Audio Visual Equipment for Leavitt Park House Interior/Exterior

THE CITY OF LACONIA
NEW HAMPSHIRE
acont*
C ITV ON THE LAKES
REQUEST FOR PROPOSALS
RFP No. 26-04-03P
Audio Visual Equipment for Leavitt Park Club House
Interior/Exterior
Due May 12, 2026, by 2:30 PM

CITY OF LACONIA
REQUST FOR PROPOSALS
RFP No. 26-04-03P
Audio Visual equipment interior/exterior Leavitt Park House
The City of Laconia, New Hampshire Parks and Recreation Department is soliciting proposals
from qualified and experienced contractors to design, provide, install, and configure audio visual
(AV) equipment for both interior and exterior spaces at Leavitt Park House. The purpose of the
system is to support public events, small performances, community gatherings and
announcements within the designated area.
The City of Laconia reserves the right to accept or reject any or all proposals, waive any
informalities, and select the proposal deemed to be in the best interest of the City
INFORMATION FOR PROPOSERS
Interested parties shall deliver two copies (2) of Proposals to the City of Laconia Purchasing
Office, 45 Beacon Street East, Laconia, NH 03246, by 2:00 Pm Tuesday May 12, 2026. Postmarks
and other timestamps will not be accepted in lieu of actual delivery. Responses must be
submitted in a sealed envelope clearly marked with your company identification and labeled
"RFP 26-04-03P Leavitt Park House Audio/Visual Equipment"
Mandatory Site Visit
All interested vendors must attend the scheduled walk-through visit at 10:00am on Tuesday
April 28, 2026, at the Leavitt Park House at 334 Elm Street, Laconia to examine existing
conditions, assess project requirements, and receive clarification on scope elements. Vendors
who do not participate in the site visit may be deemed non-responsive. During the visit,
representatives from City of Laconia will provide project specifications and answer questions
regarding existing building systems and infrastructure.
INSURANCE
The selected firm must provide a Certificate of Insurance that is satisfactory to the City of
Laconia (see attached Insurance Requirements Form).
1

TIMELINE
Projected Timeline Date
Mandatory site visit Tuesday, April 28, 2026
Deadline for Vendor Questions Thursday April 30, 2026
Vendor question answers posted Monday May 4, 2026
Proposals due Tuesday May 12, 2026
Installation to be completed by Monday July 20, 2026
(Priority Given to vendor able to complete
by)
Interested parties are encouraged to submit questions via email; (addresses at the end of this
RFP) however, The City assumes no liability for ensuring accurate and complete email
transmission/receipt and is not responsible to acknowledge receipt. Inquiries must be submitted
in writing, citing the RFP title and number. They must be received no later than Thursday, April
30,2026
The City will consider all timely-received questions and requests for change and, if reasonable
and appropriate, will issue an addendum to clarify or modify this RFP. Answers to vendor
submitted questions and other addenda will be posted on the City of Laconia website
www.laconianh.gov no later than Monday, May 4, 2026
Scope of Work
The selected contractor shall furnish all labor, materials, equipment, supervision, programming,
coordination, testing, training, and documentation necessary to deliver a complete and fully
operational audiovisual (AV) system for both the interior and exterior spaces of Leavitt Park
House. (see attached map)
The vendor shall coordinate equipment locations with City staff to balance operational needs,
visibility, and security. The vendor shall coordinate with the City to minimize disruption to park
use. The vendor will ensure all installations comply with applicable electrical codes and safety
standards and protect existing park infrastructure and landscaping during installation.
Interior Audiovisual Systems
The interior AV system shall support public meetings, staff presentations, and hybrid use.
Systems shall include video display solutions, integrated audio systems, microphones, control
interfaces, and presentation connectivity. All systems shall be intuitive and suitable for use by
non-technical City staff.
Exterior Audio Systems
The vendor shall provide exterior audio components suitable for outdoor events and gatherings.
Systems may include weather-rated speakers, secure mounting hardware, exterior-rated cabling
and conduit, and appropriate controls. All exterior components must be able to withstand New
2

