EEG Enterprises HD492 Annual Support Renewal

This combined synopsis/solicitation is a Request for Quotation (RFQ) prepared in accordance with FAR Part 12 for the acquisition of commercial products and commercial services, and FAR Part 13 simplified acquisition procedures. This announcement constitutes the only solicitation; quotes are being requested, and a separate written solicitation will not be issued. The Government intends to award a firm-fixed-price purchase order resulting from this solicitation to the responsible quoter whose quote represents the best value to the Government. This acquisition is being conducted as a full and open competition using competitive procedures, with a brand name specification in accordance with FAR 13.106-1(b). This solicitation incorporates provisions and clauses by reference. The full text of provisions and clauses may be accessed electronically at https://www.acquisition.gov and https://www.acquisition.gov/hhsar. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC). All questions and inquiries concerning this solicitation must be submitted by email only. No faxes or telephone calls will be accepted. Questions must be submitted to Vera.Nordalm@hhs.gov, with a copy to David.Valenciabonilla@hhs.gov, no later than July 17, 2026 at 1:00 PM ET, and must reference “AI Media / EEG Enterprises HD492 Annual Support Renewal – RFQ 7571TE26Q00084” in the subject line. Quotes must be received no later than [insert date and time] ET. Quoters shall submit their quote electronically to Vera.Nordalm@hhs.gov, with a copy to David.Valenciabonilla@hhs.gov, and must reference “AI Media / EEG Enterprises HD492 Annual Support Renewal – RFQ 7571TE26Q00084” in the subject line. This requirement is for AI Media / EEG Enterprises HD492 Encoder Pro Basic Annual Support in support of the National Institutes of Health, Office of Research Services, Division of Events Management Services. The HD492 Encoder Pro is a broadcast-standard 1RU SDI caption encoder used to support closed captioning and caption display requirements. The existing NIH-owned encoder equipment supports broadcast and streaming needs and is used to support Section 508 compliant closed caption broadcast operations for NIH programs and events. The contractor shall provide AI Media / EEG Enterprises iCap Encode Pro Basic Annual Support, to include telephone and online support, firmware and software updates, and access to the iCAP delivery system. The contractor shall provide support for the following NIH-owned encoders: HD492-1361; HD492-1362; HD492-1363; HD492-1364; HD492-1365; HD492-1367; HD492-1368; HD492-1369; HD492-1370; HD492-4404. The anticipated period of performance is July 20, 2026 through July 19, 2027. The Government’s existing captioning encoder environment depends on continued support for the installed AI Media / EEG Enterprises HD492 Encoder Pro equipment. Continued support is required to maintain access to firmware updates, software updates, security updates, telephone and online support, and iCAP delivery system access. The current support coverage for the installed systems has expired. Renewal is required to support operating system upgrades needed to meet current NIH security standards for IT networked equipment. Continued support will assist NIH Events Management in maintaining the ability to successfully broadcast programs and events within current security standards and to provide Section 508 compliant closed captioning for video broadcasts. AI Media / EEG Enterprises, Inc. is the manufacturer and sole source provider of annual support for AI Media / EEG equipment, including HD492 Encoder Pro encoders. Support from another manufacturer or unauthorized source would not provide the same manufacturer-authorized firmware, software, security updates, iCAP access, or support required for the existing equipment. Market research indicates that no other source can provide equivalent manufacturer-authorized annual support for the existing AI Media / EEG Enterprises HD492 Encoder Pro equipment without affecting required support, compatibility, warranty, or access to proprietary manufacturer services. The requirement includes annual support for the existing NIH-owned HD492 encoders, including telephone and online support, firmware and software updates, security updates, iCAP delivery system access, and continued compatibility with NIH’s existing closed captioning broadcast environment. Please refer to the attached solicitation documents for the complete description of requirements, evaluation criteria, and applicable terms and conditions.