Addendum 1 - 354-TMO27-09.pdf

This is Addendum No. 1 to Request for Proposals (RFP) #354-TMO27-09 issued by the Town of Cary, North Carolina for TV Equipment and Control Room Upgrades and Maintenance. The project encompasses comprehensive assessment, design, equipment replacement, upgrades, and maintenance services for audiovisual, broadcast, and lighting systems supporting the Town Hall Council Chambers, control room, and atrium. The scope includes three components: audiovisual and broadcast systems assessment and upgrades (cameras, microphones, audio systems, production switching, recording and streaming infrastructure); lighting systems assessment and upgrades (fixtures, controls, and broadcast performance optimization); and ongoing maintenance and support services. The addendum updates the solicitation schedule to allow additional time for site visits, which are available between August 24 and September 11, 2026. Written questions are due by 5:00 p.m. on September 14, 2026, with Town responses posted by September 16, 2026. The proposal deadline is September 23, 2026 at 5:00 p.m., with an anticipated contract award on September 30, 2026 and an effective date of October 12, 2026. Component 1 must reach final acceptance within 12 to 18 months of the effective date, while Components 1 and 2 must achieve substantial completion by August 30, 2028. Component 3 maintenance services include a two-year base term with up to two additional one-year renewal options.

The combined budget for Components 1 and 2 may not exceed $300,000, inclusive of all labor, equipment, supplies, and shipping. Component 3 and all recurring software, licensing, hosting, subscription, and support costs must be priced separately. Vendors must provide firm, fixed pricing for assessment, audit, engineering, and design activities, while equipment, software, licensing, infrastructure, and installation costs are requested as budgetary allowances or estimates only. Pricing must remain valid for 90 days following proposal submission. Any electrical work must be performed and supervised by a licensed North Carolina electrical contractor. Vendors must identify all subcontractors and provide at least three references for comparable projects. The Town reserves the right to award the project in its entirety to a single vendor or to divide components among multiple vendors. Evaluation criteria are weighted as follows: 35% for responsiveness and approach, 25% for timeline and budget compliance, 30% for qualifications and references, and 10% for overall value and risk. All proposals must be submitted as searchable PDFs through the North Carolina Electronic Vendor Portal.