Audio-Visual Equipment and Services

Central Health (the Travis County Healthcare District) is requesting proposals for audio-visual equipment and services under RFP 2608-002, with proposals due September 11, 2026, at 2:00 p.m. Central Time and a pre-proposal conference held August 19, 2026. Central Health intends to contract with up to three vendors. Good faith efforts to include Historically Underutilized Business (HUB) certified subcontractors are encouraged; both HUB-certified and non-HUB vendors may participate. The City of Austin and Travis County living wage requirements apply and must be incorporated into pricing.

The scope covers professional audio-visual equipment, services, and live-video production for community events and public meetings throughout Travis County, including pre-event coordination and setup, live production operations, troubleshooting, equipment breakdown, livestreaming, recording, and minimal post-production support. Vendors must demonstrate capability across outdoor, hybrid, and fully virtual productions with accessibility accommodations such as interpreter audio feeds and closed captioning.

Central Health does not disclose a total budget and specifies that contract execution guarantees no work volume; the not-to-exceed amount per contract is $0 with individual purchase orders issued as work is identified. Pricing evaluation will assess equipment catalogs, hourly rates by staff role (lead technician, audio technician, livestream technician, camera operator, and other positions as deemed necessary), rental equipment options with markup percentages, and service tier estimates for three event categories (Tier 1: 20–100 attendees; Tier 2: 101–400 attendees; Tier 3: 401–1,500+ attendees). Proposals are valid for 90 days. The initial contract term is one year with optional renewal periods of four additional one-year terms. An incumbent vendor currently provides this service. Proposals must be submitted through BidNet. Written questions are due August 26, 2026, at 5:00 p.m., with responses provided by September 2, 2026.