Charlotte Mecklenburg Library AV RFP_MB (003).pdf

Request for Proposals

Audio/Visual Services for Main Library Opening Events

Issued September 23, 2026

Proposals Will Be Received Until 2:00 PM EST October 23, 2026

Table of Contents Introduction Scope

Project Overview Scope of Services Event-Specific Requirements

Staff Celebration & Preview Press Preview & Media Event Donor Recognition & Celebration Event Ribbon Cutting Public Opening Day

Ancillary Pricing Options Contract Term

Notice to Proposers Request for Proposal Process

Schedule Proposer Questions and Inquiries Optional Site Visit of Main Library Submission of Responses Evaluation Criteria Rejection of the Proposal

Proposal Format

Section A: Firm Overview and Relevant Experience Section B: Comparable Projects Section C: Approach and Project Team Section D: References Section E: Pricing

Acknowledgement of Addenda

Introduction Charlotte Mecklenburg Library (the “Library” or “CML”) is seeking an experienced Audio/Visual company to serve as the technical team for the new Main Library opening events in spring 2027.

Charlotte Mecklenburg Library is ushering in a new era of improving lives and building a stronger community. This includes opening a new Main Library that will be an architecturally distinct information and technology hub, and a welcoming accessible destination for all. CML is committed to being a welcoming space for engagement and learning in all 21 of our locations.

The Library supports information access, intellectual freedom, and cultural and civic growth in our community.

The successful firm will provide comprehensive audio-visual production for the opening of a new building. We are looking for an experienced partner to provide the right equipment and technical approach, manage installation and testing, and provide on-site support throughout the series of weeklong events. The selected firm should deliver reliable, high-quality sound, lighting, video, and capabilities that support the program and enhance the guest experience. Some Library equipment will be used.

CHARLOTTE MECKLENBURG LIBRARY

About Charlotte Mecklenburg Library is a diverse, innovative system that spans a county of 1.2 million residents. The Library is made up of:

• 21 stationary branch locations reflective of their diverse communities, including:

Main Library in the center of Uptown, scheduled to open in spring 2027;

ImaginOn, a nationally-recognized innovative children’s library and family destination;

• Two mobile libraries, MoLi (Mobile Library) and MiLa (Mobile Internet Lab); and

• More than 450 dedicated staff members serving as librarians, outreach coordinators, program associates and more.

Throughout the system, the Library provides free and open access to more than 800,000 items ranging from physical and electronic collections and information, as well as a range of programs and services for people of all ages. In FY2025, the Library had a total circulation of more than 9.5 million items, saw more than 2.6 million visitors, and hosted 26,061 programs with over 540,000 in-person attendees.

Mission, Vision, Values & More

Our mission is to improve lives and build a stronger community. Charlotte Mecklenburg Library envisions itself as the essential connector of a thriving community of readers, leaders and learners. We value learning, openness, respect, inclusion and leadership. Our brand promise is to be accessible and welcoming to all while celebrating and supporting the joy of reading and learning, fostering exploration and personal growth, and connecting individuals to each other, the community and the world.

We believe in intellectual freedom. The Library is committed to protecting the First Amendment’s guarantee of free and open access to information and ideas—a principle vital to our democracy and to each individual’s search for knowledge. We seek to provide our diverse community with a comprehensive collection of materials and programs providing a wide range of knowledge and perspectives.

Charlotte Mecklenburg Library’s New Main Library

The new Main Library, anticipated to open in spring 2027, will be a free, open, and accessible hub of information and activities and a major regional destination in Uptown Charlotte. This 115,000 square foot, five-story facility within the city’s North Tryon Vision Plan and incorporates the historic Spirit Square space. As Charlotte Mecklenburg Library’s flagship location, it will be an architecturally distinctive, state-of-the-art, technologically advanced knowledge center, and a free, open, and accessible hub of information and activities where everyone in the community can access the resources of a 21st century library. In addition to traditional Library programs and services, the new Main Library will introduce a new innovative model for Library services, offering a platform for programs created and delivered with community partners.

