Audio and Video System Services

The vendor is required to provide audio and video system services for include:
- Site description
•    Space: multipurpose room with existing ceiling-mounted projector and rolldown screen.
•    Dimensions: approximately forty (40) ft by ninety (90) ft.
•    Structure: brick interior walls and open ceiling with exposed support beams.
•    Existing equipment: Epson projector currently ceiling mounted with wireless Miracast screen sharing device.
•    Other features: an adjacent open office space with existing retractable room divider, no stage; a portable podium is utilized, and no floor plans available.
- System requirements
1. Audio system
•    Wireless microphones: four (4) hand-held units for speaker mobility and flexibility. 
•    Room microphones: minimum of four (4) array or ceiling-mounted microphones to capture audio during hybrid meetings. 
•    Audio processing equipment: includes digital mixers, microphone receivers, and processors, with the ability to securely lock up the equipment. 
•    Only professional grade-audio gear minimizing distortion or interference. 
•    There is no existing audio system in the room.
2. Video system 
•    Conference web camera: to support hybrid meetings, ensuring clear video conference capabilities compatible with existing projector system. 
•    Room bars will not be considered for this application. 
•    Support for the following virtual meeting software platforms at minimum: zoom, WebEx, microsoft teams
3. Integration and compatibility
•    Audio and video will not connect to the internal county network; it must operate independent of the county network. 
•    Electrical: no electrical outlets available within the room. 
•    Network: any local area network that is needed for audio devices to interface with each other will need to be configured and programmed by the vendor. 
•    There is no dedicated pc or laptop to operate conference calls. 
•    Ensure the audio and video systems integrate seamlessly with existing infrastructure.
4. Racking 
•    Provide a secure rolling cabinet to be under physical key lock, kept in the room, and moved around as needed to operate.
- Implementation plan
1. Site assessment 
•    Conduct a detailed assessment of the location to determine the optimal placement for audio and video equipment. 
•    Determine compatible audio system to integrate with existing ceiling projector system.
2. System design 
•    Design a custom audio system tailored to the space’s unique characteristics and requirements.
3. Installation and project management 
•    Install wireless hand-held microphones, room microphones, conference web camera, and audio processing equipment. 
•    Securely mount and lock up audio processing equipment. 
•    Render installation services between the hours of 8:00 am and 5:00 pm cst, Monday through Friday. 
•    responsible for project management, installation, and testing.
4. Testing and calibration 
•    Test and calibrate all installed equipment to ensure seamless performance. 
•    Conduct trial runs to confirm system reliability for various event scenarios including hybrid meetings with virtual attendees. 
•    Provide step-by-step instructions on how to conduct hybrid and in-person meetings.
- System warranty
•    Provide documentation regarding the manufacturer's warranty (3-year minimum) for the hardware equipment.
•    Provide warranty options for all installation and programming work that also covers any installation or programming defects.

- Contract Period/Term: 3 years
- Pre-Bid Conference Date: September 8, 2025
- Questions/Inquires Deadline: September 09, 2025