RFP C000606 - Audio & Visual Equipment

The New York State Department of Financial Services is requesting proposals for audio and visual equipment under RFP C000606, with proposals due November 24, 2026 at 3:00 p.m. ET. A mandatory Intent to Bid submission is due October 16, 2026, and a mandatory site visit is required by October 20, 2026. A 30% Minority/Women Business Enterprise (MWBE) contracting goal applies; no SDVOB or DBE goals are established.

Bidders must demonstrate a minimum of five years of experience completing audio-visual design, installation, and maintenance projects, documented through five representative client references subject to Department verification. Failure to meet minimum qualifications results in proposal rejection. The scope encompasses a Final Project Plan and fully installed and operational A/V system. The contract term is five years. Work is performed at One State Street Plaza in New York, NY.

Pricing consists of firm fixed costs for the Final Project Plan and installed system, yearly recurring support and maintenance costs across all five years, a not-to-exceed hourly rate for system customizations and enhancements, and a percentage markup on parts (Department estimates $75,000 in material costs over five years). All proposed costs must be submitted in the designated cost proposal form.

Insurance requirements are substantial: Commercial General Liability of $1 million per occurrence / $2 million aggregate, Business Automobile Liability of $1 million per accident, Professional Liability of $5 million, Data Breach and Privacy Liability of $10 million, Technology Errors and Omissions of $2 million, and Crime Insurance of $50,000. All carriers must carry A.M. Best rating A- or better. Contractors must name New York State Office of General Services as certificate holder and provide ACORD 25 certificates within five business days.

Information security and cybersecurity compliance is mandatory under Appendix C; contractors must demonstrate adherence to New York State information security standards and federal frameworks covering system access controls, encryption, vulnerability management, and incident reporting. Additional attachments address building standards, standard contract clauses, and diversity practices questionnaires requiring documentation of M/WBE engagement, training programs, and supplier diversity initiatives.

The question period closes October 5, 2026 at 3:00 p.m. ET, with answers posted by October 9. An additional question period closes October 27, 2026, with answers posted by November 4. All inquiries must be directed to RFP@dfs.ny.gov; communications are restricted under NYS Finance Law Section 139-j. Extraneous terms submitted outside designated question periods will not be considered. No incumbent contractor held an identical or substantially similar contract within the preceding five years.