9-RFP260203 Professional Information Technology Implementation And Related Services SOLICITATION.pdf

CITY OF COVINGTON, KENTUCKY

REQUEST FOR PROPOSALS

RFP260203

For:

PROFESSIONAL TECHNOLOGY IMPLEMENTATION

AND RELATED SERVICES

PROPOSAL RESPONSES DUE NO LATER THAN:

1:30 P.M. Thursday March 5th, 2026

Issue Date:

Thursday February 19th 2026

For:

Office of the City Manager Information Technology Department

By:

Department of Finance | Procurement Office

20 W Pike St Covington, KY 41011

I. LEGAL ADVERTISEMENT / PUBLIC NOTICE

Professional Technology Implementation And Related Services

The City of Covington, Kentucky, The (“City”) invites proposals from commercial enterprises that are competent, experienced, knowledgeable, qualified, and for which the primary revenue source is derived from the provision of Professional Technology Implementation And Related Services. Responsive Proposals shall encompass and are not necessarily limited to the provision of all goods and performance of all services described in this Request for Proposal (“RFP”) in compliance with all applicable laws, regulations, policies and procedures. Entities submitting responses shall be prepared to execute and perform a legally binding contract (“Agreement”) to provide, deliver, and install the goods and materials, and to perform the services as herein described.

RFP Title: Professional Technology Implementation And Related Services

Issue Date: Thursday, February 19, 2026

Lead Agency: Office of the City Manager, Information Technology Department

Contact: Peter Hager, Procurement Officer peter.hager@covingtonky.gov

859.292.2178 (Best times for telephone contact: Mon. – Fri. / 10:AM – 2:PM)

Essam Elgusain, IT Manager eelgusain@covingtonky.gov | 859-292-2177

Proposals shall be:

• Physically delivered to and received by the City NO LATER THAN: 1:30PM

Thursday, March 5th, 2026* at:

City of Covington Finance Department

First (1st) Floor Lobby Window 20 West Pike Street

Covington, Kentucky 41011

• Sealed and clearly & conspicuously marked on the outside with the following:

• "RFP260203 TECH PROPOSAL - DO NOT OPEN WITH REGULAR MAIL" and

• Respondent’s Name, Representative’s Name, Return Mailing Street Address, Area Code and Telephone Number, and Representative’s Email Address.

*Submittals received after this date and time will be deemed non-responsive.

REVIEW: Pursuant to KRS 45A.370, the evaluation of Proposals shall be conducted using competitive negotiation. Any final award shall be based upon the criteria herein set forth and will include application of the Reciprocal Preference For Residential Bidders (Respondents) outlined in KRS 45A.494 therewith in accord. The City finds selection based upon competitive negotiation necessary, upon the determination that specifications cannot be made sufficiently specific to permit an award based on the lowest bid/proposed price or lowest evaluated bid/proposed price. The Board of City Commissioners reserves all rights to reject any and all proposals, in whole or in part. All Proposals will be reviewed and scored in accordance with the evaluation criteria herein set forth.

mailto:peter.hager@covingtonky.gov mailto:eelgusain@covingtonky.gov

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TABLE OF CONTENTS

Reference Subject Page I Solicitation Legal Advertisement / Public Notice 2 II Solicitation Events Timeline 5 III Background / Overview 5 IV General Scope(s) Of Work / Specifications 6 V Detailed Scope Of Work 11 VI Proposal Format 23 VII Evaluation Procedures 25 VIII General Terms And Conditions 27

* Attachment A Non-Collusion Affidavit 33 *

* Attachment B Campaign Finance Affidavit 35 *

* Attachment C Certification Against Conflicts Of Interest, Gratuities, and Kickbacks 36 *

* Attachment D Accident Waiver And Release Of Liability 37 *

NOTE: Yellow Highlighted Items are required to be

Completed, Properly Executed, and Submitted with and as integral part of Proposal response.

Supplemental documentation pertaining to this RFP published by the City at its procurement portal

(https://covingtonky.bonfirehub.com) with this RFP solicitation:

270500 Common Work Results For Communications N / A 270526 Grounding And Bonding For Communications N / A 270528 Pathways For Communications N / A 270553 Identification For Communications N / A 271100 Communications Equipment Room Fittings N / A 271300 Communications Backbone Cabling N / A 271500 Communications Horizontal Cabling N / A 20262018_22125 Covington City Hall Tech Plan v3 N / A

II. RFP SCHEDULE / EVENTS TIMELINE

RFP ACTIVITY / EVENT SCHEDULE

(DATES and TIMES)

RFP Solicitation Issued 2026 February 19 Requests For Information ("RFI") & Clarifications

DEADLINE

2026 February 25 10:00 A.M.

City's RFI Responses will be published before 2026 February 27 3:30 P.M.

PROPOSAL SUBMITTAL DEADLINE

(proper receipt required prior to)

2026 March 05 1:30 P.M.

Estimated Contractual Award Timeframe

30 - 90 days after Proposal Submittal Deadline

III. BACKGROUND / OVERVIEW

A. The MISSION of the City’s Information Technology Department is: to deliver technology services and resources to employees and the public, to provide excellent customer service, continuous technology improvement, innovative solutions, and adherence to industry’s best practices.

1. For more information about the City of Covington, please refer to its website at:

www.covingtonky.gov.

B. CURRENT TECHNICAL ENVIRONMENT

1. Covington City Hall is currently located at 20 W. Pike St., Covington KY, 41011.

2. City Hall currently supports a workforce of approximately 75 employees across various departments. The office environment is primarily outfitted with laptops connected to docking stations, allowing staff to seamlessly transition between mobile and desktop work modes. In addition to laptops, a few traditional desktop computers are in use, providing options based on individual roles and needs. VoIP Desk phones remain an essential part of communication for many employees.

