RFP 2026-048 Audiovisual Design and Maintenance

Request for Proposal No. 2026-048
Audio Visual Design and Maintenance
Due Date: April 22, 2026
Time: 10:00 AM Local Time
Submittal Location: Electronic Submission ( Refer to Section 2)
Department of Procurement and Contract
Management
610 Patton Avenue, Monroe, NC 28110
Procurement Contact:
Kyle Hodge
Procurement Specialist
704.283.3631
kyle.hodge@unioncountync.gov

T able of Contents
1 Notice of Advertisement..................................................................................................................................4
2 Submittal Details..............................................................................................................................................5
2.1 Proposal Submission Deadline ................................................................................................................5
2.2 Proposal Submission Requirement ........................................................................................................5
2.3 Proposal Questions ...................................................................................................................................5
2.4 Proposal Addendum ..................................................................................................................................5
2.5 Communication ..........................................................................................................................................6
3 Introduction.. .....................................................................................................................................................6
3.1 County...........................................................................................................................................................6
3.2 Purpose..........................................................................................................................................................6
4 Overview..............................................................................................................................................................6
5 Scope of Work...................................................................................................................................................7
6 Detailed Submittal Requirementsand Instructions........................................................................................8
7 Evaluation Criteria and Selection Process.....................................................................................................11
7.1 Selection Participants ...............................................................................................................................11
7.2 Evaluation Selection Process....................................................................................................................12
7.3 Award Procedure .....................................................................................................................................13
8 General Conditions and Requirements ........................................................................................................14
8.1 Terms and Conditions ..............................................................................................................................14
8.2 Contractual Obligations ...........................................................................................................................14
8.3 Cost Adjustments .....................................................................................................................................14
8.4 Sub-Contractor/Partner Disclosure.........................................................................................................15
8.5 Excemption to the RFP..............................................................................................................................15
8.6 Modification or Withdrawl of Proposal..................................................................................................15
8.7 Equal Employment Opportunity.............................................................................................................15
8.8 Minority and Small Business Participation Plan....................................................................................15
8.9 Licenses ......................................................................................................................................................15
8.10 E-Verify ....................................................................................................................................................16
8.11 Drug-Free Workplace ...........................................................................................................................16
8.12 Insurance .................................................................................................................................................16
Appendix A.................................................................................................................................................................20
Appendix B.................................................................................................................................................................21
Appendix C..................................................................................................................................................................22
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Union County, North Carolina
RFP 2026-048 Audio Visual Design and Maintenance

1 Notice of Advertisement
Union County, North Carolina
Request for Proposals No. 2026-048
Audio Visual Design and Maintenance
Electronic proposals will be received by Union County's Procurement and Contract Management
Department at the Union County Government Center, 500 North Main Street, Monroe, NC 28112
until 10:00 AM Local Time on April 22, 2026.
Union County, North Carolina, through its Information Technology Department, is seeking
proposals from qualified firms to provide Audio Visual Design and Maintenance Services.
Copies of the solicitation may be obtained from the locations listed below:
1. Download the Solicitation Documents from the Union County website:
https://www.unioncountync.gov/departments/bids-procurement/current-bids
2. Download the Solicitation Documents from the State of North Carolina eVP website:
https://evp.nc.gov/solicitations/ (Search County of Union)
All questions about the meaning or intent of the RFP Documents are to be submitted in writing to the
Procurement Representative listed on the cover page (Kyle.Hodge@unioncountync.gov) no later than
April 13, 2026 at 3:00 PM Local Time.
Union County reserves the right to reject any or all proposals, to waive technicalities, to make
such selection deemed in its best interest and the right to award to multiple vendors.
Offerors are required to comply with the non-collusion requirements set forth in the Solicitation
Documents.
Union County encourages good faith effort outreach to Minority Businesses (HUB Certified) &
Small Businesses and Disadvantaged Business Enterprise (DBE).
--End of Advertisement-
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Union County, North Carolina
RFP 2026-048 Audio Visual Design and Maintenance

