Audio Visual Equipment and Services - Classroom Updates RFP

City Colleges of Chicago (CCC) is requesting proposals for audio visual equipment and services to modernize and maintain multimedia classrooms across the district's seven colleges and satellite locations, with proposals due September 8, 2026 at noon Central Time and a pre-proposal conference scheduled for August 12, 2026 at 11:00 a.m. via Zoom. The procurement carries a 25% Minority Business Enterprise (MBE) and 7% Women Business Enterprise (WBE) participation goal; vendors must complete compliance schedules documenting utilization plans, subcontractor certifications, and scope of services, or submit a good-faith-efforts waiver if unable to meet the goals.

The scope spans technical design, equipment procurement, installation, configuration, programming, commissioning, documentation, training, and post-implementation support for more than 500 multimedia classrooms. Equipment includes 17 line items: interactive displays (86–98 inch), all-in-one Windows 11 Pro PCs, PTZ cameras, HD capture devices, audio conference microphone systems, amplifiers, speakers, processing units, graphical control interfaces, HDMI matrix switchers, wireless casting devices, document cameras, HDBaseT transmitters and receivers, cables, and managed network switches. All equipment must be new with at least one-year warranties. Vendors must provide asset and inventory tracking, preventive maintenance documentation, four-hour initial response service, and dedicated account management.

CCC intends to award one 36-month contract with installation during years one through three, warranty periods extending one to two years beyond installation, and two optional one-year renewal periods. Pricing must itemize unit cost, shipping and processing, warranty, installation (including cable pulls), programming, legacy equipment removal, and estimated annual software costs. Vendors must maintain workers' compensation insurance, commercial liability of $5 million per occurrence, cyber liability of $5 million, and technology errors and omissions coverage of $1 million per occurrence. Questions are due August 17, 2026 at noon Central Time. Vendors must declare intent to submit by September 4, 2026 at noon. Evaluation criteria include ability to achieve objectives, team qualifications, references, price reasonableness, and MBE/WBE compliance.