33013_Jan_28_26_solicitation_doc.pdf

Solicitation Number: 33013

BOE25-004: Replacement of Audio and Video Systems

Request for Proposal (RFP)

Watertown Board of Education

October 17, 2025 - November 07, 2025

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General Header Information

33013

No. 33013 Title: BOE25-004: Replacement of Audio and Video Systems Start Date: October 17, 2025 at 12:00:00 PM EDT End Date: November 07, 2025 at 2:30:00 PM EST Vendor Q&A Start Date: October 17, 2025 at 12:15:00 PM EDT Vendor Q&A End Date: November 04, 2025 at 2:15:00 PM EST Estimated Total Value:

Who can respond to this bid? : All Vendors Description: The Watertown Public Schools District will receive sealed proposals for the Auditorium Sound and Video Upgrades and upgrades at three other facilities at our public schools until November 6, 2025 at 2:30 PM. At that time proposals will be opened in public and read aloud.

The documents comprising the Request For Proposals may be obtained from on the District's website on the Central Office, School District Operations page under “Bids and Requests for Proposals (RFPs)”, at REQUEST FOR PROPOSAL (RFP) | Watertown Public Schools

Delivery Terms: Free On Board Destination Payment Terms: Vendor Specified Contact Information: Watertown Board of Education

Michael Dalton 61 Echo Lake Rd. Watertown CT, 06795 United States Tel: 860-945-4800 Fax:

daltonmi@watertownps.org

Contact Details: If you have any questions, please contact:

Michael Dalton 61 Echo Lake Rd. Watertown CT, 06795 United States Tel: 860-945-4800 Fax:

daltonmi@watertownps.org

Selected Categories:

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Solicitation Requirements:

33013

Auditorium Sound & Video System

Specifications

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PROJECT OVERVIEW AND SUMMARY

The intent and purpose of this Request for Proposals is to contract with a qualified professional for the implementation of Sound and Video Upgrades for six systems at two facilities at our public schools. The auditorium at Watertown High School seats approximately 500 and was last renovated in 2010. The sound system is analog and various components are beginning to fail. We also have audio equipment in the gymnasium, music ensemble room, and natatorium that need replacement. Our Swift Middle School auditorium is in need of a projector replacement and we would like to add a small sound system to the

Swift Cafeteria. All work must be completed by January 30, 2026.

SPECIFICATIONS

Bid Content: The following list is a basic outline of needs and intent. A full scope will be determined by each bidder during the walkthrough on October 23rd. Additional hardware will be necessary to complete the project. Bidders must include all components necessary to replace our current analog sound system with a DANTE system. The end result must be a turn-key handoff with all configurations, installation, wiring, testing, and training completed to our satisfaction for each of our locations.

All installation work, including physical installation, component functionality, system engineering, and system control design must include a one-year quality of workmanship guarantee. This guarantee must ensure that any deficiency in workmanship that causes degradation or failure of any system component will be remedied by the installer within seven business days at no cost to the Watertown Public Schools. All such work shall conform to all specifications contained in the original agreement. All equipment must include any additional costs of a five-year extended warranty if the manufacturer’s standard warranty is less than five years.

Watertown High School Auditorium Sound System:

•Complete removal of current analog sound system

•Digital Signal Processor Replacement; 24 local audio I/O channels, 160x160 total network:

d&b Audiotechnik preferred

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•Replacement of all amplifiers (currently six but hoping to reduce the total number) d&b Audiotechnik preferred

•Digital Mixing Console (Theateroriented layout, scenes, and recallable presets.): Heath & Allen preferred

•Full DANTE Digital Audio Network

•Core Switch

•All CAT6 Cabling

•Three DANTE mic expanders; one should have 24 inputs to account for rented wireless body mics

•Stage Plates/Panels for Mic inputs (Left, Center, Right)

•Three touchscreen control panels: one in the lighting/control booth, one backstage, and one at the position of the mixer.

•Upgrade Stage Racks and mic runs.

•Replacement of current auditorium speakers: d&b Audiotechnik preferred

•Replacement of current Choir Mics and integration into the new system

•Removal of all analog wiring and replace with CAT6

•All engineering, configuration, system testing, and installation services

•Staff training must also be included

Watertown High School Auditorium Projector and Screen

The Watertown High School projector is currently in a rear-throw orientation. We would like to change to a front-throw system.

•Replacement of current projector with a laser projector in front-throw orientation

•Position of new projector to be determined by bidder in consultation with Watertown Public Schools staff

•Lumens and lens will be determined by placement

•If projector requires 220 power for full brightness, please indicate cost of installing power and also indicate degradation of brightness if using 120 power

•Preferred manufacturers: Epson or Panasonic

•Replacement of current rear-throw screen (housing and motor do not require replacement)

•Must be same size as current screen

High School Music Room

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Watertown High School Instrumental Ensemble Room

•Replacement of Sound Processor

•Replacement of speakers (d&b Audiotechnik preferred)

•Replacement of amplifier (d&b Audiotechnik preferred)

•All required wiring

High School Gymnasium

Watertown High School Gymnasium:

•Replacement of Sound Processor

•Replacement of amplifier

•Equipment must be able to integrate with current wireless and wired mics

•Equipment must be able to integrate with current speakers

High School Natatorium (Aquatic Facility)

Watertown High School Natatorium (Pool):

•Replacement of Signal Processor

•Replacement of amplifier

•Equipment must be able to integrate with current wireless and wired mics

•Equipment must be able to integrate with current speakers

Swift Middle School Auditorium

Swift Auditorium Projector

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Swift Middle School Auditorium:

Our Swift Middle School is a full-size auditorium that seats 500.

