Cary TV Equipment and Control Room Upgrades and Maintenance

REQUEST FOR PROPOSALS
Cary TV Equipment and Control Room
Upgrades and Maintenance
RFP No. 354-TMO27-09
Issue Date: Monday, August 24, 2026
Proposal Deadline: Friday, September 21, 2026, 5:00 p.m. ET
Issuing Department Town Manager's Office
Kristy Buchanan, Marketing & Creative Manager
RFP Contact
kristy.buchanan@carync.gov
Electronic submission through the North Carolina Electronic Vendor Portal
Submission Method
(eVP) https://www.evp.nc.gov
Cary Town Hall Council Chambers, control room, and atrium
Project Locations
316 N. Academy Street, Cary, North Carolina
Procurement Method. This solicitation is issued as an information technology request for proposals under N.C.G.S.
143-129.8. Award will be made to the proposer submitting the best overall proposal based on the factors stated in this
RFP, and not necessarily to the proposer offering the lowest price.
1. Solicitation Schedule and Notice
The Town of Cary, North Carolina ("the Town") is seeking qualified vendors to assess, make design and replacement
recommendations, and provide equipment replacement, upgrades, and ongoing maintenance services for its
government access channel (Cary TV) audio, visual, and lighting equipment and systems. These services will support
operations within the Town Hall Council Chambers, associated control room, and Town Hall atrium, where public
meetings and official programming are produced and broadcast to the community.
Cary is a community committed to transparency, accessibility, and high-quality public service. The Cary Town Council
serves as the governing body and holds regular meetings to conduct Town business and engage with residents. These
meetings, along with other programming, are broadcast live and on-demand through CaryTV to ensure residents have
access to local government.
This project is focused on the replacement of critical equipment and systems, to ensure continuity of operations and
long-term system reliability. The selected vendor(s) will be responsible for the full process of auditing, assessing,
designing, procuring, installing, integrating, training staff in, and maintaining the systems and associated equipment,
including warranty coverage, and responsive, on-call service. Vendors are expected to assess existing infrastructure
and recommend durable, sustainable solutions that align with an established project budget and support ongoing
operational needs. See Appendix A for a list of current equipment and systems.
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Event Date and Time (ET)
RFP posted Monday, August 24, 2026, 5:00 p.m.
Available between August 24, 2026 and September
Optional site visits
4, 2026.
Written questions due Monday, September 7, 2026, 5:00 p.m.
Town responses/addenda posted Monday, September 14, 2026, 5:00 p.m.
Proposal deadline and electronic opening Monday, September 21, 2026, 5:00 p.m.
Anticipated award Wednesday, September 30, 2026
Anticipated contract effective date Monday, October 12, 2026
Notice. The complete description of the requested goods and services is contained in this RFP and is available
through eVP. The Town reserves the right to reject any or all proposals. Proposals submitted under N.C.G.S. 143-
129.8 are not subject to public inspection until a contract is awarded. The Town further reserves the right, in its sole
discretion, to award this project in its entirety to a single vendor, or to separate the project into individual components
or parts and award such components or parts to one or more vendors.
Site visit and questions. Site visits are optional but highly encouraged. Site visits will be held at Cary Town Hall.
Questions and request for site visits must be emailed to the RFP Contact by the deadline with "RFP 354-TMO27-09
Questions" in the subject line. Provide a preferred date/time (Mon.-Fri., 9 a.m. to 5 p.m.) and a backup date/time for
site visit requests. Only written addenda posted through eVP are binding.
2. Submission Requirements
Download and complete the Proposal Response Form and upload your signed and searchable PDF through the
North Carolina Electronic Vendor Portal (eVP) at https://evp.nc.gov no later than the Monday, September 21 at 5:00
p.m. The eVP timestamp controls. Late, emailed, faxed, or paper proposals will not be considered.
The proposal must identify the proposer's legal name, address, primary contact, and authorized signer.
The proposal must have all required sections in the Proposal Response Form completed. A complete engineered
design is not required before award.
Prices must remain valid for 90 days after the proposal deadline.
3. Required Scope
The selected contractor will provide one point of responsibility for assessment, design, procurement, installation,
integration, testing, staff training, documentation, and ongoing support of audiovisual, broadcast, lighting-control, and
related software systems used for Town Council meetings and other public programming. For organizational purposes,
we have divided the work into separate components based on the function of the equipment.
3.1 Component 1 - Audiovisual and Broadcast Systems
Assess existing cameras, monitors, microphones, audio systems, production switching, signal routing, recording
and streaming systems, control-room equipment, control systems, racks, cabling, network interfaces, power, and
related infrastructure.
Identify obsolete, unsupported, unreliable, incompatible, and end-of-life components and recommend priorities,
system architecture, phasing, equipment, software, recurring costs, and budget allocation.
After Town approval, procure, install, integrate, configure, label, test, and commission the approved equipment and
software.
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Provide operator and basic troubleshooting training for Town staff.
3.2 Component 2 - Lighting Systems
Assess lighting fixtures, controls, power and electrical interfaces, mounting, coverage, color quality, glare, and
broadcast performance in Council Chambers and the atrium.
Recommend, procure, install, program, focus, calibrate, test, and document approved lighting fixtures, controls,
accessories, and related infrastructure.
Provide operator and basic troubleshooting training for Town staff.
