Video Management System (VMS) Installation and Integration

*** UPDATE 10 SEPTEMBER 2026 - RESPONSE DATE EXTENDED TO 14 SEPTEMBER 2026 AT 3:00 PM ***

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*** UPDATE 1 SEPTEMBER 2026 - PLEASE NOTE UPDATED ATTACHMENTS AS FOLLOW:

- ATTACHMENT 1 - "LIST OF MATERIALS" HAS BEEN REPLACED WITH AN UPDATED VERSION

- ATTACHMENT 2 - "LIST OF APPROVED EQUIPMENT" HAS BEEN REPLACED BY "BUILDING CAMERAS", WHICH IS A COMPREHENSIVE LIST OF ALL EXISTING BUILDING CAMERAS RELATED TO THIS PROJECT.

- ATTACHMENT 3 - "DRAWINGS - CAMERA LOCATIONS" HAS BEEN REPLACED WITH AN UPDATED VERSION TO REFLECT CAMERAS SPECIFIC TO THIS SOLICITATION.

- ATTACHMENT 4 - STATEMENT OF WORK (6 AUGUST 2026) HAS BEEN REPLACED WITH AN UPDATED VERSION (1 SEPTEMBER 2026)

- QUESTION AND ANSWER DOCUMENT (18 AUGUST 2026) HAS BEEN REPLACED WITH AN UPDATED VERSION (1 SEPTEMBER).  PLEASE BE SURE TO NOTE THE CHANGES WITHIN IN RED.

- SECOND SITE VISIT HAS BEEN SCHEDULED FOR 8 SEPTEMBER 2026 AT 1000.

- QUOTE DUE DATE HAS BEEN EXTENDED FROM 4 SEPTEMBER 2026 AT 3:00 PM TO 11 SEPTEMBER 2026 AT 3:00 PM ***

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**UPDATE 18 AUGUST 2026 - PLEASE SEE INFORMATION BELOW REGARDING A SCHEDULED SITE VISIT, AS WELL AS A QUESTION AND ANSWER DOCUMENT ADDED AS AN ATTACHMENT.

Site Visit Procedures

A site visit has been scheduled for Tuesday, 25 August 2026 at 10am. Offerors wishing to attend must create a DBIDS Pre-Enrollment Request on https://dbids-global-enroll.dmdc.mil and email the QR confirmation code to leenawattie.budhu.1@us.af.mil no later than noon on 24 August 2026.

On the day of the site visit, participants will report to the Visitor Control Center (VCC) AFRL/Information Directorate, 304 Brooks Rd, Rome, NY 13441 for badging. Be sure to bring your driver’s license/ID and QR code confirmation page with you to present to the VCC representative. Visitors are required to have a Real ID to gain access to the site. Without a Real ID, other acceptable forms of IDs are: Passport, Birth certificate or SSN.”

After badging at the VCC, participants will then meet their sponsor (Leena Budhu) at Building 3, Lobby.

(END UPDATE 18 AUGUST 2026)

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This is a combined synopsis/solicitation for commercial products or commercial services prepared in accordance with RFO part 12, as supplemented with additional information included in this notice.  This announcement constitutes the only solicitation.  Offers are being requested and a separate written solicitation will not be issued.  Further, offerors are responsible for monitoring this site for the release of amendments (if any) or other information pertaining to this solicitation. 

Solicitation number FA875126Q0900 is issued as a Request for Quote (RFQ).

This acquisition is set-aside for small business concerns.  This solicitation incorporates provisions and clauses by reference.  The full text of provisions and clauses may be accessed electronically at https://www.acquisition.gov/far-overhaul/far-part-deviation-guide/far-overhaul-part-52 .

The contractor shall provide and install, as needed, the items on the List of Materials (LOM) (Attachment 1) on a firm-fixed-price basis including the cost of shipping FOB Destination: 

The following attachments apply to this solicitation and shall be followed:

Attachment 1 - List of Materials

Attachment 2 - Building Cameras

Attachment 3 - Drawings of Camera Locations

Attachment 4 - Statement of Work  

SHIP HARDWARE TO:

DoDAAC: F4HBL1

Country Code: USA

AFRL RIOLSC

AF BPN NO MILSBILLS PROCESSES

120 ELECTRONIC PKWY

ROME, NY 13441-4516

UNITED STATES

Name, Email address, and Phone number of the end user POC associated with the delivery will be provided via Section F of any award resulting from this solicitation. 

Offerors shall provide at least the same warranty terms, including offers of extended warranties, offered to the general public in customary commercial practice.

