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TOWN OF CARY
PROPOSAL RESPONSE FORM
Cary TV Equipment and Control Room Upgrades and Maintenance RFP No. 354-TMO27-09 | Proposal deadline: September 21, 2026, 5:00 p.m. ET Completion instructions: Complete every applicable field. If an item does not apply, enter “N/A.” Attach supporting pages only where needed and clearly label them by section. Submit the completed, signed form as a searchable PDF through eVP. Prices must remain valid for 90 days after the proposal deadline.
Proposer Information Enter the proposer’s complete legal and contact information. Use a full mailing address, a monitored business email address, and a telephone number including area code.
| Legal name |
| Full legal business name |
| Trade name / DBA |
| Trade name or N/A |
| Street address |
| Street address |
| City, state, ZIP |
| City, ST 12345 |
| Website |
| https://www.example.com |
| Primary contact |
| Full name |
Company Qualifications and Experience Company overview and relevant qualifications Summarize experience with government, broadcast, audiovisual, lighting-control, and live-meeting environments.
Enter response
Relevant licenses, certifications, and authorizations Identify license/certification, holder, number, issuing authority, and status. Include the NC electrical contractor responsible for electrical work, if known.
Enter response
Key personnel List names, roles, relevant experience, and responsibilities for this project.
Enter response
Proposed Approach Overall approach and project management Explain how you will assess, design, recommend, procure, install, integrate, test, train, document, commission, and maintain the systems while serving as the single point of responsibility.
Enter response
Component 1 — Audiovisual and broadcast systems Address assessment, architecture, priorities/phasing, equipment/software, infrastructure, installation, integration, testing, commissioning, and training.
Enter response
Component 2 — Lighting systems Address assessment, fixtures, controls, interfaces, coverage, broadcast performance, installation, programming, focusing, calibration, testing, and documentation.
Enter response
Electrical work, permits, inspections, and safety Explain licensing, supervision, permits/inspections, code compliance, occupied-building safety, and responsibility for subcontracted work.
Enter response
Component 3 — Maintenance and support Address preventive maintenance, system-health reporting, troubleshooting, repair coordination, warranty support, records, and lifecycle recommendations.
Enter response
Required deliverables and conditions Describe testing and acceptance, operator/basic troubleshooting training, delivery of as-builts, schematics, configurations, inventories, manuals, licenses, credentials, warranties, and maintenance records, plus coordination around Council meetings and compliance with applicable requirements.
Enter response
Proposed Schedule and Coordination Implementation schedule and milestones Identify major activities, dependencies, approval points, and projected completion dates. Address the RFP targets and substantial completion deadline.
Enter response
Continuity of operations and work-hour coordination Explain how outages and access will be coordinated around Council meetings and broadcasts, including evening/weekend work if needed.
Enter response
For each milestone, enter a short phase or milestone name, the principal activities and deliverables, and proposed start and finish dates. Use MM/DD/YYYY for firm dates or identify timing relative to contract award, such as “30 days after notice to proceed.”
| Milestone / phase |
| Key activities / deliverables |
| Start |
| Finish |
| Milestone / phase name |
| Key activities and deliverables |
| MM/DD/YYYY or timing from award |
| MM/DD/YYYY or timing from award |
| Milestone / phase name |
| Key activities and deliverables |
| MM/DD/YYYY or timing from award |
| MM/DD/YYYY or timing from award |
| Milestone / phase name |
| Key activities and deliverables |
| MM/DD/YYYY or timing from award |
| MM/DD/YYYY or timing from award |
| Milestone / phase name |
| Key activities and deliverables |
| MM/DD/YYYY or timing from award |
| MM/DD/YYYY or timing from award |
| Milestone / phase name |
| Key activities and deliverables |
| MM/DD/YYYY or timing from award |
| MM/DD/YYYY or timing from award |
| Milestone / phase name |
| Key activities and deliverables |
| MM/DD/YYYY or timing from award |
| MM/DD/YYYY or timing from award |
Support Coverage and Response Targets For each support type, enter: (1) the days and hours support is available, including time zone; (2) the maximum time to acknowledge and begin working the issue; (3) the maximum time for a technician to arrive at Town Hall when on-site service is required; and (4) the target time to resolve the issue or the time and process for escalating it. Express response and arrival targets in minutes or hours.