Location

The new Main Library is being built on the same site as the previous main library: the 300 block of North Tryon Street, also known as the corner of 6th & N. Tryon Streets. It is the same site where the original Carnegie Library – the first free library in Mecklenburg County – stood in 1903. Work on the new Main Library began August 2023 with the demolition of the old Uptown library.

The facility is designed to welcome and celebrate the Charlotte Mecklenburg community, and it will feature indoor/outdoor spaces over five themed floors spiraling up to a skylight.

Inside the New Main Library

The new facility, which will serve as the main branch of the Charlotte Mecklenburg Library system, will include a variety of resources including: 15 meeting rooms; an event space; an immersive theater; a digital visualization lab with a 270-degree screen for creative projects and technology classes; a café, and a new Robinson-Spangler Carolina Room for history and genealogy research. The building will have five floors each tailored to a specific theme.

• Level One - Community (Knight Hall, the dynamic grand lobby; open air courtyard, forum for new, innovative programming; popular collection showcase including NYT bestsellers and latest releases; Morris Family immersive theater area for information sharing, digital art, and more; and the café.)

• Level Two - Opportunity and Innovation

Bank of America Opportunity Center; Katherine Belk Social Services Office, Gambrell innovation lab supports the conception and development of new ideas; Lowe’s technology hub; Honeywell digital visualization lab provides resources and support for discovering, analyzing, and visualizing information; and a wrap-around outdoor terrace

• Level Three - Reference and Research

Collections; study carrels; Philip Van Every Foundation multi-purpose classroom;

reference hub; community “living room” for open, salon-style conversations

• Level Four - History and Genealogy

Robinson-Spangler Carolina Room; one of the largest genealogy and N.C. history collections in the state

• Level Five – Destination

Dr. Joyce Davis Waddell Event Space; Reading Room; catering kitchen; Nucor Terrace)

Construction Partners

• Snøhetta (design architects)

• Clark Nexsen (architects of record)

• Rodgers Ι Leeper (construction)

• Mecklenburg County Asset and Facility Management (project management)

Scope

Project Overview The New Main Library Grand Opening will include five events during the week of April 26, 2027.

Dates, times, attendance estimates, program elements, and technical requirements are preliminary and may change as planning continues.

1. Staff Celebration & Preview - April 26, 2027, 10:00 a.m.-3:00 p.m.

2. Press Preview & Media Event - April 27, 2027, 10:00 a.m.

3. Donor Recognition & Celebration Event - April 29, 2027, 5:00-9:00 p.m.

4. Ribbon Cutting - May 1, 2027, 9:00 a.m.-10:00 a.m.

5. Public Opening Day - May 1, 2027, 10:00-3:00 p.m.

The selected firm will serve as the Library's audio-visual production partner for all five events.

The final scope will be developed collaboratively after award, following site access, confirmation of event programs, and review of the Library's in-house technical systems. Library-owned equipment should be used when practical, compatible, and cost-effective. List attached.

Scope of Services The selected firm will be expected to:

• Participate in planning meetings with event planner and site walk-throughs and recommend a practical, scalable technical approach for each event.

• Develop an event-by-event production plan, equipment schedule, labor plan, installation schedule, and changeover plan, identifying equipment that can be shared across events.

• Provide and manage the audio, video/presentation, lighting, staging and lectern support, power distribution, cabling, media feeds, and related production equipment not supplied by the Library.

• Evaluate, integrate, and test available Library systems and equipment and promptly identify any gaps or compatibility concerns.

• Deliver, install, program, test, operate, and remove all vendor-provided equipment. All work must protect finished surfaces, preserve safe and accessible public paths, and comply with applicable building and life-safety requirements.

• Provide qualified production leads and technicians for rehearsals and events, coordinate program cues with the Library and its event team and provide real-time troubleshooting.

