Annual Contract to Provide AV System Maintenance Services at the Gadsden Courthouse

Chatham County, Georgia is issuing Request for Proposals 26-0056-2 to procure comprehensive audiovisual system maintenance, service, and repair services for the Gadsden Courthouse located at 400 W. Oglethorpe Avenue in Savannah. The procurement seeks qualified audiovisual service providers to establish a one-year annual contract with four optional one-year renewal periods, ensuring continuous operational readiness and peak performance of AV systems integrated throughout twelve courtrooms, a jury assembly room, and a multi-purpose room. The contract encompasses full parts and labor maintenance coverage for eight 40U AV cabinets containing sophisticated Crestron DM-XIO-DIR-ENT routing equipment, Cisco networking infrastructure (C9500-48Y4C main switch with 40G fiber connections), and comprehensive audio-visual equipment including JBL, Sennheiser, BiAmp, Sony, Epson, Shure, Williams Audio, Crown, Furman, and Atlas Sound systems. Qualified proposers must possess relevant industry certifications such as AVIXA CTS or CTS-I credentials, demonstrate the ability to pass background checks for courthouse facility access, and directly employ technicians capable of providing standard service hours Monday through Friday from 8:00 AM to 5:00 PM with defined emergency response requirements ranging from 30-minute remote response for critical failures to 24-hour remote/5-day scheduled response for low-priority issues. All pricing proposals must utilize the County-provided pricing form and deliver an all-inclusive fixed annual price structure encompassing labor, materials, preventative maintenance, firmware updates, technical support, and loaner equipment. Evaluation criteria totaling 100 points will assess 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 Proposal (20 points), and References (5 points), with potential interviews or presentations worth an additional 30 points. A mandatory on-site pre-proposal conference is scheduled for 10:00 AM on May 19, 2026, at the Gadsden Courthouse front entrance, and proposals must be submitted online through the County's procurement portal at https://chathamcountyga.bonfirehub.com/portal by 5:00 PM on June 12, 2026.

Chatham County encourages participation from minority and women business enterprises (M/WBE), with evaluation based on the quality, quantity, and intensity of good faith efforts to meet established M/WBE goals rather than mandatory quantitative formulas. Prospective bidders must comply with all required certifications including drug-free workplace certification, non-discrimination statements, E-Verify federal work authorization compliance under O.C.G.A. 13-10-91, debarment and suspension certifications, M/WBE participation reports, SAVE affidavits, and lobbying affidavits, all of which must be notarized and signed by authorized representatives. The selected contractor must directly employ technicians and may utilize subcontractors while maintaining full liability acceptance as the prime contractor, and must be capable of servicing all specified equipment brands and models detailed in the component list and as-built plans prepared by JSC Systems as of March 25, 2026. The successful proposer must maintain commercial general liability insurance of $1,000,000 bodily injury/property damage per occurrence, worker's compensation insurance of $500,000 per accident, and business automobile liability insurance of $1,000,000 combined single limit with an A.M. Best's rating of A or better, and must execute the contract within 30 days of notice of award while providing a one-month transition period shadowing the incumbent vendor. The RFP does not specify an explicit award value or budget range; however, all inquiries regarding specifications and procurement details must be directed exclusively to Ms. Sabrina Tippett, Assistant Purchasing Director, through the Chatham County purchasing portal, with vendors prohibited from contacting county departments directly.