2 Submittal Details
2.1 Proposal Submission Deadline
All Proposals are to be received electronically by the Union County Procurement Department
no later than April 22, 2026 at 10:00 AM Local Time, per the instructions below. Any
proposals received after this date and time shall be rejected without exception.
2.2 Proposal Submission Requirements
The proposal must be submitted electronically using the following link:
https://lfportal.unioncountync.gov/Forms/procurementsubmit. The proposal must be signed
by a person who is authorized to bind the proposing Company. Instructions for preparing the
proposal are provided herein.
Select the solicitation drop down arrow and choose this RFP from the list. Complete the form,
upload your proposal as one (1) complete PDF document, and select submit. The maximum
size accepted is 30 MB.
A delivery notification email, from LF-Forms@co.union.nc.us, will be sent as your
confirmation of receipt. Please add this address to your contact list.
Paper submissions and/or email submissions will not be accepted.
There is no expressed or implied obligation for Union County to reimburse for any expenses
incurred in preparing proposals in response to this request.
Union County reserves the right to reject any or all proposals, to waive technicalities and to
make such selection deemed in its best interest, cancel this solicitation and award to multiple
vendors.
2.3 Proposal Questions
Proposal questions will be due on or before April 13, 2026 at 3:00 PM Local Time. The
primary purpose of this is to provide participating vendors with the opportunity to ask
questions, in writing, related to the RFP.
Submit questions by email to Kyle Hodge at Kyle.Hodge@unioncountync.gov by the deadline
shown above. The email should identify the proposal number and title. All questions and
answers may be posted as addenda on www.unioncountync.gov and
https://evp.nc.gov/solicitations/.
2.4 Proposal Addendum
Union County may modify the RFP prior to the date fixed for submission of proposals by the
issuance of an addendum. Should an Offeror find discrepancies or omissions in this RFP, or any
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Union County, North Carolina
RFP 2026-048 Audio Visual Design and Maintenance

other documents provided by Union County, the Offeror should immediately notify the County of
such potential discrepancy in writing via email as noted above.
Any addenda to these documents shall be issued in writing. No oral statements, explanations,
or commitments by anyone shall be of effect unless incorporated in the written addenda.
Receipt of Addenda shall be acknowledged by the Offeror on Appendix B, Addendum and
Anti-Collusion Form.
2.5 Communication
All communications, any modifications, clarifications, amendments, questions, responses or
any other matters related to this Request for Proposals must be made only through the
Procurement Contact noted on the cover of this RFP. A violation of this provision is cause for
the County to reject a Company's proposal. No contact regarding this document with the
Board of County Commissioners or other County employees is permitted and may be grounds
for disqualification.
3 Introduction
3.1 County
The County (estimated population 263,386) is located in the central, southern piedmont. The
County provides its citizens with a full array of services that include public safety,
water/wastewater utilities and sanitation, human services, cultural and recreational activities,
and general government administration.
3.2 Purpose
Union County, through its Information Technology Department, is soliciting proposals from
experienced and qualified Firms to provide as-needed audio visual (A/V) design and
maintenance services on existing and future County systems.
4 Overview
Union County intends to award a contract to the vendor(s) whose solutions most closely meets
the requirements defined in this RFP. The vendor's ability to demonstrate they can provide the
background, experience and expertise for audio visual design and build services at varied
locations and situations throughout the County, maintain existing and future equipment
installations, all at a reasonable cost to the County, will be critical factors in the selection
process. The County has existing and/or upcoming A/V systems in designated facilities as
follows:
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Union County, North Carolina
RFP 2026-048 Audio Visual Design and Maintenance

Current Facilities
Government Center 500 N Main St., Monroe, NC
Judicial Center 400 N Main St., Monroe, NC
Human Services 2330 Concord Ave., Monroe, NC
Water Operations Center 4600 Goldmine Rd., Monroe, NC
Cane Creek Lakeside Lodge 5213 Harkey Rd., Waxhaw, NC
Monroe Public Library 316 E Windsor St., Monroe, NC
Union West Library 123 Unionville Indian Trail Rd., Indian Trail, NC
Union County Jail 3344 Presson Rd., Monroe, NC
Agriculture Center 3230 Presson Rd., Monroe, NC
Progress Building 1407 Airport Road, Monroe, NC
Special Event Center At Jesse Helms Park 307 Cultivation Circle, Monroe, NC
Emergency Operations Center 2330 Concord Ave., Monroe, NC
Southwest Regional Library 1400 Cuthberson Rd, Waxhaw NC
Sheriff's Office 3344 Presson Rd., Monroe NC
Yadkin Intake n/a
Board of Elections / Main Library
Cane Creek Store
Historic Post Office / Veteran Services
Union County Water Treatment Plant n/a
Patton Avenue Offices and Garage
5 SCOPE OF WORK
The selected vendor will be responsible the following:
* All drawings (hard copies, as-built, and electronic files), programming information, etc.
shall be the property of Union County and turned over to the AV Coordinator at the
conclusion of the project.
* Supply, install and test all of the new equipment.
* Provide parts and labor warranty for one year after installation and acceptance by owner.
* All work shall be per current industry standards.
* The contractor shall repair any defect in the system directly related to the services
provided during the installation of the system.
* The contractor shall "tune" the rooms and/or spaces for sound quality as they relate to
shape of the space, absorbing or reflective hard surfaces, etc.
* The warranty needs to cover and uninstall and reinstall. Vendor will verify existing
equipment before uninstalling and verify it is operational after a reinstall. If any piece of
equipment is operational before uninstalling and no longer operational after a reinstall
the vendor will replace the equipment.
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Union County, North Carolina
RFP 2026-048 Audio Visual Design and Maintenance

