Bid guide
How to bid on Audio-Video conferencing system upgrade for the Department of State
What the Department of State is buying
The Department of State requires a complete installation and configuration of an Audio Visual (AV) system upgrade. This work will take place in the Ernst Cramer Room at the United States Mission Berlin, Germany. This is an opportunity for companies specializing in AV system integration and setup.
The agency is looking for a vendor to handle the full scope of the upgrade, ensuring the new system is fully operational and meets their conferencing needs.
Key dates and what happens at the deadline
The solicitation was published on July 10, 2026. The deadline for submitting your quotation is August 14, 2026, at 11:00 AM ET (which is 17:00 CET).
It is crucial to submit your quote by this exact time. Late submissions are typically not considered.
Who this opportunity suits
This opportunity is suitable for companies with expertise in audio-visual system installation, configuration, and upgrades. Vendors should have experience with conferencing technologies and be capable of performing work internationally, specifically in Berlin, Germany.
Given the nature of the work, firms specializing in equipment installation and technical setup for government or corporate clients would be a good fit. The category for this bid is equipment.
How to respond
To request the solicitation documents, you must contact [email protected]. In the subject line of your email, include the request number PR16103525.
A mandatory on-site survey is required for this project. Ensure you arrange and complete this survey as part of your response process. Your quote must be submitted by the deadline of August 14, 2026.
Tips for preparing a competitive response
Carefully review the Statement of Work once you receive the solicitation documents to understand all technical requirements and deliverables. Pay close attention to any specific equipment or compatibility standards mentioned.
Since an on-site survey is mandatory, use this opportunity to thoroughly assess the existing conditions and potential challenges. This will help you develop a more accurate and competitive proposal, including a realistic cost estimate and timeline. Clearly outline your experience with similar AV system upgrades, especially for secure or sensitive environments, if applicable.
See the live bid — deadline, agency details, and how to respond
Dates and requirements can change via addenda; always verify on the bid page and at the original source before responding.
View this bid on BiddingSimpleThis guide was prepared by BiddingSimple from the solicitation’s public posting. It is not official guidance from State, Department of; the original posting controls.