| Support type |
| Available days / hours (ET) |
| Initial response target (min. / hrs.) |
| On-site arrival target (min. / hrs.) |
| Resolution target or escalation timing / process |
| Routine remote (non-urgent) |
| Days, HH:MM a.m.–HH:MM p.m. ET |
| ## minutes / hours |
| ## minutes / hours |
| ## hours; escalation process |
| Urgent remote issue |
| Days, HH:MM a.m.–HH:MM p.m. ET |
| ## minutes / hours |
| ## minutes / hours |
| ## hours; escalation process |
| Routine on-site service |
| Days, HH:MM a.m.–HH:MM p.m. ET |
| ## minutes / hours |
| ## minutes / hours |
| ## hours; escalation process |
| Emergency / live-meeting issue |
| Days, HH:MM a.m.–HH:MM p.m. ET |
| ## minutes / hours |
| ## minutes / hours |
| ## hours; escalation process |
Subcontractors Identify every proposed subcontractor. Enter the subcontractor’s legal name and primary contact; specific work assigned; applicable license type and number; and estimated share as a percentage of the total work or an estimated dollar amount. The prime contractor remains responsible for all subcontracted work and correction of deficiencies. If none, state “None.”
| Legal name / contact |
| Scope and responsibility |
| License no. / type |
| Estimated share |
| Legal name / contact name |
| Assigned work and responsibility |
| License type / number |
| ##% or $###,###.## |
| Legal name / contact name |
| Assigned work and responsibility |
| License type / number |
| ##% or $###,###.## |
| Legal name / contact name |
| Assigned work and responsibility |
| License type / number |
| ##% or $###,###.## |
| Legal name / contact name |
| Assigned work and responsibility |
| License type / number |
| ##% or $###,###.## |
Detailed Cost Proposal Instructions: Proposers shall provide firm, fixed pricing for the existing-system assessment, audit, engineering/design activities, recommendations, and associated deliverables. Because the the Town has not established a specific equipment upgrade scope at this time, equipment, software, licensing, infrastructure, installation, and other implementation costs shall be provided as budgetary allowances or estimates only. Respondents shall identify the assumptions underlying each allowance and shall distinguish one-time costs from recurring costs. Allowances are for planning and budget-development purposes and do not constitute authorization to purchase equipment or services.
7.1 Component 1 — Audiovisual and Broadcast Systems
For each item, enter a lump sum or allowance price (as noted) in U.S. dollars; and extended price in U.S. dollars. Enter $0 or N/A where appropriate. Include all taxes, freight, labor, and related charges in the applicable rows or explain them in the pricing notes.
| # |
| Item / description |
| Quantity |
| Unit / pricing basis |
| Unit price (USD) |
Assessment & Planning
| 1 |
| Existing-system assessment, audit, and condition assessment |
| 1 |
| Lump sum |
| $###,###.## |
| 2 |
| Functional assessment, performance testing, and identification of deficiencies |
| 1 |
| Lump sum |
| $###,###.## |
| 3 |
| Engineering, system design, and recommendations |
| 1 |
| Lump sum |
| $###,###.## |
| 4 |
| Future-state concept/design documentation and implementation roadmap |
| 1 |
| Lump sum |
| $###,###.## |
Equipment/Technology Allowances Note: The Town is not requesting a definitive equipment list or commitment to purchase equipment as part of this RFP. Respondents should provide budgetary allowances for equipment, software, licenses, subscriptions, and related technology that may reasonably be required based on the respondent's assessment approach. Allowances should be clearly identified as budgetary and shall not be interpreted as an approved equipment purchase.