3. Collaboration technology is moderately integrated into the office infrastructure.

Conference rooms are equipped with flat-panel TV displays, basic Audio/Visual (“A/V”) conferencing systems, and speaker/microphone tools to support in-person, remote, and hybrid meetings.

4. Wireless connectivity is available in key areas of the building, with Wi-Fi providing secure and reliable access to network resources where needed.

However, coverage is currently not uniform throughout the entire building.

5. Overall, the current technology environment reflects a mix of traditional and modern tools, offering a baseline level of flexibility for daily operations. While it supports core functions, opportunities exist to enhance collaboration capabilities, expand wireless coverage, and further align infrastructure with evolving workplace needs, in the new facility.

http://www.covingtonky.gov/

C. NEW CITY HALL FACILITY

1. The City is presently constructing a new City Hall at 620 Scott St., Covington

KY, 41011 with tentative occupancy scheduled for November 2026.

2. The new City Hall will serve as the primary workplace for approximately seventy-five (75) individuals in service to the public.

IV. GENERAL SCOPE(S) OF WORK / SPECIFICATIONS

A. The INTENT AND PURPOSE OF THIS RFP is to solicit competitive Proposals from well-qualified commercial enterprises to adequately and appropriately perform requisite professional services to Design, Build, Install, Integrate, and properly Configure in the new City Hall facility the:

1. Data Technologies, Instruments and Infrastructure(s).

2. Communication Technologies, Instruments and Infrastructure(s).

3. A/V Technologies, Instruments and Infrastructure(s).

4. All related technologies.

B. The SUCCESSFUL RESPONDENT (selected contractor - “Contractor”) SHALL be responsible for executing all aspects of the implementation of new technology as required by the City.

1. The Contractor shall collaborate and cooperate with the City to facilitate the

City’s direct procurement of the predominance of needed goods, materials, and/or supplies to avail the City its tax-exempt status and support cost-effective and efficient project completion.

2. Contractor’s performance of the professional services to Design, Build, Install, Deploy/Implement, and Integrate the technological systems and components herein described shall meet or exceed all requirements of this RFP.

3. Contractor shall ensure that all requisite technological systems and related components are properly Designed, Built, Installed, Configured, Deployed/Implemented to furnish City employees and visitors reliable and robust technologies to facilitate the efficient conduct of work in a dynamic, state-of-the-art municipal government building.

4. All documentation published by the City at its procurement portal (https://covingtonky.bonfirehub.com) relative to this RFP is individually and collectively incorporated into this solicitation as if fully written herein, complements the Scope(s) Of Work and/or Bid Specifications pertinent hereto, and shall be fully incumbent upon and applicable to Contractor’s performance.

5. Quantities, where stated, are estimated and remain subject to change and/or field verification.

a. As stipulated at Section VI “Proposal Format,” Sub-Section 8 “Pricing,” specific / detailed cost factors (‘breakdowns’) will be used to calculate all Change-Order costs.

https://covingtonky.bonfirehub.com/

6. The City reserves all rights to require a Performance Bond and/or inclusion of Liquidated Damages stipulation(s) in its final contractual Terms and Conditions.

C. REQUIREMENTS FOR PROSPECTIVE CONTRACTORS

The City, herein referred to as the “Owner” reasonably expects prospective contractors, subcontractors, and/or vendors, herein collectively referred to as “Respondent(s),” tasked with Designing, Building, Installing, Configuring, Deploying/Implementing, and/or Integrating state-of-the-art technology systems, including data/voice infrastructure, communication infrastructure, A/V integration(s), and related systems, to comprehensively meet and/or exceed the following requirements:

1. Labor And Service Requirements

a. Certified and Qualified Personnel: Respondents shall ensure that all assigned personnel are adequately and appropriately credentialed to perform the contracted services and possess current, relevant industry and professional certifications or applicable manufacturer-specific credentials in good standing, and adhere to industry’s best practices (e.g., ISO, RTPM, RCDD, ANSI/TIA, BICSI, TDMM, etc.) in the performance of all work herein scoped and/or specified.

i. Relevant certifications and qualifications shall be evidenced by inclusion in the Proposal submittal.

b. Detailed Work Schedule & Staffing Plan: Respondents shall submit in their Proposals the following to ensure properly coordinated and seamless integrations with the overall construction schedule:

i. Detailed Project Management Schedule.

ii. Detailed Labor Schedule.

iii. Critical Path Schedule aligned with the General (building) Contractor

(“GC”).

iv. Include a sample project management timeline or installation schedule pertinent to each technology infrastructure.

c. Compliance with Safety Standards: Respondents shall comply with all applicable OSHA regulations, project-specific safety requirements, and job site security protocols.

i. Include relevant safety plans or procedures as part of the Proposal submittal.

d. Quality Control Processes: Respondents shall conduct systematic testing and validation of all installed systems to verify proper compliance with contract and all other applicable requirements (e.g., structured cabling certification(s), design validation(s), device testing, etc.).

i. Include detailed quality control processes in the Proposal.

ii. All installed infrastructure will be subject to review, inspection, and approval.

e. Change Order Management: Respondents shall promptly evaluate the labor and material impacts of any scope changes and submit within three

(3) business days and/or as requested by the Owner, General Contractor and/or Owner or designee written notice of same, which shall include definitions of the:

i. Risk management and mitigation efforts expended to avoid the needed change, including alternatives considered and the estimated costs of each, as well as the rationale(s) used to determine each such alternative is not in the City’s or the project’s best interests.

ii. Changes’ impacts upon all affected schedules.

iii. Changes’ impacts upon all associated costs.

f. Responsiveness & Availability: Respondents shall respond to emails, calls, and inquiries from the General Contractor and/or Owner within twenty-four

(24) hours.

g. Work Hours: Successful Respondent shall contact the GC AND Owner BEFORE any work commences. Work hours will be Monday – Friday, 8:00 AM to 5:00 PM local time, unless otherwise specified.

i. Include detailed Work Schedule information in Proposal.

h. Warranties and Post-Installation Support Services: Respondents shall:

i. Assure that all applicable manufacturer’s warranties are accurately and effectively implemented and registered with respective manufacturers, catalogued/inventoried and turned over the Owner upon substantial project completion, or as otherwise agreed.