• Provide appropriate backup or redundancy for critical systems and communicate promptly about changes that may affect cost, schedule, or performance.

Event-Specific Requirements

Staff Celebration & Preview

A celebration for approximately 500 Library staff members and retirees, including remarks, music and entertainment, activities, tours, and lunch.

Anticipated AV needs include:

• Speech microphones, and lectern support

• Stage wash

• Music and entertainment audio support

• Distributed sound in the primary event area and other selected building zones

Press Preview & Media Event

An invitation-only media event featuring guided tours and pre-arranged interviews.

Anticipated AV needs include:

• Lighting designated interview areas

• Microphones or portable audio support for brief remarks, if required

• Press audio feed or mult box, if required

Donor Recognition & Celebration Event

An elegant evening event for approximately 1,000 donors and stakeholders, including food service, live music and entertainment, and a program with brief remarks and acknowledgments.

Anticipated AV needs include:

• Speech reinforcement, microphones, lectern support, and stage wash

• Live music and entertainment audio support

• Distributed sound across all five floors, as programming requires

• Supplemental architectural or decor lighting

• Video or presentation support, if required by the final program

Ribbon Cutting

A public, media-facing event with County officials and Library leadership.

Anticipated AV needs include:

• Outdoor sound coverage for Tryon Street between 6th Street and 7th Street and Tepper Plaza

• Microphones, lectern, and press mult box

• Stage wash

• Temporary power, if required

Public Opening Day

A high-energy, community-wide celebration featuring pop-up experiences, music, and entertainment throughout the building.

Anticipated AV needs include:

• Distributed sound and music support throughout selected building zones

• Audio support for scheduled entertainment and program moments

• Technician coverage appropriate to the active program areas

Ancillary Pricing Options The items below are optional enhancements and will be considered only if budget permits.

Provide each as a separate alternate, including the equipment, labor, power and data requirements, installation, programming, operation, removal, and key assumptions.

Exterior lighting would be enhanced on the Tryon Street and 6th Street sides from 7:30 – 11:00pm

Provide a separate not-to-exceed price for each of the following lighting options:

• Monday through Saturday

• Thursday through Saturday

• Thursday only

There may be another event on May 6th in Spirit Square. The event is most likely several speakers on stage in a soft seating. Assume the time is 6-8pm. Please include a quote for what would be needed to support:

- 2 lavs or handhelds

- Podium & mic

- IMAG for the 700 person theatre

- Audience Q&A

Contract Term Initial Term: November 17, 2026-May 6, 2027

Notice to Proposers The successful Proposer must comply with all provisions of the Americans with Disabilities Act (ADA) and all rules and regulations promulgated thereunder. By submitting a proposal, the successful Proposer agrees to indemnify the Library from and against all claims, suits, damages, costs, losses, and expenses in any manner arising out of, or connected with, the failure of the Company, its subcontractors, agents, successors, assigns, officers, or employees to comply with the provisions of the ADA or the rules and regulations promulgated thereunder.

All proposals must be firm and not subject to increase, unless specified within the provisions of this Request for Proposals (RFP) and mutually agreed upon by the Library and the Proposer.

No special inducements will be considered that are not a part of the original proposal document.

Library Rights and Options The Library, at its sole discretion, reserves the following rights:

• To supplement, amend, substitute, or otherwise modify this RFP at any time

• To cancel this RFP with or without the substitution of another RFP

• To take any action affecting this RFP, this RFP process, or the Services subject to this RFP that would be in the best interests of the Library

• To issue additional requests for information or clarification from Offerors or to allow corrections of errors or omissions

• To require one or more Service Providers to supplement, clarify, or provide additional information in order for the Library to evaluate the Responses submitted

• To negotiate an agreement with a Service Provider based on the information provided in response to this RFP.

• To award one or more contract(s).

