Request for Proposal: Video Production, Audio Integration, Recording and Livestreaming Services

REQUEST FOR PROPOSAL - INFORMAL BID
Issue Date: July 20, 2026
Proposals Due: July 31, 2026
Title: Video Production, Audio Integration, Recording and Livestreaming Services
Issuing Department
Town of Carrboro
Information Technology
301 W. Main St.
Carrboro, NC 27510
Contact Information
Project Information
Marty Kornegay, Information Technology Director
mkornegay@carrboronc.gov
Procurement Questions
Chaz Offenburg
Finance Director
coffenburg@carrboronc.gov
All correspondence should be directed by email.
Procurement Schedule
RFP Issued: July 20, 2026
Optional Site Visit: TBD
Deadline for Questions: July 27, 2026
Proposals Due: July 31, 2026
Anticipated Award: August 7, 2026
First Council Meeting of Fall 2026: September 15, 2026
301 W. Main Street Carrboro, NC 27510 social media carrboronc.gov 919-942-8541

Important Note about Schedule
Because the Performance Space hosts Town Council meetings and other public events, timely
delivery and installation are critical. The Town will give strong consideration to vendors that
demonstrate the ability to complete the project within the requested timeframe for installation
of the new AV System as close as possible to the first Council meeting of Fall 2026 as noted in
the schedule (September 15, 2026).
Each proposal shall include a detailed implementation schedule identifying equipment
procurement, delivery, installation, testing, staff training, and the date the system will be fully
operational. Vendors shall clearly demonstrate their ability to complete the project as close as
possible to the first Town Council meeting of Fall 2026 scheduled for September 15, 2026.
Pre-Proposal Site Visit (Strongly Encouraged)
The Town of Carrboro will conduct a pre-proposal conference and site visit for interested
vendors. Attendance is strongly encouraged to ensure vendors have a complete understanding
of the project requirements and existing facilities/equipment.
The meeting will include:
* An overview of the project goals and schedule.
* A walkthrough of the Drakeford Library Complex Performance Space.
* A tour of the existing Town Hall Council Chambers to review audiovisual equipment that
may be relocated and incorporated into the new installation.
* An opportunity for vendors to ask questions regarding the project scope.
Following the meeting, all questions and official responses will be issued through a written
addendum to ensure all prospective proposers receive the same information.
Project Overview
The Town of Carrboro is relocating its Town Council meetings from the current Council
Chambers at Town Hall to the Performance Space at the Drakeford Library Complex. To support
this transition, the Town is seeking proposals from qualified audiovisual integrators to design,
furnish, install, configure, and support a professional audiovisual system for recording and
livestreaming Town Council meetings and other public events.
The Town currently owns audiovisual equipment installed at Town Hall that may have value in
the new facility. Rather than prescribing a single technical solution, the Town is requesting
proposals that evaluate the feasibility of reusing existing equipment, incorporating new
equipment where appropriate, or proposing innovative alternatives that best meet the Town's
operational, budgetary, and scheduling needs.
Town of Carrboro Video Recording and Livestreaming Services Bid - P. 2

The Town's priorities include:
* reliable livestreaming and recording;
* excellent audio and video quality;
* ease of operation by Town staff;
* long-term sustainability;
* timely installation prior to the first Council meeting in the Drakeford Performance
Space.
Desired Outcomes
The selected solution should:
* be an economical, cost-friendly solution;
* produce reliable livestreams with minimal operator intervention;
* provide broadcast-quality recordings suitable for public archives;
* support Council meetings and community events;
* require minimal routine maintenance;
* require minimal new technology equipment;
* be intuitive/user-friendly for Town staff, without the permanent requirement for
professional production crews;
* be accommodating to future expansion.
Please include line-item prices for system components, as well as separate line-item prices for
associated deliverables. Also, indicate proposed timeline for delivery and installation.
Bidding Policies of the Town
North Carolina statutes provide a flexible methodology for municipalities to receive bids
without the formal bid process required by GS 143-128.2 and GS 143-129. For projects over
$500,000, the state requires a formal bid process. The Town of Carrboro has elected to be more
restrictive than the state statutes and requires a formal bid process for projects costing
$300,000 or more. For informal bid projects, the Town invites individual businesses to submit
bids for the project.
The policies of the Town prohibit discrimination against any person or business in pursuit of
business opportunities on the basis of age, sex, race, creed, national origin, disability or on the
basis of sexual orientation or gender expression/identity. The Town promotes fair and open
competitive solicitation process, wherever practicable.
The Town of Carrboro reserves the right to reject any and all bids.
Town of Carrboro Video Recording and Livestreaming Services Bid - P. 3

