Audio Visual Maintenance and Support - Small Purchase

The State of Illinois Housing Development Authority (IHDA) is seeking an Audio Visual (AV) Maintenance and Support vendor for its office located at 111 E. Wacker Drive in Chicago. The procurement is a small purchase contract for comprehensive AV support services, including monthly routine and preventative maintenance, troubleshooting, equipment repair and replacement, and design/installation of AV systems in conference spaces. The selected vendor must have manufacturer-certified technicians with a minimum of five years of audiovisual production experience and provide hot spare equipment, quarterly reporting, and support for existing and future AV technologies. The contract requires supporting a complex AV infrastructure that includes Neat Devices and Crestron equipment across multiple named rooms, with a focus on Microsoft Teams Rooms configurations. The initial contract term is one year, with a potential maximum total term of ten years. The solicitation was posted on May 5, 2025, with proposals due by May 12, 2025. Vendors must provide detailed service level agreements with response times categorized by priority (High, Medium, Low) and be prepared to offer documentation, training manuals, and guides for all AV equipment and services.

The contract allows for subcontractors with specific guidelines for reporting and disclosure. While no specific set-aside designations are explicitly mentioned, vendors must complete the Standard Illinois Certifications form, which includes requirements related to disadvantaged business enterprises, workplace diversity, and anti-discrimination policies. The existing AV infrastructure includes sophisticated equipment across eight different named spaces, such as Art Deco, Cape Cod, Craftsman, and others, with devices including Crestron TSD-2220-B touch screen displays, QSC network processors, conference cameras, and a DM-MD16X16 digital media switcher. Specific pricing details will be included in the BidBuy Purchase Order, though the exact maximum contract amount is not specified in the provided documents. Vendors must meet comprehensive insurance requirements, including $1,000,000 in general liability coverage and $5,000,000 in umbrella liability coverage, with all policies written by companies having an AM Best's rating of A-VIII or better. The contract is subject to standard state procurement requirements, including potential budget and appropriation contingencies.