Audio Visual Design Installation and Maintenance Services

The Vendor is required to provide for on-call audio visual (AV) design, installation and maintenance services including troubleshooting, repair, replacement, and general maintenance of AV equipment across various City facilities.
- Systems will include projectors, microphones, speakers, video conferencing equipment, control panels, and other related hardware and software.
- Provide on-call audio visual installation, service, and maintenance for various AV systems including but not limited to:
•    Video display systems (projectors, flat panel displays, video walls)
•    Audio systems (speakers, microphones, amplifiers, mixers)
•    Control systems (touch panels, control processors)
•    Video conferencing systems
•    Digital signage systems
•    Streaming and recording systems
•    Assistive listening systems
•    Presentation systems
•    Integrated room automation systems
- Available for on-call services during normal business hours (Monday through Friday, 8:00 AM to 5:00 PM local time) and shall provide emergency service capability after business hours, 7 days per week, possibly 365 days per year.
- Maintain an adequate inventory of commonly used parts and equipment to minimize downtime for the City systems.
- Installation Services
1. Provide complete installation services for new AV systems as requested by the City, including:
•    Site assessment and needs analysis
•    System design and engineering
•    Equipment procurement
•    Physical installation and mounting
•    Cable installation and termination
•    System configuration and programming
•    Testing and commissioning
•    User training
•    Documentation
2. Provide detailed documentation for all installations, including:
•    As-built drawings
•    Equipment inventory with make, model, and serial numbers
•    System configuration settings
•    User manuals and quick reference guides
•    Warranty information
- Maintenance Services
1. Provide preventive maintenance services for existing AV systems on a scheduled basis as determined by the City, including:
•    System inspection and cleaning
•    Firmware and software updates
•    Performance testing and calibration
•    Minor repairs and adjustments
•    Documentation of maintenance activities
2. Preventive maintenance shall be scheduled in advance and performed during non-business hours, when possible, to minimize disruption to the City operations.
3. Provide a written report after each preventive maintenance visit detailing work performed, system status, and recommendations for improvements or repairs.
- Repair Services
1. Provide repair services for existing AV systems as needed, including:
•    Troubleshooting and diagnostics
•    Repair or replacement of faulty components
•    System reconfiguration and testing
•    Documentation of repairs.

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: July 30, 2025