EOC, Strategy Room, and Conference Room Audiovisual Technology Refresh

Cecil County Department of Emergency Services is requesting proposals for a turnkey modernization of audiovisual systems in its Emergency Operations Center, Strategy Room, and Conference Room, with proposals due October 26, 2026 at 12:00 p.m. Eastern Time and a mandatory pre-proposal field evaluation required before submission.

The scope encompasses retention and upgrade of the existing 20-screen central EOC video wall, replacement of side-wall projector systems with commercial direct-view displays, installation of three additional auxiliary displays, unified video-wall management supporting multi-window operation, platform-neutral videoconferencing across all three rooms, recording functionality, wireless presentation inputs, integrated audio and microphone systems with PA and paging capabilities, and relocation of EOC controls. All labor, equipment, software, licensing, cabling, electrical work, programming, testing, commissioning, training, and documentation are included. Systems must be simple and intuitive for County personnel to operate, consistent across all three rooms, capable of extended emergency operations, locally operable without reliance on public internet or cloud-hosted control systems, and fully documented and supportable by the County post-installation. All equipment must be commercial or professional grade, new and current production unless approved, manufacturer-supported, and compatible with County network and cybersecurity requirements.

Work must be completed and systems fully operational by May 31, 2027. The contractor must provide one year of software support and required subscription services following final acceptance and disclose all required software, licenses, subscriptions, renewal dates, and recurring service requirements. General liability insurance of $2,000,000 annual aggregate and $1,000,000 per occurrence, automobile liability of $1,000,000 combined single limit, and statutory workers' compensation coverage are required, with Cecil County named as an additional insured. Bid prices shall remain firm for 180 days from bid opening; for option years, price escalation requests are permitted consistent with the Consumer Price Index or up to a maximum of three percent, whichever is lower. The deadline for questions is October 12, 2026. The County reserves the right to award to multiple vendors and may conduct supplemental solicitations annually. Submissions are required through the County's OpenGov eProcurement platform.