27-21-IT Addendum 1.pdf

This is Addendum #1 to RFP 27-21-IT issued by the City of Salem, Massachusetts for audiovisual equipment upgrades at the Jean A. Levesque Community Life Center. The addendum clarifies critical information following a pre-bid walkthrough held on September 28, 2026, which was attended by representatives from REV-T, Ocker, Integra, and the City's Procurement and IT departments. The project scope encompasses decommissioning a legacy AV system and implementing a commercial-grade hybrid meeting solution in a 40-foot by 60-foot Great Room with a 25-foot ceiling for municipal meetings, presentations, and community events. The proposal deadline remains October 6, 2026 at 11:00 a.m., and installation and training must be completed by June 30, 2027. The addendum corrects the minimum requirements checklist, specifying that vendors must provide at least three references for similar municipal or public-sector AV installations within the past five years, proof of required licensing, bonding, and liability insurance, and a complete and accurate proposal that is responsive to all RFP requirements.

The addendum addresses vendor questions regarding the existing equipment and system requirements. The existing display is a 168-inch Screen Innovations brand screen with a small tear that will remain in place. The City currently uses both Zoom and Teams for meetings but may rent the room to outside groups requiring other platforms, requiring vendors to design solutions that accommodate multiple meeting platforms. The existing TV in the room will remain operational. All other terms and conditions of the RFP remain unchanged. Pricing requirements specify fixed pricing with no reimbursement for out-of-pocket expenses, tax exemptions apply for federal excise tax and Massachusetts sales tax, and the City may reimburse contractors up to $2,000 for insurance costs upon successful completion of a minimum of three projects.