Conference Room Audio Enhancement Project - RFI Submittal and Response Log
| Agency: | Northern California Power Agency |
|---|---|
| State: | California |
| Type of Government: | State & Local |
| NAICS Category: |
|
| Posted Date: | Oct 15, 2026 |
| Due Date: | Oct 20, 2026 |
| Original Source: | Please Login to View Page |
| Contact information: | Please Login to View Page |
| Bid Documents: | Please Login to View Page |
Description
Conference Room Audio Enhancement Project
RFI Submittal and Response Log – dated 10/14/2026
Posted Date: October 7, 2026
Submittal Due Date: October 20, 2026
Attachment Preview
REQUEST FOR PROPOSALS
For
Conference Room Audio Enhancement Project
RFP Issue Date:
Wednesday, October 7, 2026
RFP Submittal Deadline: Tuesday, October 20, 2026
Introduction
Northern California Power Agency (NCPA) is soliciting proposals from qualified Audio Visual
(AV) integrators to furnish, install, program, test, commission, and train staff on a conference
room audio enhancement system for the Large Conference Room and Courtyard Conference
Room located at NCPA Headquarters in Roseville, California.
The objective is to improve speech intelligibility for commissioners, staff, guests, and remote
meeting participants by replacing existing conference room microphone capabilities with
professional-grade wired conference microphones featuring push-to-talk functionality and
integration with the existing audio-visual infrastructure.
Agency Overview
The Northern California Power Agency, a California Joint Action Agency, was established in
1968 by a consortium of locally owned electric utilities to make joint investments in energy
resources that would ensure an affordable, reliable, and clean supply of electricity for customers
in its member communities. NCPA members include municipalities, a rural electric cooperative,
and other publicly owned entities for which the not-for-profit agency provides such services as
the purchase, aggregation, scheduling, and management of electrical energy.
Northern California Power Agency
651 Commerce Dr, Roseville, CA 95678
(916) 781-3636
https://www.ncpa.com
__________________________________________________________________________
Request for Proposals for
Conference Room Audio Enhancement Project
Dear Interested Party:
The Northern California Power Agency (NCPA or Agency) is soliciting requests for proposals
(RFP) for qualified proposers to provide a complete turnkey solution, including site verification,
design, equipment procurement, cable installation, DSP programming, integration, testing,
commissioning, user training, and as-built documentation.
Responses to the request are due NO LATER THAN 5:00 pm October 20, 2026,
Northern California Power Agency
651 Commerce Drive
Roseville, CA 95678
Attn: RFP AS-2026-06 Response, Jonathan Ashcraft
(916) 781-4208
jonathan.ashcraft@ncpa.com
This RFP and related documents are available on NCPA’s website at RESOURCES |
NCPA www.ncpa.com/bidding-opportunities-and-public-notifications/ .
IT IS THE RESPONSIBILITY OF PROSPECTIVE QUALIFIERS TO CHECK
NCPA WEBSITE FOR ANY FUTURE ADDENDUMS TO THIS RFP.
All questions regarding this RFP should be directed to Jonathan Ashcraft, Facilities
Manager, reference RFP# AS-2026-06. Response in the subject line and submit via
electronic mail at jonathan.ashcraft@ncpa.com,
RFP#2026-06
Conference Room Audio Project
Page 2
Proposal Requirements
Responsive proposals shall include:
1. Qualifications & Experience of Company
a. List current California Business/Contractor licenses and class
b. Describe trade union affiliation (if any)
c. Give a brief company description including:
i. Identify years in business
ii. Number of employees in the office location which is intended to provide
services
iii. Relevant experience
d. List key personnel and any 3rd party vendors to be assigned to the account (Project
Team) and describe their roles and experience
e. Identify the Proposers’ experience performing services of similar size, scope, and
complexity as the services required by this RFP.
2. Contract Exceptions – The Company selected will be expected to execute NCPA’s
standard Agreement, a sample of which is attached for reference in APPENDIX A. The
proposal shall state all exceptions taken to the terms and conditions of the Agreement, if
any.
Note: Make sure to review the insurance requirements in detail. You will be asked
to provide proof of insurance and copies of all waivers and endorsements if
selected.
