Urbana Public Television Audio System Upgrade
Closed State & local contract opportunity Posted
- Solicitation number
- FY2027-RFP-201
- State
- Illinois
- Responses due
Opportunity facts
- Jurisdiction
- Point of contact
-
- Thomas Webb thomas.webb@urbanail.gov (217) 384-6264
Opportunity details come from constructionbidsource.com. Updated .
About this opportunity
The City of Urbana is requesting proposals for an audio system upgrade or replacement in the City Council chambers, with proposals due August 19, 2026 at 5:00 p.m. This is a turnkey procurement including equipment, installation, cabling, mounting, and one-year warranty.
The scope requires replacement of audio mixers, control boards, and a minimum of four wireless microphones. The system must output sound to in-room speakers and capture video and audio streams for UPTV live streaming and recorded playback. Integration with Microsoft Teams or RingCentral SIP processing capability is mandatory. The system must provide separate gain controls for in-room and recorded audio outputs. Replacement of existing in-room speakers is optional and must be quoted as a separate line item. Additional optional upgrades include wired microphones, additional wireless microphones, public XLR outputs, and the assistive listening system.
Proposers must submit itemized pricing for the minimum requirements and are encouraged to provide additional price lists for upgrade options. The City will award based on best overall value, considering features and cost rather than lowest price alone. Evaluation criteria include understanding of scope, qualifications and experience of the respondent and key staff, and cost effectiveness relative to hardware quality and features.
The successful contractor must provide a project manager, detailed project plan with key milestones, technology architecture diagrams, comprehensive staff training with documentation and video materials, and conduct a live production event demonstrating system functionality before project completion. The vendor must maintain adequate insurance commensurate with industry practices and provide indemnification to the City. The contractor bears all costs for missed equipment, incompatibilities, or additional services required for a complete solution.
A non-mandatory pre-proposal meeting is scheduled for August 5, 2026 at 2:00 p.m. in the City Council Chambers. Written questions are due August 11, 2026, with responses due August 13, 2026. Contract award is expected within 90 calendar days of the submission deadline.
Opportunity text
The City of Urbana is looking to upgrade or replace the current audio system within the roughly 1,000 ft2 City Council chambers. The audio system provides sound both to in-room speakers and to the UPTV recording studio where video and audio streams are captured for live stream and recorded playback. There is a need to replace the current system that regularly encounters problems during use, impacting meeting flow and public engagement with open meetings. The new system should be designed to output sound to both in-room speakers and control-room capture systems. Replacement of the existing in-room speakers is optional and should be quoted as a separate line item in the overall bid.
Files
| File | Type | Posted |
|---|---|---|
| city of Urbana_Public_Television_Audio_System_Upgrade_.pdf |
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