The delivery/install completion date is 180 Days After Receipt of Order (ARO). All deliveries shall be made in accordance with RFO 52.247-34 FOB Destination (NOV 1991). The place of delivery, acceptance and FOB destination point is Rome, NY.

The provision at 52.212-1, Instructions to Offerors – Commercial Products and Commercial Services (FEB 2026), applies to this acquisition. 

Addenda to the following paragraphs of 52.212-1 are:

(a) Written quotes are due at or before 3 PM, (Eastern Time) Friday, 14 September 2026.  Submit via email to: leenawattie.budhu.1@us.af.mil with a copy to John.Haberer@us.af.mil

The provision at RFO 52.212-2, Evaluation -- Commercial Products and Commercial Services (FEB 2026) applies. In addition to the information within Paragraph (a), the following factors shall be used to evaluate offers:

1. past performance,
2. technical capability of the item offered to meet the Government requirement, and
3. price;  

The Government intends to 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.

Past Performance and Technical Capability are significantly more important than Price.

Past Performance information:

- Contractor shall submit past performance information to include no more than five (5) contracts completed within the past five (5) years.  Past performance information for each contract must include the following:

• Description of work and contract number (if any)
• Statement identifying whether Offeror acted as prime contractor or as a subcontractor
• Period of performance of the work
• Customer Point of Contact for the effort (Name, Phone, and Email Address)

In determining an Offeror’s relevancy of past performance, the Government will consider aspects such as similarity of product/service/support, complexity, dollar value, duration, contract type, and degree of subcontract/teaming.  The Government reserves the right to award a contract at a higher price for a perceived higher quality based on past efforts.

The Government intends to evaluate offers and award a contract without discussions with offerors. Therefore, the offeror’s initial offer should contain the offeror’s best terms from a price, past performance and technical standpoint. However, the Government reserves the right to conduct discussions if later determined by the Contracting Officer to be necessary. The Government may reject any or all offers if such action is in the public interest; accept other than the lowest offer; and waive informalities and minor irregularities in offers received.

Offerors are required to complete representations and certifications found in the provision at R-DFARS 252.204-7998, Alternate A, Annual Representations and Certifications (DEVIATION 2026-O0043) (FEB 2026), as well as the following:

252.204-7017, Prohibition on the Acquisition of Covered Defense Telecommunications Equipment or Services—Representation (MAY 2021)

252.239-7009, Representation of Use of Cloud Computing (SEP 2015)

For your convenience all referenced certifications are attached to this solicitation. (Attachment No. 5)

The clause at 52.212-4, Terms and Conditions -- Commercial Products and Commercial Services (FEB 2026), applies to this acquisition. 

The following RFO and RFO Supplement provisions and clauses also apply to this procurement:

52.203-3, Gratuities (APR 1984)

52.203-6, Restrictions on Subcontractor Sales to the Government (JUN 2020)

52.203-18, Prohibition on Contracting with Entities that Require Certain Internal Confidentiality Agreements or Statements-Representation (JAN 2017)

52.203-19, Prohibition on Requiring Certain Internal Confidentiality Agreements or Statements (JAN 2017)

52.204-7, System for Award Management – Registration (FEB 2026)

52.204-13, System for Award Management – Maintenance (FEB 2026)

52.209-6, Protecting the Government Interest When Subcontracting with Contractors Debarred, Suspended, Proposed for Debarment, or Voluntarily Excluded (FEB 2026)

52.209-10, Prohibition on Contracting with Inverted Domestic Corporations (FEB 2026)

52.219-6, Notice of Total Small Business Aside (FEB 2026)

52.219-8, Utilization of Small Business Concerns (FEB 2026)

52.219-28, Post Award Small Business Program Representation (FEB 2026)

52.222-3, Convict Labor (FEB 2026)

52.222-19, Child Labor—Cooperation with Authorities and Remedies (FEB 2026)

52.222-35, Equal Opportunity for Veterans (FEB 2026)

52.222-36, Equal Opportunity for Workers With Disabilities (FEB 2026)

52.222-37, Employment Reports on Veterans (FEB 2026)

52.222-40, Notification of Employee Rights Under the National Labor Relations Act (FEB 2026)

52.222-50, Combating Trafficking in Persons (FEB 2026)

52.222-90, Addressing DEI Discrimination by Federal Contractors (APR 2026)

52.223-23, Sustainable Products and Services (FEB 2026)