(A.) Describe how this is proposed to be achieved in Proposal submittal.

ii. Expressly warrant the performance of its work and workmanship quality, and clearly define applicable terms, prompt troubleshooting protocols, and maintenance services it shall provide as part of its proposed professional service performance both during project performance and after project performance completion.

(A.) Provide all service warranty information in Proposal submittal.

i. Documentation & Handover Support: Respondent shall deliver as-built details (e.g., drawings, schematics, related system(s) documentation), and complete Operations and Maintenance (“O&M”) documentation for all installed systems and related components upon substantial project completion, or as otherwise agreed.

j. Professionalism & Site Conduct: Respondents shall ensure that all personnel:

i. Consistently demonstrate appropriate professional conduct in their work performance and while occupying City facilities & premises.

ii. Conduct and maintain clear communications, as needed to assure efficient, and effective professional service performance.

iii. Comprehensively comply with and facilitate collective compliance with all applicable site cleanliness and organization protocols and standards.

iv. Comprehensively comply with all applicable safety policies, protocols, procedures, and/or regulations.

v. Comprehensively comply with all applicable confidentiality terms.

k. Compliance with Government Standards: Respondents shall ensure all systems comply with or exceed applicable industry regulations and standards, federal cybersecurity standards (including, but not limited to CJIS, FIPS, and NIST guidelines), and City procurement regulations governed by the Kentucky Model Procurement Code (KMPC), codified in Kentucky Revised Statutes (KRS) Chapter 45A.

2. Communication Requirements

a. Single Point of Contact (“SPOC”): Respondents shall designate a single dedicated project manager or coordinator authorized to interface with the Owner, Owners Agent (“OA”), GC, and/or other key project stakeholders as authorized and delegated by Owner.

i. Identify the proposed SPOC in the proposal and furnish all relevant contact information.

b. Regular Coordination Meetings: Successful Respondent shall attend and actively participate in weekly (or as otherwise agreed) project progress meetings and shall provide current written status reports and updates.

i. Respondents shall stipulate in their Proposals how the proposed SPOC and/or other properly designated contacts will communicate with Owner and GC during each project phase.

c. Submittals and Documentation: Successful Respondent shall submit any design drawings, product data sheets, shop drawings, as-built documentation and all relevant revisions thereto in accordance with project requirements.

i. Provide all relevant design documents in the proposal.

d. Integration & Coordination with Other Trades: Successful Respondent shall proactively and routinely coordinate with the Owner, OA, GC, and all other trades and contractors to mitigate risks of conflicts in the scheduling and performance of all respective work scopes.

i. Define within submitted Proposal how this is proposed to be achieved.

e. Clear RFI Processes: Successful Respondent shall submit clear RFI’s for unresolved design questions and promptly respond to similar and related inquiries from the Owner and GC.

f. Information Deliverables: Respondents shall provide the following information in their Proposals, and the successful Respondent shall promptly provide revisions and updates to this information upon revision, request and/or as otherwise specified and agreed:

i. Detailed Rate Sheets for cost factors used to develop and formulate

Proposal response and upon which the City may rely in estimating and/or validating subsequent changes, including but not necessarily limited to labor rates, equipment rates, and applicable unit costs.

ii. Provide relevant project financials, including but not limited to progress payment requests, detailed invoice statements, and budget updates aligned with the contract payment schedule.

iii. Provide proposed payment terms, particularly if progress-based (e.g.

25% down, balance upon competition, Net 30).

iv. Provide details on proposed approach and solutions, including design rationale(s), and integration methodology/ies.

v. Provide technical support plans and escalation procedures upon which Proposal response is based.

(A.) Specify technical support resources available during the performance of the Scope(s) Of Work herein specified, including general availability/accessibility and/or applicable limits or restrictions thereto.

(B.) Specify technical support resources available after project performance is substantially complete, including general availability/accessibility and/or applicable limits or restrictions thereto.

(C.) Specify the actions proposed to ensure that all applicable warranty terms and conditions will be applied to the City’s valuable benefit (e.g., what technical support resources are or will be available related to A/V systems during and after work performance, and how is it proposed to reliably assure the City all applicable warranty terms are availed to the City’s benefit?)

vi. Provide proposed product and/or service warranty information, as applicable.

3. Items Considered Equal In accordance with KRS 45A.415, items considered equal to those named or described in this RFP may be furnished, subject to prior approval and authorization of the City.

a. This stipulation may directly affect Respondents to this RFP (e.g., if / when it is subsequently agreed that successful Respondent will furnish goods) and/or may indirectly affect Respondents insofar as the City’s acceptance of an approved equal may result in the requirement to install the approved equal in place of that which is herein named.

4. Key Performance Indicators

a. Contractor shall ensure that installations meet or exceed design drawings, NEC, and manufacturers’ standards.

b. All herein described work is and shall remain subject to inspection, review, and acceptance by the Owner, OA, GC, and/or other agents delegated by the Owner.

c. Adequate, appropriate, and proper safety policies, protocols, and comprehensive compliance therewith is mandatory and non-negotiable.