| 5 |
| Cameras, displays/monitors, microphones, speakers, and other A/V equipment — budgetary allowance |
| 1 |
| Allowance |
| $###,###.## |
| 6 |
| Production switching, routing, recording, streaming, and associated equipment — budgetary allowance |
| 1 |
| Allowance |
| $###,###.## |
| 7 |
| Control-room equipment, control systems, racks, cabling, and accessories — budgetary allowance |
| 1 |
| Allowance |
| $###,###.## |
| 8 |
| Network interfaces, signal transport, power, and related infrastructure — budgetary allowance |
| 1 |
| Allowance |
| $###,###.## |
| 9 |
| Software, subscriptions, licenses, and recurring technology costs — budgetary allowance |
| 1 |
| Allowance |
| $###,###.## |
Potential Implementation Services
| 10 |
| Equipment installation, integration, configuration, labeling, and commissioning — budgetary estimate |
| 1 |
| Lump sum/ allowance |
| $###,###.## |
| 11 |
| Electrical work, permits, inspections, and related trades — budgetary estimate |
| 1 |
| Allowance |
| $###,###.## |
| 12 |
| Testing, acceptance, and correction of deficiencies — budgetary estimate |
| 1 |
| Lump sum/ allowance |
| $###,###.## |
| 13 |
| Operator training and troubleshooting training — budgetary estimate |
| 1 |
| Lump sum/ allowance |
| $###,###.## |
| 14 |
| Documentation, as-builts, schematics, equipment inventories, and manuals — budgetary estimate |
| 1 |
| Lump sum |
| $###,###.## |
| COMPONENT 1 SUBTOTAL |
| $###,###.## |
7.2 Component 2 — Lighting Systems
For each item, enter a lump sum or allowance price (as noted) in U.S. dollars; and extended price in U.S. dollars. Enter $0 or N/A where appropriate. Include all taxes, freight, labor, and related charges in the applicable rows or explain them in the pricing notes.
| # |
| Item / description |
| Quantity |
| Unit / pricing basis |
| Unit price (USD) |
Assessment & Planning
| 1 |
| Existing-system assessment, audit, and condition assessment |
| 1 |
| Lump sum |
| $###,###.## |
| 2 |
| Functional assessment, performance testing, and identification of deficiencies |
| 1 |
| Lump sum |
| $###,###.## |
| 3 |
| Engineering, system design, and recommendations |
| 1 |
| Lump sum |
| $###,###.## |
| 4 |
| Future-state concept/design documentation and implementation roadmap |
| 1 |
| Lump sum |
| $###,###.## |
Equipment/Technology Allowances Note: The Town is not requesting a definitive lighting equipment list or commitment to purchase lighting equipment as part of this RFP. Respondents should provide budgetary allowances for equipment, software, licenses, subscriptions, and related technology that may reasonably be required based on the respondent's assessment approach. Allowances should be clearly identified as budgetary and shall not be interpreted as an approved equipment purchase.
| 5 |
| Lighting fixtures — budgetary allowance |
| 1 |
| Allowance |
| $###,###.## |
| 6 |
| Lighting control system equipment — budgetary allowance |
| 1 |
| Allowance |
| $###,###.## |
| 7 |
| Mounting hardware, accessories, power, and electrical interfaces — budgetary allowance |
| 1 |
| Allowance |
| $###,###.## |
Potential Implementation Services
| 8 |
| Installation, focusing, calibration, and integration — budgetary estimate |
| 1 |
| Lump sum/ allowance |
| $###,###.## |
| 9 |
| Controls programming and configuration — budgetary estimate |
| 1 |
| Lump sum/ allowance |
| $###,###.## |
| 10 |
| Testing and broadcast-performance verification — budgetary estimate |
| 1 |
| Lump sum/ allowance |
| $###,###.## |
| 11 |
| Documentation, training, and commissioning — budgetary estimate |
| 1 |
| Allowance |
| $###,###.## |
| COMPONENT 2 SUBTOTAL |
| $###,###.## |
7.3 Components 1 and 2 Combined Total
Carry forward the Component 1 and Component 2 subtotals in U.S. dollars, then enter their combined total. The combined amount may not exceed $300,000.