52.226-8, Encouraging Contractor Policies to Ban Text Messaging While Driving (MAY 2024)

52.232-33, Payment By Electronic Funds Transfer—System For Award Management (OCT 2018)

52.232-40, Providing Accelerated Payments to Small Business Subcontractors (MAR 2023)

52.233-3, Protest After Award (FEB 2026)

52.233-4, Applicable Law for Breach of Contract Claim (FEB 2026)

52.240-90, Security Prohibitions and Exclusions Representations and Certifications (FEB 2026)

52.240-91, Security Prohibitions and Exclusions (FEB 2026)

52.240-93, Basic Safeguarding of Covered Contractor Information Systems (FEB 2026)

52.244-6, Subcontracts for Commercial Products and Commercial Services (APR 2026)

52.247-34, FOB Destination (NOV 1991)

52.252-1, Solicitation Provisions Incorporate by Reference (FEB 1998)

52.252-2, Clauses Incorporated by Reference (FEB 1998

52.252-5, Authorized Deviations in Provisions (NOV 2020)

   (a) The use in this solicitation of any Federal Acquisition Regulation (48 CFR Chapter 1) provision with an authorized deviation is indicated by the addition of "(DEVIATION)" after the date of the provision.

   (b) The use in this solicitation of any Defense Federal Acquisition Regulation System (48 CFR Chapter 2) provision with an authorized deviation is indicated by the addition of "(DEVIATION)" after the name of the regulation.

52.252-6, Authorized Deviations in Clauses (NOV 2020)

   (a) The use in this solicitation or contract of any Federal Acquisition Regulation (48 CFR Chapter 1) clause with an authorized deviation is indicated by the addition of "(DEVIATION)" after the date of the clause.

   (b) The use in this solicitation or contract of any Defense Federal Acquisition Regulation System (48 CFR Chapter 2) clause with an authorized deviation is indicated by the addition of "(DEVIATION)" after the name of the regulation.

252.203-7000, Requirements Relating to Compensation of Former DoD Officials (SEP 2011)

252.203-7002, Requirement to Inform Employees of Whistleblower Rights. (DEC 2022)

252.203-7005, Representation Relating to Compensation of Former DoD Officials (SEP 2022)

252.204-7003 Control of Government Personnel Work Product (APR 1992)

252.204-7018, Prohibition on the Acquisition of Covered Defense Telecommunications Equipment or Services (JAN 2023)

252.204-7024, Notice on the Use of the Supplier Performance Risk System (MAR 2023)

252.211-7003, Item Identification and Valuation (JAN 2023)

Para. (c)(1)(i): N/A

Para. (c)(1)(ii): N/A

Para. (c)(1)(iii): N/A

Para. (c)(1)(iv): N/A

Para. (f)(2)(iii): N/A

252.223-7008, Prohibition of Hexavalent Chromium (JAN 2023)

252.225-7001, Buy American and Balance of Payments Program (FEB 2024)

252.225-7002, Qualifying Country Sources as Subcontractors

252.225-7012, Preference for Certain Domestic Commodities (APR 2022)

252.225-7013 Duty Free Entry (AUG 2025)

252.225-7048 Export-Controlled Items (JUN 2013)

252.225-7055, Prohibition Regarding Business Operations with the Maduro Regime (MAY 2022)

252.225-7056, Prohibition Regarding Business Operations with the Maduro Regime (JAN 2023)

252.225-7059, Prohibition on Certain Procurements from the Xinjiang Uyghur Autonomous Region–Representation (JUN 2023)

252.225-7060, Prohibition on Certain Procurements from the Xinjiang Uyghur Autonomous Region (JUN 2023)

252.226-7001, Utilization of Indian Organizations, Indian-Owned Economic Enterprises, and Native Hawaiian Small Business Concerns (JAN 2023)

252.227-7990, Technical Data – Commercial Products and Commercial Services (FEB 2026) (DEVIATION 2026-O0036)

252.227-7997, Validation of Asserted Restrictions on Technical Data (FEB 2026) DEVIATION 2026-O0036)

252.232-7003, Electronic Submission of Payment Requests and Receiving Reports (DEC 2018)

252.232-7006, Wide Area Workflow Payment Instructions (JAN 2023)

252.232-7010, Levies on Contract Payments (DEC 2006)

252.239-7017, Notice Of Supply Chain Risk (DEC 2022)

252.239-7018, Supply Chain Risk (DEC 2022)

252.243-7001, Pricing of Contract Modifications (DEC 1991)

252.243-7002, Requests for Equitable Adjustment (DEC 2022)

252.244-7999, Subcontracts for Commercial Products or Commercial Services (FEB 2026) (DEVIATION 2026-O0015)

252.246-7008, Source of Electronic Parts (JAN 2023)

252.247-7023, Transportation of Supplies by Sea – Basic (OCT 2024)

OMBUDSMAN

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.

