Tiverton Library AV Bid Sept 2025.pdf

Tiverton Public Library Request for Proposal

Community Room Audio/Visual System Repair or Replacement

Issued By:

34 Roosevelt Avenue Tiverton, Rhode Island 02878 401-625-6796

RFP Coordinators:

Catherine Damiani

Library Director 401-625-6796 Ext. 6 Director@tivertonlibrary.org

Kristin Amaral Technology Coordinator 401-625-6796 Ext. 8 Tech@tivertonlibrary.org

Date Issued: Friday, September 5, 2025 Submission Deadline: Monday, October 6, 2025 mailto:Director@tivertonlibrary.org mailto:Tech@tivertonlibrary.org

1. Introduction

Tiverton Public Library is seeking proposals from qualified and experienced vendors to assess, evaluate, repair, and upgrade our Community Room audio-visual equipment. Our Community Room has a robust events/program schedule and is used by library staff and patrons.

2. Scope of Work

2.1 Assess and evaluate current space, equipment, and connections.

2.2 Determine which equipment is reusable and which needs replacement.

2.3 Recommend new equipment.

2.4 Install and test equipment.

2.5 Provide staff training.

2.6 Provide a maintenance schedule for staff to ensure the life of the equipment.

3. Current Equipment & Status

Panasonic PT-D2570 projector ● Malfunctioning

MX622 Six Channel Stereo with

Equalizer and Effects Loop

● Inconsistent audio issues

QSC ISA300Ti Professional Amplifier ● Inconsistent audio issues

Audio Technica UHF Synthesized

Receiver

● Inconsistent audio issues

Samson Dual Wireless Mic (two channels)

● Acceptable working condition

William Sound PPA R37 Assistive listening devices

● Acceptable working condition

Built-in room speakers ● Inconsistent audio issues

Primary electrical outlet with shunt trip and HDMI port

● Inconsistent power and connectivity

4. Technical Requirements

4.1 Connectivity and integration

- Windows 11 laptop

- Blu-ray/DVD player

- Solution for live music

- HDMI ports outside of the AV closet, not inside

4.2 Audio/Acoustics

- Lapel/lavalier microphones

- Minimum 4 wireless microphones

- Portable speaker system

- Acoustic paneling

- Assisted listening devices for the hearing impaired

- Clear, well-balanced sound

4.3 Video

-High definition projector display -Integration with Owl Labs Meeting Owl

4.4 Control System

- User-friendly/intuitive

- Must fit in the current AV closet

4.5 Known Repairs

- Front wall HDMI port and electrical outlet

4.6 Miscellaneous

- Extra HDMI ports

- Maintain the fire safety shunt trip breaker already installed at the primary outlet

- If wall access is needed, repair of drywall and painting of newly repaired areas

5. Vendor Requirements

5.1 Ability to safely remove and properly dispose of old equipment

5.2 Vendor has experience performing this scope of work for 5 years or more

5.3 Demonstrated experience with similar AV installations

5.4 References from at least three (3) recent clients

5.5 Knowledge of AV standards and emerging technologies

5.6 Ability to repair walls/paint in the event access is needed to the system by opening drywall.

6. Site Visits and Questions

6.1. The site may be inspected by appointment only, on weekdays. Call from 10:00 am to 3:00 pm to make an appointment with either the Library Director or the Technology Coordinator.

6.2. The vendor must submit all questions by Friday, September 26, 2025, at 4 pm. Responses will be issued before Tuesday, September 30, 2025, at 4 pm.

7. Proposal Submission Requirements

7.1. All proposals must be received by the date marked on the cover page. Bids will be read aloud at the due date and time in the Trustee Meeting Room.

7.2. Vendors must demonstrate they can complete the work by the above requirements.

8. Evaluation Criteria

8.1. The Tiverton Public Library reserves the right to reject any or all bids and to award the contract to the Bidder deemed to be in its best interest, and further reserves the right to consider bids for a period of ninety (90) days from the date of receipt thereof.

8.2. We are not obligated to select the lowest bid, but the bid that best covers the scope of work.

9. Project Timeline

9.1. Our room is in high demand and is booked well in advance. We hope to keep the project under one week, if possible.

10. Project Budget

10.1. $40,000

11. Submission Instructions

Email proposals, including the attached bid sheet and contract, to the Library Director by:

Monday, October 6, 2025, at 4 pm ET

Catherine Damiani director@tivertonlibrary.org mailto:director@tivertonlibrary.org

Audio-Visual Replacement Bid Sheet

Date: ____________________

To: Library Director and Technology Coordinator, Tiverton Public Library

From: ____________________________________ (Firm Name) Address: ______________________________________ Name/Phone/Email Primary Contact: _______________________________________________

Pursuant to and in compliance with your Advertisement For Bids and the Information for Bidders relating thereto, the undersigned states that they have examined the Proposal Documents and the site of the work, and that they understand the purport and magnitude of the work intended, and have examined all laws, ordinances, and regulations governing the work. The undersigned hereby offers to furnish all materials, supplies, equipment, labor, and things necessary or proper for or incidental to, the proper installation of the work, and to construct the said work in strict accordance with the Proposal Documents and such detailed directions, plans, and drawings as may be furnished from time to time during the progress of installation by the Audio-Visual Firm at the following lump sum price, which price includes all incidental work:

Full project total: $____________________

The lump sum bid must be broken down into the following categories:

Projector $____________________

Equalizer $____________________

Amplifier $____________________

Receiver $____________________

Wireless Microphone System $____________________

Assistive Listening Devices* $____________________

Video Owl Labs Device $____________________

Built-in Speakers $____________________

Front HDMI Port and Outlet $____________________

Cabling $____________________

Control System $____________________

Facade/Wall Repair $____________________

Labor $____________________

Travel $____________________

Staff Training $____________________

Other (specify below) $____________________

*This system is still functioning, and we wish to integrate this into the new system.