BOE25-004: Replacement of Audio and Video Systems

The Watertown Public Schools District in Watertown, Connecticut is soliciting sealed proposals for the replacement of audio and video systems across multiple school facilities through Request for Proposal BOE25-004. The procurement encompasses comprehensive upgrades including replacement of analog sound systems with DANTE digital audio networks at Watertown High School and Swift Middle School, installation of new projectors at both facilities, and addition of audio equipment in the high school gymnasium, natatorium, instrumental ensemble room, and Swift Middle School cafeteria. Deliverables include 12 auditorium speakers, 3 amplifiers, 1 audio signal processor, 1 sound mixer, 1 DANTE network system, 2 front-throw laser projectors, and associated processors and amplifiers for secondary spaces, with all work requiring labor, materials, transportation, equipment, permits, licenses, and insurance on an all-inclusive basis. Bidders must submit one original copy on a thumb drive and three printed copies to the District's Business Office (61 Echo Lake Road, Watertown, Connecticut 06795) by November 6, 2025 at 2:30 PM EST. A mandatory site visit is required on October 23, 2025 at 9:00 AM, beginning at Watertown High School (324 French Street, Watertown, Connecticut 06795) and continuing to Swift Middle School (250 Colonial Street, Oakville, Connecticut 06779). Proposers may submit questions until November 4, 2025 at 2:15 PM EST, with award announcement scheduled for November 12, 2025 and project completion required by January 30, 2026. Evaluation will be based on overall best value considering price, bidder experience, references, service responsiveness, and equipment quality and durability rather than lowest bid alone, with preference for bidders demonstrating experience installing comparable systems in Connecticut public schools and providing three references from school districts or comparable organizations.

The RFP specifies preferred equipment manufacturers including d&b Audiotechnik for speakers and amplification systems, Allen & Heath for the auditorium mixer, and Epson or Panasonic for projectors; however, substitute brands will be considered if specifications, build quality, and reliability data are equivalent and the bidder is an authorized dealer. The District will not accept refurbished or used equipment and is exempt from sales and use tax. All successful bidders must maintain general liability insurance with limits of $1,000,000 per occurrence and $2,000,000 aggregate, auto liability of $1,000,000 combined single limit, and workers' compensation at statutory limits. All work must include a one-year quality of workmanship guarantee with deficiencies remedied within seven business days at no cost, and equipment warranties must be extended to five years minimum. The Watertown High School auditorium must retain current functionality until after December 17, 2025, allowing phased implementation during the November 15, 2025 through January 30, 2026 project timeline. The estimated total contract value is not disclosed in the RFP documentation.