Public Records Any material submitted in response to this RFP will become a “public record” once the Proposer’s document(s) is opened and the Proposer is determined to be a participant in the solicitation process and shall be subject to public disclosure consistent with Chapter 132, North Carolina Statutes. Proposers must claim any applicable exemptions to disclosure provided by law in their response to this RFP.

Proposers must identify materials to be protected and must state the reasons why such exclusion from public disclosure is necessary and legal. The Library reserves the right to make all final determination(s) of the applicability of North Carolina General Statutes § 132-1.2, Confidential Information.

Trade Secrets/Confidentiality Proposers must claim any material which qualifies as "trade secret" information under N.C.G.S. 66- 152(3) in their response to this RFP and must state the reasons why such exclusion from public disclosure is necessary and legal.

To properly designate material as trade secret under these circumstances, each Proposer must take the following precautions: (a) any trade secrets submitted by a Proposer should be submitted in a separate, sealed envelope marked "Trade Secret - Confidential and Proprietary Information - Do Not Disclose Except for the Purpose of Evaluating this Proposal," and (b) the same trade secret/confidentiality designation should be stamped on each page of the trade secret materials contained in the envelope.

Do not designate your entire proposal as a trade secret, and do not designate pricing information as a trade secret. Doing so may result in your proposal being disqualified.

In submitting a proposal, each Proposer agrees that the Library may reveal any trade secret materials contained in such response to all Library staff and Library officials involved in the selection process.

Familiarity with Laws and Ordinances The submission of a proposal on the equipment and services requested herein shall be considered as a representation that the Proposer is familiar with all federal, state, and local laws, ordinances, rules, and regulations which affect those engaged or employed in the provision of such services, or equipment used in the provision of such services, or which in any way affects the conduct of the provision of such services; and no plea of misunderstanding will be considered on account of ignorance thereof. If the Proposer discovers any provisions in the RFP documents that are contrary to or inconsistent with any law, ordinance, or regulation, it shall be reported to the Library in writing without delay.

E-Verify Compliance Per N.C.G.S. 143-133.3 E-verify compliance. Provider shall comply with the requirements of Article 2 of Chapter 64 of the North Carolina General Statutes (verification of work authorization). Further, if the Provider utilizes a subcontractor, the Provider shall require the subcontractor to comply with the requirements of Article 2 of Chapter 64 of the North Carolina General Statutes.

https://www.ncleg.gov/EnactedLegislation/Statutes/PDF/BySection/Chapter_143/GS_143-133.3.pdf https://www.ncleg.net/EnactedLegislation/Statutes/HTML/ByArticle/Chapter_64/Article_2.html

Iran Divestment Act Provider hereby certifies that it is not on the North Carolina State Treasurer’s list of persons engaging in business activities in Iran, prepared pursuant to NCGS 147-86.58, nor will Provider utilize on this agreement any subcontractor on such list. This list, along with additional information about the Iran Divestment Act, is available on the Treasurer’s Office site: https://www.nctreasurer.gov/iran-divestment-act

Divestment from Companies that Boycott Israel Contractor hereby certifies that it is not on the North Carolina State Treasurer’s list of companies engaged in a boycott of Israel in violation of NCGS 147-86.80 et. seq. and that it will not utilize on this agreement any subcontractor on said list.

Insurance Requirements The successful Proposer shall maintain insurance coverage in the types and amounts required by the Library throughout the term of the contract. At a minimum, required coverage shall include commercial general liability, automobile liability, and workers’ compensation, as applicable to the services provided.

The successful Proposer shall provide certificates of insurance and any required endorsements evidencing the required coverage prior to commencement of services. The Library may require additional insured status and other insurance requirements as specified in the final contract.

