Audio Visual Maintenance Support Services

The vendor is required to provide audio-visual (A/V) maintenance professional services for a one-year term to ensure the continued functionality, reliability, and performance of av systems across city facilities.
- Consultant shall perform professional services for the city for a one-year term as described in the following:
•    Provide a premium maintenance and support program for the city's existing audio-visual equipment and software. 
•    Possess and maintain a programmer on their team with manufacturer certifications in the major systems deployed at the civic center without the need for subconsultants. 
•    Be responsive, as requested investigate and troubleshoot a variety of technical issues, meet response times and service levels, and install and upgrade equipment and software as requested. 
•    Provide effective project management, the ability to meet deadlines and budgets, deliver quality solutions, provide status reports as requested, and communicate effectively. 
•    Act proactively to identify and report potential equipment maintenance or replacement needs discovered during maintenance inspections or other work. 
•    Assist the city with A/V and budget development, and offer planning advice for future A/V.
- Account management, meetings, and reports
•    The consultant shall assign an account manager as the designated representative to the city. 
•    Consultant shall deliver bi-annual service reports to the city on service activity. 
•    These reports shall be delivered within 15 days of completion of each bi-annual inspection.
•    The account manager shall meet with the city (on-site or conference call as requested) to review the service report.
•    The account manager shall provide consulting and procurement support as required for any project.
- Maintenance activities
1. Summary of maintenance responsibilities
•    Be responsible for the correct function of the hardware and software systems designated in the inventory, including cable management and labeling, and software configurations related to the A/V systems.
•    Confirm system configuration backups exist and are updated regularly.
2. Service requests {SRS)
•    The city may request on-site service from the consultant to repair, adjust, or train staff on any system in the inventory. 
•    SRS include on-site and remote requests. 
•    Scheduled bi-annual inspections are not counted as SRS. 
•    The first five (5) on-site SRS per year are included at no additional charge to the city, up to 8 hours per sr. 
•    On-site SRS should be billed at the rates established on a time and materials (T&M) basis. 
•    Remote SRS may include assistance for equipment operation, and software configuration and use.
•    All SRS completed remotely shall be provided at no additional charge.

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: November 19, 2025