* All components shall be commercial grade and carry a minimum 1 year manufacturer's
standard warranty.
* Projects shall be turn-key from design through warranty.
* Services shall include design, engineering, material and labor costs as well as scheduling
information.
* The scope shall include equipment, accessories, wiring components and labor to provide
a complete state-of-the-art system with expansion capabilities that will be reasonably
usable, based on the latest current technology, for the future.
* All cabling shall be labeled at both ends and on the drawings for identification, trouble
shooting, etc.
* All surveys, equipment testing and shut down shall be coordinated with Union County.
* Existing drawings and other information are available for review.
* All work shall be scheduled with Union County AV Coordinator taking into account
building
occupancy and activity schedules.
* Any work outside of the electronics, (i.e. ceiling tiles, ceiling grid, sheetrock, framing, wall
penetrations, power wiring, etc.) shall be the responsibility of the installation contractor.
* Furniture modifications, phone lines, internet connections shall be by owner.
* Selected vendor shall provide maintenance services upon demand within four (4) hours
of notice.
* Vendor shall clean and remove any trash upon completion of any work.
6 Detailed Submittal Requirements and Instructions
Terms of Submission
All material received from a person or company ("Respondent") in response to this solicitation
shall become the property of Union County and will not be returned to the Respondent. Any
and all costs incurred by a Respondent in preparing, submitting, or presenting submissions
are the Respondent's sole responsibility and Union County shall not reimburse the
Respondent. All responses to this solicitation will be considered a public record and subject
to disclosure under applicable public records law.
Any material in a response which the Respondent considers a trade secret and exempt from
disclosure as a public record under applicable law, including N.C.G.S. 132-1.2 and 66-152,
must be properly designated as a trade secret. In order to properly designate such material,
the Respondent must: (I) submit any trade secret materials in a separate envelope, or file, from
all other submitted material, being clearly marked as "Trade Secret - Confidential and
Proprietary Information," and (ii) stamp the same trade secret/confidentiality designation on
each page of the materials therein which contain trade secrets.
To the extent consistent with public records law, Union County will make reasonable efforts
to maintain the confidential nature of trade secrets, as determined by Union County and
subject to the conditions set forth herein. Respondent understands and agrees by submitting
a response to this solicitation, that if a request is made to review or produce a copy of any
information in the Respondent's materials which was properly labeled by the Respondent as
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Union County, North Carolina
RFP 2026-048 Audio Visual Design and Maintenance

a trade secret, Union County will notify the Respondent of the request and the date that such
materials will be released to the requestor unless the Respondent obtains a court order
enjoining that disclosure. If the Respondent fails to obtain the court order enjoining disclosure
prior to that date, Respondent understands and agrees that Union County will release the
requested information to the requestor on that date.
Furthermore, the Respondent also agrees to indemnify and hold harmless Union County and
each of its officers, employees, and agents from all costs, damages, and expenses incurred in
connection with refusing to disclose any material that has been designated as a trade secret
by Respondent.
Proposal Format
The County desires all responses to be identical in format in order to facilitate
comparison. While the County's format may represent a departure from the Offeror's
preference, the County requests adherence to the format. All responses are to be in the format
described below.
Offerors should prepare their proposals in accordance with the instructions outlined in this
section. Each Offeror is required to submit the proposal electronically - Refer to Section 2.2.
Each section should be identified as described below. Proposals should be prepared as simply
as possible and provide a straightforward, concise description of the proposer's capabilities to
satisfy the requirements of the RFP.
The successful Offeror's proposal must include all responses to the requirements contained
within this RFP and all appendices (if applicable) must be completed in their entirety.
The utmost attention should be given to accuracy, completeness, and clarity of content. All
parts, pages, figures, or tables should be numbered and clearly labeled. Response information
should be limited to pertinent information only. Marketing and sales type information is not
to be included.
Proposals must not exceed 25 pages, 8 1/2" x 11" with one (1) inch margins typed with Arial
or Times New Roman font, and text size minimum of eleven (11) points. All proposals must
include titles that correspond with the boldened sections and subsections to which the
information pertains. Charts and screenshots are not restricted to formatting requirements;
however, please use your judgment for decipherability.
The RFP should include a response to each of the following criteria. Failure to address each
area could result in rejection of a proposal. Please provide a table of contents in the format
of the proposal requirements along with tabs identifying each section and subsection. Include
examples of procedures, reports, or other information where applicable. Resumes' and
required forms do not count against the 25 page limit.
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Union County, North Carolina
RFP 2026-048 Audio Visual Design and Maintenance