•Replacement of current auditorium projector with a long-throw laser projector:

•61’ throw; 16,000 lumen minimum: Epson or Panasonic preferred

•Integration of new projector into existing audio and video control system if possible

•Replacement of the current screen, Visible area 16x12 (motor and housing do not require replacement)

If bidding for a 20,000 lumen projector, please indicate the brightness degradation for use with 120 power.

Swift Middle School Cafeteria

Specifications Swift Middle School Cafeteria:

•Installation of a wall-mounted sound rack system that contains:

•Sound Processor

•Amplifier

•Wireless microphone receiver

•Two wall or ceiling mounted speakers

•Two wireless microphones

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Questionnaire:

33013

Experience Description: Bidder's experience working with public school facilities

Does your firm have experience installing audio and video systems for Connecticut public schools?

Type YES/NO Is Required N

If yes, how many schools has your firm completed the installation of an audio and/or video system of comparable or greater scope than that specified in this RFP?

Type TEXT Is Required N

Over the past 10 years, how many schools has your firm completed the installation of an audio and/or video system of comparable or greater scope than that specified in this RFP??

Type TEXT Is Required N

Please provide the names of three school districts for whom you successfully completed the installation of an audio and/or video system of comparable or greater scope than that specified in this

RFP?.

Type TEXT Is Required N

If you answered "No" to question 1, please list three organizations and their addresses for whom you have completed the installation of audio and/or video systems of comparable or greater scope than that specified in this RFP?.

Type TEXT Is Required N

Bidder Workmanship Guarantee Description: Required workmanship guarantee

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Is your firm willing to provide a quality of workmanship guarantee as per the following? All installation work, including physical installation, component functionality, system engineering, and system control design must include a one-year quality of workmanship guarantee.

This guarantee must ensure that any deficiency in workmanship that causes degradation or failure of any system component will be remedied by the installer within seven business days at no cost to the Watertown Public Schools. All such work shall conform to all specifications contained in the original agreement.

Type YES/NO Is Required N

Award Selection Criteria Description: Bid award criteria

Do you understand that the bid award determination will not be solely determined by the lowest bid and that several other factors such as the quality of equipment proposed will be considered in our determination?

Type YES/NO Is Required N

Do you understand that we will not accept refurbished or used equipment?

Type YES/NO Is Required N

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Documents:

RFP_BOE25_004.docx.pdf

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Item Specifications

No. Item Alternative Supplier Part No Mfr.

Name

Mfr. No Del

Date

Unit Unit Bid Qty. Total

1 Amplifiers each 3.00

Item Specification for Amplifiers

Description: Currently have six old amps. Looking to drop to three.

Manufacturer Name: d&b Audiotechnik

Allow Vendor to Enter Negative Value : No

Exclude Line Item from Bid Total : No

2 Audio Signal Processor each 1.00

Item Specification for Audio Signal Processor

Description: Audio Signal Processor

Manufacturer Name: Q-SYS processor

Allow Vendor to Enter Negative Value : No

Exclude Line Item from Bid Total : No

3 Sound Mixer each 1.00

Item Specification for Sound Mixer

Description: Sound Mixer as per RFP specs

Manufacturer Name: Allen & Heath

Allow Vendor to Enter Negative Value : No

Exclude Line Item from Bid Total : No

4 Auditorium Speakers each 12.00

Item Specification for Auditorium Speakers

Description: 12 Auditorium Speakers including subwoofer

Manufacturer Name: d&b Audiotechnik

Allow Vendor to Enter Negative Value : No

Exclude Line Item from Bid Total : No

5 DANTE Network each 1.00

Item Specification for DANTE Network

Description: This is a single item entry for all components of a full DANTE audio system.

Manufacturer Name: Various

Allow Vendor to Enter Negative Value : No

Exclude Line Item from Bid Total : No

6 Front-Throw Laser

Projector each 1.00

Item Specification for Front-Throw Laser Projector

Description: Laser projector and all controls for the High School. Throw will depend on assessment of location.

Manufacturer Name: Epson or Panasonic

Allow Vendor to Enter Negative Value : No

Exclude Line Item from Bid Total : No

7 Front-Throw Laser

Projector each 1.00

Item Specification for Front-Throw Laser Projector

Description: Front Throw laser projector and lens. Current throw is 61' with a visible screen area of 16x11.5.

Manufacturer Name: Epson or Panasonic

Allow Vendor to Enter Negative Value : No

Exclude Line Item from Bid Total : No

8 Processors and amps for four remaining spaces each 1.00

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No. Item Alternative Supplier Part No Mfr.

Name

Mfr. No Del

Date

Unit Unit Bid Qty. Total

Item Specification for Processors and amps for four remaining spaces

Description: This is a single line for the remainder of the bid items. There are four spaces that need replacement of small rack systems: the High School gymnasium, the High School natatorium

(pool), the High School music room, and the Middle School Cafeteria. The music room and cafeteria will require speakers on top of processor and amp. These are small spaces and need basic coverage.

Manufacturer Name: Varies

Allow Vendor to Enter Negative Value : No

Exclude Line Item from Bid Total : No

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