Audiovisual Equipment Upgrades at the Community Life Center

The City of Salem, Massachusetts Information Technology Department is requesting proposals from qualified audiovisual integration firms or individuals to design, supply, and install a hybrid meeting system for The Great Room at the Jean A. Levesque Community Life Center, with proposals due October 6, 2026 at 11:00 a.m.

The scope covers decommissioning the existing 8-year-old legacy system and delivering a commercial-grade replacement including system design and acoustic/sightline optimization for the 40-foot by 60-foot room with 25-foot-high ceiling; equipment procurement and installation of next-generation hardware with native support for Zoom Rooms and Microsoft Teams Rooms, high-definition PTZ tracking cameras, and modernized control systems; comprehensive testing and commissioning; and at least four hours of in-person training for IT and building staff. All equipment and installation work must be fully operational by June 30, 2027. Equipment and work are warranted for a minimum of three years. Pricing must be fixed with no out-of-pocket expense reimbursement, excluding federal excise tax and Massachusetts sales tax.

Proposers must demonstrate a minimum of three years of combined audiovisual and conferencing solutions experience within the last five years and provide three references for similar municipal or public-sector AV installations executed within that period. General liability insurance of not less than $500,000 per occurrence with $1 million general aggregate and professional liability insurance of $500,000 are required. Subcontracting is prohibited without prior written approval from the City of Salem IT Director.

The contract term commences upon issuance of the Notice to Proceed with a completion date of June 30, 2027, and includes an option to renew for up to two additional one-year increments. Contract award is anticipated within 45 days of the proposal due date, extendable by mutual agreement for up to an additional 45 days. A non-mandatory pre-proposal walkthrough is scheduled for September 28, 2026 at 2:00 p.m. Evaluation criteria include general experience, proposed equipment quality and usability, installation timeline, warranty and support services, and price. Proposals must include a completed cover sheet, checklist, separately sealed and labeled price proposal form, separately sealed and labeled non-price/technical proposal, signed certificates of non-collusion and tax compliance, and corporate authority certification if applicable.