Audio-Visual Equipment and Services
Closed State & local contract opportunity Posted
- Solicitation number
- 2608-002
- State
- Texas
- Responses due
Opportunity facts
- Jurisdictions
- Points of contact
-
- Jaclyn Hebbe jaclyn.hebbe@centralhealth.net (512) 716-7319
- Jaclyn Hebbe chpurchasingdl@centralhealth.net (512) 716-7319
Opportunity details come from constructionbidsource.com. Updated .
About this opportunity
The Travis County Healthcare District dba Central Health is requesting proposals for up to three vendors to provide audio-visual equipment catalogs and live-video production services for community events and public meetings throughout Travis County and Austin, with proposals due September 11, 2026 at 2:00 p.m. Central Time. No guaranteed minimum work follows contract award; compensation is determined through individual purchase orders.
Central Health reserves the right to award up to three contracts based on vendors' capabilities and proximity to Travis County, and may select different vendors for specific events depending on requirements and scheduling needs.
Scope covers pre-event coordination and setup, live-event operation and troubleshooting, teardown, high-quality video and audio coverage, seamless live-streaming and recording, minimal post-production editing in collaboration with Central Health's internal teams, and comprehensive AV support for indoor, outdoor, hybrid, and livestreamed events. Vendors must provide qualified, properly insured and licensed staff; respond to communications within specified timeframes; and submit three client references with preference for healthcare or public sector experience.
Pricing must be submitted on detailed Exhibit B tables including equipment catalogs with discount pricing, hourly rates by staff role, and cost estimates for three service tiers: Tier 1 (20–100 attendees), Tier 2 (101–400 attendees), and Tier 3 (401–1,500+ attendees). The initial contract term is one year with four optional one-year renewal periods; the contract contains a not-to-exceed amount of $0, indicating no baseline commitment.
Evaluation uses a pass-fail system with mandatory requirements: completed forms, demonstrated AV production capabilities, three years of professional production experience, and execution plans detailing staffing, timelines, and technical protocols. Historically Underutilized Business certifications and good faith efforts regarding subcontractors are required. A pre-proposal conference is scheduled for August 19, 2026. Questions are due August 26, 2026, with written responses due September 2, 2026.
Opportunity text
The Travis County Healthcare District dba Central Health is seeking up to three (3) vendors to provide catalogs for professional audio-visual (AV) equipment and services, and to provide live-video production services and equipment for community events and other public and special meetings as needed and requested. The purpose of this Request for Proposals of catalog rates is to secure competitive pricing from various AV vendors who can provide equipment and services in the Austin and Travis County area who may not be cooperative contract participants. When work is identified, Central Health may ask for quotations from one or more contracted vendors for equipment, staff, and services. The execution of a contract does not guarantee work with Central Health. Central Health reserves the right to determine Best Value and select vendors for work per specific event requirements and scheduling needs. In the instance that Central Health receives more than three (3) qualified proposals, it is within Central Healths right to award contracts at will based on the proposers capabilities and proximity to Travis County. Equipment, staff, and support services to be provided by the awarded and selected vendor(s) must ensure pre-event coordination and set-up, operation, troubleshooting, and breakdown services. During each event, vendors must ensure high-quality video and audio coverage, seamless live-streaming and recording if needed, minimal post-production editing in collaboration with Central Healths internal teams if needed, and comprehensive AV support.
Files
| File | Type | Posted |
|---|---|---|
| 2025.12.09_CON_RFP 2608-002 Audio-Visual Equipment and Services.pdf |
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