The target is zero recordable incidents. Successful Respondent shall ensure full compliance with fall protection and lift safety protocols during elevated installation activities. Safety material, supplies, systems, and protocols will be subject to inspection by the Owner, OA, GC and/or any other delegate duly authorized by the City.

d. Contractor shall ensure completion within the 30-day contractual performance requirement. Contractor’s attendance of and participation in weekly scheduled review and coordination meetings is mandatory for the duration of work performance.

V. DETAILED SCOPE OF WORK

A. DATA AND VOICE COMMUNICATIONS INFRASTRUCTURE

The low voltage cabling infrastructure will support servers, computers, copiers/printers, Wi-Fi, phones, security cameras, card access control, and other IoT hardware across the three-story building. The building design incorporates the following:

1. One (1) Main Distribution Frame (“MDF”), and two (2) Intermediate Distribution

Frames (“IDF’s”), on the first floor.

2. Two (2) IDF’s on the second floor.

3. One (1) IDF on the third floor.

4. Five (5) IDF’s and one (1) MDF are shown in the design plans.

5. All Secondary Distribution Server Rooms will be directly connected to the Main Distribution Frame (MDF) utilizing single-mode fiber optic backbone cabling arranged in a star topology.

6. All Backbone Pathways shall comply with ANSI/TIA-569 and BICSI TDMM requirements. See supplemental documentation uploaded to the City’s procurement portal (https://covingtonky.bonfirehub.com) for applicable detailed specifications & standards.

7. Horizontal Cabling: Category 6A cabling shall be used exclusively for horizontal distribution from each of the server rooms to each end point device in addition to conference rooms, reception desk areas, paper copy areas, and locations for Wi-Fi or other Ethernet required locations.

a. Cable lengths shall not exceed three-hundred-twenty (320) feet in distance from each dedicated network distribution point. Data cabling shall meet the following specifications:

i. All ethernet cable to be Cat6A certified.

ii. All ethernet cables terminated on patch panels.

iii. All camera cabling shall be plenum rated.

iv. All ethernet runs shall be supported by either cable trays or J-hooks per plan specifications.

v. Install three (3) four (4) - post server racks.

vi. Install vertical and horizontal wire management systems.

vii. Install snake trays above server racks.

viii. Install power strip in each server rack.

ix. Install uninterrupted power supply in each server rack.

x. All Ethernet cables, terminations, and patch panels, to be labeled and colored as follows:

(A.) Data/PC/Laptop/Printers cables = Blue cable color.

(B.) Voice/Phone cables = Purple cable color.

(C.) Wireless Access Points = Yellow cable color.

(D.) Security Cameras = Orange cable color.

(E.) Access Control = Red cable color.

(F.) HVAC/lighting controls = Green cable color.

8. Installation of Ethernet Cable on First Floor (~201 ethernet runs to service 1st floor):

a. 68 single gang (two port) plates.

i. One for Voice (58 Voice runs) and one for Data (81 total Data runs).

b. Five (5) single gang plates (single port/cable per plate).

c. Seventeen (17) Wireless Access Points (WAPS).

d. Eighteen (18) cameras.

i. Ten (10) exterior cameras.

ii. Eight (8) interior cameras.

e. Twenty-two (22) CR doors (22 red cables to be punched down on patch panel going to CR panel).

f. Fourteen (14) Closed Door Offices.

g. Three (3) General / Open Office Areas will have cubicle style desks requiring 32 cable runs: Finance Department, Code Enforcement, and Parks & Recreation Divisions totaling 16 employees.

h. Six (6) Private “Zoom Room” spaces.

i. Four (4) First Floor Conference Rooms.

i. Finance; Room No. 1306.

ii. Executive; Room No. 1402.

iii. Code; Room No. 1803.

iv. Flex Space; Area No. 1105.

j. Each conference room will have one access point, one display, and one tripod conference room phone.

k. Two Conference Rooms (Finance; Room No. 1306 and Executive; Room No. 1402) will have a Micro-PC, connecting to display via HDMI. 1 additional HDMI cable will be run from TV input to floor box / conference room desk, to accommodate laptop connectivity.

l. Flex Space will have one Interactive Touch Display For whiteboarding or in-room collaboration (e.g., Microsoft Surface Hub, Samsung Flip).

m. City Commission Chamber: Ref. Section V. “Detailed Scope Of Work,” Sub- Section B. “A/V Technology For City Council Chamber.”

9. Installation of Ethernet Cable on Second Floor (~77 ethernet runs to service second floor):

a. Twenty-six (26) single gang (two port) plates.

i. One (1) for Voice (22 Voice runs) and one (1) for Data (33 total Data runs).

b. Three (3) single gang plates (one port per plate).

c. Ten (10) Wireless Access Points (“WAP’s”).

d. Five (5) cameras.

e. Seven (7) CR doors.

f. Thirteen (13) Closed Door Offices.

g. Three (3) General / Open Office Areas.

h. Zero (no) Private “Zoom Room” Spaces.

i. Three (3) Second Floor Conference Rooms:

i. Human Resources and Legal Departments (“Northcutt Conference Room) Room No. 2106.

ii. Main (“Duveneck Conference Room”) Room No. 2301.

iii. Break Area (“Lunchroom”) Room No. 2303.

iv. Two Conference Rooms (2106 and 2301) on this floor will have a (TV) display connecting back to a PC, via HDMI.

v. Conference rooms will have floor boxes with one HDMI, One Ethernet cable, and one USB-C running back behind the wall mounted TV.

