26-0056-2 Annual Contract to Provide AV System Maintenance Services at the Gadsden Courthouse

Chatham County Purchasing and Contracting Department is requesting proposals for audiovisual system maintenance, service, and repair at the Gadsden Courthouse in Savannah, Georgia, with proposals due June 12, 2026, and a mandatory pre-proposal conference on May 19, 2026 at 10:00 a.m. at the courthouse location. Local MBE/WBE participation is a weighted evaluation factor (15 of 100 points).

The scope encompasses preventative maintenance with two annual inspections, on-site emergency repair with response times ranging from 30 minutes for critical total system outages to 24 hours for general maintenance issues, remote and on-site technical support, and loaner equipment provision during component failures. Standard service hours are 8:00 a.m. to 5:00 p.m., Monday through Friday, with provisions for extended hours when court sessions extend beyond normal hours. The AV infrastructure consists of eight 40U cabinets serving twelve courtrooms, a jury assembly room, and a multi-purpose room, with core network equipment including Crestron DM-XIO-DIR-ENT and Cisco switches. The selected contractor must complete a one-month shadowing period with the outgoing vendor and employ only direct staff; subcontractors must meet all solicitation requirements.

The contract term is one year with four optional renewal years at the discretion of both parties, contingent upon contractor execution within 30 days of award. Pricing must be submitted as an all-inclusive annual fixed price covering labor, parts, travel, tools, equipment, firmware updates, and technical support.

Proposers must hold a current Chatham County or Georgia municipal business license, maintain minimum insurance of $1,000,000 commercial general liability and $500,000 worker's compensation, and pass background checks for facility access. Evaluation is weighted across Experience and Qualifications (20 points), Response Times and Service Capabilities (20 points), Preventative Maintenance and Reporting Methodology (20 points), Local MBE/WBE Participation (15 points), Pricing (20 points), and References (5 points), with potential interviews adding up to 30 points. Questions and information requests directed to Ms. Sabrina Tippett, Assistant Purchasing Director, through the Chatham County procurement portal only.