Firm-fixed-price quotations for the furnishing, delivery, installation, configuration/programming, testing, commissioning, and first-year service of audiovisual (AV) equipment for three conference/multipurpose rooms at two locations.

ADDITIONAL PROCUREMENT DETAILS:

Primary PSC: 5836 (Video Recording and Reproducing Equipment)

Secondary PSCs applicable to this requirement:

- 5835 (Sound Recording and Reproducing Equipment)

- DA01 (IT and Telecom - Support Services / System Integration)

This requirement is a combined acquisition for both the physical audiovisual components and the associated engineering, installation, and programming services. Vendors must be capable of fulfilling both hardware delivery and service execution.

1. PURPOSE

The United States Bankruptcy Court for the District of Puerto Rico (the “Judiciary”) requests firm-fixed-price quotations from responsible sources for the furnishing, delivery, installation, configuration/programming, testing, commissioning, and first-year service of audiovisual (AV) equipment for three conference/multipurpose rooms at two Judiciary locations in Puerto Rico.

2. LOCATIONS

Location 1

1st Floor OSJ Conference Room and 314 Multipurpose Conference Room

300 Recinto Sur St., San Juan, PR 00901

Location 2

Ponce Conference Room

880 Tito Castro Avenue, Ponce, PR 00716

3. STATEMENT OF WORK

3.1 General Requirements

• The Contractor shall furnish all labor, supervision, equipment, materials, accessories, cabling, connectors, mounting hardware, tools, transportation, programming/configuration, testing, documentation, and incidentals required to deliver complete and operational AV systems at all three rooms.
• The Contractor shall verify field conditions, dimensions, mounting locations, power/network availability, cable pathways, and equipment compatibility before installation. Any conflicts or omissions shall be brought to the Contracting Officer's attention before work is performed.
• Equipment shall be new, current-production equipment unless the quotation expressly identifies an exception and the Contracting Officer approves it in writing. Refurbished, used, or gray-market equipment is not acceptable.
• The Contractor shall install equipment in a professional manner, conceal and secure cabling where practical, label cables and major components, and leave work areas clean and free of installation debris.
• The Contractor shall configure and program the systems so that the installed equipment operates as an integrated meeting/presentation system. Contractor shall coordinate with Judiciary personnel for network, Microsoft Teams Rooms, and other required connectivity.
• The Contractor shall perform functional testing and commissioning at each location, demonstrate operation to Judiciary personnel, and correct deficiencies identified during acceptance testing.
• The Contractor shall provide manufacturer documentation, user/administrator manuals, configuration information, warranty information, and a final equipment/cable inventory for each room.

3.2 BRAND NAME SPECIFIC REQUIREMENT

The audiovisual equipment identified in this solicitation is BRAND NAME SPECIFIC. The Contractor shall furnish the exact manufacturer and model number specified for each equipment item identified in the Equipment and Services Schedule.

No substitutions, alternate products, “equal” products, successor products, replacement models, or comparable products will be accepted unless the Contracting Officer provides prior written authorization. A quotation offering a different manufacturer or model number for a specified equipment item may be rejected as nonconforming.

The brand names, manufacturers, and model numbers specified in this solicitation are required to ensure compatibility, interoperability, integration, configuration, programming, performance, functionality, consistency with the Judiciary’s audiovisual system design, and compatibility with the overall system being deployed at the identified Judiciary facilities.

The Contractor shall clearly identify the manufacturer and exact model number being offered for every equipment CLIN. The Contractor shall not substitute a successor, replacement, revised, or newer model without the prior written approval of the Contracting Officer. Any such approval must be obtained before the equipment is ordered or delivered.

The Contracting Officer’s written justification supporting the brand-name-specific requirement is maintained in the procurement file.

Provision 2-100, Brand Name or Equal, is NOT applicable to this solicitation and is NOT incorporated by reference.