10. Installation of Ethernet Cable on Second Floor

a. Twenty-eight (28) single gang (two port) plates.

i. One (1) for Voice (24) and one (1) for Data (32).

b. Ten (10) single gang plates (for copier and other special areas).

c. Thirteen (13) WAP’s.

d. Six (6) cameras.

e. Five (5) CR doors

f. Eighteen (18) Closed Door Offices.

g. Three (3) General / Open Office Areas.

h. Zero (no) Private “Zoom Room” Spaces.

i. Three (3) Conference Rooms:

i. Mayor’s (“Roebling Conference Room”) Room No. 3106.

ii. NBS (“Farney Conference Room”) Room No. 3502.

iii. Economic Development (“Bradley Conference Room) Room No. 3502.

iv. All Conference Rooms on this floor will have:

(A.) Floor boxes with one (1) HDMI, one (1) Ethernet cable, and one (1) USB-C running back behind the wall mounted TV.

(B.) A (TV) display connecting back to a PC, via HDMI.

(C.) A tripod conference room phone and ceiling array microphone.

v. Conference Rooms numbered 3106 (“Mayor’s / Roebling”) and 3502 (“Bradley”) will have ceiling array microphones & speaker system connecting back to PC via KVM & amplifier.

B. A / V TECHNOLOGY FOR CITY COUNCIL CHAMBER

The first-floor City Council Chamber is designed to support public meetings, legislative proceedings, and hybrid participation through an integrated, state-of-the-art audiovisual (A/V) system. The design and installation intention shall prioritize accurate and reliable speech intelligibility, ease of operation, and seamless delivery for in-room attendees, remote participants, and live-stream audiences.

The Chamber dais shall accommodate eight (8) City Councilmember seats, each provided with an individual gooseneck microphone and dedicated network connectivity to support secure, scalable A/V operations and ethernet connectivity.

Wall and/or ceiling - mounted speakers shall provide high quality, balanced sound distribution coverage within the space. Supplemental ceiling-mounted microphones shall provide full-room audio/microphone input(s) to assure high-quality sound output coverage for remote participants. All audio sources shall be integrated through a centralized digital signal processing (DSP) platform to manage audio capture, mixing, local reinforcement, and distribution for streaming and broadcasting. Detailed requirements follow.

1. City Council Chamber Dais AV Technology Requirements:

a. There will be eight (8) seats on the City Council Chamber Dais, each of which shall be equipped with a separate microphone (wired tabletop gooseneck microphones preferred).

b. One (1) Ethernet port shall be installed at (under) each Dais seat.

c. Two (2) ceiling array microphones (e.g., Shure MXA910, Sennheiser, Biamp, or acceptable equal) dedicated for clear sound pickup across the room shall be installed for remote meeting attendance.

i. Microphones will connect back to Digital Signal Processor (DSP), processed to a USB or HDMI over fiber extenders, audio feed, to the Teams Room/Zoom Room computer.

ii. DSP will be configured to optimize mic and speaker audio (e.g., Biamp, QSC Q-SYS Core, Crestron DSP, Shure Intelli-Mix, or acceptable equal) and address four functional layers:

(A.) Audio capture (microphones).

(B.) Audio mixing & processing (ANC).

(C.) Local reinforcement (room speaker output).

(D.) Streaming / TV distribution (internet live stream).

d. Wireless Lapel/Handheld Microphones will be implemented for presenters or speakers at the podium.

e. Six (6) Ceiling and/or Wall - Mounted Speakers will be installed to provide optimal, evenly-distributed and room-wide audio clarity (preferably ceiling mounted flush with ceiling tiles).

f. Successful Respondent shall provide design(s) and recommendation(s) for acoustic treatment panels to mitigate echo and improve overall audio clarity, as needed.

2. City Council Chamber Podium A / V Requirements (Presentation and Input Devices):

a. Lectern/Podium will have a dedicated laptop and HDMI connection back to media server for presentation and content distribution to LED Video wall and HDMI over fiber/ethernet extenders as necessary. Lectern/Podium shall have Integrated Controls, which must include microphone, HDMI / USB-C, and other presentation connections.

i. Wireless Presentation System optional (e.g., Barco Clickshare, Immersive Solstice, or acceptable equal).

ii. Successful Respondent shall provide design(s) and recommendation(s) for Podium / lectern configuration(s), which shall facilitate effective remote and hybrid (on-site + remote) meeting participation.

3. City Council Chamber Video System Requirements (Live streaming and video sharing):

a. Three (3) Panasonic UE30 PTZ Cameras: dedicated for live streaming will be each be wall-mounted via Panasonic PTZ Wall Mount for AW-

UE150.

b. One (1) One PTZ camera dedicated for speaker tracking and wide-room views for Teams/Zoom Room attendants (e.g., Logitech Rally, Poly Studio, Cisco Room Kit, or acceptable equal).

i. Features shall include Camera Auto-Framing / Voice Tracking Support to optimize hybrid and remote meeting attendance.

c. One (1) eight (8) - input live production switcher for live streaming (Blackmagic Design ATEM Mini Extreme, or acceptable equal).

d. One (1) Camera Controller (i.e., Panasonic AW-RP60, or acceptable equal); Optional.

e. One (1) Video Converter to convert video signal (e.g., Decimator 2 SDI to HDMI converter, or acceptable equal).

f. One (1) Touch Screen Recording Monitor (e.g., Shimbol Memory 7 Pro 7" Touchscreen, or acceptable equal).

4. City Council Chamber Display System Requirements:

a. One (1) 136” LED video wall.

i. Location: Behind Administration bench.

ii. Must be flush with wall trim.

b. One (1) 109” LED video wall.

i. Location: Adjacent to presenter podium for presentations and videos.

c. One (1) 109” LED video wall

i. Location: back of council chamber perpendicular to council dais.

d. Capabilities shall include multi-window processing, one for shared content and one for video participants. All three (3) LED video displays shall connect back to a single LED video wall processor.

5. City Council Chamber Room Control & Automation Requirements:

a. Room Management System (e.g., Crestron, Extron, AMX, or acceptable equal).

b. Control lighting, blinds, AV source switching, and volume.

c. Touch panel at table and/or wall for user interface.

d. *Optional: Occupancy Sensors: Auto-on/off for displays, lighting, and climate.

