EEG Enterprises HD492 Annual Support Renewal

This is a Notice of Intent, not a request for quotation. No solicitation will be issued, and no quotations will be requested.

The Department of Health and Human Services, on behalf of the National Institutes of Health (NIH), Office of Research Services (ORS), Division of Events Management Services (DEMS), intends to award a firm-fixed-price purchase order to AI Media / EEG Enterprises, Inc. for the renewal of HD492 Encoder Pro Basic Annual Support for a 12-month period of performance.

The purpose of this requirement is to renew annual support for ten existing NIH-owned EEG Enterprises HD492 Encoder Pro closed caption encoders. The support renewal is required to maintain firmware, software, security updates, telephone and online support, and access to the iCAP delivery system for the Government’s existing captioning encoder equipment. The support is necessary to maintain Section 508 compliant closed caption broadcast capabilities for NIH programs and events.

The requirement includes 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.

Justification for Sole Source

AI Media / EEG Enterprises, Inc. is the sole source provider of annual support for AI Media / EEG equipment, including HD492 Encoder Pro encoders. The existing NIH-owned HD492 encoders require manufacturer-provided support to ensure continued functionality, access to required firmware and software updates, security updates, telephone and online support, and access to the iCAP delivery system.

The HD492 Encoder Pro is a broadcast-standard 1RU SDI caption encoder used for closed captioning and caption display. The equipment supports HD video standards up to 1080P on 3 Gbps SDI transport and is used to support NIH broadcast and streaming requirements. The CaptionCast feature creates a separate caption stream for local venue monitor display and for attendees to display captions on personal devices.

AI Media / EEG Enterprises, Inc. is uniquely qualified to provide the required annual support because it is the manufacturer and sole source provider for annual support for the existing AI Media / EEG equipment. The Government’s existing captioning encoder environment is already built around the HD492 Encoder Pro hardware. Support from another manufacturer or vendor would not provide the same firmware, software, security updates, iCAP access, or manufacturer support required for the existing encoders.

The current support coverage for the installed systems has expired, and renewal is required to support operating system upgrades needed to meet current NIH security standards for IT networked equipment. Failure to renew the support may affect NIH Events Management’s ability to successfully broadcast programs and events within current security standards and may impact NIH’s ability to provide Section 508 compliant closed captioning for video broadcasts from the Television Operations Center.

Market research did not identify any other source capable of providing the required manufacturer annual support for the existing AI Media / EEG HD492 Encoder Pro equipment. No other reseller or third party was identified as capable of providing the required support without affecting the equipment warranty or access to proprietary manufacturer support, updates, and services.

Authority

This acquisition is being conducted under Federal Acquisition Regulation (FAR) Part 13 – Simplified Acquisition Procedures and FAR Part 12 – Acquisition of Commercial Products and Commercial Services. For purchases not exceeding the Simplified Acquisition Threshold, contracting officers may solicit from a single source when the Contracting Officer determines that only one source is reasonably available. Contracts awarded using FAR Part 13 procedures are exempt from the requirements of FAR Part 6.

Submission of Capability Statements

Interested parties capable of providing the same or similar products or services must submit a capability statement electronically. Responses will be considered solely for the purpose of determining whether to conduct a competitive procurement. A determination by the Government not to compete the proposed contract, based upon responses to this notice, is solely within the discretion of the Government.

Capability statements must demonstrate the ability to provide the required AI Media / EEG Enterprises HD492 Encoder Pro Basic Annual Support, or an equivalent solution, for the existing NIH-owned HD492 captioning encoders. Capability statements must also demonstrate the ability to provide firmware and software updates, security updates, telephone and online support, iCAP delivery system access, manufacturer-authorized support, and continued compatibility with NIH’s existing closed captioning broadcast environment without disruption to Section 508 compliant broadcast operations.

Deadline: July 20, 2026, at 13:00 PM ET

Submit to:
Vera Nordalm
Contract Specialist
Office of Mission Acquisition Solutions (OMAS) 

Email: vera.nordalm@hhs.gov