Courtroom/Council Chambers Audio Visual Upgrades

Location:	Georgia
Posted:	Aug 3, 2026
Due:	Sep 12, 2026
Agency:	City of Tybee Island
Type of Government:	State & Local
Category:	58 - Communications, Detection and Coherent Radiation Equipment D - Automatic Data Processing and Telecommunication Services
Solicitation No:	RFP2026-105
Publication URL:	To access bid details, please log in.

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REQUEST FOR PROPOSALS

RFP NO. 2026-105

COURTROOM/COUNCIL CHAMBERS AUDIO VISUAL UPGRADES

CITY OF TYBEE ISLAND, GEORGIA

BRIAN WEST, MAYOR

MICHAEL “SPEC” HOSTI, MAYOR PRO TEM

CAM JACKSON

NICK HALE

TONY PLOUGH

NICK SEARS

KATHRYN WILLIAMS

PROPOSALS DUE: September 11, 2026, 11:00AM

PRE-PROPOSAL MEETING: August 12, 2026, 11:00AM

DOCUMENT CHECK LIST

The following documents are contained in and made a part of this Request for Proposal and are required to be

submitted with the proposal. It is the responsibility of the company submitting the proposal to read, complete

and sign, where indicated, and return these documents with his/her proposal. FAILURE TO DO SO MAY BE

CAUSE FOR DISQUALIFICATION OF THEIR PROPOSAL.

INTRODUCTION

SPECIFICATIONS AND REQUIREMENTS

INSTRUCTIONS TO PROPOSERS

GENERAL INFORMATION

SURETY REQUIREMENTS

EVALUATION CRITERIA

ATTACHMENTS:

A. CONTRACTOR AFFIDAVIT/E-VERIFY

C. SAVE AFFIDAVIT

E. DEBARMENT CERTIFICATION

G. CHECKLIST

B. SUBCONTRACTOR AFFIDAVIT

D. W-9/VENDOR INFORMATION

SEPARATE ATTACHMENTS: N/A

INTRODUCTION

This is a Request for Proposal to supply the City of Tybee Island, Georgia (sometimes hereinafter referred to

as “Owner” and or “Municipality”) with products or services as indicated herein.

The City of Tybee Island, Georgia is soliciting proposals from qualified and experienced Audio Visual (AV)

system integrators to design, furnish, install, program, test, and support a modern, integrated AV solution that

will enable the Municipality to:

• Conduct public meetings efficiently and professionally

• Record meetings with high-quality audio and video

• Live stream meetings to the municipal website

• Broadcast meetings on the Municipality’s PEG (Public, Educational, and Government) cable channel

• Archive meetings for long-term public access and records retention

The city seeks reliable, scalable, standards-based solutions that incorporate modern equipment, intuitive apps,

centralized control, and streamlined software workflows, with minimal dependence on specialized technical

staff.

Sealed proposals must be received by 11:00AM local time, on SEPTEMBER 11, 2026. The City of Tybee Island

reserves the right to reject any or all proposals.

A pre-proposal meeting will be held on AUGUST 12, 2026, 11:00AM in the COURTROOM/COUNCIL CHAMBERS

(78 VAN HORNE AVE.). Interested respondents are encouraged to attend, as they will have the opportunity

to discuss specifications and ask questions.

METHOD OF AWARD: If the City of Tybee Island awards a contract from this RFP, it will be awarded to the

responsible proposer deemed able to provide the best value for the City. The award will take into account price

among other factors as specified in the RFP. The City reserves the right to select the proposer which best meets

the City’s goals and objectives, needs, budget constraints, and quality levels, as well as its educational and

service level expectations. The City reserves the right to award the contract to one or multiple vendors.

Signature of proposal submitter indicates understanding and compliance with attached terms and conditions

and all other specifications made a part of this RFP, and any subsequent award or contract. All terms, conditions

and representations made within this RFP will become an integral part of the contract. Nothing contained within

this RFP is indicative of intent by the City of Tybee Island to reimburse the submitter, in whole or in part, for any

costs associated with preparation, submission, or presentation of their proposal.

Instructions for preparation and submission of a proposal are contained in this RFP package. Please note that

specific forms for submission of a proposal are required.

The City of Tybee Island has an equal opportunity purchasing policy to assure all procurement procedures are

conducted in a manner that provides maximum open and free competition. The city seeks to ensure that all

segments of the business community have access to supplying the goods and services needed by the city. The

city provides equal opportunity for all businesses and does not discriminate against any persons or businesses

regardless of race, color, religion, age, sex, national origin or handicap.

The city is seeking a proposal package for service or materials equal to or exceeding specifications set forth on

the attached pages. Submittals not meeting these standards will be rejected. The attached specifications

become and remain a part of this RFP.