6. City Council Chamber Lighting & Environmental Control Requirements:

a. Dimmable LED Lighting configured for video calls with predefined and preset “Meeting,” “Presentation,” and “Video Call” modes.

b. Motorized Blinds/Shades: Controllable via room management system.

c. Gigabit Ethernet Connectivity for AV equipment and conferencing hardware.

7. City Council Chamber Room Booking & Scheduling Requirements:

a. Scheduling Panel Outside Room shall be Microsoft Teams Room

Scheduler compatible (e.g., Microsoft Teams Panel hardware; Yealink, Crestron, Poly, Neat, or acceptable equal).

i. Shall be integrated with Microsoft Outlook/Exchange, and Google

Calendar.

ii. Shall display room availability and allow scheduling/booking.

C. Section C- Conference Room Specific Details All conference rooms should be set up identically, unless otherwise specified, with the following design parameters in mind.

1. Finance Conference Room-1306

a. Room Name: Finance.

b. Display: Dual Large Format 4K Displays (75”).

c. Microphone/Speaker/Video: All in one sound bar (Poly x52, or acceptable equal).

d. PC: N/A Teams Room PC.

e. Tripod Desk Phone: Yes (Owner provided).

f. System: Teams room.

g. Room Booking & Scheduling Panel: N/A.

h. Room Control & Automation:

i. Room Management System (e.g., Crestron, Extron, or AMX) Control lighting, blinds, AV source switching, and volume. Touch panel at table and/or wall for user interface. Optional: Occupancy Sensors: Auto-on/off for displays, lighting, and climate.

ii. Lighting & Environment: N/A

2. Executive Conference Room - 1402

a. Room Name: Executive.

b. Display: Dual Large Format 4K Displays (65”).

i. One for shared content, one for video participants.

c. Microphone/Speaker/Video System: Cisco Room Kit / Poly Room Kit / Crestron Room Kit, or acceptable equal.

d. PC: Yes.

f. System: Teams Room via Poly or Cisco Room Kit, or acceptable equal.

g. Room Booking & Scheduling Panel: Yes.

h. Room Control & Automation.

lighting, blinds, AV source switching, and volume. Touch panel at table

i. Lighting & Environment: Crestron Room Kit, or acceptable equal.

3. Code Enforcement Conference Room -1803.

a. Room Name: NBS-One Conference Room.

b. Display: 65” LG, or acceptable equal.

c. Microphone/Speaker/Video: All in one Sound bar – Poly, or acceptable equal.

e. System: TBD

f. Tripod Desk Phone: No.

4. Flex Space Area - 1105

a. Room Name: Community Room.

b. Display: 85” LG TV, or acceptable equal.

c. Speaker: Ceiling or Wall Mounted.

e. Lecture Style podium.

f. System: Teams Room.

g. Tripod Desk Phone: No.

h. Wall-Mounted Speaker: (Preferably ceiling mounted flush with ceiling tiles).

i. Provide a design and recommendation for acoustic treatment panels where necessary to reduce echo and improve audio clarity.

5. Northcutt (HR/Legal) - 2106

a. Room Name: HR/Legal/Northcutt.

b. Display: Dual Large Format 4K Displays (75”).

c. Microphone/Speaker/Video: All in one sound bar (Poly x52, or acceptable equal).

d. PC: No- Laptop connections + wireless capability.

f. System: Teams room.

g. Room Booking & Scheduling Panel: N/A.

h. Room Control & Automation lighting, blinds, AV source switching, and volume. Touch panel at table

i. Lighting & Environment: N/A.

6. Duveneck (Main) - 2301

a. Room Name: Duveneck.

c. Microphone/Speaker/Video System: Cisco Room Kit/ Poly Room Kit/ lighting, blinds, AV source switching, and volume. Touch panel at table

i. Lighting & Environment: Crestron Room Kit or acceptable equal.

7. Break area (Lunchroom) - 2303

a. Room Name: Break Area CFRM.

b. Display: 65” LG or acceptable equal.

c. Microphone/Speaker/Video: All in one Sound bar – Poly, or acceptable equal.

e. System: TBD.

f. Tripod Desk Phone: No.

8. Roebling (Mayor’s) - 3106

a. Room Name: Mayor’s.

i. PTZ Camera.

ii. Ceiling Microphone & Speakers.

lighting, blinds, AV source switching, and volume. Touch panel at table

9. Farney (NBS) - 3310

a. Room Name: Farney (NBS).

lighting, blinds, AV source switching, and volume. Touch panel at table

10. Bradley (Economic Development) - 3502

a. Room Name: Bradley (ED).

lighting, blinds, AV source switching, and volume. Touch panel at table

VI. PROPOSAL FORMAT

A. Proposals shall consist of the following:

1. One (1) complete ‘hard copy’ (printed on paper) proposal instrument with original signatures labeled “ORIGINAL.”

a. Standard 8.5” X 11” paper size minimum and preferred; no paper size exceeding 11” X 17”.

b. Twelve-point (12 pt.) font size preferred for narrative text; no font sizes less than 10-pt. shall be used or will be accepted.

c. Original shall be unbound with the exceptions of paper clips, binder clips, and/or hard covered ring binder(s) to facilitate efficient copying / scanning, as needed.

i. Specifically, comb bindings and staples are unacceptable.

2. One (1) complete, exact printed / paper duplicate of the original, which shall be labeled “COPY.”

a. Copies may be bound.

3. One (1) complete and exact electronic copy of the original, saved as a single .pdf-formatted file on a USB drive.

a. The original and all copies shall be submitted NO LATER THAN 1:30 P.M.

