RFP: Audio-Visual System - Available until September 4, 2026

Location:	North Carolina
Posted:	Sep 1, 2026
Due:	Sep 4, 2026
Agency:	City of Monroe
Type of Government:	State & Local
Category:	58 - Communications, Detection and Coherent Radiation Equipment
Publication URL:	To access bid details, please log in.

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Request for Proposal

Optional Pre-Proposal Meeting

(Proposers are highly encouraged to attend this meeting, as this is the opportunity to

view the project location)

August 27, 2026

2:00PM EST

Proposal Opening on

September 4th, 2026

10:00 AM EST

City of Monroe City Hall

300 W Crowell St

Monroe, NC 28112

NOTICE AND INSTRUCTIONS TO BIDDERS

Sealed proposals will be received by the City of Monroe, North Carolina for the furnishing and

installation of a new Audio-Visual System per the attached Scope of Work, for City Council

Chambers, until Friday September 4, 2026 at 10:00am at the City of Monroe City Hall, 300 W Crowell

St, Monroe, NC 28112, at which time the proposals received will be publicly opened and read aloud.

A hard copy of your proposal documents sealed, with pricing, along with any literature or brochures

required, must be mailed or presented in person prior to the opening. If mailing/shipping, the addresses

are:

Via USPS:

Formal Proposal Opening, City of Monroe

Attn: Ryan Jones

PO Box 69

300 W. Crowell Street

Monroe, North Carolina 28111-0069

Via Carrier:

Formal Proposal Opening, City of Monroe

Attn: Ryan Jones

300 W Crowell St

Monroe, North Carolina 28112

Bidder will be required to comply with all applicable statutes and regulations. No proposals will be

accepted via email or fax for this offering.

All questions must be directed to Ryan Jones whereby he will determine if an addendum must be

issued to answer the concerns of the question.

Equipment must meet or exceed all specifications and be the kind and type specified, or an approved

equivalent. All proposals shall include delivery and installation timeline and the price quoted must be

on the basis of delivery to Monroe, North Carolina.

All proposals shall be valid for a period of 90 days pending committee review and Council approval, if

needed, and awarding of contract(s). Quoted price should not include any sales or usage taxes, but

should only reflect the total proposed price.

If an error or omission occurs bidder(s) must submit in writing no more than seventy-two hours after

the proposal opening, a request to withdraw their proposal, excluding Saturdays, Sundays, or Holidays

for which the City of Monroe offices are closed.

The City of Monroe reserves the right to reject any and/or all proposals received, or to select the

proposal(s)

which, in our opinion, is in the best overall interest of the City. The City reserves the right to award

in whole or part and to waive any formalities as may be permitted by law. The City reserves the right

to offer this proposal and supporting documentation to other entities that may have a desire to

“piggyback” from said award. Bidder must meet all of the above requirements for proposal to be

considered.

_______________________________

Ryan Jones, Director of Property Management

Overview:

The City of Monroe is seeking proposals from qualified audiovisual contractors to furnish, install,

program, integrate, test, and commission a comprehensive upgrade of the audiovisual, broadcasting,

and lighting systems within the City Council Chambers and associated control room, and adjacent

conference room at Monroe City Hall. at Monroe City Hall.

The project is intended to modernize the Council Chambers to provide a reliable, professional, and

user-friendly system for conducting City Council meetings, public meetings, presentations, live

broadcasts, recordings, and other City-authorized events. The completed system must support both in-

room participants and the City's public meeting broadcast and streaming functions.

This project includes replacement and enhancement of the existing video presentation system;

installation of a large-format approximately 120-inch presentation display/projection system; upgrades

to the Council Chambers audio and loudspeaker systems; nine Council dais microphone positions; nine

Council speakers; 4 wireless microphones; three remotely operated PTZ cameras; video production,

switching, recording, and live-streaming capabilities; control room displays and monitoring equipment;

and improvements to lighting at the Council dais to provide appropriate illumination for video

production; and extension of live meeting audio and video to the adjacent conference room for

overflow seating.

The project also includes a centralized touchscreen control system that will allow authorized City staff

to operate the major audiovisual and lighting functions through an intuitive interface. The system shall

integrate video presentation, audio, microphones, cameras, production switching, recording, streaming,

lighting, and other commonly used meeting functions into a cohesive operating environment.

The selected Contractor will be responsible for providing a complete, fully functional turnkey system,

including all equipment, hardware, software, licensing required for initial operation, mounting systems,

equipment racks, AV networking components, power conditioning and battery backup, cabling,

connections, programming, configuration, integration, testing, commissioning, and other components

necessary for proper operation. The Contractor shall coordinate network requirements with the City's

Information Technology staff and electrical and facility requirements with the City.

The Contractor will also be responsible for system testing and commissioning, on-site staff training,

final system demonstration and acceptance, warranty and technical support information, and complete

system documentation and as-built information.

The City's objective is to receive a complete and integrated system that is reliable, serviceable,

expandable when practical, and sufficiently intuitive to allow designated City staff to independently

operate the system during routine Council meetings and other public meetings. The Contractor shall be

responsible for identifying and providing any components or services necessary to achieve the

functionality described in the RFP, whether or not every incidental component is specifically identified

in the technical requirements.

GENERAL SCOPE OF WORK

The Contractor shall furnish and install a complete audiovisual system consisting of, at a minimum, the

following major components:

• 120-inch projection system, either through screen or on-wall surface projection.

• Three control room displays

• Video routing, extension, scaling, and distribution equipment

• Digital signal processing and amplification

• Nine Council member microphone positions

• Four-channel wireless handheld microphone system

• Three remotely operated PTZ cameras

• Camera control, video switching, and production equipment

• Recording and streaming systems

• Council Chambers lighting upgrades

• Lighting control and integration

• Centralized touchscreen control systems

• AV network switches and associated infrastructure

• Audio and video extension to adjacent conference room for overflow, including relocation of existing

displays

• Equipment racks and accessories

• Power conditioning and battery backup

• Rack ventilation and thermal management

• Complete AV field wiring and interconnections

• System programming and configuration

• System integration and commissioning

• Demolition/removal of existing equipment

• Staff training

• Final documentation

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

RFP: Audio-Visual System - Available until September 4, 2026

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See also