Courthouse Basement Conf Rm Audio/Video

INSTRUCTIONS TO BIDDERS
COURTHOUSE BASEMENT CONFERENCE ROOM AV SYSTEM
Dear Bidder:
Black Hawk County is soliciting proposals from qualified vendors for the procurement,
installation, programming, integration, testing, and training of an audio/visual system
upgrade for the basement conference room at the Black Hawk County Courthouse. The
room is divisible by a movable partition and must support two independent meeting
spaces as well as a combined-room mode. The County is seeking a reliable, professional,
and intuitive solution that simplifies meeting operation while reusing existing equipment
where practical.
I. Introduction: Black Hawk County uses the courthouse basement conference room for
County meetings, presentations, hybrid meetings, and public business. The current AV
system includes existing displays, cameras, ceiling microphones, room controls, and an AV
equipment enclosure serving both sides of the divisible room. The existing wireless
presentation functionality has not reliably met the County's operational needs. The County
intends to replace the existing wireless presentation/conferencing functionality, add an
additional camera and display position to support combined-room use, and update room
controls so staff and presenters can operate the system through a simple, consistent
workflow.
II. Scope of Work: The selected vendor will be responsible for providing and installing a
complete turnkey AV upgrade. The following specifications must be met:
1. Existing System Review and Reuse: Verify the existing AV infrastructure, including
room control, video switching, cameras, displays, ceiling microphones, cabling,
equipment enclosure/rack, and network connectivity. Reuse existing equipment where
practical and identify any existing equipment that is excluded, replaced, or not
supported by the proposed solution.
2. Wireless Presentation/Conferencing: Provide and install two enterprise-grade
wireless presentation/conferencing systems, one for each divisible room section,
compatible with the County's meeting workflow and equivalent to a current-generation
conference room wireless presentation platform. Each system must include at least
two sharing/conferencing buttons or dongles, unless the bidder proposes an equal or
better method and clearly explains the user workflow.

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3. Room Modes and Display Routing: Support independent operation of each room
section and a combined-room mode. In combined-room mode, all displays, including
the new display, must mirror the same presentation content. In single-room mode,
each side must operate independently without affecting the other side. Include wired
HDMI or equivalent local input connectivity as required for a complete functional
system.
4. Additional Camera and Display Position: Install an additional conference camera and
the County-furnished display and mount at a County-approved location to improve
combined-room meeting coverage. The camera must provide an appropriate room-
wide, presenter, or meeting participant view and must integrate with the existing
conferencing, audio, and video system.
5. Control System and Touchpanel Programming: Provide all necessary control
processor/interface hardware, licensing, configuration, and programming to allow the
existing room touchpanels or control interfaces to select sources, control presentation
switching and routing, and operate all room modes. The user interface must be
straightforward and require minimal steps for routine meetings.
6. Cabling, Connectors, and Infrastructure: Provide all cabling, adapters, extenders,
connectors, mounting hardware, terminations, labels, and miscellaneous materials
required for a complete and functional installation. All cabling installed in plenum
spaces must be plenum-rated and code compliant.
7. Network, Power, and Owner-Furnished Items: Coordinate with County IT and
Facilities for network connectivity, IP addressing, firewall or VLAN requirements,
120VAC power, access to existing system code and credentials, and installation of any
County-furnished display or mount. Proposals must clearly identify any County
responsibilities, assumptions, or exclusions.
8. Testing, Documentation, Training, and Support: Test all room modes and provide as-
built documentation, user instructions, manuals, administrator credentials, editable
source/configuration files, warranty information, and at least one hour of end-user
training. Include available support and maintenance options.
9. Alternates and Options: Bidders may submit optional alternates or enhancements,
such as automatic camera framing or active-speaker camera switching, provided they
are clearly priced separately and do not compromise the base bid requirements.
III. Proposal Submission: Please submit your proposal by [3:00pm, 06/05/26], to the
following address:
Black Hawk County IT, 316 E 5th Street, Room 205, Waterloo Iowa, 50703.