The proposal should be organized and identified by sections as follows:
* Section A - Cover Letter
* Section B - Company Background and Experience
* Section C - Project Team
* Section D - Project Understanding
* Section E - References
* Section F - Required Signature Forms
There are six (6) Sections to this proposal. The instructions for each Section are outlined
below.
Omissions and incomplete answers may be deemed unresponsive.
Section A - Cover Letter
The cover letter shall briefly introduce your firm, principle in charge, and area(s) of
experience in which your firm is seeking consideration. Also, include the following:
* Expression of firm's interest in the work.
* Statement of whether firm is on register with the North Carolina Secretary of
State.
* Statement regarding firm's possible conflict(s) of interest for the work.
* Legal company name and DBA (if applicable).
* Corporate headquarters' address, phone number and Website address.
* Location Providing Service (if different from headquarters), address and
telephone number.
* Name of single point of contact, title, direct telephone number and/or
extension and direct email address. (Required)
* Name of person with binding authority, title, address, direct telephone number
and/or extension and email address.
* Stipulate that the proposal price will be valid for a period of 120 days.
* Make the following representations and warranty in the cover letter, the falsity
of which might result in rejection of its proposal: "The information contained in
this proposal or any part thereof, including any exhibits, schedules, and other
documents and instruments delivered or to be delivered to the County, is true,
accurate, and complete. This proposal includes all information necessary to
ensure that the statements therein do not in whole or in part mislead the
County as to any material facts."
Section B - Company Background and Experience
This section provides each company with the opportunity to demonstrate how its history,
organization, and partnerships differentiate it from other companies. Careful attention
should be paid to providing information relevant to Union County needs.
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RFP 2026-048 Audio Visual Design and Maintenance

* Provide company history, and number of years in business under the current
organizational name, structure and services offered.
* Describe your company's complete corporate structure, including any parent
companies, subsidiaries, affiliates and other related entities.
* How many public sector (cities and counties) clients does your company have?
* Provide a management organization chart of your company including director
and officer positions and names and the reporting structure.
* Provide detailed description of efforts your firm will undertake to achieve
client satisfaction and to satisfy the requirements of the solicitation.
* List any projects or services terminated by a government entity. Please disclose
the government entity that terminated and explain the reason for the
termination.
* Are audited or otherwise verifiable financial statements available upon
request?
* Is the bidder's organization involved in any pending litigation that may affect
its ability to provide its proposed solution or ongoing maintenance or support
of its products and services.
* A statement indicting any judgements against the firm within the last five (5)
years, or pending litigation, related to professional conduct or services.
* Provide recent results of client feedback (survey results, comments, etc.) for a
similar program.
* Detailed description of specific tasks you will require from County staff. Explain
what the respective roles of County staff and your staff would be to complete
the tasks specified herein.
Section C - Project Team
This section covers various aspects of the successful Offeror's approach to the proposed
Project Team. Please respond with as much relevant detail as possible given the
information you've been provided in this RFP to include:
* Project Team: Provide names, roles, involvement levels and durations, and
relevant experience for each person on the team.
Section D - Project Understanding
The following information is requested to ensure the team has an understanding of the
intent of this project:
* The consultant should provide a detailed description of the primary
considerations involved in performing the required services.
* The consultant should describe its approach to the work effort involved to
perform the project scope, indicating how the proposed methodology will
benefit Union County.
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Union County, North Carolina
RFP 2026-048 Audio Visual Design and Maintenance