023; by 1000 (Mountain Daylight Time)

Amendment 1 - Added Attachment 1a - Floor Plan

Combined Synopsis/Solicitation
Solicitation Number: FA461323Q1037
Purchase Description: Audio and Visual Upgrade for Trail’s End Ballroom/90 FSS

Notice to Offeror(s)/Supplier(s): Funds are not presently available for this effort. No award will be made under this solicitation until funds are available. The Government reserves the right to cancel this solicitation, either before or after the closing date. In the event the Government cancels this solicitation, the Government has no obligation to reimburse an offeror for any costs.

This is a Combined Synopsis/Solicitation Notice for commercial items prepared in accordance with the format in FAR 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation/notice; responses/quotes are being requested, further written solicitation will not be issued. This solicitation will be posted to the SAM.gov as a Total Small Business Set Aside.

The 90th Contracting Squadron is issuing this combined synopsis/solicitation, FA461323Q1037, as a Request for Quote using FAR Part 12, Acquisition of Commercial Items, & FAR Part 13, Simplified Acquisition Procedures. The North American Industrial Classification System (NAICS) code for this procurement is 334310, with a small business standard of 750 employees.

The Government intends to award a Firm Fixed-Price Commercial Award. The solicitation document and incorporated provisions and clauses are those in effect through the Federal Acquisition Regulation (FAR) 2023-04 effective 02 June 2023, Defense Federal Acquisition Regulation Supplement (DFARS) effective 09 June 2023 and Department of the Air Force Federal Acquisition Regulation Supplement (DAFFARS) effective 07 July 2023. 

DESCRIPTION OF SERVICE:

The contractor must remove the current audio and visual equipment in the Ballroom of Trail’s End and install new high-quality audio and visual equipment that is able to support different functions and tele/video conferences in accordance with Attachment 1 – Statement of Work (SOW) and Attachment 1a – Floor Plan.  The contractor must provide all equipment, supplies, tools, and labor necessary to satisfy the salient characteristics listed in Attachment 1 – SOW. 

CLIN STRUCTURE:

CLIN 0001: Projector

Quantity: 1 Unit of Issue: Each

Unit Price: $_____________ Extended Price (Quantity X Unit Price): $________________

CLIN 0002: Retractable Projector Screen

Quantity: 1 Unit of Issue: Each

Unit Price: $_____________ Extended Price (Quantity X Unit Price): $________________

CLIN 0003: 85-Inch Smart Television (East Side)

Quantity: 2 Unit of Issue: Each

Unit Price: $_____________ Extended Price (Quantity X Unit Price): $________________

CLIN 0004: HDMI and Video Graphics Array (VGA) Transmitter

Quantity: 4 Unit of Issue: Each

Unit Price: $_____________ Extended Price (Quantity X Unit Price): $________________

CLIN 0005: 85-Inch Flat Panel Smart Television with Articulating Wall Mount (Back of Ballroom)

Quantity: 1 Unit of Issue: Each

Unit Price: $_____________ Extended Price (Quantity X Unit Price): $________________

CLIN 0006: Media Matrix Switcher

Quantity: 1 Unit of Issue: Job

Unit Price: $_____________ Extended Price (Quantity X Unit Price): $________________

CLIN 0007: Scaling Receiver with Room Controls

Quantity: 3 Unit of Issue: Each

Unit Price: $_____________ Extended Price (Quantity X Unit Price): $________________

CLIN 0008: Video Codec 

Quantity: 1 Unit of Issue: Each

Unit Price: $_____________ Extended Price (Quantity X Unit Price): $________________

CLIN 0009: Wireless Microphone (handheld)

Quantity: 4 Unit of Issue: Each

Unit Price: $_____________ Extended Price (Quantity X Unit Price): $________________

CLIN 0010: Wireless Microphone (lapel)

Quantity: 2 Unit of Issue: Each

Unit Price: $_____________ Extended Price (Quantity X Unit Price): $________________

CLIN 0011: Wireless Tabletop Microphone 

Quantity: 8 Unit of Issue: Each

Unit Price: $_____________ Extended Price (Quantity X Unit Price): $________________

CLIN 0012: Audio Input System (Compact Disc (CD), Auxiliary, Bluetooth) 

Quantity: 1 Unit of Issue: Each

Unit Price: $_____________ Extended Price (Quantity X Unit Price): $________________

CLIN 0013: Digital Sound Processor (DSP)

Quantity: 1 Unit of Issue: Each

Unit Price: $_____________ Extended Price (Quantity X Unit Price): $________________

CLIN 0014: Ceiling Speaker

Quantity: 7 Unit of Issue: Each

Unit Price: $_____________ Extended Price (Quantity X Unit Price): $________________

CLIN 0015: Amplifier to Power Speaker

Quantity: 7 Unit of Issue: Each

Unit Price: $_____________ Extended Price (Quantity X Unit Price): $________________

CLIN 0016: Audio/Visual (A/V) 10-Inch Display Wired Control System

Quantity: 1 Unit of Issue: Each

Unit Price: $_____________ Extended Price (Quantity X Unit Price): $________________

CLIN 0017: Communication Cabinet

Quantity: 1 Unit of Issue: Each

Unit Price: $_____________ Extended Price (Quantity X Unit Price): $________________

CLIN 0018: Additional Materials

Quantity: 1 Unit of Issue: Job

Unit Price: $_____________ Extended Price (Quantity X Unit Price): $________________

CLIN 0019: Install 

Quantity: 1 Unit of Issue: Job

Unit Price: $_____________ Extended Price (Quantity X Unit Price): $________________

All CLINs F.O.B. Destination.