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IV. Evaluation and Selection Process: Proposals will be evaluated using a scoring matrix.
Evaluation factors include, but are not limited to:
Evaluation Category Points Considerations
Total base bid, optional alternates,
Cost 30
value, and clarity of pricing.
Completeness of solution,
Technical approach and compliance compatibility with existing systems,
20
with specifications room-mode functionality, and
equipment quality.
Warranty terms, support capability,
Technical support, warranty, and
15 response time, and post-installation
service response
support options.
Relevant conference room AV
Experience and references 10 integration experience and quality of
references.
Lead times, project management
Schedule and availability 20
approach, and installation plan.
Training, documentation, and simplicity Ease of use, training plan,
5
of user experience documentation, and handoff materials.
The County reserves the right to request clarifications, conduct interviews or
demonstrations, check references, negotiate optional items with the selected bidder, and
award the proposal that is determined to be in the best interests of Black Hawk County.
V. Questions, Clarifications, and site visits: All questions or requests for clarifications must
be submitted in writing to ayu@blackhawkcounty.iowa.gov please use "Courthouse
Basement Conference Room AV System" in the subject line.
We look forward to receiving your proposal and working with a vendor who can provide a
reliable and intuitive AV solution for the Black Hawk County Courthouse.
This entire document, including all attachments, shall be considered as binding, part
of the contract and must meet or exceed the specifications set forth in this Instruction
to Bidders.
All correspondence, questions, site visitation and additional information regarding this bid
shall be addressed to:
Al Yu
319-833-3153
ayu@blackhawkcounty.iowa.gov

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SCHEDULE: (Dates and times subject to change at Black Hawk County's
discretion.)
Request for Proposals Release: [05/20/26 noon]
Sealed proposal submittals due: [3:00pm] [06/05/26]
Black Hawk County Courthouse
Attn: Al Yu
316 E. 5th St., Room 205
Waterloo, IA 50703
Sealed proposals will be received until the time and date noted above. All proposals are to
be mailed or hand delivered to the address above and clearly marked "Courthouse
Basement Conference Room AV System"
BID SUBMISSION:
Each Bid must be accompanied by the "Form of Bid" included in this Instruction to Bidders
document. Please place the "Form of Bid" at the beginning of the bid package. One
complete set of catalogs and other specifications sheets or literature giving detailed
information on the item bid shall be filed with the bid.
Bid price shall be on units and services that fully conform to the specifications. Please see
Attachment C for specifications. Optional extras may be bid as additions and submitted on
a separate sheet attached to the proposal.
All bids must be hand-delivered or mailed to: Black Hawk County Courthouse, IT Dept., 316
E. 5th St., Room 205, Waterloo, Iowa. It shall be the sole responsibility of the proposer to
ensure that the bid is received by Black Hawk County at the above location and time. No
faxed or e-mailed bids will be accepted under any circumstances. Each bid must remain
valid at least 60 days from the date the bid is due.
SEPARATE BIDS
If the bidder wishes to quote prices on more than one model, he may submit these prices
for each model in the same envelope.
PURCHASE ORDER

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After a bid has been awarded, a Purchase Order will be issued to cover quantities, delivery
dates, and destinations. A mandatory pre-installation meeting will occur after award of the
bid and prior to starting work.
PAYMENT AND DELIVERY OF ITEMS
Payment for items purchased by Black Hawk County will be made after the items have
been received, installed, commissioned, and accepted by the County. All items must be
delivered and installed at:
Black Hawk County Courthouse, 316 E. 5th St., Waterloo, Iowa 50703.
RECEIVING AND INSPECTION BY BLACK HAWK COUNTY
Project equipment and installation must be delivered in accordance to the governing
specification. The completed system will be inspected by the County after installation. If
the system is rejected because of deficiencies, it shall be the vendor's responsibility to
make the necessary correction(s) and complete the system for re-inspection. The vendor
must arrange to have the necessary work done on an approved schedule set within 96
hours (exclusive of Saturdays, Sundays and holidays) after receipt of written notification
from the County. Otherwise, the County may make the corrections at the vendor's expense.
A copy of the vendor's standard commissioning checklist shall be completed for the
system, signed by a representative of the organization performing the service inspection
and delivered with the system. Payment will not be processed on equipment or services
delivered to the County that still require servicing by the vendor. The County may withhold
the full amount of the contract price if, in its opinion, the system contains major deviations
from specifications.
REMEDIES UPON DEFAULT
In any case where the supplier has failed to deliver, or has delivered nonconforming goods
or services, Black Hawk County shall provide a Cure Notice. If after notice the supplier
continues to be in default, Purchasing may procure goods or services and substitution from
another source and charge the difference between the contract price and the market price
to the defaulting supplier. If necessary the County Attorney shall be requested to make
collection from the defaulting supplier.
SALES TAX:

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Black Hawk County is a tax exempt government entity; no sales tax shall be included in the
bid prices. The necessary exemption certificate will be furnished by Black Hawk County
upon request.
HOLD HARMLESS AGREEMENT
The outside party shall indemnify and hold harmless Black Hawk County, its agents and
employees, from and against all claims, damages, losses and expenses including
attorneys' fees arising out of or resulting from the performance of the work, provided that
any such claim, damage, loss or expense:
* is attributable to bodily injury, sickness, disease or death, or to the damage to or
destruction of tangible property (other than the work itself) including the loss of use
resulting therefrom, and
* is caused in whole or in part by any negligent act or omission of the outside party or its
subcontractor, anyone directly or indirectly employed by any of them or anyone for
whose acts any of them may be liable, regardless of whether or not it is caused in part
by a party indemnified hereunder.
* Each contract/agreement shall contain the following language (when applicable):
Contractor/Permitee/Licensee agrees that for all work done in the county road right of
ways, easements and county property, it shall be solely responsible for work zone
safety and shall hold the County harmless and agree to indemnify the County for all
claims that arise from its work in the right of way, and further, it agrees that it will
adhere to the Manual on Uniform Traffic Control Devices during the project.
FREIGHT CHARGES
All delivery charges shall be included in the bid price and paid by the bidder/vendor. By
signing a contract, the bidder/vendor warrants he has notified the freight company that all
freight and delivery charges are to be prepaid by the contractor or vendor. Black Hawk
County will not be liable for any freight claims or unpaid freight bills arising from this
contract.
CATALOGS AND SPECIFICATIONS
A Build Specification List, one complete set of catalogs, pamphlets and/or other
specifications sheets or literature giving detailed information on the item shall be included
with the bid.

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SCHEDULE
Delivery and installation to be agreed upon by the successful bidder and the IT Director at a
later date.

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ATTACHMENT A
GENERAL TERMS AND CONDITIONS
LANGUAGE, WORDS USED INTERCHANGEABLY - The word "COUNTY" refers to the
COUNTY OF BLACK HAWK, IOWA throughout these Instructions to Bidders and General
Terms and Conditions. Similarly, BIDDER refers to the person or company submitting an
offer to sell its goods or services to the COUNTY. The words QUOTATION, BID and
PROPOSAL are all offers from a BIDDER, but may represent different methods of obtaining
price and other information from the BIDDER.
BID TABULATION AVAILABILITY - Bids will be evaluated promptly after opening. After
award, a bid tabulation summary will be sent to all companies who request a copy. No Bid
may be withdrawn for a period of sixty (60) calendar days of the Bid Opening date.
BIDDER QUALIFICATIONS - No Bid shall be accepted from, and no contract will be
awarded to, any person, firm or corporation that is in arrears to the County upon debt or
contract, that is a defaulter, as surety or otherwise, upon any obligation to the County, or
that is deemed irresponsible or unreliable by the County. If requested, Bidders shall be
required to submit satisfactory evidence that they have a practical knowledge of the
particular supply/service bid and that they have the necessary financial resources to
provide the proposed supply/service as described in the attached technical specifications.
BID FORM - Each Bidder must submit an original Bid on the forms attached plus any
additional sheets provided by the Bidder that may be required for additional information.
The Bidder shall sign his/her Bid correctly, and the Bid may be rejected if it shows any
omissions, alterations of the form, additions not called for in the Bid, or any irregularities of
any kind. The County will not consider replies that are not on the County's form. Bidders
may submit additional information and brochures relative to the services for which they are
offering pricing, but those submittals will only be considered in addition to, not in lieu of,
any bid submitted on the County's form. In case of a discrepancy between the unit price
and the extended price, the unit price shall prevail.
SPECIFICATION DEVIATIONS BY THE BIDDER - Any deviation from this specification
MUST be noted in detail and submitted in writing and attached to the Bid Form. Completed
specifications should be attached for any substitutions offered, or when amplifications are
desirable or necessary. The absence of the specification deviation statement and
accompanying specifications will hold the Bidder strictly accountable to the specifications
as written herein. Failure to submit this document of specification deviation, if applicable,
shall be grounds for rejection of the item when offered for delivery. If specifications or