Scope of Work
The selected vendor shall provide all labor, equipment, materials, software, programming,
installation, testing, training, documentation and warranty services necessary to deliver a
complete and operational audiovisual system.
Assessment of Existing Town-Owned AV Equipment
Vendors shall review the Town's existing audiovisual equipment located at Town Hall and
identify components suitable for relocation and reuse at the Drakeford Performance Space.
Proposals shall include:
* Equipment recommended for reuse;
* Equipment recommended for replacement either through new or refurbished purchase
or lease;
* Separate pricing for removal, relocation, installation, and integration;
* Estimated schedule impact, if any, associated with relocating existing equipment.
List of Existing Equipment located at Town Hall
(6) Panasonic PTZ cameras
Panasonic PTZ Camera Controller
Blackmagic ATEM Television Studio HD
Blackmagic HyperDeck recorder
Blackmagic SmartView Monitors (available could impact space)
Blackmagic Mini Convert Units.
Blackmagic VideoHub 20x20 12G
JVC Remote Camera Controller RM-LP100
WattBox WB-800CH1U-IPVM-8
Roland Streaming Video Switcher V-160HD
(1) 40inch Monitor
Biamp Tesira Servier-IO Audio mixer/Digital signal processor
Crestron Advanced control processor
Creston-NVX-DIR-80 network AV Switching Appliance
Stream Deck workstation encoder
(2) NetGear 24 port Network Switch
(4) UPS units
Proposal Options
The Town recognizes that there are multiple approaches to achieving its goals for recording and
livestreaming Town Council meetings and community events. Proposers may submit a proposal
for one, two, or all three of the following options. The Town reserves the right to award any
option, combine elements of multiple proposals, or negotiate a final scope that best meets the
Town's operational and budgetary needs.
Town of Carrboro Video Recording and Livestreaming Services Bid - P. 4

Option A - Relocation and Reuse of Existing Equipment
The Town currently owns audiovisual equipment located in the Town Hall Council Chambers.
Under this option, vendors shall:
* Evaluate all existing Town-owned equipment.
* Relocate reusable equipment to the Drakeford Library Complex Performance Space.
* Design and install a system that recreates the current Council meeting production
workflow in a similar (though not necessarily identical) manner.
* Recommend replacement of only those components that are obsolete, incompatible, or
necessary to ensure reliable operation.
* Provide a detailed inventory identifying equipment to be reused, replaced, or retired.
* Include a schedule and cost for equipment removal, relocation, installation, testing, and
commissioning.
Goal: Maximize the value of the Town's existing investment while minimizing new equipment
costs.
Option B - Hybrid System (Recommended Modernization)
Under this option, vendors shall propose a balanced solution that combines new equipment
with selected existing Town-owned equipment.
Proposals should:
* Reuse equipment where practical.
* Replace outdated or incompatible components.
* Improve video quality, audio quality, reliability, and ease of operation.
* Support Town Council meetings as well as lectures, performances, community meetings,
and other events held in the Drakeford Performance Space.
* Include recommendations that provide the greatest long-term value while remaining
cost-conscious.
Goal: Deliver a modern, flexible system that balances performance, usability, and cost.
Option C - Innovative, Simplified Production System
The Town welcomes creative and cost-effective alternatives that differ from traditional council
chamber installations.
This option is intended to encourage innovative approaches using readily available professional
or prosumer technology that can be operated by Town staff with minimal technical expertise.
Town of Carrboro Video Recording and Livestreaming Services Bid - P. 5

The proposed system should be designed for operation by Town employees who do not have
specialized audiovisual production experience. The system should emphasize intuitive controls,
minimal setup, straightforward training, and reliable day-to-day operation by general staff.
Examples may include:
* Compact PTZ camera systems
* Tablet-based camera control
* Cloud-based livestreaming
* Software-based video switching
* Portable production systems
* Integrated streaming appliances
* Systems commonly used by houses of worship, schools, community theaters,
nonprofits, performing arts venues, or small event producers
Proposals should emphasize:
* Ease of operation
* Minimal staffing requirements
* Quick setup and teardown (if applicable)
* Low ongoing maintenance costs
* Expandability
* Reliability
* Overall affordability
The Town welcomes creative, nontraditional, or experimental solutions provided they
demonstrate dependable performance and meet the Town's objectives for livestreaming,
recording, and public transparency. The Town is interested in solutions that reduce operational
complexity (not only reducing equipment cost).
Goal: Develop a simple, affordable, and sustainable production system that can be operated by
non-specialist Town staff.
Alternative Proposals
In addition to the options described above, proposers are encouraged to submit alternative
solutions they believe better satisfy the Town's objectives. Alternative proposals should clearly
explain how the recommended approach improves functionality, simplifies operation, reduces
cost, shortens implementation time, or provides greater long-term value.
System Design
Town of Carrboro Video Recording and Livestreaming Services Bid - P. 6

