RFQ Audio Video Equipment_FINAL_8-24-26.docx

finRequest for Quotes (RFQ) Audio and Visual Equipment for Two Conference Rooms, Seven Offices, and One Meeting Table for the Boston Region Metropolitan Planning Organization August 24, 2026 RFQ Title: Audio Visual Solution for Boston Region MPO Statewide Contract# OFF50 Contract for Audio and Video Equipment and ITC73 Hardware and Services Commbuys Bid # BD-27-1217-MAP05-MAP05-132666 Description of Purpose of Procurement Need Summary: The Boston Region Metropolitan Planning Organization (Boston MPO) is seeking qualified vendors to come on site to assess, recommend, design, and install audiovisual (AV) solutions for multiple collaboration spaces within its office suite. The selected vendor will evaluate the technology and infrastructure requirements needed to support effective in-person, hybrid, and virtual meetings while ensuring ease of use, reliability, and scalability.

Estimated Value of Procurement: not to exceed $110,000 Project Completion Date: no later than 5 p.m. on November 6, 2026 Commonwealth Eligible Entity Engaging a Vendor

This Request for Quote (RFQ) does not commit the Metropolitan Area Planning Council or the Boston Region Metropolitan Planning Organization to approve a Statement of Work, pay any costs incurred in the preparation of a bidder’s response to this RFQ, or to engage for products or services. The issuers of this RFQ reserve the right to accept or reject any and all proposals received as a result of this RFQ and to contract for some, all, or none of the responding vendors as a result of this RFQ. The issuers further reserve the right to negotiate with any or all vendors who respond or cancel this RFQ, in part or in its entirety, if it is in the agency's best interest to do so.

Who We Are:

The Boston Region Metropolitan Planning Organization was created in 1973 as a permanent resource of expertise in comprehensive, multimodal transportation planning and analysis in the Boston Region. There are approximately 400 other metropolitan planning organizations in the United States, which are required by federal legislation to be created through agreements between governors and local representation. The agency is funded primarily through federal and state dollars and counts among its clients and partners the United States Department of Transportation, the Massachusetts Department of Transportation, regional transportation entities, and area municipalities. The Boston Region Metropolitan Planning Organization promotes interagency cooperation, ensures consistency among planning efforts, reduces redundancy, and fills gaps in the capabilities of the elected members of the Boston Region Metropolitan Planning Organization board—thus enabling the region’s federally defined continuing, comprehensive, and cooperative planning work for member agencies to be accomplished.

At its core, the Boston Region Metropolitan Planning Organization is a public agency made up of a passionate group of transportation planners, analysts, modelers, programmers, and engineers working to address the Boston region’s transportation challenges to create an equitable, safe, resilient, and reliable transportation system. There are approximately 60 full-time staff members at the Boston agency and 25 regional members of the board.

How We Contract:

The Metropolitan Area Planning Council serves as the Boston Region Metropolitan Planning Organization's legal fiduciary, and in its role as the fiduciary, the Metropolitan Area Planning Council enters into all contracts on behalf of the Boston Region Metropolitan Planning Organization. However, all work described in this Request for Proposal will be for and overseen by the Boston Region Metropolitan Planning Organization. The Metropolitan Area Planning Council is the regional planning agency representing 101 municipalities in the metro Boston area and is a political subdivision created under MGL c. 40B. §§24 - 29. The Metropolitan Area Planning Council uses a standard Professional Services Agreement (included as Attachment A to this scope). The consultant(s) is expected to enter into the Professional Services Agreement “as is” and without material alteration. Funding for this project is through federal sources and must be completed by November 6, 2026.

Tuesday September 8, 2026 Wednesday September 16, 2026 2 p.m.

4 p.m.

10 a.m.

Project Background To assist the Boston Region MPO in developing the project scope, identifying equipment needs, and establishing a preliminary budget, Retrofit visited the site on June 17, 2026, at no cost to the Boston Region MPO to assess the large conference room, small conference room, seven offices, and one meeting/collaboration area. Retrofit provided recommendations regarding the types of audiovisual equipment that may be appropriate for the office space, along with a preliminary budgetary quotation.

The vendor's prior site visit and preliminary quotation were conducted solely for planning and budgeting purposes and do not provide any competitive advantage in this procurement. All qualified vendors will have an equal opportunity to assess the project requirements, conduct a site visit, submit questions, and compete under this Request for Quotes. Quotes will be evaluated solely in accordance with the evaluation criteria identified in this RFQ. Link to Retrofit Preliminary Budgetary Quotation Scope of Work:

Prior to providing a final quotation, the selected vendor shall conduct an on-site assessment of the conference rooms, offices, and meeting area to determine the appropriate audiovisual solution for each space. The vendor shall develop a recommended system design, including equipment, layout, and infrastructure requirements, and review the proposed solution with the Boston Region MPO for approval before procuring and installing equipment.

The selected vendor will be responsible for:

• Supplying all required AV equipment

• Installation and configuration

• Testing and commissioning

• Basic user training and documentation

• Warranty and support[footnoteRef:1] [1: Vendor applicants must include in their bid any and all construction and related construction costs associated with installations in accordance with MGL c. 149. ]

Equipment already on Site

· One 55” Screen to be used in one of the offices.

Equipment Requirements Please provide quotes for the following items (or equivalent alternatives):

Video Equipment

· 12 Video conferencing cameras, Wi-Fi connection preferred

· 12 Conference-grade monitors - Two 75” monitors mounted on the walls of one large conference room. One 75” Monitor mounted on the wall in a meeting table area. Two 65” monitor mounted on the walls for a small conference room. Seven 55” monitors mounted on the walls of seven offices, including an arm mount where feasible. Wi-Fi connection preferred.

· Wireless presentation system (preferred)

Audio Equipment

• Ceiling-mounted microphones (suitable for small and large room coverage), Wi-Fi connection preferred

• Ceiling-mounted speakers, Wi-Fi connection preferred

• Webcam bar with microphone and speakers for meeting table

Control System

• Touch panel control interface (wall-mounted or table-mounted) to control the webcam, audio, and all displays

• Integration with scheduling system (e.g., Zoom/Google Meet) – Preferred

Cabling and Accessories

• All necessary cables, mounts, connectors, and accessories

Vendor Requirements

• Proven experience in AV installations for corporate environments

• Ability to provide ongoing support and maintenance

• At least two references from similar-sized projects

• A walk-through of the site is required

Quote Submission Please include the following in your quote:

• Itemized pricing (equipment, labor, taxes, shipping)

• Brand and model of proposed equipment

• Warranty details

• Training and documentation details

• Estimated timeline for delivery and installation

• Payment terms: Quotes should be submitted via email to: it_rfq@ctps.org

Subject Line: RFQ – Conference room and Office AV Equipment Quote

Evaluation Criteria Quotes will be evaluated based on:

• Cost-effectiveness

• Equipment quality and compatibility

• Vendor experience and support offerings

• Delivery and installation timeline

Questions about this RFQ must be emailed to: it_rfq@ctps.org prior to September 21, 2026, by 5:00 pm EDT. Responses to all questions will be in writing, and they will be sent (without identifying the vendor submitting questions) to all potential vendors.

Attachment A:

· Professional Services Agreement Attachment B:

· Reference Form