MARCH 05, 2026 with contents concealed in a sealed container (e.g., envelope{s}) plainly marked on the exterior:

i. “RFP260203 TECH PROPOSAL – DO NOT OPEN WITH REGULAR

MAIL.”

ii. Respondent’s:

(A.) Name.

(B.) Representative’s Name.

(C.) Return Mailing Street Address.

(D.) Area Code & Telephone Number.

(E.) e-Mail Address.

NOTE: A firmly affixed business card may generally suffice.

4. Letter of Transmittal, which shall include:

a. The name of and general contact information for Respondent.

b. The designated SPOC accompanied by comprehensive contact information.

c. The name(s) of and comprehensive contact information for individual(s) possessing proper authority to negotiate with the City and contractually/legally bind Respondent.

i. At least one of which shall execute the transmittal letter by affixing their original signature thereto.

d. Current street mailing address.

e. Are code & telephone number.

f. Email address, and (g) the signature of an authorized representative of the

Respondent

5. Table of Contents, which shall Indicate the page numbers where each section of the Proposal instrument begins.

6. Ownership Information, Professional Qualifications, And Professional References, which shall:

a. Identify how the company is organized and owned.

b. Disclose the year the Respondent entity company was established.

c. Disclose all former name(s) of the company (if applicable) and the state in which the company is incorporated, registered, and/or resides.

d. Include Respondent’s and proposed project performance team-specific professional qualifications.

e. Identify minimum of three (3) and no more than six (6) professional references to other organizations for which the Respondent has contracted to perform similar services, in similar scope(s), of similar complexity/ies, and upon similar performance schedule(s). Professional reference information shall include relevant contact information.

7. Proposal Response, which shall include detailed narrative descriptions of the performance of the proposed service(s), including any additionally beneficial features and/or attributes that exceed the minimum acceptable Scope(s) Of Work and/or Specifications herein described.

a. Proposal shall include detailed definitions of how all requested Scope(s) Of

Work, Specifications, and/or deliverables (e.g., those stated at Section IV.

“General Scope(S) Of Work / Specifications”) will be satisfactorily met and/or exceeded.

b. Respondents may detail more than one option of product that, at minimum, fulfills the Scope(s) Of Work and/or Specifications herein set forth.

c. Proposals shall a concise summary of proposed performance timeline(s) for all services proposed, which shall highlight key project performance milestones.

d. Proposals shall include detailed information regarding Respondent’s customer service structure(s), policies and/or protocols, and customer accessibility to assure Owner, OA, GC, and other key constituents and partners as designated by the City.

8. Pricing: Proposals shall include a total cost to perform all services as proposed, which shall then be supported by detailed descriptions (‘breakdowns’) of all relevant cost factors (e.g., professional fee schedules and proposed amount of time required and included for each, all proposed goods, materials, and/or supplies included in the Proposal to be furnished by Respondent, ongoing servicing and technical support activities).

a. Total proposed pricing shall include all licensing, installation, training, conversion, testing, validation and all other associated costs required to perform services as proposed.

b. The City of Covington, Kentucky is exempt from sales and use-tax as a certified governmental entity

i. The City’s official tax-exemption certificate can be provided to successful

Respondent upon request.

ii. Respondents shall rely upon their own respective tax status in the development and formulation of Proposals as the City’s tax-exempt status is non-transferrable to third parties.

9. Sample Contract Terms: Respondents may (optionally) include a sample contract and/or standard terms and conditions generally associated with its provision of the products and/or services herein described.

a. The City reserves all rights to utilize its own contractual forms or to incorporate its standard terms and conditions into Respondent’s proposed agreement.

10. Notice of Deviation(s) (if and as applicable): Deviations from the Scope(s) Of Work, Specifications, and/or from any of the terms and conditions described throughout this RFP shall be expressly disclosed within the Proposal response.

a. Proposals failing to meet all of the specifications will not necessarily be rejected, but any deviations must be clearly noted to be considered.

VII. EVALUATION PROCEDURES

A. MANDATORY CRITERIA

The City will only consider proposals from Respondents that, through their Proposal, demonstrate:

1. Proven history of successfully and reliably providing similar products and/or services in similar scopes, complexities, and performance timelines.

2. That Respondent is in good standing with the City, in accordance with the provisions of City of Covington Code of Ordinances § 35.003.

3. That Respondent is not involved in any adverse actions and/or claims against the City and are not delinquent in their financial obligations to the City.

4. That Respondent meets all legal, regulatory, licensing, and/or other professional certification credential requirements related to the services herein described.

B. EVALUATION CRITERIA

Proposals submitted by Respondents that satisfy the mandatory criteria will be evaluated, scored, and/or ranked based upon the following criteria and associated weighting factors.

1. The Residual Preference For Residential Bidders, as prescribed in KRS

45A.495 will be applied and considered by the City as applicable.

2. The terms of KRS 45A.490 – 45A.494 are specifically incorporated herein by reference.

CRITERIA POINTS

Respondent’s Professional Experience and Qualifications. 25 Proposed Work Approach and Work Performance

(including but not limited to Communications, Planning, Consultations, Customer Service, Relevant Schedules, and Innovation).

Professional experience performing similar services in similar scope(s) and/or complexities, and upon similar project performance timelines.

Pricing/Fees. 25 Total 100

C. RESPONDENT QUESTIONS

The City will respond to all properly and timely received RFI inquiries as indicated at Section II. RFP Schedule / Events Timeline. All RFI inquiries shall be submitted in writing by electronic mail directly to the City’s Procurement Officer at Peter.Hager@covingtonky.gov. All RFI inquiries and the City’s responses will be (generically) published to the City’s procurement portal (https://covingtonky.bonfirehub.com). It is and shall remain the onus of potentially interested parties to reference the City’s procurement portal prior to submittal of a Proposal as this is where and how the City may amend competitive procurement solicitations prior to culmination.

a. It is and shall remain the responsibility of each potentially interested party to comprehensively read and comprehend this RFP and to fully acquaint themselves with the scope of services herein described. Any failure of any Respondent to so do shall not relieve the Respondent from any obligation with respect to contracting and performing according to the submitted Proposal.

mailto:Peter.Hager@covingtonky.gov

b. If any Respondent is in doubt as to the true meaning of any part of the specifications, the Respondent should submit a written request for an interpretation.