Contract Required The successful proposer will be required to enter into a written contract with the Library, setting forth the conditions specified in this RFP, as well as other standard terms and conditions. The successful vendor shall be solely liable for compliance with all specifications contained herein.

https://www.ncleg.gov/EnactedLegislation/Statutes/PDF/BySection/Chapter_143/GS_143-133.3.pdf https://www.ncleg.net/EnactedLegislation/Statutes/HTML/ByArticle/Chapter_64/Article_2.html https://www.nctreasurer.gov/iran-divestment-act https://www.nctreasurer.gov/iran-divestment-act

Proposal Duration All proposals will remain in effect and shall be legally binding for at least one hundred twenty (120) days after the proposal submission due date.

Request for Proposal Process Schedule Date Event September 23, RFP Issue Date

September 30, Optional Site Visit at 3:00 PM

2:00 PM EST

October 7, 2026

Deadline for Submission of Written Questions.

Service Providers are permitted to submit to the Library written questions, but only for purposes of clarifying this RFP. All submissions shall be submitted as outlined herein.

October 12, 2026 Response to Written Questions via Addendum

2:00 PM EST

October 23, 2026

Responses are due on this date and time.

October 2026 Library review and firm selection November 2026 Anticipated contract award

Proposer Questions and Inquiries Proposer Questions and Inquiries relative to this RFP must be submitted electronically by 2:00 PM, October 7, to Walter Freeman, Library Procurement Analyst, at wfreeman@cmlibrary.org. The Library will provide written responses to all inquiries received by this date, and responses will be made available to all known recipients of this RFP and posted by October 12, 2026. Any oral responses made by any representative of the Library may not be relied upon. Any supplements or amendments to this RFP will be in writing and furnished to potential bidders.

Proposers are expressly forbidden from contacting any other Library employee or Charlotte Mecklenburg Library official regarding this Request for Proposals. Any such outside contact may result in disqualification from the request for proposal process.

Optional Site Visit of Main Library The site visit is scheduled for September 30, 2026, at 3:00 pm. Please email foundation@cmlibrary.org to register. You will need to wear closed toes shoes and sign a release form in order to attend. We will provide a hard hat and vest for the walk through of the site. This is an active construction site, no more than two representatives from your company can attend.

mailto:foundation@cmlibrary.org

Submission of Responses Five (5) paper copies in a sealed envelope/package and one (1) electronic copy of the proposal by way of a USB drive, including all required forms (such as Proposal Authorization and Acknowledgement of Addenda forms), must be submitted to the attention of Walter Freeman, Charlotte Mecklenburg Library, Library Administration Center, 510 Stitt Road, Charlotte, NC 28213 by 2:00pm October 23, 2026. Emailed and faxed submissions will not be accepted. All risk of late arrival due to unanticipated delay – whether delivered by hand, US Postal Service, courier, or other delivery service is entirely on the submitting Proposer. It is the sole responsibility of the Proposer to have the proposal physically in the Library’s office by the specified time and date. The time of delivery will be marked on each proposal when received, and any proposal received after the proposal submission deadline will be rejected.

The Library reserves the right to reject any or all proposals. The Library reserves the right to reproduce proposals for internal use in the evaluation process.

The Library will not be obligated for the expenses of any provider arising out of preparation and/or submittal of responses to this RFP. Any and all proposals to this RFP are to be prepared at the cost and expense of the respondents, with the express understanding that there may be no claims whatsoever for the reimbursement of any costs, damages, or expenses relating to this procurement from the Library or any other party for any reason (including the cancellation of this RFP).

Proposals must be made in the official name of the individual, firm, or corporation under which the business is conducted (showing official business address) and must be signed in ink by a person duly authorized to legally bind the business entity submitting the proposal.

All proposals should be complete and carefully worded and must convey all of the information requested by the Library. If errors or exceptions are found in the proposal, or if the proposal fails to conform to the requirements of the RFP, the Library will be the sole judge as to whether that variance is significant enough to reject the proposal. Proposals should be prepared simply and economically. All data, materials, and documentation shall be available in a clear, concise form.