LIST OF ATTACHMENTS:
Attachment 1 – Statement of Work
Attachment 1a – Floor Plan
Attachment 2 – Provisions and Clauses
Attachment 3 – Supplemental Clauses
Attachment 4 – Site Visit Agenda

PERIOD OF PERFORMANCE:  Performance shall be completed 60 calendar days or less after award date.  

PLACE OF PERFORMANCE:  Francis E. Warren AFB, WY 82005

OTHER INFORMATION: Per FAR Subpart 4.1102, offerors are required to be registered in System for Award Management (SAM) at time of submission of quote.  Failure to do so will result in the offer being deemed ineligible for award.

SITE VISIT:  A site visit will take place on Thursday, August 3, 2023, and will begin at 1200 (Mountain Daylight Time).  Interested parties need to provide notice of interest by e-mail to matthew.gauert.2@us.af.mil and trisha.lamarr@us.af.mil by Wednesday, August 2, 2023, by 1400 (Mountain Daylight Time).

QUESTIONS:  Questions shall be sent by e-mail to matthew.gauert.2@us.af.mil and trisha.lamarr@us.af.mil by Monday, August 7, 2023; by 1000 (Mountain Daylight Time).

QUOTES:  Responses/quotes MUST be received no later than Friday, August 25, 2023; by 1000 (Mountain Daylight Time). Forward responses by e-mail to matthew.gauert.2@us.af.mil and trisha.lamarr@us.af.mil.

INSTRUCTIONS TO OFFERORS:

Offerors shall comply with FAR 52.212-1 Instructions to Offerors – Commercial Products and Commercial Services (Mar 2023)

FAR 52.212-1 is hereby tailored as follows:  
1.     Any inconsistency between FAR Provision 52.212-1 and the Addendum to FAR 52.212-1 shall be solved by giving precedence to the Addendum to FAR 52.212-1.   
2.    After receipt of quotes the Government may, with or without notice, negotiate with and, if desired, seek quote revisions from as many or as few quoters as it, in its discretion, deems appropriate.
3.    The term “offeror” or “offer” as used in FAR 52.212-1 shall be understood to mean “quoter” and “quote,” respectively.  Further, the term “award” shall be understood to describe the Government’s issuance of an order.
4.    The Government will consider all quotes that are timely received and will not consider late quotes.  Failure of a quote to address any items required in the submission package may make a quote unacceptable.  
5.    Paragraph (b) of FAR Provision 52.212-1, Submission of Offers, is amended as follows:(n) In addition to the quote submission requirements stated in FAR provision 52.212-1, quoters shall provide the following, as part of the quote submission package, no later than the required time and date for quote submission:
 I.    Cover page to include the offeror’s:  
   A.    Company Name and Company Doing Business As (if applicable) 
   B.    Physical Address 
   C.    Cage code
   D.    Unique Entity ID   
   E.    Point of Contact  
   F.    Phone number   
  G.    Email address  
  H.    Business Type
    I.    Period of Performance in calendar days from award date to project completion date
II.    Firm Fixed Pricing to include: 
   A.    Price Per Item
   B.    Total Price 
   C.    Discount Terms (if applicable) 
   D.    Quote Number (if applicable)  
   E.    Quote Valid Until Date   

III.    Technical Capability:

A.    Quote must include all line items to include the brand name, model, and specifications required IAW Attachment 1 – Statement of Work.
B.    Quote must include standard commercial warranty.
C.    Quote must include statement of understanding by the vendor for all requirements identified in Attachment 1 – Statement of Work.

EVALUATION:

ADDENDUM TO FAR 52-212-2 EVALUATION—COMMERCIAL ITEMS (Nov 2021)

Paragraph (a) is hereby replaced with the following:

The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. Award will be made to the offeror with the lowest price technically acceptable (LPTA).  Quotes that do not include all requested information in FAR 52.212-1(5)(I) will be considered nonresponsive. The following factor(s) shall be used to evaluate offers: 

I.    Price
  •    Pricing must meet the requirements/specifications in FAR 52.212-1(5)(II).  
  •    The lowest priced quote will be evaluated for technical acceptability first. The Government will evaluate quotes for acceptability but will not rank the quotes by non-price factors. If the Government receives fewer than three (3) quotes, all quotes will be evaluated for Technical Acceptability. If the Government receives more than three (3) quotes, the Government will only select the three (3) lowest priced quotes to evaluate for Technical Acceptability. The Government reserves the right to evaluate additional quotes for technical acceptability if it is in the Government’s best interest to do so.
  •    No additional information from the offeror will be required if the price is based on adequate price competition.  In the event adequate price competition does not exist, the contracting officer will obtain information from the offeror to the extent required to determine the reasonableness of the offered prices.

II.    Technical Capability
  •    Government will evaluate technical capability based upon the requirements/specifications identified in FAR 52.212-1(5)(III) of this solicitation.  If all requested information is not provided or does not meet the requirements identified, the Government will determine the quote to be unacceptable.