Audio/Visual Services for Main Library Opening Events

Charlotte Mecklenburg Library is requesting proposals for audio-visual services supporting five grand opening events for the new Main Library facility during the week of April 26, 2027, with proposals due October 23, 2026 at 2:00 p.m. EST. An optional site visit is scheduled for September 30, 2026 at 3:00 p.m.; written questions are due October 7, 2026 at 2:00 p.m. EST with responses by October 12.

The scope encompasses sound reinforcement, lighting, video and presentation support, staging, power distribution, cabling, installation, testing, and on-site technical coverage across five events: Staff Celebration & Preview (April 26, 10:00 a.m.–3:00 p.m.), Press Preview & Media Event (April 27, 10:00 a.m.), Donor Recognition & Celebration Event (April 29, 5:00–9:00 p.m.), Ribbon Cutting (May 1, 9:00–10:00 a.m.), and Public Opening Day (May 1, 10:00 a.m.–3:00 p.m.). The final scope will be developed collaboratively after award, incorporating site access and confirmation of event programs. The Library's in-house equipment should be used when practical, compatible, and cost-effective. Optional ancillary pricing is requested for enhanced exterior lighting on Tryon Street and 6th Street (7:30–11:00 p.m.) under three scheduling options, and for a potential May 6 Spirit Square event with lavalieres, handheld and podium microphones, and IMAG support for a 700-person theater with audience Q&A capability.

Proposers must submit not-to-exceed amounts per event and a combined not-to-exceed total, with ancillary lighting and the May 6 event priced separately. Evaluation uses a best-value approach weighted as follows: Relevant AV Experience and Qualifications (40%), Technical Approach and Project Team (30%), Cost Effectiveness (20%), and Proposal Quality and Responsiveness (10%). All proposals must remain firm and binding for at least 120 days after submission. Contract term runs November 17, 2026 through May 6, 2027. Compliance requirements include ADA adherence, E-Verify compliance per North Carolina General Statutes, Iran Divestment Act certification, and divestment certifications regarding Israel boycotts. The successful proposer must maintain commercial general liability, automobile liability, and workers' compensation insurance throughout performance. Contract award is anticipated in November 2026.