RFP - Audio Visual Services for New Council Chambers and Court

The City of St. Marys, Georgia is requesting proposals for audio-visual services for a new joint City Council Chamber and Municipal Court room, with proposals due July 17, 2026 by 2:00 p.m. EST and a pre-bid meeting scheduled for July 2, 2026 at 11:00 a.m. The city is soliciting two separate options: Option A covers interior audio-visual recording and amplification with full ADA compliance; Option B expands on Option A with individual monitors at council member stations, YouTube streaming capability with live captioning, hallway displays, and additional audio speakers throughout City Hall.

The scope spans design, installation, setup, and technical support. Both options must include 12 microphones, two cameras, live closed captioning, hearing-assist devices for visually and hearing-impaired attendees, a visual timer for public speakers, and all equipment must be NDAA compliant. The vendor must provide a Service License Agreement with continued technical support and repair, warranty on all work, and a five-year equipment refresh cycle. Proposals must demonstrate a minimum of two successfully implemented audio-visual systems with completion dates and include three client references for similar projects, company certifications, project timeline and team organization, and detailed cost estimates breaking down equipment, installation, and annual service and support costs.

Evaluation is weighted as follows: qualifications (20 points), completeness of response (5 points), familiarity with municipal government laws and regulations (15 points), expertise and experience in audio-visual technology (25 points), range of services and support capacity (20 points), professional reputation (5 points), and cost and schedule (10 points), totaling 100 points. Preference will be given to vendors with specific local government experience. Questions are due prior to the pre-bid meeting. City Council consideration is anticipated for August 3, 2026, with final selection subject to approval by the Mayor and City Council on August 17, 2026. All contractors and subcontractors must comply with O.C.G.A. 13-10-91 (E-Verify) immigration and employment verification requirements. Proposals are valid for 90 days.