CCSD bid #B2025-06 -rental, servicing & operating of sound, video & lighting EQP

The Chappaqua Central School District is soliciting bids for a comprehensive sound, video, and lighting equipment rental, servicing, and operating contract covering multiple school locations including Horace Greeley High School, Seven Bridges Middle School, and several elementary school facilities. The procurement seeks a vendor capable of providing annual maintenance of sound and video equipment, twice-annual maintenance of field sound systems, and various technical support services with specific hourly labor rates for equipment repairs, replacements, setups, and event operations. Sealed and digital bids are due on August 4, 2025, at 12:00 pm, with a mandatory site visitation meeting required for bid participation. The initial contract term is one year, with options to extend for two additional one-year periods. Bidders must submit comprehensive documentation including insurance certifications, references, non-collusion statements, and proof of site visitation. The district will evaluate bids using a point system that considers the lowest service contract price, hourly rates, and daily equipment rental rates, with a strong emphasis on experienced and skilled personnel who can comply with federal, state, and local regulations.

The bid documents do not explicitly mention specific set-aside designations or restrictions for disadvantaged enterprises. The contract requires detailed pricing for various equipment rentals, including sound systems, lighting equipment, stages, projectors, and other technical equipment, with daily rental rates requested for multiple items. A unique component of the contract includes a sound technician position working 4 days per week, 8 hours per day during specified school periods. While specific budget ranges are not explicitly stated, the comprehensive nature of the bid suggests a substantial annual contract value that would cover equipment rental, maintenance, and technical personnel costs across multiple school district locations. The procurement appears to be open to qualified vendors with demonstrated technical expertise in audio-visual equipment management and educational facility support, with the primary selection criteria focused on technical capability, pricing, and proven performance in similar educational environments.