England weather conditions. It is anticipated that the exterior audio equipment will be stored
indoors for the winter, Installation must provide for that.
Exterior Equipment, Security and Protection
To protect City-owned audio equipment and reduce the risk of vandalism, theft, or unauthorized
use, the vendor shall incorporate appropriate security measures into the exterior system design.
Security provisions shall include, but are not limited to, tamper-resistant mounting hardware,
locking enclosures where applicable, concealed or protected cable routing, and strategic
equipment placement to discourage unauthorized access.
System Testing, Training, and Closeout
Upon completion, the contractor shall test all systems, demonstrate functionality to designated
City staff, and provide basic operational training. Final documentation, including warranties and
system diagrams, shall be provided prior to final project acceptance.
The successful Proposal Will include:
1. A discussion of how the vendor will ensure adequate and timely completion of this project.
2. A description of the vendor's overall capability, resources, and assurance that it can meet its
commitment and successfully complete this project.
3. Recent names and phone number information must be provided for at least three (3) other
customers for whom these types of services have been successfully provided.
4. A general description of the firm, including relevant experience, qualifications of individuals,
and other relevant information.
SELECTION
The successful bidder will be chosen based on the following criteria.
* Firm's qualifications
* Experience of the firm and individuals on similar projects
* Understanding of the Project Scope
* Approach for completing the Work.
* References from like work experience
* Proposal Costs
* Commitment to Project timeline
* Any other criteria determined appropriate by the City
3

Questions regarding this proposal may be submitted in writing to:
Amy Lovisek
Director of Recreation & Facilities
alovisek@laconianh.gov
or
Kelly Bullerwell
Purchasing Specialist
Kbu llerwell@laconianh.gov
4

CITY OF LACONIA, NEW HAMPSHIRE
Parks and Recreation Department
BID SHEET
RFP 26-04-03P - Audio Visual Equipment
Leavitt Park House - City of Laconia, NH
*use additional sheets if necessary.
Vendor Information
Company Name
Primary Contact Name
Title
Address
Phone Number
Email Address
Pricing Summary
Interior AV System $
Exterior Audio System $
Installation & Configuration $
Testing, Training & Documentation $
Total Base Bid [Lump Sum) $
Authorized Signature / Date
Detailed Cost Breakdown
Interior Audiovisual System
Item Description Qty Unit Price Extended Price
Interior Audiovisual System Subtotal $
Exterior Audio System
Item Description Qty Unit Price Extended Price
1

CITY OF LACONIA, NEW HAMPSHIRE
Parks and Recreation Department
Exterior Audio System Subtotal $
Security & Equipment Protection
Item Description Qty Unit Price Extended Price
Security & Equipment Protection Subtotal $
Labor, Installation & Configuration
Item Description Qty Unit Price Extended Price
Labor, Installation & Configuration Subtotal $
System Testing, Training & Closeout
Item Description Qty Unit Price Extended Price
System Testing, Training & Closeout Subtotal $
2

CITY OF LACONIA, NEW HAMPSHIRE
Parks and Recreation Department
Project Timeline Commitment
Proposed Start Date: _
Substantial Completion Date (Priority given to completion date of July 20, 2026):
Warranty & Support
Equipment Warranty
Labor Warranty
Support Description
Vendor Certification
Authorized Signature: _ Date: _
Printed Name & Title: _
3

City of Laconia, New Hampshire
Insurance Requirements for All Vendors
Additional Coverage is Required if Checked Minimum Limits Required
Commercial General Liability
General Aggregate $2,000,000
Products-Completed Operations Agg. $2,000,000
Personal and Advertising $1,000,000
Each Occurrence Injury $1,000,000
Fire Damage (Any One Fire) $ 50,000
Medica Expense (Any One Person) $ 5,000
D Occurrence
D Claims Made
Additional Coverage to Include
D Owners & Contactors' Protective - Limit NIA
D Underground/Explosion and Collapse
Commercial Automobile Liability
Combined Single Limit $1,000,000

Any Auto, Symbol I
D Include Employees as Insured
Additional Coverage to include
D Garage Liability NIA
D Garage Keepers Legal Liability NIA
Workers Compensation
NH Statutory including Employers Liability
-Each Accident/Disease-Policy Limit/Disease-Each Employee $100,000/$500,000/$100,000
Commercial Umbrella
May be substituted for higher limits required above $1,000,000
D Follow Form Umbrella on All requested Coverage
(X) The City of Laconia must be named as Additional Insured on a Primary and Non
Contributory Basis with respect to General and Automobile Liability
Proposer's Signature