3.3 Installation and Integration

• Provide all installation materials, including cabling, terminals, struts, retainers, fasteners, cable management, adapters, and miscellaneous materials required for a complete installation.
• Provide display and video-bar mounting hardware as listed or an approved equal suitable for the installed display and wall conditions.
• Provide programming and configuration of control, presentation, Microsoft Teams Rooms, and related equipment included in the bill of materials.
• Provide project management and commissioning for each room.
• Provide delivery to the applicable Judiciary location, including coordination of deliveries and protection of equipment during transport.
• Remove packaging, scrap, and installation debris and transport recyclable/disposable material to an appropriate recycling or disposal facility.
• Coordinate access, installation hours, security procedures, and work within occupied Judiciary facilities with the Contracting Officer or designated representative.

3.4 First-Year Service

The quotation shall include one year of service beginning upon final acceptance of the applicable installed system. First-year service shall include remote troubleshooting and reasonable technical support for the installed AV system, coordination of warranty issues, and assistance with system configuration issues attributable to the Contractor's installation/programming. Manufacturer warranties shall be passed through to the Judiciary to the extent available.

4. EQUIPMENT AND SERVICES SCHEDULE

See attachment

5. QUOTATION REQUIREMENTS

• Submit a complete quotation covering all CLINs. A quotation that omits a required CLIN may be considered nonresponsive.
• All prices shall be firm-fixed prices in U.S. dollars and shall include all costs necessary for complete performance, including freight, delivery, installation materials, labor, programming, commissioning, disposal/recycling, travel, insurance, overhead, and profit.
• Identify the manufacturer and model number for every proposed product. Provide technical literature and a concise explanation demonstrating compliance with the required functionality.
• Identify the proposed warranty period for each major equipment category and identify any manufacturer warranty that applies.
• Provide the name, telephone number, and email address of the person responsible for quotation questions and, if awarded, the contractor's project manager/technical lead.
• Provide the firm's legal name, address, UEI, TIN, point of contact, and SAM.gov registration status.
• The quotation shall remain valid for at least 60 calendar days after the quotation due date.
• Quoters shall identify all exceptions, assumptions, exclusions, substitutions, or deviations from this RFQ. Silence will be interpreted as an offer to comply with all requirements.

6. DELIVERY AND PERFORMANCE

Location 1

1st Floor OSJ Conference Room and 314 Multipurpose Conference Room

300 Recinto Sur St., San Juan, PR 00901

Location 2

Ponce Conference Room

880 Tito Castro Avenue, Ponce, PR 00716

Coordinate exact room access and installation schedule with CO.

The Contractor shall propose a realistic delivery and installation schedule with the quotation. The final schedule will be established by the Contracting Officer. Work shall not begin until authorized by the Contracting Officer and/or designated representative.

7. SITE VISIT / FIELD VERIFICATION

A site visit may be scheduled by the Contracting Officer. If a site visit is offered, attendance is strongly recommended because the Contractor is responsible for verifying field conditions affecting installation. Questions arising from the site visit shall be submitted in writing by the deadline stated in the RFQ. The Contractor shall not rely on site conditions that were reasonably observable but not identified in its quotation.

8. EVALUATION AND BASIS FOR AWARD

Award is contemplated to be made on a lowest-priced, technically acceptable basis to a responsible quoter whose quotation conforms to the material requirements of this RFQ. The Government will evaluate the quoted total price and compliance with the technical requirements, including equipment compatibility, installation approach, schedule, warranty, and required services. The Government may determine a quotation technically unacceptable if it fails to meet a material requirement or does not provide sufficient information to establish compliance.

The Government may consider the total evaluated price for all three rooms. The Government reserves the right to make one award for all locations or, if expressly authorized by the Contracting Officer, separate awards by location or line-item group. Any multiple-award approach will be stated by amendment before quotations are due.

9. QUESTIONS, AMENDMENTS, AND QUOTATION SUBMISSION

Questions Due: 8/31/26

Questions To: Nino Figueroa, contact@example.gov

Quotation Due: 09/08/26 by 5PM

Submit Quotation To: contact@example.gov

Accepted File Format

PDF preferred; pricing schedule may also be submitted in Excel

Questions must be submitted in writing. Answers that affect the solicitation will be issued by amendment when appropriate. Quoters are responsible for monitoring SAM.gov for amendments and other solicitation information. The Government is not responsible for quotations sent to an incorrect address or received after the stated deadline.