Rice Hall AV Equipment

Cornell University is soliciting bids on audiovisual equipment, systems, and related control systems and programming for Rice Hall renovation at its Ithaca, New York campus, with proposals due September 9, 2026 at 2:00 p.m. EST through ProcureWare. Supplier inquiries are due July 24, 2026, and responses must remain valid for 120 days from the proposal due date. This is a SUNY-managed procurement subject to New York State prevailing wage requirements, affirmative action and MWBE participation obligations under Exhibit A-1, and standard SUNY contract clauses (Exhibit A) including State Finance Law 139-j and 139-k compliance certification.

The scope spans eight rooms across four room types: three digital signage installations, two conference rooms, two teaching labs, and one seminar room. The AV contractor must furnish, install, and program comprehensive systems including ceiling-mounted laser projectors with 119-inch screens at 16:9 aspect ratio, flat-panel displays in 55-, 75-, and 85-inch sizes, pan/tilt/zoom cameras with 12x and 24x optical zoom, wireless microphone systems, audio processors, and AV-over-IP network infrastructure. All low-voltage cabling, terminations, mounts, control system hardware, lecterns, and teacher stations are AV contractor responsibility. All AV personnel performing wire pulls must be licensed electricians. Equipment list dated August 7, 2026 (Addendum No. 1) specifies Epson projectors, Samsung displays with Chief mounts, Shure microphones, QSC audio, Crestron processors and encoders, Panasonic PTZ cameras, and Middle Atlantic racks. The contractor must provide qualifications documentation including corporate profile, litigation history within the past five years, full-time staff details, and key personnel certifications (CTS-I, EST-L2, or manufacturer certifications). Work must conform to National Electrical Code, NFPA standards, and OSHA regulations, with LEED v4 Silver compliance required.

The contractor must deliver a project milestone schedule within 15 days of award, including equipment submittals, shop drawings, 50% and 95% completion, and training completion before owner move-in. Expected completion is March 2027, with spaces available for AV consultant work in February 2027. The contractor must provide minimum one-year manufacturer warranty, 24-hour emergency service response during warranty, and at least 12 hours of on-site staff training plus 2 hours of digital signage configuration and 2 additional system walkthrough hours. All pricing must be FOB Cornell with freight and insurance prepaid; Net 30 invoice terms; no guaranteed minimum or maximum quantities. Suppliers must provide evidence of adequate insurance including workers' compensation, commercial general liability ($1 million minimum per occurrence), and automobile liability ($1 million combined single limit), naming Cornell as additional insured. No site visits are available due to ongoing demolition. Cost escalation is permitted only for tariff-related material increases exceeding 10% of bid pricing, with requests submitted within 30 days and subject to owner approval on a pass-through basis without contractor markup; all escalations require detailed documentation and are processed via change order. No bonding requirements apply, and no assistive listening receivers are required. Clarifications addressing 55 bidder questions were issued August 19, 2026, documenting equipment substitutions including Crestron 80 Series Touch Panels, Extron Mediaport 300, Shure MXA925 microphones, and Chief VCTUW projector mounts. SUNY forms 139J and 139K and vendor responsibility certification are required prior to award.