Audio Visual Equipment Installation and Maintenance Services

The vendor is required to provide audio visual (AV) equipment; removal of current projector, sound system components, screen and all equipment in the existing component racks are to be given to building custodian for inventory excessing.
- Include for services:
• Services shall include, but are not limited to troubleshooting, repairing, replacing parts, and general maintenance of audio-visual equipment services identified in this contract;
• The successful vendor(s) may charge a minimum of one (1) hour for any service call;
• An emergency under this contract occurs when av equipment fails or malfunctions causing conference cancelations and delays
• Successful vendor must be equipped to initiate emergency repair services within four (4) hours and to commence non-emergency services within two (2) work days, unless otherwise approved by board;
• When repairing or replacing parts, the successful vendor must use the most up-to-date supplies and equipment parts being manufactured.
• equipment parts that have been replaced shall be the property of board and shall be left at the site unless directed otherwise by the technology integration administrator and/or designee, as applicable;
• All parts shall be new and must be a direct replacement for the original equipment
• Rebuilt parts may be used only with prior approval by the technology integration administrator and designee
• The successful vendor, at the request of board as applicable, shall maintain an inventory of commonly ordered parts of manufacturer’s parts and related supplies and equipment so as to ensure prompt repairs on short notice;
• All invoices must be accompanied by daily service receipts specifying time of arrival, services done, materials used, time of departure for each employee, and must be signed by an authorized representative of board as applicable
• Service receipts not submitted in a timely fashion will result in delayed payments.
• When successful vendor is called upon to perform emergency services, the service receipts shall be mailed the following day to the technology integration administrator and designee for signature, as applicable;
• Sub-contracting shall not be permitted under this contract without prior written approval of board.
• If the permission of board is granted for the use of a sub-contractor for like services, subcontracting shall not result in an increase of price to board and board must be billed in accordance with the bid award and such subcontractor shall be bound by the terms of this contract;
• Before services begin, the successful vendor shall provide, for approval, at no cost, a detailed estimate showing construction and method of installation;
• Except for emergency services, the successful vendor will be required to submit an estimate before any services are started.
• On emergency services, the successful vendor must submit his estimate within forty-eight (48) hours after starting the job
• Successful vendor and its employees shall be licensed, certified, registered and authorized to perform services rendered under this contract as required by all applicable federal, state and local laws and regulations and be licensed by the county of where required and submit such documentation upon request from board
• All services must be performed in accordance with the national code, current edition, and all state and local codes;
• Successful vendor is to have all the services done in the best workmanlike manner, and shall clean up and remove all debris and rubbish resulting from its services from time to time, as required or directed.
• Related supplies and/or equipment (including tools) shall be stored at the site only upon the approval of board at the successful vendor’s risk
• Services shall progress so as to cause the least inconvenience to board and with proper consideration for the rights of other persons on site
• The successful vendor shall perform the services promptly with due regard for coordination of scheduling work, if any;
• Installation shall include the furnishing of any rigging necessary to move equipment into the building and the removal and resetting of any removable windows used for moving equipment into the building;
• Successful vendor shall acquaint itself with conditions to be found at the site and shall assume all responsibility for placing and installing the equipment in the locations required;
• Successful vendor shall furnish adequate protection from damage for all services and shall repair damages of any kind for which successful vendor and/or its employees are responsible;
• Successful vendor may not impose a fuel charge under any name; and
• Successful vendor must ensure that its employees abide by the prohibition against smoking at board sites.
- Contract Period/Term: 1 year
- Questions/Inquires Deadline: March 27, 2025