D. NEGOTIATION OF AWARD

After the City evaluates, scores, and/or ranks properly and timely submitted Proposals, the City may negotiate a final agreement with the apparent best Proposal offer with the intent to execute a final agreement prior to the performance commencement date. Failure by any Respondent to timely respond or reach mutually agreeable terms and conditions with the City may be cause for a rejection of that Proposal and in which case, the City may then negotiate a final agreement with the apparent best Proposal offer.

E. AWARD

Award shall be made to the responsible Respondent whose Proposal is determined in writing to be the most advantageous to the City based upon the evaluation factors set forth herein, and application of the Reciprocal Preference For Resident Bidders as required by KRS 45A.494.

VIII. GENERAL TERMS AND CONDITIONS

A. GENERAL INFORMATION

The City is a Kentucky Home Rule class City. The executive and legislative authority is vested in the Board of Commissioners, which consists of the Mayor and four Commissioners. The City Manager is the chief administrative officer of the City and is responsible for day-to-day operations. The City Manager is assisted by an Assistant City Manager for Administration, in addition to various department heads and City staff, including a Police Chief, Fire Chief, Finance Director, City Solicitor, Economic Development Director and Director of Public Works.

The City has a number of boards and commissions pursuant to state law, local ordinance, or both. While some boards are comprised wholly or partially of City employees or officials, others are comprised of citizens of the City who are not otherwise employed by the City (e.g. Code Enforcement Board, Board of Architectural Review and Development).

B. PROPOSAL GUARANTEE/ AWARD PROCEDURE

It is anticipated that a recommendation for award for this Proposal will be made no more than thirty (30) days after the Proposal due date. All interested parties are required to guarantee their Proposals as an irrevocable offer valid for ninety (90) days after the Proposal due date. The City in its sole and absolute discretion shall have the right to award a Proposal for any or all items/services listed in each Proposal, shall have the right to reject any and all Proposals as it deems to be in its best interests, to waive formalities and reasonable irregularities in submitted documents, shall not be bound to accept the lowest Proposal and shall be allowed to accept the total Proposal of any one vendor.

C. REVISIONS

If it becomes necessary to revise any part of this Request, a written addendum will be made available to the public via publication on the City’s website, www.covingtonky.gov.

The City is not bound by any oral representations, clarifications, or changes made by any City employee, unless such clarification or change is provided to all Respondents via written addendum from an authorized representative of the City, and posted to the City’s website.

D. ANTI-DISCRIMINATION STATEMENT

The City expressly prohibits discrimination of any kind or manner. The City shall not discriminate against any individual or vendor based on: race, color, religion, sex, sexual orientation, gender identity, age, national origin, ancestry, marital status, parental status, familial status, place of birth, disability, or natural texture, color of hair, hair styles, or protective hair styles (including, but not limited to braids, locks, twists, and coverings).

In accordance with the City’s Human Rights ordinances, the selected Respondent agrees that it shall not in any manner discriminate on the basis of any protected class, including but not limited to: race, color, religion, sex, sexual orientation, gender identity, age, national origin, ancestry, marital status, parental status, familial status, place of birth, disability, or natural texture, color of hair, hair styles, or protective hair styles (including, but not limited to braids, locks, twists, and coverings). See City of Covington Code of Ordinances § 32.040 et. seq.

The Respondent shall additionally be required to comply with the anti-discrimination and affirmative action requirements for Respondents contained in

KRS 45.570.

E. PROFESSIONAL REFERENCES AND EXPERIENCE

All interested parties are required to submit with their Proposal a comprehensive list of references. Interested parties should provide a minimum of three (3) references in which they have provided similar or related services. References shall need to include at a minimum: company name, address, telephone number and contact person. Responding parties agree to authorize the City to verify references provided, to determine quality and manner of previous work performed.

F. COMPLIANCE WITH LAWS

All Respondents shall observe and comply with all regulations, laws, and ordinances of local, state, and federal governments as they apply to this Request for Proposal.

G. DEVIATIONS FROM SPECIFICATIONS

Any deviations from the requested specifications or the terms and conditions of this Request, must be clearly stated in your Proposal. Any significant limitation in scope or manner of proposed work, restrictive conditions, etc., should be clearly disclosed.

Responses failing to meet all of the specifications will not necessarily be rejected, but any deviations must be clearly noted to be considered.

H. TERMS OF PROPOSAL

The City requests to view applicable pricing information for products and services from qualified vendors who can provide and meet all specified requirements of this Proposal for a one (1) year period, with the option of four (4) singular, year renewals to be exercised at the City’s sole discretion. For a total contract term not to exceed five (5) years.

http://www.covingtonky.gov/

I. SUBCONTRACTING

The City is seeking responses from full-service providers. The requirements of this Proposal shall not be subcontracted to other agents, absent express written agreement from the City permitting such assignment.

J. INSURANCE REQUIREMENTS

1. Policies, Coverages, and Endorsements: Respondent agrees to maintain, at its sole cost and expense, the below insurance policies in accordance with the minimum coverages and limits listed herein.

a. Commercial General Liability Insurance.

i. Each Occurrence $1,000,000

ii. General Aggregate $2,000,000

b. Professional Liability Insurance; Insurance providing coverage for:

i. Claims arising from the errors or omissions of the Respondent and/or its…