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descriptive papers are submitted with Bids, the Bidder's name should be clearly shown on
each document.
BIDDER REPRESENTATION - Each Bidder must sign the Bid with his/her usual signature
and shall give his/her full business address on the form provided in this Bid.
COLLUSIVE BIDDING - The Bidder certifies that the bid submitted by said Bidder is done
so without any previous understanding, agreement or connection with any person, firm, or
corporation making a bid for the same contract, without prior knowledge of competitive
prices, and it is, in all respects, fair, without outside control, collusion, fraud or otherwise
illegal action.
BROCHURES - Bids may include adequate brochures and advertising literature describing
the service offered in such fashion as to permit ready comparison with our specifications
where applicable.
BID CHANGES - Bids amendments thereto or withdrawal requests received after the time
advertised for Bid Opening will be void regardless of when they were mailed.
BID CURRENCY/LANGUAGE - All Bid prices shall be shown in US Dollars ($). All prices
must remain firm for the duration of the contract regardless of the exchange rate. All bid
responses must be submitted in English.
COMPLETION DATE - The completion as stated in the Instructions to Bidders shall be the
time required to complete project after the award of the Contract. Where multiple items
appear on a Bid request, the Bidder shall, unless otherwise stated by the County, show the
completion date for each item separately. If only a single completion date is shown, it will
mean that all tasks of the project included in the Bid can and will be delivered on or before
the specified date. The Bidder agrees that the project will be completed in the time stated,
assuming that the time between the Bid Opening and the Notice to Proceed does not
exceed the number of days so stipulated. The right is reserved to reject any Bid in which the
completion time indicated is considered sufficient to delay the operational needs for which
the service is intended.
BID REJECTION OR PARTIAL ACCEPTANCE - The County reserves the right to reject any or
all Bids. The County further reserves the right to waive technicalities and formalities in
Bids, as well as to accept in whole or in part such Bids where it is deemed advisable in
protection of the best interests of the County.
PAYMENTS - Payments will be made for all goods/services delivered, inspected and
accepted within 30 days and upon receipt of an original invoice.

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MODIFICATION, ADDENDA AND INTERPRETATIONS - All changes in Bid documents shall
be through written addendum and furnished to all Bidders. Verbal information obtained
otherwise will not be considered in awarding of Bids. Any apparent inconsistencies, or any
matter requiring explanation or interpretation, must be inquired into by the Bidder in writing
at least 72 hours (excluding weekends and holidays) prior to the time set for the Bid
Opening. Any and all such interpretations or modifications will be in the form of written
addenda. All addenda shall become part of the contract documents and shall be
acknowledged and dated on the Form of Bid.
LAWS AND REGULATIONS - All applicable State of Iowa and federal laws, ordinances,
licenses and regulations of a governmental body having jurisdiction shall apply to the
award throughout as the case may be, and are incorporated here by reference.
BID SUBMITTAL - All bids must be hand-delivered or mailed to: Black Hawk County
Courthouse, IT Dept, 316 E. 5th St., Room 205, Waterloo, Iowa. No faxed or e-mailed bids
will be accepted under any circumstances.
MISCELLANEOUS - The County reserves the right to reject any and all bids or parts thereof.
The County reserves the right to inspect Bidder's facilities prior to the award of this bid. The
County reserves the right to negotiate optional items with the successful Bidder.
MODIFICATION OF AGREEMENT - No modification of award shall be binding unless made
in writing and signed by the County.
CANCELLATION - Either party may cancel the award in the event that a petition, either
voluntary or involuntary, is filed to declare the other party bankrupt or insolvent or in the
event that such party makes an assignment for the benefit of creditors.
TERMINATION OF AWARD FOR CONVENIENCE - The County may terminate the award at
any time by giving written notice to the successful Bidder of such termination and
specifying the effective date thereof, at least sixty (60) working days before the effective
date of such termination. In that event, all finished or unfinished services, reports,
materials(s) prepared or furnished by the successful Bidder or under the award shall, at the
option of the County, become its property. If the award is terminated due to the fault of the
successful Bidder, termination of award for cause relative to termination shall apply. If the
award is terminated by the County as provided herein, the successful Bidder will be paid an
amount as of the time notice is given by the County which bears the same ratio to the total
compensation as the services actually performed bear to the total services the successful
Bidder covered by the award, less payments of compensation previously made.