FY26 HAF/JAT FY26 HYBRID COURTROOM RECORDING AND COMMUNICATION EQUIPMENT

SOLICITATON NOTICE: The 700th Contracting Squadron (700 CONS) intends to award a Firm Fixed Price (FFP) purchase order on a sole source basis to the eVerbatim, Inc., (CAGE Code: 1HLK8). This intended contract will also cover equipment warranties for the base period of 12 months plus four (4) 12-month options. The anticipated award date is 19 February 2026.

This is a Headquarters Air Force (HAF) level procurement for the purchase of hardware for use within all courtrooms throughout the Department of the Air Force (DAF). This hardware refresh is for the upgrade to existing eVerbatim, Inc. brand Eclipse Vox AI Systems (EVAS), which is an integrated, end-to-end solution for automating legal transcription, already installed within various DAF courtrooms. To support this upgrade, the DAF Trial Judiciary (JAT) requires hardware kits and components that are designed, validated, and certified to function with these existing EVAS platforms purchased under previous contract no. FA701424P0040.

This acquisition is intended to be conducted pursuant to FAR 6.302-1, Only one responsible source and no other supplies or services will satisfy agency requirements, as the Ecplise Vox AI System (EVAS) is a propriety, integrated platform for which eVerbatim, Inc. retains exclusive system configuration and integration authority as the Original Equipment Manufacturer (OEM).  The DAF has invested $2.3M in the standardized EVAS infrastructure deployed across various courtrooms under Contract No. FA701424P0040, and eVerbatim, Inc., is the only source capable of providing hardware kits and components that are designed, validated, and certified to function within this existing environment. Procurement of hardware from any other source would introduce unacceptable technical and operational risk, including system incompatibility, instability, and potential loss or degradation of mission-critical legal recordings, thereby jeopardizing the DAF's significant investment and the integrity of judicial proceedings.

The North American Industry Classification System (NAICS) code for this acquisition is 541519 and the size standard is 150 in number of employees.

The following market research efforts were conducted to support this effort:

A. The HAF/JAT conducted vendor outreach efforts direct to eVerbatim, Inc., and retrieved a preliminary price quote confirming the firm’s interest and capability.

B. A Sources sought notices were publicized on SAM.gov and simultaneously on GSA 2GIT from 20 January 2026 through 26 January 2026 which resulted in no other responses from industry confirming interest and capability in regards to this effort from either of these platforms.

C. eVerbatim, Inc., was confirmed to have an active SAM.gov account expiring on 02 November 2026.  Further research conducted on FPDS-NG and SPRS has shown that eVerbatim, Inc., has been awarded at least 52 different contract actions for courtroom recording/communication type requirements. eVerbatim, Inc.  has been doing business with the Federal Government since 1998 and has a positive past performance record for various orders fulfilled for agencies like the Departments of the Air Force, Army, and Navy.

Through these efforts, eVerbatim, Inc. has been confirmed to be the only source capable of fulfilling this requirement for supplemental courtroom equipment and warranty. Therefore, this requirement is being solicited on a sole source basis to eVerbatim, Inc.

This notice is not a request for competitive quotes. However interested parties may submit a capability statement upon the referenced deadline within the attached solicitation (FA561326Q0008) demonstrating their ability to perform the requirement described herein. Upon receipt of any such notifications, the Contracting Officer will determine whether to conduct a competitive procurement or proceed with sole source action. Responses received will be evaluated, however; a determination by the Government not to compete the proposed procurement based upon responses to this notice is solely within the discretion of the Government. If no responses are received, the 700 CONS will proceed with the sole source award to eVerbatim, Inc.

See attached solicitation (COMBO-SOLICITATION FA561326Q0008)