BCBOE Boardroom Audio/Visual/Meeting Upgrade

Burke County Public Schools in Georgia is soliciting proposals from audio-visual integration firms to design, program, and install a hybrid boardroom technology refresh. Attendance at one of two mandatory pre-proposal sessions, November 10 or November 12, 2026, is required or the proposal will be deemed non-responsive, and proposals are due December 3, 2026 at 4:30 p.m. No set-aside or preference program is designated. The district reserves the right to purchase from any source, including existing or future state or federal contracts or cooperatives, and to reject any and all proposals.

The turn-key scope covers equipment procurement, engineering, custom programming, installation, and user training. The room must support Microsoft Teams, Zoom, and Google Meet, stream live to YouTube during meetings, and provide digital voting, dual PTZ cameras, and centralized administrator control. An optional wireless remote control position is included, and the system must integrate with the district's Juniper Mist Wi-Fi infrastructure. Equipment may not include covered telecommunications equipment under Section 889 of the FY2019 National Defense Authorization Act. The selected contractor must carry Commercial General Liability of $1 million per occurrence and $2 million aggregate, professional liability and cyber liability of $1 million per claim each, plus workers' compensation and automobile liability. Performance and payment bonds may be required, and a one-year parts-and-labor warranty applies to installed hardware.

The contract value is not stated. The project is funded in fiscal year 2027 (July 1, 2026 to June 30, 2027), and recurring platform fees extending beyond June 30, 2027 are subject to annual appropriation. Offerors must submit itemized component pricing, separate labor and programming line items, and recurring annual license fees by fiscal year. The district will withhold 10 percent of the contract price until final acceptance, and all base-project payments must fall on or before June 30, 2027. Pricing remains firm for 120 days after the proposal due date. The procurement is subject to the Georgia Open Records Act.

Questions are due November 16, 2026 at 4:30 p.m., with responses posted November 18. Award notification is anticipated December 18, 2026, subject to Board approval. On-site work begins February 1, 2027, with substantial completion targeted for April 9, 2027, and final acceptance no later than June 30, 2027. This timeline supersedes the October 2026 version, which set the optional pre-proposal conference for November 9, proposals for December 2, questions for November 13, and on-site start for January 13, 2027.