REQUEST FOR PROPOSALS FOR COUNCIL ROOM AUDIO VISUAL UPGRADES
The Borough of Hatboro will receive sealed proposals from qualified firms and individuals for the stated project until 11:00 A.M. on Friday, March 6, 2020.
Sealed Proposals should be submitted to:
Borough of Hatboro
414 South York Road
Hatboro, Pennsylvania 19040
Proposals can also be submitted via email to Borough Manager Diane Hegele at firstname.lastname@example.org
The Borough of Hatboro retains the right to reject any and all proposals.
SECTION I – INVITATION TO CONSULTANTS
The Borough of Hatboro, Montgomery County, Pennsylvania seeks proposals from qualified firms and individuals relative to the upgrading of audio visual equipment in the Borough of Hatboro Council Room, located at 414 S. York Road, Hatboro, PA 19040
SECTION II – BACKGROUND INFORMATION & SITE DESCRIPTION
The Borough of Hatboro Council Room, herein referred to as “Council Room” is owned by the Borough of Hatboro. This room serves as the Chambers for Borough Council and hosts public meetings, presentations, and forums.
SITE DESCRIPTION: The existing Council Room includes a large dais, large table for staff, in-ceiling speakers, microphones, soundboard, and empty walls used for presentation projections. All of this equipment is either outdated or needs to be replaced.
SECTION III – PROJECT DESCRIPTION
The Borough of Hatboro is seeking proposals from qualified firms for a specific project scope. The qualified firm would be responsible for the removal of existing equipment and installation of new equipment as specified below.
Existing in-ceiling speakers will need to be removed and replaced with new equipment. Speaker wire will need to be fished from equipment rack to each speaker accordingly.
New microphones will be needed in various capacities. Eight (8) wired, gooseneck microphones will be needed for the Council Dias. Push to talk capabilities are preferred. Wires will need to be run to the soundboard accordingly for each microphone. At least two wireless, handheld microphones will be required for use by the public in various locations throughout the room. Wireless microphone(s) will also be needed for the large staff table (either one wireless omnidirectional microphone or multiple wireless cardioid microphones). All XLR cables, wireless receivers, and other corresponding equipment must be included and installed along with the microphones.
A new soundboard will be required for the equipment. The soundboard must have sufficient channel mixers to operate the microphones and equipment. Amplifiers, power supplies, cabling, installation, and programming must be included. There must also be a locking equipment rack to house the equipment.
For the visual aspect of the project, one PTZ video camera is required for the purpose of streaming and recording Council meetings. This camera must be able to connect to a computer. Installation, setup, and programming of the camera will be required. The Borough of Hatboro will supply the dedicated computer.
The Borough of Hatboro wishes to have a mounted display at least 85” in size on one wall. This display must be cabled to the equipment location and have the capability of displaying visual presentation of various types. Installation, cabling, and mounting must be included.
One podium for presentations must be included in the proposal.
All corresponding wiring, controls, labor, etc. associated with the project not previously implied or stated must be included in the submitted proposal.
SECTION IV – BASIS FOR SELECTION/SELECTION CRITERIA
A committee comprised of Borough staff and delegates representing the Borough of Hatboro will review all proposals.
Criteria to be used in reviewing proposals will include, but not be limited to, the following:
- Completeness of proposal
- Demonstrated experience with projects of similar size and scope
- Proposed project cost
Sealed proposals shall be received by 11:00 AM on Friday, March 6, 2020 and will be publicly opened on, Friday, March 6, 2020 at 11:00 AM. One firm will be selected and recommended to Borough Council at their stated meeting scheduled for Monday, March 23, 2020 beginning at 7:00 PM. The approved firm will be notified by telephone on March 24, 2020 with a written authorization to proceed after a contract between the Borough of Hatboro and the successful bidder is executed. Firms not selected will be notified after March 24, 2020.
SECTION V – PRE-PROPOSAL MEETING
If needed a meeting will be scheduled at the Borough of Hatboro Council Room for the purpose of addressing any questions interested parties may have regarding the project or this RFP.