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).

If resolution cannot be made by the contracting officer, the interested party may contact the ombudsman:

Ombudsman: AFRL/PK Technical Director

Alternate Ombudsman: AFRL/PK Deputy Director

1864 4th Street

WPAFB OH 45433

Phone: (937) 904-9700

FAX: (937) 656-7321

Email: Afrl.pk.workflow@us.af.mil

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.

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

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.

HEALTH AND SAFETY ON GOVERNMENT INSTALLATIONS 

In performing work under this contract on a Government installation, the contractor shall:

1. Take all reasonable steps and precautions to prevent accidents and preserve the health and safety of contractor and Government personnel performing or in any way coming in contact with the performance of this contract; and take such additional immediate precautions as the contracting officer may reasonably require for health and safety purposes.
2. The contracting officer may, by written order, direct Department of the Air Force Occupational Safety and Health (AFOSH) Standards and/or health/safety standards as may be required in the performance of this contract and any adjustments resulting from such direction will be in accordance with the Changes clause of this contract.
3. Any violation of these health and safety rules and requirements, unless promptly corrected as directed by the contracting officer, shall be grounds for termination of this contract in accordance with the Default clause of this contract.

CONTRACTOR ACCESS TO DEPARTMENT OF THE AIR FORCE INSTALLATIONS.

The contractor shall obtain base or installation identification and vehicle passes, if required, for all contractor personnel who make frequent visits to or perform work on the Department of the Air Force installation(s) cited in the contract. Contractor personnel are required to wear or prominently display installation identification badges or contractor-furnished, contractor identification badges while visiting or performing work on the installation.

The contractor shall submit a written request on company letterhead to the contracting officer listing the following: contract number, location of work site, start and stop dates, and names of employees and subcontractor employees needing access to the base or installation. The letter will also specify the individual(s) authorized to sign for a request for base or installation identification credentials or vehicle passes. The contracting officer will endorse the request and forward it to the issuing base pass and registration office or Security Forces/Police for processing. When reporting to the registration/security police office, the authorized contractor individual(s) should provide a valid driver’s license, current vehicle registration, valid vehicle insurance certificate, to obtain a vehicle pass.

During performance of the contract, the contractor shall be responsible for obtaining required identification for newly assigned personnel and for prompt return of credentials and vehicle passes for any employee who no longer requires access to the work site.

When work under this contract requires unescorted entry to controlled or restricted areas, the contractor shall comply with [insert any additional requirements to comply with DAFI 31-101, Integrated Defense, and DODMAN5200.02_DAFMAN 16-1405 , Air Force Personnel Security Program] citing the appropriate paragraphs as applicable.

Upon completion or termination of the contract or expiration of the identification passes/badges, the prime contractor shall ensure that all base or installation identification passes issued to employees and subcontractor employees are returned to the issuing office.

The contractor shall provide an after-hours contact number or after-hours email in the Emergency Mass Notification System (EMNS) for each of their personnel, whose normal place of duty is on a DoD installation or within a DoD facility. The contractor shall comply with any additional requirements in DAFMAN 10-206 for emergency operational reporting. Foreign Nationals may participate and may remove themselves from the Emergency Mass Notification System at any time. To update information, personnel can access the globe icon on their system desktop screens and choose the “Access Self-Service” option.

Failure to comply with these requirements may result in withholding of final payment. 

Note that the clause at 252.211-7003 is included in this solicitation.  Agency specific guidance is provided below:

For proposed Line Item Numbers with a unit price ≥ $5,000 vendors will be expected to supply Unique Item Identifier (UII/ UID) labels.

UII/ UID component data elements should be marked on an item using two dimensional data matrix symbology that complies with ISO/IEC International Standard 16022, Information technology - International symbology specification - Data matrix; Error Checking and Correction 200 (ECC200) data matrix specification.

(A)LABEL:

If using Construct 1: Encode the two dimensional data matrix with CAGE CODE (Enterprise ID) and Serial #.

If using Construct 2: Encode the two dimensional data matrix with CAGE CODE, Serial #, and Part/Lot/Batch #.

Any costs associated in complying with these terms should be included as part of the firm fixed priced offer herein.