All responses, inquiries, or correspondence relating to, or in reference to, this RFP, and all reports, charts,

displays, schedules, exhibits and other documentation by the proposal submitters will become the property of

the City when received. The City retains the right to use any or all ideas presented in any response to this RFP,

whether amended or not. Selection or rejection of the proposal does not affect this right.

SPECIFICATIONS AND REQUIREMENTS

The City of Tybee Island, Georgia is soliciting proposals from qualified and experienced Audio Visual (AV)

system integrators to design, furnish, install, program, test, and support a modern, integrated AV solution that

will enable the Municipality to:

• Conduct public meetings efficiently and professionally

• Record meetings with high-quality audio and video

• Live stream meetings to the municipal website

• Broadcast meetings on the Municipality’s PEG (Public, Educational, and Government) cable channel

• Archive meetings for long-term public access and records retention

SCOPE OF SERVICES:

The successful proposer will provide a turnkey AV solution, including all labor, equipment, programming,

testing, training, and documentation.

1. Audio System

The audio system shall:

• Support multiple microphone types, including:

o Gooseneck microphones at dais and tables

o Wireless handheld and/or wireless podium microphones

o Ceiling or boundary microphones where appropriate

• Utilize a commercial-grade digital signal processor (DSP) with:

o Acoustic echo cancellation (AEC)

o Automatic mixing

o Noise reduction

o Networked audio capability (e.g., Dante or equivalent)

• Provide:

o In-room sound reinforcement

o Clean feed for recording and live streaming

o Assisted listening system compatibility (ADA compliant)

2. Video System

The video system shall:

• Include at least three PTZ (pan-tilt-zoom) cameras suitable for public meetings

• Support preset-based camera control using touch panels or software

• Provide video input for:

o Presentations (HDMI and wireless)

o Evidence or document presentation (where applicable)

• Distribute videos to:

o In-room displays

o Recording and streaming systems

o PEG cable channel interface

• Support HD or higher resolution, with preference for 4K-capable infrastructure where reasonable

• Individual displays (tablets or laptops) at each council seat on the dais

3. Recording System

The system shall:

• Record video and audio for all public meetings

• Support multi-channel audio recording

• Create files in widely compatible formats (e.g., MP4, H.264/H.265)

• Provide:

o Automated or one-touch recording start/stop

o Time/date stamped files

o Ability to record delivered presentations and annotations

• Allow recordings to be stored locally and/or mirrored to:

o Network storage

o External storage

o Cloud or archival systems (where approved)

4. Live Streaming & PEG Channel Integration

The solution shall:

• Stream meetings live on the Municipality’s website and social media channels

• Provide a clean video/audio feed for PEG cable channel broadcast

• Support:

o Common content delivery platforms

o Encoder-based or software-based streaming solutions

• Enable:

o Simultaneous live streaming and recording

o Simple control via touch panel or application

• Include redundancy considerations where feasible

5. Control System & User Interface

Proposals should include a centralized room control system featuring:

• Touchscreen control panels (tabletop or wall-mounted)

• Simple, intuitive layouts designed for non-technical users

• One-touch actions such as:

o “Start Meeting”

o “Start Recording”

o “Go Live”

o “End Meeting”

• App-based or browser-accessible controls where applicable

• Role-based permissions (e.g., staff vs. administrator)

6. Wireless Presentation & Collaboration

The system shall:

• Support wireless presentation from laptops, tablets, and mobile devices

• Work across major platforms (Windows, macOS, iOS, Android)

• Allow multiple presenters as appropriate

• Provide optional annotation and markup capabilities

• Integrate with common collaboration tools (e.g., Teams, Zoom) where required

7. Network & Infrastructure

The proposer shall:

• Clearly identify all network requirements

• Utilize PoE-capable, managed network equipment where applicable

• Employ industry-standard cabling (e.g., CAT6A)

• Coordinate with municipal IT staff

• Ensure cybersecurity best practices are followed

8. TRAINING & DOCUMENTATION

The successful proposer shall provide:

• On-site training for staff

• Administrator-level training

• Electronic copies of:

o User guides

o System drawings

o Equipment manuals

• Clearly documented workflows

9. SUPPORT, WARRANTY & MAINTENANCE

Proposals shall include:

• Manufacturer warranties

• Minimum one-year labor warranty

• Optional extended maintenance plans, including:

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

Bid Number:	RFP2026-105
Bid Title:	Courtroom/Council Chambers Audio Visual Upgrades
Category:	Open RFPs
Status:	Open

Courtroom/Council Chambers Audio Visual Upgrades

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See also