Cary TV Equipment and Control Room Upgrades and Maintenance

The Town of Cary, North Carolina is requesting proposals for comprehensive assessment, design, equipment replacement, upgrades, and maintenance services for audiovisual, broadcast, and lighting systems supporting Town Hall Council Chambers, control room, and atrium, with proposals due September 21, 2026 and site visits available through September 4.

The scope spans three components: audiovisual and broadcast systems assessment and upgrades (cameras, microphones, audio systems, production switching, recording and streaming infrastructure); lighting systems assessment and upgrades (fixtures, controls, broadcast performance optimization); and ongoing maintenance and support services. The combined budget for Components 1 and 2 may not exceed $300,000, inclusive of all labor, equipment, supplies, and shipping. Component 3 and all recurring software, licensing, hosting, subscription, and support costs must be priced separately. Vendors must provide firm, fixed pricing for assessment, audit, engineering, and design activities; equipment, software, licensing, infrastructure, and installation costs are requested as budgetary allowances or estimates only. Component 1 must reach final acceptance within 12 to 18 months of the October 12 effective date, and Components 1 and 2 must achieve substantial completion by August 30, 2028. Component 3 maintenance services include a two-year base term with up to two additional one-year renewal options.

The Town reserves the right to award the project in its entirety to a single vendor or to divide components among multiple vendors. Any electrical work must be performed and supervised by a licensed North Carolina electrical contractor. Vendors must identify all subcontractors and provide at least three references for comparable projects. Evaluation criteria carry weights of 35% for responsiveness and approach, 25% for timeline and budget compliance, 30% for qualifications and references, and 10% for overall value and risk. Questions are due by 5:00 p.m. on September 7, 2026; Town responses will be posted by September 14. Prices must remain valid for 90 days following proposal submission. The Town anticipates awarding the contract on September 30, 2026. All proposals must be submitted as searchable PDFs through the North Carolina Electronic Vendor Portal.