Police Department Community Room Technology and AV Upgrades

City of Rock Island
Invitation to Bid Cover Page
BID NO. RIPD 26-02
Bid Title: Community Room A/V Upgrades
BID OPENING DATE / TIME: Friday October 23rd, 2026 @ 10:00 A.M.
SEALED BIDS WILL BE RECEIVED UNTIL: Friday October 23rd, 2026 10:00AM
PRE-BID CONFERENCE DATE AND TIME: Wednesday October 7th, 2026 11:00AM
NOTE: Questions concerning these specifications should be directed to the following:
Lieutenant Ryan DeRudder
Rock Island Police Department
1212-5th Ave
Rock Island, IL 61201
309-732-2501 / Mon-Fri, 8:00 AM - 4 PM
THIS BID IS X FORMAL INFORMAL
TERM OF CONTRACT: Fixed Price Service Agreement
BID BOND: N/A PERFORMANCE BOND: N/A
IMPORTANT
Bids are to be returned in a sealed envelope with the self-addressed label provided with the invitation to
bid attached. Bids which are not delivered and received in the office noted herein by the above bid
opening time and date will be considered late and will be returned to the bidder unopened. NO
ELECTRONING BIDS (FAX, EMAIL, ETC.) WILL BE ACCEPTED.
Please Complete the Following Information
( ) NO BID
Payment Terms: % Days
Bidder's Name:
Bidder's Address:
Bidder's City/State/Zip:
Authorized Signature:
Name / Title: Telephone:

REQUEST FOR PROPOSALS
Community Room Technology and AV Upgrade
1. PROJECT OVERVIEW
The City of Rock Island's Police Department is seeking proposals from qualified vendors to
upgrade the lighting, window blind controls, projection system, control panels, and audio/visual
capabilities within the Community Room.
The Community Room is utilized for meetings, training sessions, presentations, conference calls,
and other department and community functions. The goal of this project is to modernize the
room's technology and controls while utilizing existing equipment and infrastructure where
practical and cost-effective.
Vendors shall inspect the existing systems and provide recommendations regarding equipment
that can be reused, modified, or should be replaced. Proposals should include all necessary
equipment, labor, programming, installation, testing, and training required to provide a complete
and operational system.
A pre-opening informational meeting will be held on Wednesday, October 7th at 11:00am.
This meeting will give bidders the opportunity to ask questions about the project and
inspect the space, prior to submitting the bid.
2. SCOPE OF WORK
A. LIGHTING
The existing lighting control system shall be evaluated and modified to provide simple wall-
mounted controls independent of the existing main control panels.
The desired configuration shall include:
Installation of dimmable wall-mounted lighting switches.
One lighting switch located near the main entrance to the Community Room.
One lighting switch located near the kitchen area.
Lighting controls shall be separate from the primary room control panels.
The existing lighting control panels shall be evaluated to determine whether they can
remain operational.
The City would prefer to maintain the ability to control the Community Room lighting
from the existing/new podium control system, if technically feasible.

Vendor shall identify any required equipment, wiring, programming, or modifications
necessary to maintain this capability.
Lighting controls shall be user-friendly and clearly labeled.
Vendor shall verify that the completed system operates safely and reliably.
B. WINDOW BLINDS
The existing automated window blinds shall be converted to manual operation.
The desired configuration shall include:
Removal or disabling of the existing automated blind controls and associated equipment
as necessary.
Conversion of the existing blinds to manual pull-chain operation.
The existing blinds shall be reused whenever reasonably possible.
Vendors shall evaluate the existing blind mechanisms and determine whether they can be
converted to manual operation rather than replacing the blinds.
If the existing blinds cannot reasonably be converted, the vendor shall provide an
alternate replacement option and associated pricing.
All blinds shall operate smoothly and independently.
Any unused wiring, controls, or equipment associated with the former automated system
shall be properly removed, terminated, or secured.
C. PROJECTOR AND PROJECTION SYSTEM
The existing projection system shall be evaluated and modernized.
The desired configuration shall include:
Replacement of the existing outdated projector with a current-generation projector
suitable for the size and use of the Community Room.
The existing motorized projector lift shall be reused if it is compatible with the
proposed projector and meets applicable safety and operational requirements.
The existing projection screen shall be reused if it is in good working condition and
compatible with the proposed system.
Vendor shall verify projector placement, throw distance, image size, brightness,
resolution, connectivity, and compatibility with the existing screen and lift.
The projector shall be capable of displaying presentations and video from computers and
other appropriate sources.
Vendor shall provide all necessary mounting hardware, adapters, cabling, programming,
and accessories.