* Complete AV system design
* Equipment procurement
* Equipment installation
* Wiring and cable management
* Configuration and programming
* System testing
* Staff training
* Documentation
* Warranty support
Video Capture
Provide and install:
Cameras
Five (5) professional PTZ (Pan-Tilt-Zoom) cameras capable of:
* Minimum 4K resolution
* Remote operation
* Preset camera positions
* Speaker tracking or auto-framing (preferred)
* HDMI and SDI outputs
* Low-light performance suitable for council chambers
* Canon or equivalent professional-grade manufacturer
Video Production Equipment
Include:
* Video switcher
* Camera controller
* Recording hardware
* Streaming encoder
* Production monitor
* Rack equipment
* Necessary converters
The system shall allow:
* Multi-camera switching
* Graphics insertion
* Lower thirds
* Meeting titles
* Recording
* Livestreaming
Audio
Provide professional meeting audio including:
Town of Carrboro Video Recording and Livestreaming Services Bid - P. 7

Microphones
Eleven (11) high-quality gooseneck conference microphones:
* Council dais microphones
* Mayor microphone
* Clerk microphone
* Staff podium microphone(s)
* Additional flexible microphones as needed
Audio Equipment
Include:
* Digital mixer
* DSP processor
* Feedback suppression
* Audio interface
* Amplification (if required)
* Recording feed
* Streaming audio feed
Displays
Provide:
One (1) Commercial Television
Minimum requirements:
* 85-inch commercial-grade display
* 4K UHD
* Wall mounted
* HDMI connectivity
* Continuous-duty commercial operation\
Livestreaming
System shall support livestreaming to:
* YouTube
* Facebook Live
* Granicus
* Other RTMP destinations
Vendor shall configure:
* Streaming software
* Recording workflow
* Automatic backups
* Archive storage options
Recording
Provide recording capability including:
Town of Carrboro Video Recording and Livestreaming Services Bid - P. 8

* 4K recording
* MP4 output
* Local storage
* External backup capability
* USB export
Training
Vendor shall provide:
* Complete staff training
* Written manuals
* Quick reference guide
* System diagrams
* On-site operational testing
Deliverables
The successful proposer shall provide:
* Equipment procurement
* Installation - indicate proposed timeline for delivery and installation
* Configuration
* Testing
* Staff training
* Warranty documentation
* As-built drawings
* Equipment inventory
* Maintenance recommendations
* Final demonstration and Town acceptance before project completion
* Proposed schedule should identify both calendar days and an anticipated completion
date after contract award.
Vendor Qualifications
Proposals should demonstrate:
* Experience with government meeting rooms
* Experience with council chambers
* Municipal references
* Similar completed projects
* Certified installation technicians
* Manufacturer certifications
* Ability to provide local support
Town of Carrboro Video Recording and Livestreaming Services Bid - P. 9

Proposal Requirements
Every proposal shall include:
* Company qualifications
* Technical approach
* Pricing
* Project schedule
* Proposal comparison table
* Reference
Proposal Comparison
Item Option A Option B Option C
Total Cost
Equipment Reused
New Equipment
Installation Time
Staff Required to Operate
Training Required
Expected Equipment Lifespan
Annual Maintenance Cost
Expandability
Cost Proposal
The Town requests that vendors provide a complete itemized cost proposal for all equipment,
installation, programming, training, testing, warranty, and optional services. The Town reserves
the right to negotiate final scope and pricing.
Provide itemized pricing including:
* Equipment
* Installation
* Programming
* Training
* Shipping
* Warranty
* Optional maintenance agreement
Preferred Additional Services
Please provide pricing for:
* Annual maintenance agreement
* Preventative maintenance
Town of Carrboro Video Recording and Livestreaming Services Bid - P. 10