Evaluation Criteria All bids that are submitted in accordance with this RFP and which meet the requirements as outlined herein will be considered to be responsive bids. Notwithstanding anything to the contrary herein, any and all bids may be rejected, and the Library may negotiate with any or all bidders. Proposals will be evaluated using a best-value approach. Each proposal will be reviewed and scored by an evaluation committee using the criteria below. While cost is a significant factor, the Library will award the contract to the proposer whose overall solution best meets the needs of Charlotte Mecklenburg Library.

• Relevant AV Experience and Qualifications – 40% Evaluates demonstrated experience providing live-event audio-visual services for projects of similar size, complexity, or setting, including comparable work and client references.

• Technical Approach and Project Team – 30%

Evaluates the practicality of the proposed approach to planning and supporting the five opening events, including use of available Library equipment, installation and changeovers, on-site technical coverage, and the proposed project lead and key team roles. Final system design and detailed equipment lists are not required.

• Cost Effectiveness – 20%

Evaluates the reasonableness, transparency, and overall value of the pricing, including assumptions, exclusions, major equipment and labor categories, separately priced ancillary lighting options, and efficiencies from shared equipment. Award will not necessarily be made to the lowest-priced proposer.

• Proposal Quality and Responsiveness – 10%

Evaluates whether the proposal is clear, concise, complete, and responsive to the requested information. Existing materials, photographs, case studies, and links are acceptable; presentation length or production value will not receive additional consideration.

Award will be made at a later date pending evaluation of all proposals submitted and approval by the Library’s Board of Trustees.

Rejection of the Proposal The Library reserves the right to determine and evaluate the qualifications of the proposer and to reject any Final Proposals.

The Library retains the right to waive minor irregularities in the statement format.

Basis for rejection includes but is not limited to:

• Contains false or misleading statements.

• Not in the format described under Proposal Content.

• Unsigned proposal by authorized person

• Unsigned acknowledgement of addenda form

• Received after the due date.

• Restriction or limitation upon their use.

Proposal Format Proposals should be concise and organized using the sections below. Existing company materials, case studies, photographs, and links may be used. Custom renderings, detailed system drawings, and final equipment lists are not required at this stage. There is no minimum page count; clear and direct responses are encouraged.

Section A: Firm Overview and Relevant Experience Provide a brief overview of the firm and its experience producing audio-visual support for live events of similar size, complexity, or setting.

Section B: Comparable Projects Provide two examples of comparable projects. Existing case studies, photographs, or links may be submitted.

Section C: Approach and Project Team Briefly describe the proposed approach to planning and supporting the five opening events, including collaboration with the Library, integration of available Library equipment, installation and changeovers, and on-site technical coverage. Identify the proposed project lead and key team roles. A final production plan, detailed equipment list, and full resumes are not required.

Section D: References Provide two client references or authorize the Library to contact clients identified in the comparable-project examples.

Section E: Pricing Provide a not-to-exceed total amount for each event and a combined not-to-exceed amount for all events.

Price ancillary lighting options separately. Identify major equipment and labor categories, assumptions, exclusions, and anticipated savings from equipment shared across events.

Proposal Authorization and Signature This proposal must be signed by a responsible official of the offering company. By signing below as an authorized representative, the Proposer agrees to be bound by the representations, terms and conditions contained in its proposal and agrees to enter into a contract based upon the terms, representations and conditions contained in the proposal with the Library if this proposal is approved and awarded by the Library.

Firm Name Print name of signer

Date Authorized Signature

Street Address

City, State and Zip Code

Telephone number Email Address

Acknowledgement of Addenda

If issued, Proposer hereby acknowledges receipt of the Addenda issued. This form shall be signed by an authorized company representative and returned with the proposal response. Provide number of the Addendum you received, and the date received.

Addendum No. ____________ Dated_______________ Addendum No. ____________ Dated_______________

Company __________________________________________

Authorized Signature _________________________________ Print Name _________________________________________ Email Address _______________________________________ Note: Please print clearly