Audio Visual Design, Installation and Upgrade for County Meeting Rooms

Agency: Camden County, GA
State: Georgia
Type of Government: State & Local
NAICS Category:
  • 238210 - Electrical Contractors and Other Wiring Installation Contractors
  • 334310 - Audio and Video Equipment Manufacturing
Posted Date: Dec 21, 2023
Due Date: Feb 1, 2024
Solicitation No: P24-1535-13
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
Bid Number: P24-1535-13
Bid Title: Audio Visual Design, Installation and Upgrade for County Meeting Rooms
Category: Information Technology
Status: Open

Description:

Camden County Board of Commissioners is currently seeking competitive proposals for Audio Visual Design, Installation and Upgrade for County Meeting Rooms.

Sealed proposals must be received at the office of the Purchasing Officer, P.O. Box 99, 200 East 4 th Street, Woodbine, GA 31569 no later than 2:15 p.m. on Thursday, February 1, 2024 referencing AUDIO VISUAL DESIGN, INSTALLATION AND UPGRADE FOR COUNTY MEETING ROOMS #P24-1535-13, at which time they will be opened and proposers name publicly read. No proposal shall be withdrawn after the closing time for a period of ninety (90) days.

Digital Bid Documents will be available for download on the Camden County website Purchasing Page www.camdencountyga.gov after 8am on Thursday, December 21, 2023.

Questions regarding this proposal may be directed in writing to the Purchasing Officer, Kelsey Kelley at bids@camdencountyga.gov For security reasons, you must enable JavaScript to view this E-mail address. .

Camden County provides equal opportunity for all businesses and does not discriminate against any person or business because of race, color, religion, sex, age, national origin, and handicap or veterans status. The county reserves the right to reject all bids that are non-responsive or not responsible.

Publication Date/Time:
12/21/2023 8:00 AM
Publication Information:
Tribune and Georgian
Closing Date/Time:
2/1/2024 2:15 PM
Pre-bid Meeting:
1/8/2023 10AM
Contact Person:
Kelsey Kelley, Purchasing Officer, bids@camdencountyga.gov
Business Hours:
8AM-5PM
Related Documents:

