2-REQUEST FOR PROPOSALS (1).pdf

REQUEST FOR PROPOSALS (RFP)

Multipurpose Room Audiovisual (A/V) System Upgrade

Issued by:

Southwest Technical College

Key Dates & Submission Details Pre-Proposal Conference / Site Visit:

Optional Attendance

Date, Time & Location:

To be announced by Southwest Technical College

Deadline for Questions:

April 1, 2026

How to Submit Questions:

All questions must be submitted via email to:

Jeff Swift jswift@stech.edu

Proposal Due Date:

May 1, 2026

Proposal Submission Instructions How to Submit Your Proposal:

Proposals must be submitted electronically via email to jswift@stech.edu by the Proposal Due Date.

Required Hard Copies:

Not applicable.

Background / Purpose Statement This Request for Proposals (RFP) is issued in accordance with the Utah Procurement Code and applicable administrative rules of the Utah Administrative Code. If any provision of this RFP conflicts with applicable code or rule, the governing code or rule shall take precedence.

The purpose of this RFP is to solicit proposals from qualified audiovisual (A/V) contractors to design, install, configure, and commission a modernized A/V system in the Multipurpose Room at Southwest Technical College. The upgraded system must prioritize reliability, accessibility, and extreme ease of use for a wide range of users including faculty, staff, and outside community groups.

Pre-Proposal Conference / Site Visit An optional pre-proposal site visit may be scheduled. Attendance is not mandatory but is highly encouraged. Details will be communicated to interested Offerors.

Term The contract resulting from this RFP is for a one-time installation project, including design, procurement, installation, programming, commissioning, and initial training.

Communications and Question & Answer Period Offerors must not communicate regarding this RFP with anyone other than the designated Procurement Officer listed above.

All questions must be submitted by the stated deadline. Responses will be provided via written clarification or addendum as appropriate. It is the responsibility of the Offeror to ensure that their proposal reflects all addenda and answered questions.

Instructions to Offerors This RFP is not intended to limit proposal content. Offerors are encouraged to provide detailed responses demonstrating their technical expertise, approach, and ability to deliver a highly usable A/V system.

If this RFP references a specific brand, product, or standard, “or equivalent” shall be assumed unless explicitly stated otherwise.

1. Project Overview

Southwest Technical College seeks a comprehensive upgrade to the A/V system in its Multipurpose Room, a flat-floor space with seating capacity of approximately 100 occupants The dimensions are 67' X 29’ totalling 1992 sq ft (floor plan attached). The room is divisible by an operable partition (“air wall”) allowing the space to function as one large room or two smaller zones.

The objective of this project is to deliver an A/V system that is extremely simple to operate, reliable, and suitable for public events, banquets, and hybrid meetings.

2. Video System Requirements

● Support two wall-mounted televisions operating simultaneously

● Provide presenter connectivity via existing wall-mounted HDMI inputs

● Primary content source will be instructor or presenter laptops

● Optional secure wireless screen sharing may be proposed; any wireless solution must include strong security protections

● The north side of the room shall serve as the primary presentation focus

3. Audio System Requirements

● Route audio from televisions and presentation sources through existing in-ceiling speakers

● Integrate existing wireless handheld Sennheiser microphones

● Support multiple wireless microphones operating simultaneously

● Provide audio zoning that respects the operable partition, allowing audio separation when the room is divided

4. Hybrid Meeting and Conferencing

● Support hybrid meetings using platforms such as Zoom or Microsoft Teams

● Integrate with an existing room camera, with the option to propose replacement or upgrade if necessary

● Ensure proper audio input/output routing for both in-room and remote participants

5. Assistive Listening

● Provide and install a complete assistive listening system

● Ensure accessibility compliance suitable for public and community events

6. Control System

● Replace all existing control panels entirely

● Provide a simplified, reliable control interface

● Preference is for wall-mounted button controls; alternative solutions may be proposed if usability is improved

● Preset room modes are desirable but not required

7. Infrastructure

● Leverage existing equipment rack, cabling pathways, installed speakers, conduit, HDMI, and Ethernet where feasible

● Contractor shall verify existing infrastructure during site assessment

Mandatory Minimum Requirements Offerors must meet all of the following requirements to be considered responsive:

1. Demonstrated experience designing and installing commercial A/V systems for public or educational spaces

2. Ability to integrate existing microphones and speaker systems

3. Ability to provide simplified, non-touch-panel control solutions

4. Support for dual-display video output

5. Support for hybrid meeting environments

6. Inclusion of assistive listening solutions

7. Completion of installation no later than August 2026

8. Provision of initial user training and system documentation

Failure to meet any mandatory minimum requirement will result in disqualification.

Technical Evaluation Criteria Proposals will be evaluated based on the following technical criteria (points explained here):

1. Proposed Work Plan and System Design

2. Usability and Control Simplicity

3. Vendor Experience and Qualifications

4. Approach to Accessibility and Hybrid Meetings

Offerors must provide a point-by-point response addressing each criterion.

Cost Submission / Price Guarantee Cost proposals must be submitted as a separate document from the technical proposal.

Pricing must include all equipment, labor, installation, programming, assistive listening components, and training necessary to deliver a fully operational system.

Pricing must be guaranteed for one (1) year.

Evaluation Process

Stage 1: Initial Review

Proposals will be reviewed for responsiveness and compliance with mandatory minimum requirements.

Stage 2: Technical Evaluation

Responsive proposals will be evaluated against the technical criteria listed above.

Final Stage: Cost Proposal Evaluation

Cost proposals will be evaluated separately in accordance with Utah procurement requirements.

https://docs.google.com/spreadsheets/d/12wzpUY_VooPnRPkZtqoRU1aVjj-RxQiQ9q6VnpTySlc/edit?gid=977074016#gid=977074016

Protected Information Offerors wishing to protect confidential information must submit a completed Claim of Business Confidentiality form and provide both redacted and unredacted proposal versions.

Pricing information may not be marked confidential.

Award It is anticipated that this RFP will result in a single contract award to the responsive and responsible Offeror whose proposal provides the best overall value to Southwest Technical College.

Terms and Conditions Any contract awarded as a result of this RFP will include the applicable Standard Terms and Conditions. Exceptions must be submitted with the proposal and will be subject to review.

Attachments

● Scope of Work

● Evaluation Score Sheet