27-21-IT Addendum 2.pdf

This is Addendum #2 to the City of Salem, Massachusetts Invitation for Bid (IFB) 27-21-IT for audiovisual equipment upgrades at the Jean A. Levesque Community Life Center located at 401 Bridge Street. The project scope encompasses decommissioning a legacy AV system and implementing a commercial-grade hybrid meeting solution in the Great Room, a 40-foot by 60-foot space with a 25-foot ceiling designed for municipal meetings, presentations, and community events. Deliverables include system design and consultation, equipment procurement and installation, hybrid integration with unified communication platforms such as Zoom Rooms or Microsoft Teams Rooms, control system modernization, comprehensive testing and commissioning, and a minimum of four hours of in-person training for IT and building staff. All equipment and work must include a minimum three-year warranty, with installation and training required to be completed by June 30, 2027. The proposal due date is October 6, 2026 at 11:00 a.m., and award is anticipated within forty-five days of the proposal due date. A non-mandatory pre-proposal walkthrough is scheduled for September 28, 2026 at 2:00 p.m. The contract term runs one year from the Notice to Proceed, with options to renew for up to two additional years in one-year increments.

Minimum qualifications require 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 no sub-contracting of installation work without prior written approval from the City's IT Director. Insurance minimums are $500,000 per occurrence and $1,000,000 general aggregate for comprehensive general liability and $500,000 for professional liability. The City may reimburse contractors up to $2,000 for insurance costs after successful completion of a minimum of three projects. Pricing must be fixed with no reimbursement for out-of-pocket expenses, and the City is exempt from federal excise tax and Massachusetts sales tax. Evaluation criteria include general experience with AV and conferencing solutions, equipment quality and user-friendliness, installation timeline with preference for seven to fourteen days, and warranty and support offerings. Proposals must include separately sealed price and non-price sections and all required certification forms. Original drawings for the Great Room are available through a SharePoint link provided in the addendum.