Request for Proposal - Doyon Conference Room A/V Upgrade

Doyon Conference Room A/V Upgrade
REQUEST FOR PROPOSAL (RFP)
04-13-2026

TABLE OF CONTENTS
Contents
I. Introduction ................................................................................................................................ 3
II. Solicitation.................................................................................................................................. 3
III. Scope of Work ............................................................................................................................ 3
IV. Selection Criteria ....................................................................................................................... 5
V. Selection Process ...................................................................................................................... 5
VI. Required Documents ................................................................................................................. 7
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I. Introduction
Tanana Chiefs Conference (TCC), organized as Dena' Nena' Henash or "Our Land Speaks,"
is a sovereign tribal consortium with a board of directors consisting of 42 Tribal
communities across Interior Alaska, representing 37 federally recognized tribes. TCC is
an Alaska Native non-profit corporation that provides health and social services for the
more than 18,000 Alaska Native people in the Interior Alaska region. TCC was formed in
1962, but its history dates back over 100 years, when tribal chiefs from throughout the
region banded together to protect their Native land rights. TCC's main office is in
Fairbanks, Alaska. TCC region covers 235,000 square miles of Interior Alaska, which is
equal to about 37 percent of the entire state. The region is divided into six sub-regions:
Yukon Koyukuk, Yukon Tanana, Lower Yukon, Upper Kuskokwim, Yukon Flats, and Upper
Tanana.
II. Solicitation
Tanana Chiefs Conference (TCC) Audio Visual Team is seeking proposals for the Doyon
Conference Room A/V Upgrade.
Questions regarding this solicitation and/or proposal submissions shall be emailed to
Kevin Dennis at Kevin.dennis@tananachiefs.org.
Proposal Submission Deadline:
Proposals are required to be submitted no later than April 30, 2026.
Proposals received after the time announced will not be considered.
III. Scope of Work
Furnish, install, program, start up, test and commission a Q-Sys Conference
room for the TCC Doyon Room. The system must include the list of equipment
below:
QSC CORE8FLEX I/O Processor x 1
QSC TSC-101-G3 Touchscreen Controller x 1
QSC NV-32-H Q-SYS Network Video Endpoint x 3
QSC NC-12X80 ePTZ Conference Camera x 1
QSC NL-C4 4" IP Speaker, Ceiling x 8
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Logitech TAPSCH Tap Scheduler x 2
Shure MXA901W-R Ceiling Mount Mic, White x 2
There will be two inputs needing to be programed into the Q-Sys system: MTR
(Microsoft Teams Room) PC and HDMI on table for Laptop A/V sharing.
Network runs from each piece of equipment to Comm Closet and additional
runs for the MTR (Microsoft Teams Room) PC and Tap controller. Approximately
200 ft from room to comm closet.
The Q-Sys designer must also build in Reflect monitoring Proxy components for
TCC staff to monitor health after installation, as well as continue using same UCI
design for touch panel controls.
Any old/unused A/V equipment currently in place will be removed at discretion
of TCC A/V team.
Each bidder shall thoroughly examine the contract documents. The failure or
neglect of a bidder to receive or examine this request for proposal and proposed
services contract or any part thereof shall in no way relieve it from any obligations
with respect to its quote or to the service contract. No claim for additional
compensation shall be allowed which is based upon a lack of knowledge of any
contract document.
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IV. Selection Criteria
Overall Proposal Suitability & Quality 5
Bidders must meet the needs included herein and be presented in a clear
and organized fashion. Clarity, completeness, compliance with
instructions, organization, and responsiveness to TCC requirements.
Value, Cost & Native Preference 15
Bidders will be evaluated on the cost of their solution(s) based on the
work to be performed in accordance with the scope of this project.
Total cost of ownership (licensing, implementation, training), price
transparency and itemization.
A bidder that is majority-owned (greater than 50% ownership interest) by
one or more TCC-region tribal members or by a TCC-region village
corporation shall receive a 10% reduction in its total bid price in
accordance with TCC Resolution 2026-05. To qualify for this preference,
such ownership interest must exceed 50% at the time of bid submission.
Vendor Company Health & Financial Stability 10
Company background, years in business, and financial stability
Relevant AV systems integration experience (minimum 3 years preferred)
References for similar conference room or enterprise AV projects
Capacity to support multi-year maintenance and lifecycle management.
Technical expertise & Implementation Approach 35
Bidders must provide descriptions and documentation of Q-Sys technical
expertise and implementation plan as well as proposed AV architecture
and equipment selection (displays, microphones, cameras, DSPs, control
systems, etc.) Integration with Microsoft Teams.
Organizational Experience & Functional Fit 35
Bidders will be evaluated on the details on features as it pertains to the
scope of work. Depth and relevance of experience across conference
room A/V systems fit to TCC use cases; configuration vs. customization;
demonstrated outcomes in similar environments.
Total Points: 100
I. Selection Process
Selection will be made through a competitive "weight of award bid process" based on
the bid with the highest points awarded based on the above selection matrix.
Contractor's qualifying for in-region native preference, as defined above, will receive a
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ten percent reduction in proposed pricing per TCC policy and TCC Resolution 2026-05.
TCC may make such reasonable investigations as deemed proper and necessary to
determine the ability of the candidate to perform the work and the candidate shall furnish
to TCC all such information and data for this purpose as may be requested. TCC reserves
the right to inspect candidate's physical facilities regarding the candidate's capabilities.
TCC further reserves the right to reject any proposal if the evidence submitted by or
investigations of such candidate fails to satisfy TCC that such candidate is properly
qualified to carry out the obligations of the contract and to complete the work
contemplated herein.
By submitting their proposals, all candidates certify that: (1) their proposals are made
without collusion or fraud; (2) they have not offered or received any kickbacks or
inducements from any other candidate, supplier, manufacturer, or subcontractor in
connection with their proposal; and (3) they have not conferred on any TCC employee
having official responsibility for this procurement transaction any payment, loan,
subscription, advance, deposit of money, services, or anything of more than nominal
value, present, or promised, unless consideration of substantially equal or greater value
was exchanged.
Notification of Selection will be issued and sent by May 8, 2026.
VI. The contract that will be used for this project is Attachment B to this request for
proposal. By submitting a bit, the vendor acknowledges and agrees to the contract
terms provided for.
1. Attachments
* A- TCC's Service Contract
* B- TCC's Resolution 2026-05
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II. Required Documents
The following documents are required to be considered responsive.
* Signed proposal
* Cost Proposal
* If claiming Native preference, the bidder must provide verification that one or more
TCC-region tribal members or a TCC-region village corporation holds a greater than
50% ownership interest in the company.
Upon selection, the following documents will be required.
* W-9
* Current Business License
* Current Certificate of Insurance meeting or exceeding requirements
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