3-Scope of Work (Multipurpose Room A V System Update).pdf

Scope of Work

1. Introduction Southwest Technical College is seeking proposals from qualified audiovisual (A/V) contractors to provide a comprehensive upgrade and simplification of the existing A/V system in the Multipurpose Room. This space supports community events, banquets, and hybrid meetings and requires an updated solution that is reliable, intuitive, and easy for a wide range of users.

The goal of this project is extreme usability — an A/V system that “just works” — enabling faculty, staff, and outside groups to successfully operate room technology with minimal technical assistance.

The selected contractor will design, install, configure, and commission an integrated audio and video system supporting dual-display presentation, microphone reinforcement, assistive listening accessibility, and hybrid meeting capability. The project is expected to be completed by August 2026.

2. Background The Multipurpose Room currently contains an aging A/V system with existing infrastructure including an equipment rack, installed in-ceiling speakers, conduit, and cabling pathways. The room has a seating capacity of approximately 100 and is divisible by an operable partition (“air wall”), allowing the space to function as one large room or two separate zones.

Recently, the College replaced outdated projectors with two wall-mounted televisions. However, these displays are not currently integrated into the existing A/V system. Additionally, the current wall-mounted touch control panels are complicated, unreliable, and not suitable for typical end users.

This project is being initiated to modernize the room’s A/V capabilities, improve reliability, and provide simplified controls that support the room’s evolving needs.

3. Scope of Work The contractor shall provide all labor, equipment, programming, and services necessary to deliver a fully functional A/V system upgrade for the Multipurpose Room.

The scope includes, but is not limited to, the following:

A. Video System Integration

● Configure the system to support two televisions operating simultaneously.

● Provide presenter connectivity via existing wall-mounted HDMI input(s).

● Support laptop-based presentations as the primary content source.

● Vendors may propose optional secure wireless screen-sharing solutions; any wireless capability must include robust security protections.

B. Audio System Upgrade and Integration

● Ensure audio from televisions and presentation sources is properly routed through the existing in-ceiling speaker system.

● Maintain and integrate the College’s existing wireless handheld Sennheiser microphone system.

● The system must support multiple wireless microphones in simultaneous use.

● Provide audio zoning functionality to support the operable partition (“air wall”), allowing sound reinforcement to be separated or limited when the room is divided.

C. Hybrid Meeting and Conferencing Support

● Provide full system capability to support hybrid meetings (e.g., Zoom or Microsoft Teams).

● Integrate with the College’s existing built-in room camera, with the option to propose replacement or upgrade if necessary.

● Ensure appropriate audio input/output routing for remote participants.

D. Assistive Listening Accessibility

● Provide and install a complete assistive listening system compliant with accessibility standards.

● Ensure the system is integrated into the overall room audio design and is suitable for public/community events.

E. Control System Replacement and Simplification

● The contractor shall replace the existing wall-mounted touch control panels entirely.

● Provide a new control solution designed for maximum reliability and simplicity.

● Preference is for straightforward wall-button operation; however, alternative control approaches may be proposed if they improve usability.

● Preset room modes (e.g., Presentation, Hybrid Meeting, Banquet) are desirable but not mandatory.

4. Requirements

Contractor Responsibilities

The contractor must:

● Conduct an onsite assessment of existing A/V infrastructure.

● Provide a complete system design including equipment lists and signal flow diagrams.

● Supply and install all required hardware, software, programming, and accessories.

● Integrate existing equipment where feasible (speakers, microphones, cabling).

● Replace outdated or unreliable control components.

● Test, commission, and verify all system functionality prior to acceptance.

● Provide initial training and basic documentation for College staff.

College Responsibilities

Southwest Technical College will provide:

● Access to the Multipurpose Room and associated equipment spaces.

● Existing infrastructure including rack space, cabling pathways, conduit, and installed speakers.

5. Compliance and Performance Standards The completed system must meet the following expectations:

● Reliable operation with minimal troubleshooting required.

● Simplified controls appropriate for faculty, staff, and outside groups.

● Proper audio playback from all video sources through ceiling speakers.

● Functional room-division audio zoning when the air wall is closed.

● Hybrid meeting capability with clear audio/video integration.

● Compliance with accessibility requirements through assistive listening support.

6. Project Deliverables The contractor shall provide:

● Fully integrated dual-display presentation system.

● Working HDMI presenter connectivity.

● Audio playback through ceiling speakers from all sources.

● Support for multiple wireless microphones simultaneously.

● Hybrid meeting capability including camera integration/upgrades if needed.

● Complete assistive listening system installed and operational.

● New simplified control interface replacing existing touch panels.

● Initial staff training session.

● Final documentation including:

○ System diagrams

○ Equipment inventory

○ Basic operating instructions

7. Project Timeline The College desires project initiation as soon as possible following contract award, with full installation and commissioning completed no later than August 2026.

Vendors should propose a detailed schedule including:

● Site assessment

● Equipment procurement

● Installation

● Programming/testing

● Training and closeout

8. Project Budget

Southwest Technical College has budgeted approximately $50,000 for this project. This budget is intended to include all equipment, labor, installation, programming, accessibility components, and training necessary to deliver a complete operational system.

9. Reference Documents Reference documents (floor plans, equipment lists, site photos) may be provided during the solicitation process or upon request.