38897_Sep_28_26_solicitation_doc.pdf

This is a Request for Proposal (RFP) issued by the New Milford Board of Education in Connecticut for a video and audio streaming and recording system to be installed in the New Milford High School Theater. The district is soliciting proposals from qualified vendors for design, equipment procurement, and installation services. The solicitation (No. 38897, also referenced as RFP E-2627-004) opened September 8, 2026 at 12:00 PM EDT with a deadline for proposal submission on October 2, 2026 at 12:00 PM EDT. A mandatory pre-bid site visit is scheduled for September 23, 2026 at 11:00 AM, and vendor questions must be submitted by September 25, 2026 at 12:00 PM EDT. Public bid opening is scheduled for 2:30 PM on October 2, 2026. The scope includes up to three pan-tilt-zoom cameras capable of 4K recording at 60 frames per second with at least 20x zoom capability, integration with existing ATEM system infrastructure, and capabilities for live editing, recording, and distribution via platforms such as YouTube. Design and specifications must be completed within 30 days of award.

Pricing must be itemized for all equipment listed in the RFP appendix and delivered on a Free On Board Destination basis with payment terms to be specified by the vendor. The district is tax-exempt, and the contractor is responsible for all applicable taxes. The selected bidder must provide a one-year warranty covering defective manufacture or installation and maintain Workers' Compensation Insurance at statutory limits with $500,000 employer liability, General Liability Insurance of $1,000,000 per occurrence and $2,000,000 aggregate plus a $1,000,000 umbrella policy, and Property Damage Insurance of $1,000,000 per occurrence and aggregate. All proposals must remain valid for 90 calendar days from submission. No substitutions for brand-name or specialty items are permitted without prior written consent from the district. Award is contingent upon funding availability, and the district retains the right to terminate the contract with 30 days' notice if funds become unavailable.