3. DIR Registration– Proposer shall provide proof of registration and compliance
monitoring provisions of California Labor Code with the Department of Industrial
Relations, Division of Labor Standards Enforcement, Licensing & Registration Unit
stating conformity with the provisions of Chapter 1, Part 7, Article2 Sections 1770, 1773
and 1773.1
4. Schedule – Project to be completed by January 20th 2027
5. Compensation – Proposer shall provide equipment list, cust sheets, and itemized pricing
for items identified in the Scope of Work.
6. Requests For Information - Should the Proposer find discrepancies in or omissions
from this document, or should the intent or meaning appear to the Proposer to be obscure
or ambiguous, the Proposer may request clarification or correction thereof before
submitting a proposal. RFI’s should be directed to Jonathan Ashcraft, Facilities Manager
(who’s contact information is below) with the subject line “Conference Room Audio
Project RFP AS-2026-006”. Questions or comments must be received by Agency no later
than 1:00 p.m. Pacific Daylight Time, Friday, October 16, 2026. Referencing
“Conference Room Audio Project RFP AS-2026-006” in the communication. Responses
from the Agency will be answered verbally or via email. Should the RFI be of interest to
all proposers, the question and response will be distributed via email to all recipients of
the RFP.
RFP#2026-06
Conference Room Audio Project
Page 3
7. Addendum – Should it become necessary to revise or supplement any part of this
Request for Proposal, a written addendum will be issued via email to all recipients of the
RFP and posted at www.ncpa.com/rfp
Pre-Bid Site Visit
A non-mandatory pre-bid site visit will be held on Tuesday, October 13, at 10:00 am starting at
651 Commerce Dr, Roseville CA. The visit will consist of a site walk, including access to view
Conference rooms and AV equipment rack. However, NCPA makes no representation,
warranty, or guarantee as to the accuracy, completeness, condition, ratings, capacities,
dimensions, compatibility, or operational status of any existing equipment, systems,
drawings, specifications, or information contained within this RFP. Proposers shall
independently verify all existing site conditions and system requirements.
The successful Contractor shall be solely responsible for field verification of all existing
conditions, dimensions, equipment models, equipment quantities, capacities, mounting
conditions, cabling pathways, power requirements, network connectivity, and integration
requirements necessary for successful completion of the Work.
Scope of Work
Contractor to furnish, install, program, test, commission, and train staff on a conference room
audio enhancement system for the Large Conference Room and Courtyard Conference Room at
NCPA’s Headquarters in Roseville, CA as identified below:
System Requirements
Conference Microphones:
- Approximately eighteen (18) wired conference microphone positions.
- Professional wired gooseneck microphones.
- Dedicated push-to-talk functionality.
- Visible microphone status indication.
- Programmable modes: Push-to-Talk, Push-to-Mute, Toggle, and Always-On.
- Logic output for DSP and control integration.
Basis of Design: Sennheiser MEG Series Gooseneck Microphones with MAT Series
Programmable Table Stands or approved equal.
DSP Processing:
- Acoustic Echo Cancellation (AEC)
- Automatic microphone mixing
- Gain sharing
- USB conferencing integration
- Logic integration
Basis of Design: Q-SYS Core 24f DSP.
RFP#2026-06
Conference Room Audio Project
Page 4
Existing System Integration:
- Existing room loudspeakers
- Existing amplifiers
- Microsoft Teams and Zoom compatibility
Performance Requirements
Provide clear voice pickup, improved speech intelligibility, reduction of ambient noise through
push-to-talk operation, and reliable wired operation without battery maintenance.
Installation Requirements
Provide all cabling, terminations, labeling, cable management, rack connections, and table
penetration work required for a complete installation.
Programming and Commissioning
Provide DSP programming, AEC tuning, automixer optimization, push-to-talk logic
programming, system testing, and a commissioning report.
Warranty
Minimum one-year labor warranty and manufacturer standard warranties. Provide alternate
pricing for three-year and five-year support agreements.
Closeout Documentation
Provide as-built drawings, DSP backup files, programming files, warranty documentation, user
guides, and training materials.
PROCUREMENT NOTE
The Sennheiser MEG/MAT platform is identified as the Basis of Design. Manufacturers
proposing equivalent products shall demonstrate equal or superior performance, push-to-talk
functionality, visual status indication, DSP integration capabilities, and conference-room speech
intelligibility characteristics. The burden of proof for equivalency rests with the proposer.
RFP#2026-06
Conference Room Audio Project
Page 5
This page summarizes the opportunity, including an overview and a preview of the attached documents.
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