Request for Proposal_ AV System for Multi_Pur.pdf

Request for Proposal:

AV System for Multi-Purpose Conference Center and Arena

Introduction This Request for Proposal (RFP) is issued by Gordon County Board of Commissioners for the design, procurement, installation, and Aug 8, 2025 integration of a new audiovisual (AV) system for the Multi-Purpose Conference Center and Arena located at . The goal is to implement a 1060 Liberty Rd SW multi-input / multi-output solution that can support a wide range of events, including conferences, corporate functions, and agricultural shows ensuring high-quality audio and visual experiences for all attendees.

Project Background The Multi-Purpose Conference Center and Arena is a newly constructed facility designed to host diverse events. The project requires an AV infrastructure that meets modern technological standards and the potential needs of our clientele.

This project aims to provide functionality, a simple user experience, and seamless operation across all rooms within the facility.

Scope of Work The selected vendor will be responsible for, but not limited to, the following:

● System Design: Develop a detailed AV system design, including schematics, equipment specifications, and functional diagrams, tailored to the unique requirements of each space within the conference center and arena.

● Equipment Procurement: Source and procure all necessary AV equipment, ensuring compatibility, reliability, and adherence to specified performance standards.

● Installation: Professional installation of all AV components, including displays, projectors, sound systems, control systems, and cabling, adhering to industry best practices and safety regulations.

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● Integration: Seamless integration of all AV components with existing building systems and networks, ensuring interoperability and centralized control where applicable.

● Programming: Programming of control systems, digital signal processors (DSPs), and other programmable devices to ensure intuitive operation and optimal performance.

● Testing and Commissioning: Comprehensive testing and commissioning of the entire AV system to verify functionality, performance, and adherence to design specifications.

● Training: Provide thorough training for IT Department staff on the operation, maintenance, and troubleshooting of the new AV system.

● Documentation: Deliver complete system documentation, including as-built drawings, operation manuals, maintenance guides, and warranty information.

● Support and Maintenance: Offer post-installation support and maintenance services, including a warranty period and options for ongoing service agreements.

Multi-Purpose Conference Center:

● The meeting space will be able to be subdivided into 3 separate meeting rooms or any combinations of the 3 different spaces.

● Systems must include audio and video

● Must have wireless microphones

● Must have at least 2 video inputs per meeting room

● Must have a video monitor / TV of at least 85”

● Must have a simple control system for audio and video to be routed amongst the different rooms (Video input 6 to video out 1 & 2, etc…)

Arena:

● There will be a press box in the arena

● The press box will need an audio system to cover both inside the arena and speakers around the arena addressing the remainder of the fairgrounds.

● We will need the ability to turn off the outside speakers as needed.

● These speakers can be horns for public address style communication but a full range speaker is preferred

● All arena speakers must be IPX-6 Waterproof

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Timeline:

● Construction of the Conference Center will begin in August 2025

● Construction of the Arena will begin in early 2026

Deliverables Proposals should address the following key deliverables:

Deliverable Description

Project Plan Detailed timeline, milestones, and resource allocation.

Technical Proposal Comprehensive system design, equipment list with make & models, and technical specifications.

Cost Proposal Itemized breakdown of all costs, including equipment, labor, software, and services.

Company Profile Overview of the vendor's experience, qualifications, and references.

Support and Training Plan Outline of post-installation support, maintenance, and training programs.

Proposal Submission Requirements Mandatory Pre-Bid Meeting: There will be a mandatory pre-bid meeting held on August 29, 2025 at 2:00 pm. The meeting will be held at the Gordon County Administration Building Conference Room located at 201 North Wall Street, Calhoun, Georgia 30701.

Proposal Due Date: Interested vendors are requested to submit their proposals by 2:00 pm . All inquiries regarding this RFP should be directed to Sep 17, 2025 via email at bids@gordoncountyga.gov Charmon VanDyke

Request for Proposal: AV System for Multi-Purpose Conference Center and Arena | 3 mailto:cvandyke@gordoncounty.org mailto:bids@gordoncountyga.gov

Evaluation Criteria Proposals will be evaluated based on the following criteria:

● Technical & Functional Merit: Quality and appropriateness of the proposed AV system design, equipment, and integration strategy as well as how the systems functions based on the client’s requirements. 20 Points

● Vendor Experience and Qualifications: Relevant experience in similar projects, technical expertise of the team, and positive client references. 20 Points

● Cost-Effectiveness: Competitiveness of pricing and overall value for money. 30 Points

● Project Management Approach: Clarity and feasibility of the proposed project plan, timeline, and resource allocation. 15 Points

● Support and Training: Comprehensive nature of the proposed support, maintenance, and training programs. 15 Points

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Key Dates

Activity Date

RFP Issued Aug 8, 2025

Mandatory Pre-Bid Meeting Aug 29, 2025

Proposal Submission Deadline Sep 17, 2025

Review Committee Recommendations Oct 1, 2025

Board of Commissioners Approval Oct 21, 2025

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Award While the County entertains a Request for Proposal (RFP), it will not be bound to award the RFP.

The OWNER reserves the right to select or reject any and all responses as a result of this Request for Proposal. The OWNER is not liable for any costs incurred by any person or firm responding to this Request for Proposal.

If a contract is awarded, the successful respondent will be required to indemnify, defend and hold Gordon County, Georgia, harmless from and against all claims, loss, liability, cost and expenses, including attorney’s fees, howsoever arising or incurred, alleging damage to property or injury to, or death of, any person, arising out of, or attributable, to the PROPOSER and/or the firm’s performance of the contract awarded.

Respondents agree to waive any claims they have or may have against the OWNER, its employees, agents, members, representatives and legal counsel, arising out of or in connection with the administration, evaluation, recommendation or selection of any proposal or qualifications; waiver of any representations under the proposal or documents; accept or reject any proposal or qualifications and award of a contract.

E-verify Affidavit: Before any proposal can be considered, the proposer must comply with O.C.G.A. § 13-10- 90, et. seq., including but not limited to providing a copy of an affidavit as required by O.C.G.A. § 13-10- 91(b)(1).

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Key Dates