| Component 1 subtotal |
| $###,###.## |
| Component 2 subtotal |
| $###,###.## |
| COMPONENTS 1 AND 2 COMBINED TOTAL — NOT TO EXCEED $300,000 |
| $###,###.## |
7.4 Component 3 — Maintenance, Support, and Recurring Costs
For each recurring service, enter the billing unit or contract term (for example, monthly, annual, per incident, or two-year base term); total base-term price in U.S. dollars; renewal price in U.S. dollars; and the maximum escalation as a percentage or fixed dollar amount. Enter $0 or N/A where appropriate.
| Service / recurring cost |
| Billing unit / term |
| Base-term price (USD) |
| Renewal price (USD) |
| Escalation cap (% or USD) |
| Preventive maintenance |
| Hourly/monthly / annual / per incident / base term |
| $###,###.## |
| $###,###.## |
| ##% or $###,###.## |
| On-call / remote support |
| Hourly/monthly / annual / per incident / base term |
| $###,###.## |
| $###,###.## |
| ##% or $###,###.## |
| Emergency on-site support |
| Hourly/monthly / annual / per incident / base term |
| $###,###.## |
| $###,###.## |
| ##% or $###,###.## |
| Software / hosting / licensing / subscriptions estimate |
| Annual allowance |
| $###,###.## |
| $###,###.## |
| ##% or $###,###.## |
| Warranty or extended coverage estimate |
| Annual allowance |
| $###,###.## |
| $###,###.## |
| ##% or $###,###.## |
| Travel or after-hours premiums |
| Hourly/monthly / annual / per incident / base term |
| $###,###.## |
| $###,###.## |
| ##% or $###,###.## |
| Other recurring cost 1 |
| Hourly/monthly / annual / per incident / base term |
| $###,###.## |
| $###,###.## |
| ##% or $###,###.## |
| Other recurring cost 2 |
| Hourly/monthly / annual / per incident / base term |
| $###,###.## |
| $###,###.## |
| ##% or $###,###.## |
Pricing assumptions, exclusions, allowances, and calculation notes State each item clearly. If none, state “None.” Identify whether permit/inspection costs are included or an allowance.
Enter response
References Provide at least three references for comparable work. For each reference, enter the organization; contact’s full name and title; monitored email; telephone number including area code; concise description of comparable services; project dates; and approximate contract value in U.S. dollars. The Town may contact the references listed below.
Reference 1
| Organization |
| Organization legal name |
| Contact name / title |
| Full name / title |
| Project / services |
| Comparable project / services |
| Dates / value |
| MM/YYYY–MM/YYYY / $###,###.## |
Reference 2
| Organization |
| Organization legal name |
| Contact name / title |
| Full name / title |
| Project / services |
| Comparable project / services |
| Dates / value |
| MM/YYYY–MM/YYYY / $###,###.## |
Reference 3
| Organization |
| Organization legal name |
| Contact name / title |
| Full name / title |
| Project / services |
| Comparable project / services |
| Dates / value |
| MM/YYYY–MM/YYYY / $###,###.## |
Assumptions, Exclusions, and Contract Exceptions General assumptions and exclusions Include any items not already stated in pricing notes. If none, state “None.”
Enter response
Requested exceptions to RFP or contract terms Identify the section, requested change, and reason. If none, state “None.”
Enter response
Addenda acknowledged List addendum number and date. If none were issued, state “None.”
Enter response
Proposal Certification and Signature By signing below, the proposer submits this proposal as a firm offer for 90 days, certifies that the signer is authorized to bind the proposer, and certifies that the pricing includes all costs except those expressly identified as exclusions or allowances.
Enter the proposer’s full legal name; the authorized signer’s signature, printed name, and official title; the signature date in MM/DD/YYYY format; a monitored business email address; and a telephone number including area code.
| Proposer legal name |
| Full legal business name |
| Authorized signature |
| Authorized signature |
| Printed name |
| Full printed name |
Submission check All applicable fields are complete or marked N/A.
Costs for Components 1 and 2 are complete and total no more than $300,000.
Assumptions, exclusions, allowances, subcontractors, licenses, and exceptions are identified.
The proposal has been signed by an authorized representative and will be submitted as a searchable PDF through eVP.