The final system shall provide a clear and appropriately sized image for meetings and
training presentations.
Vendors shall identify separately any recommended replacement of the existing projector lift or
screen if reuse is not feasible.
D. CONTROL PANELS
The existing Community Room control system shall be modernized with new user-friendly
control panels.
The proposed system shall include:
A new control panel located on the Community Room wall.
A new control panel located at or near the podium.
Control panels shall provide centralized control of applicable room technology.
At a minimum, the control system shall provide control of:
o Projector power and operation.
o Projection screen operation.
o Available computer/input sources.
Vendors shall evaluate the feasibility of incorporating lighting controls into the new
control panels.
If technically feasible, lighting control from the podium and wall control panels is
preferred.
Controls shall be intuitive, clearly labeled, and suitable for users with limited technical
experience.
The system shall provide appropriate user feedback regarding equipment status.
Vendor shall provide all required programming, wiring, interfaces, and equipment
necessary for a complete system.
The City is interested in a system that allows a user to operate the primary Community Room
technology from either the podium or wall-mounted control panel without requiring extensive
technical knowledge.
E. AUDIO/VISUAL AND CONFERENCE CALLING
The vendor shall evaluate the existing Community Room audio/visual equipment and provide
recommendations for reuse, replacement, or modification.
Computer Connectivity

The system shall provide the ability to connect computers and other approved devices to the
Community Room projection system.
At a minimum:
Users shall be able to connect a computer to the system and display the computer's
content on the projection screen.
The system should accommodate commonly used video connections and/or provide
appropriate adapters.
Connections should be conveniently located for users.
Vendor shall provide all necessary cabling, adapters, interfaces, and equipment.
Camera
The existing room camera shall be evaluated for continued use.
Reuse the existing camera if it provides adequate image quality and functionality for
meetings and training.
If the existing camera is outdated or incompatible with the proposed system, provide a
replacement recommendation.
The camera should be capable of supporting video conferencing and/or recording
applications as appropriate.
Vendor shall provide all necessary mounting, cabling, connectivity, and configuration.
Conference Phone / Microphone
The existing conference phone and/or microphone system shall be evaluated.
Reuse the existing equipment if it provides adequate performance and is compatible with
the upgraded system.
If replacement is recommended, provide an appropriate modern solution for conference
calls, meetings, and training.
The proposed system should provide clear audio pickup throughout the intended meeting
area.
Vendor shall provide all necessary equipment, cabling, interfaces, installation, and
programming.
3. EXISTING EQUIPMENT EVALUATION
Prior to submitting a final proposal, vendors are encouraged to inspect the Community Room
and existing equipment.
The vendor shall identify:

1. Equipment that can be reused as-is.
2. Equipment that can be reused with modifications.
3. Equipment that should be replaced.
4. Equipment that should be removed.
5. Any existing wiring or infrastructure that can be reused.
6. Any additional equipment or infrastructure required for a complete installation.
The City prefers to reuse existing equipment where practical and cost-effective, provided that
doing so does not negatively affect the reliability, functionality, safety, or performance of the
upgraded system.
4. INSTALLATION
The successful vendor shall be responsible for all work necessary to provide a complete and
operational system, including:
Equipment procurement.
Removal of obsolete equipment as necessary.
Installation and mounting of new equipment.
Electrical and low-voltage wiring as required.
Integration with existing equipment and infrastructure where applicable.
Programming and configuration.
System testing.
Troubleshooting.
Labeling of equipment and controls.
Cleanup and removal of installation debris.
User training.
All work shall comply with applicable building, electrical, fire, safety, and other applicable
codes and requirements.
5. SYSTEM PROGRAMMING AND
INTEGRATION
The vendor shall provide all programming necessary for the various systems to operate together
as intended.
The completed system should allow authorized users to easily:

Turn the projector on and off.
Select a computer or other video source.
Raise and lower the projection screen.
Operate applicable lighting controls.
Operate other integrated AV equipment.
Conduct meetings and presentations without requiring specialized technical assistance.
The vendor shall provide a simple and intuitive user interface.
6. TRAINING
The successful vendor shall provide on-site training for designated City/Police Department
personnel following installation.
Training shall include:
Normal system operation.
Use of wall and podium control panels.
Projector operation.
Screen operation.
Computer connections.
Camera operation.
Conference microphone/phone operation.
Basic troubleshooting.
Procedures for contacting the vendor for technical support.
Training shall be provided at no additional cost unless specifically identified as an additional
service in the proposal.
7. DOCUMENTATION
Upon completion of the project, the vendor shall provide documentation including, as applicable:
Equipment make, model, and serial numbers.
User manuals.
System configuration information.
Control panel documentation.
Wiring and connectivity information.
Warranty information.
Programming information necessary for future service or maintenance.

Recommended maintenance procedures.
8. WARRANTY AND SUPPORT
Proposals shall clearly identify:
Manufacturer warranties.
Installation/labor warranties.
Warranty duration.
Technical support available after installation.
Response times for service calls.
Any ongoing maintenance or service agreements.
Costs associated with extended warranties or service agreements.
9. PROPOSAL REQUIREMENTS
Proposals shall include the following:
Company Information
Company name and address.
Primary contact.
Telephone number and email address.
Years of experience providing AV/control system installations.
Relevant experience with similar projects.
Project Approach
Provide a description of the vendor's proposed approach to completing the project, including
recommendations for integrating the existing equipment with the proposed upgrades.
Equipment
Provide a detailed list of all proposed equipment, including:
Manufacturer.
Model number.
Quantity.
Unit cost.
Extended cost.

Relevant specifications.
Labor
Provide a breakdown of estimated labor costs, including installation, programming,
configuration, testing, and training.
Alternatives
Vendors shall identify any recommended alternatives, including:
Reuse versus replacement of existing equipment.
Optional equipment.
Recommended upgrades.
Items that could be deferred or completed at a later date.
All optional items shall be separately priced.
10. PRICING
The proposal shall provide a detailed cost breakdown, including:
Item Equipment Labor Total
Lighting Controls $ $ $
Blind Conversion $ $ $
Projector $ $ $
Projector Lift $ $ $
Projection Screen $ $ $
Control Panels $ $ $
Computer Connectivity $ $ $
Camera $ $ $
Conference Phone/Microphone $ $ $
Programming/Integration $ $ $
Training $ $ $
Other $ $ $
TOTAL PROJECT COST $ $ $
Any applicable taxes, shipping, permits, fees, or other costs shall be clearly identified.

11. PROJECT SCHEDULE
The vendor shall provide an anticipated project schedule, including:
Estimated procurement time.
Estimated installation duration.
Anticipated project completion date.
Any anticipated delays or dependencies.
The selected vendor shall coordinate the installation schedule with the City/Police Department to
minimize disruption to scheduled meetings, training, and other Community Room activities.
12. SITE VISIT
Vendors are encouraged to conduct a site visit prior to submitting a proposal to inspect the
existing Community Room, equipment, wiring, control panels, projector, screen, blinds, lighting
controls, camera, and conference equipment.
The vendor shall be responsible for verifying existing conditions and determining the equipment
and materials necessary to complete the proposed work.
13. FINAL ACCEPTANCE
The project shall be considered complete upon successful installation, integration, programming,
and testing of all approved components.
Prior to final acceptance, the vendor shall demonstrate that:
Lighting controls operate as specified.
Blinds operate manually as specified.
Projector operates properly.
Projection screen operates properly.
Computers can display content on the screen.
Wall and podium control panels operate properly.
Integrated equipment communicates properly.
Camera and conference audio equipment operate as intended.
All required programming and configurations have been completed.
User training has been provided.
Required documentation has been submitted.