Attachment Preview

BOARD OF COUNTY
COMMISSIONERS
PROJECT:
Audio Visual Design, Installation and Upgrade
for County Meeting Rooms
Request for Proposal #P24-1535-13
PROPOSAL DUE:
February 1st, 2024 2:15PM
TABLE OF CONTENTS
CHAPTER 1-OVERVIEW .......................................................................................................... 3
INTRODUCTION ..........................................................................................................................3-4
CHAPTER 2-SCOPE OF WORK .............................................................................................. 4
SCOPE OF PROJECT....………………………………………………………………………………....4-8
SPECIFICATION OF WORK……………………………………………………………………………....8-9
CHAPTER 3-GENERAL TERMS AND CONDITIONS ......................................................... 9
CONTRACT TERMS AND CONDITIONS ...........................................................................................9-14
CHAPTER 4-INSTRUCTIONS TO PROPOSERS ................................................................ 15
INSTRUCTIONS TO PROPOSERS ................................................................................................15-16
CHAPTER 5-REQUIREMENTS .............................................................................................. 17
FORMS AND AFFIDAVITS .........................................................................................................17-33
2
REQUEST FOR PROPOSAL
Audio Visual Design, Installation
and Upgrade for County
Meeting Rooms
Proposal Number: P24-1535-13
Due Date: February 1, 2024 2:15PM EST
THE CAMDEN COUNTY BOARD OF COMMISSIONERS is issuing an RFP for audiovisual (AV) technology
upgrades at two separate locations: the Government Services Complex building in Woodbine, Georgia, and the newly
constructed Resiliency Operations Center (ROC) in Kingsland, Georgia. At the Government Services Complex
Building, we require the AV system the Commissioner's Chambers to be upgraded. In addition to this, the AV system
at the Executive Conference Room at the Government Services Complex building needs to be designed and installed.
In contrast to the Commission Chambers, there is a need for a completely new AV system installation at the Resiliency
Operations Center, rather than a refresh, to provide comprehensive AV capabilities. Within the Resiliency Operations
Center there are three rooms. The specific rooms are the OPS room, Executive Conference Room, and the Media
Communications Room. Both projects aim to enable seamless live streaming, virtual conferencing via platforms like
Cisco WebEx, Microsoft Teams, and Zoom. Another essential provision is to support contemporary meetings in both
virtual and in-person formats. Qualified contractors are invited to submit proposals for both of these locations,
addressing the specific requirements of each component. Further details and submission guidelines can be found in
the official Request for Proposals (RFP) document. We look forward to receiving your proposals and partnering on
these crucial AV technology enhancements. Proposals will be received in the office of the Purchasing Officer, 200 E.
4th Street, Woodbine, Georgia 31569, until 2:15 PM on February 1st, 2024 at which time, said sealed proposals will
be publicly opened and contractor’s names will be read aloud. No proposals may be withdrawn after the closing time
for the receipt of proposals for a period of ninety (90) days.
SOLICITATION SCHEDULE:
Request for Proposal
MANDATORY PRE PROPSAL
Deadline for questions
Answers to questions
Proposal Due Date
Public Proposal Opening
Board of Commissioners Approval
Letter of Intent to Award
12/21/2023
1/8/2024 10AM EST
1/15/2024 5PM EST
1/17/2024 5PM EST
2/1/2024 (No later than 2:15 p.m. EST)
2/1/2024 (2:15 p.m. EST)
2/20/2024
2/21/2024
MANDATORY PRE PROPSAL: There will be a mandatory pre-proposal meeting held on January 8,2024 at 10
AM in the Resiliency Operations Center, located at 135 N. Gross Road Kingsland, GA 31548 and then to the
Government Services Building at 200 E 4th St. Woodbine, GA 31569.
QUESTIONS: regarding this project may be directed in writing to the Purchasing Officer, Kelsey Kelley, at
bids@camdencountyga.gov. All questions shall be received by January 15, 2024 and answered by January 17, 2024.
SUBMISSION: One (1) original and two (2) copies of required proposal documents must be submitted in a
sealed envelope marked “AUDIO VISUAL DESIGN AND INSTALLATION FOR RESILIENCY
OPERTIONS CENTER”- Proposal #P24-1535-13, mailed or dropped off at the address below.
U.S. Postal Service:
FEDEX/UPS:
Camden County Board of Commissioners
Attn: Purchasing Office
P.O. Box 99
Camden County Board of Commissioners
Attn: Purchasing Office
200 E. 4th St.
3
Woodbine, GA 31569
Woodbine, GA 31569
The proposal opening will be conducted in person on February 1st, 2024 at 2:15PM, in the historic court room,
located at 200 East 4th Street, Woodbine, GA 31569. Proposal prices will not be read. Proposals will be accepted at
the above address until the time and date specified above, and immediately after will be publicly opened and contractor
names only will be read aloud. Proposals received after the required time or in any other location other than the
Purchasing Office will not be accepted. Camden County will not be held liable for misdirected deliveries nor deliveries
that are late due to shipping carrier. Faxed submissions will not be accepted.
All proposals submitted in response to this request shall become the property of Camden County and will be a matter
of public record available for review after award. Please note that failure to meet any of the requirements stipulated
within this RFP will result in the disqualification of the Contractor. It is incumbent upon each Contractor to thoroughly
review the RFP and ensure their proposal fully meets all specified requirements.
Camden County Board of Commissioners reserves the right to reject any or all proposals, to waive any irregularity or
informality in a proposal and to accept or reject any item or combination of items, when to do so would be to the
advantage of the County. It is also within the right of the County to reject proposals that do not contain all elements
and information requested in the proposal documents.
Proposals may be withdrawn by written request only if the request is received prior to the time and date set for the
opening proposals. Negligence on the part of the proposer in preparing the proposal confers no right of withdrawal
or modification of the proposal after it has been opened. No proposal may be withdrawn for a period of ninety (90)
days after the time and date of opening of proposals.
SCOPE:
1. System Design and Specification:
The selected Vendor is required to undertake the development of a thorough system design and technical
specification that aligns with the specified project requirements. This design should primarily emphasize the
enhancement and modernization of the current AV system to incorporate advanced conferencing functionalities at the
Woodbine location (full rip and replace upgrade). Additionally, for the Kingsland site, the emphasis should be placed
on the creation of an innovative and contemporary AV system. This design approach should be sensitive to the unique
attributes of each room, encompassing factors such as room size, acoustic characteristics, and the prevailing AV
infrastructure. Furthermore, it is essential for the Vendor to deliver meticulously crafted and professionally
presented drawings and documentation that comprehensively illustrate the proposed solutions for each
individual room.
2. Hardware Acquisition:
The Vendor will be responsible for procuring all necessary AV equipment. This includes but is not limited to
cameras, audio devices, and streaming hardware and any other associated equipment.
3. Software Integration:
The Vendor will be responsible for the integration of the proposed system with the county provided software
licenses for Cisco WebEx, Microsoft Teams, and Zoom. The system should be integrated with existing IT
infrastructure where necessary.
4. Installation and Transition Support:
The Vendor will oversee and implement the installation and integration of the new system and provide support
4
during the transition period to mitigate disruptions.
5. User Training:
As part of this scope, the Vendor shall provide user training to designated county staff on the operation of the
new AV system.
6. Ongoing Maintenance, Support, and Upgrades:
The Vendor shall provide ongoing support and maintenance for the installed systems for a period of three
years. In addition, the Vendor should propose potential upgrade paths for future system enhancements.
7. Control System Programming:
The Vendor shall be responsible for all control coding whether solutions used are QSC or Crestron.
8. Subcontracting:
Subcontracting is prohibited with the exception of high voltage electrical and potentially the coding for the
control system.
TECHNICAL REQUIREMENTS
1. Camera Systems:
High-resolution cameras capable of auto-adjusting focus and framing to the active speaker within the room.
Must be NDAA compliant.
2. Audio Systems:
Professional-grade audio devices capable of auto-adjusting to the active speaker and producing clear, high-
quality audio for both in-person and virtual attendees.
3. Live Streaming:
The system should have robust live streaming capabilities through Cisco WebEx, Microsoft Teams, and Zoom.
The solution should include all necessary hardware, and integrations to support high-quality streaming with minimal
latency.
4. Virtual Meeting Compatibility:
The upgraded system should enhance conferencing capabilities to meet modern communication demands and
smoothly integrate with multiple platforms including Cisco WebEx, Microsoft Teams, and Zoom. The setup should
support video and audio conferencing, screen sharing, and other features as required.
5. System Control:
A user-friendly and intuitive control interface for managing the AV system, suitable for non-technical staff.
6. System Security:
The proposed system shall comply with cybersecurity best practices and the Vendor must outline how they
will ensure data privacy and network security.
7. Spare Parts and Redundancy:
The Vendor should propose an approach to spare parts and equipment redundancy to ensure continuous
operation in case of hardware failure.
5
This page summarizes the opportunity, including an overview and a preview of the attached documents.
* Disclaimer: This website provides information about bids, requests for proposals (RFPs), or requests for qualifications (RFQs) for convenience only and does not serve as an official public notice. Individuals who wish to respond to or inquire about bids, RFPs, or RFQs should contact the relevant government department directly.

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