3.3 Component 3 - Maintenance and Support
Provide preventive maintenance, inspection, testing, troubleshooting, repair coordination, warranty support, and
system-health reporting.
Provide remote and on-site support for urgent problems, including problems occurring before or during live
meetings. State proposed coverage hours and response targets.
Maintain service records and provide repair, upgrade, and lifecycle recommendations.
3.4 Electrical Work and Permits
No structural or general building modifications are included. Any electrical work is incidental to installation and
integration of the system. The contractor shall obtain required permits and inspections and shall ensure that electrical
work is performed and supervised by a properly licensed North Carolina electrical contractor. Permit and inspection
costs must be included in the proposal price or identified as a specific allowance. The prime contractor remains
responsible for all subcontracted work and correction of deficiencies.
3.5 Required Deliverables and Conditions
3.5.1 Assessment & Documentation of Existing Conditions
Existing equipment/system inventory and condition assessment
Current-state system diagrams, as-builts, or verified drawings
Functional and performance assessment of existing systems
Identified deficiencies and risks
3.5.2 Recommendations & Planning
System assessment and recommendations report
Recommended future-state architecture
Recommended equipment/software list, if warranted
Budgetary cost estimate
Phasing and prioritization plan
Implementation schedule
Infrastructure, electrical, and network requirements
Operations and training considerations/plan
3.5.3 Implementation & Delivery
Installed and operational systems
Testing and commissioning results
Staff training
Post-installation as-built drawings, schematics, and configuration information
Updated equipment/software inventories
Manuals, licenses, credentials, warranty information, and maintenance records
Final assessment/closeout report
3.5.4 Conditions of Performance
Coordinate access, outages, and installation around scheduled Council meetings and broadcasts; some work may
occur evenings or weekends
Comply with applicable laws, codes, permits, manufacturer requirements, and safety requirements for occupied
public buildings
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4. Project Schedule and Price
Anticipated effective date: October 12, 2026.
Component 1 target: final acceptance within 12 to 18 months after the effective date.
Components 1 and 2 substantial completion: no later than August 30, 2028.
Component 3 base maintenance term: two years beginning at completion of component 1 or 2, with up to two
additional one-year renewals at the Town's option.
Components 1 and 2 combined may not exceed $300,000, including all labor and purchase of supplies, equipment,
and shipping. Component 3 and all recurring software, licensing, hosting, subscription, and support costs must be
priced separately.
Acceptance. Acceptance requires completion of the approved installation, successful agreed testing, correction of
material defects, staff training, and delivery of required documentation, licenses, credentials, inventories, and warranty
information.
5. Proposal Contents and Evaluation
Submit only the following:
A signed, completed proposal response form (Appendix B) identifying the proposer and authorized representative.
Concise approach to completing the required scope, including proposed schedule, support coverage, and
identification of subcontractors and legally required licenses.
Assumptions, exclusions, and requested contract exceptions, or a statement that there are none.
Evaluation factors. The Town will determine the best overall proposal using the following factors:
Factor Weight
Responsiveness and approach to required scope 35%
Ability to meet proposed timeline and budget 25%
Qualifications and references 30%
Overall value and risk to the Town 10%
The Town may request clarification, conduct discussions, request revised proposals, and negotiate with any proposer
within the advertised scope. The Town may award all or part of the scope, reject any or all proposals, or cancel the
solicitation. The Town further reserves the right, in its sole discretion, to award this project in its entirety to a single
vendor, or to separate the project into individual components or parts and award such components or parts to one or
more vendors. No award is binding until a written contract is signed and any required finance preaudit is completed.
6. Required Contract Terms
By execution and delivery of a proposal in response to this RFP, proposer understands that proposer will be expected
to enter into a contract in a form substantially similar to the Town's Principal Contract,
(https://carync.box.com/s/t3zhl6p3l2usqoufgjlq8n144lznff4k), including insurance requirements, should Town select
proposer's proposal.
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Appendix A
Current Software and Services Current Systems Architecture
Streaming & Playout Content & control sources
* Boxcast Experience Plan (Legacy) * 4x Panasonic PTZ Cameras
* Cablecast * 2x Crestron TSW-1060 touch panels for room
o Support (Platinum) hardware and control
software technical support coverage * Smartfade 1248 for lighting
o Cablecast Reflect+ - cloud
Audio/video processing
reflection/storage & delivery service
* Yamaha LS9 (mixed via StageMix)
Graphics & Content
* TesiraFORTE AVB AI (DSP)
* ProPresenter Standard * Blackmagic VideoHub 40x40 12G (video routing)
* Carousel Digital Signage * Crestron RMSS-650J DM-MD8x8 (matrix
switching)
Conferencing
* Ross Video Switcher
* Webex Enterprise
Head-end/playout
Audio Control
* Cablecast VIO4-700 + VIOLite for encode/decode
* StageMix (Yamaha) - network app for LS9
and CG playout
* ProPresenter for graphics, Carousel for e-bulletin
gap-filler content
Network layer
* PR460X dual-WAN router, 2x GSM4248PX-100
PoE+ switches
* WAX620 WiFi 6 AP
Distribution
* Boxcast (live streaming)
* Cablecast Reflect+ (cloud storage/delivery)
* CBL-LIVE-700 (embedded HLS player)
* Webex appliances (for hybrid meeting
participation)
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