Kaysville City- Police Department Emergency Operations Center Audiovisual System Replacement

Kaysville City is requesting proposals for audiovisual system replacement at its Police Department Emergency Operations Center and City Council Chambers, with proposals due September 30, 2026 at 5:00 p.m. Mountain Time. A pre-proposal site walk is scheduled for September 8, 2026 at 2:00 p.m. MST at Kaysville City Council Chambers (23 E. Center Street, Kaysville, Utah 84037); attendance is optional but requires advance letter of intent to AVProject@kaysville.gov.

The scope spans four primary locations: Council Chambers, Police Emergency Operations Center, Council Conference Room, and Staff Conference Room. Key deliverables include integrated AV systems designed for a ten-year lifecycle with emphasis on reliability, speech intelligibility, ease of operation, and IT integration. The project encompasses audio, video, cameras, microphones, presentation and streaming capabilities, web-conferencing functionality, wireless presentation solutions, recording functionality, lighting system integration with existing Hubbell NX controls, and flexible source routing to multiple displays in the Police EOC. Proposers must evaluate existing equipment based on lifecycle value and compatibility rather than automatic replacement; the City anticipates reuse of recently replaced APC lithium UPS units and functional equipment such as the Da-Lite projection screen where appropriate. The City will provide network infrastructure, network storage, and conferencing accounts; proposers furnish all AV equipment, networking hardware, controls, and integration. The City does not require continuous remote monitoring or managed-service agreements as part of the base proposal.

Target substantial completion is April 30, 2027, with target final acceptance May 26, 2027; these dates may be adjusted by mutual agreement. The City will not disclose a project budget and expects proposals to reflect professional assessment of appropriate solutions. Proposers must clearly identify assumptions, exclusions, optional/alternate items, and all recurring costs including annual support, subscriptions, and extended warranties. Insurance minimum is $2 million liability coverage; no bid, performance, or payment bond is required. Questions are due September 21, 2026 at 12:00 p.m. MST. Evaluation criteria total 55 points: Council Chambers speech intelligibility and room audio performance (10 points), reliability and long-term support across all four spaces (10 points), Police EOC technical approach (5 points), Council and Staff Conference Room technical approach (5 points), ease of operation and management (5 points), implementation and training plan (5 points), vendor experience and local support capability (5 points), total cost of ownership (5 points), and pre-proposal site walk attendance (5 points). Proposals must be submitted as a single electronic PDF file with 1GB maximum file size to AVProject@kaysville.gov. Addendum No. 3 was issued September 8, 2026, providing responses to proposer questions and existing-condition specifications. Contract award information will be communicated directly by Kaysville City, not posted on the state purchasing website.