2026-003 City Hall Council Chambers A/V System Upgrades

CITY OF DAHLONEGA
REQUEST FOR PROPOSAL (RFP)
CITY HALL COUNCIL CHAMBERS A/V
SYSTEM UPGRADES PROJECT #2026-003
ISSUING AGENCY CITY OF DAHLONEGA
465 RILEY ROAD
DAHLONEGA, GA 30533
PHONE: 706-482-2721
FAX: 706-864-4837
ISSUE DATE September 14, 2026
PURCHASING AGENT (CITY CONTACT) Brittany Lee
PRE-BID MEETING (MANDATORY) October 5, 2026, 10:00 a.m. EDT
BID CLOSING DATE October 23, 2026, 2:00 p.m. EDT
PROPOSALS ARE DUE AT THE ADDRESS SHOWN ABOVE NO LATER THAN
2:00 p.m. EDT on October 23, 2026
ELECTRONIC SUBMISSIONS VIA E-MAIL OR FAX WILL NOT BE ACCEPTED.
THE RESPONSIBILITY FOR SUBMITTING A RESPONSE TO THIS REQUEST
FOR PROPOSAL (RFP) ON OR BEFORE THE STATED DATE AND TIME WILL
BE SOLELY AND STRICTLY THE RESPONSIBILITY OF THE OFFEROR.

CITY OF DAHLONEGA
REQUEST FOR PROPOSAL (RFP)
CITY HALL COUNCIL CHAMBERS A/V
SYSTEM UPGRADES PROJECT #2026-003
The City of Dahlonega is seeking proposals from qualified vendors to design, furnish, and install
audio/visual (A/V) system upgrades for the existing City Hall Council Chambers located at 465
Riley Road Dahlonega, GA 30533. The objective is to enhance the audio and video quality to
support public meetings, presentations, and virtual participation.
A MANDATORY Pre-Proposal Meeting will be held on October 5, 2026, at 10:00 a.m. EDT in
The Gary McCullough Council Chambers of Dahlonega City Hall located at 465 Riley Road,
Dahlonega, Georgia 30533.
Questions regarding Project #2026-003 will be accepted in writing only by the City of Dahlonega
Purchasing Agent, Brittany Lee, at blee@dahlonega.gov or faxed to (706) 864-4837 before 12:00
p.m. EDT on October 9, 2026. Responses will be posted by Addenda no later than 5:00 p.m.
EDT on October 16, 2026, to www.dahlonega.gov.
Proposals must be received by 2:00 p.m. EDT on October 23, 2026, and may be delivered to
the Purchasing Department located at 465 Riley Road, Dahlonega, Georgia 30533. Proposals
shall be clearly marked and sealed including the appropriate project number and title. Late
Proposals will not be considered nor returned.
Immediately following the deadline, Proposals will be opened publicly and read aloud in the Gary
McCullough Council Chambers of Dahlonega City Hall located at 465 Riley Road, Dahlonega,
Georgia 30533.
The Proposal Documents and Specifications are available for inspection at City Hall located at
465 Riley Road, Dahlonega, Georgia (Phone 706-864-6133) and on the City's website at
www.dahlonega.gov
Proposals may not be withdrawn for ninety (90) days after the time and date set for closing, except
as allowed by O.C.G.A. 13-10-22. The City reserves the right to reject any or all proposals, to
award a contract in the best interest of the City, and to waive any technicalities and informalities.
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REQUEST FOR PROPOSAL (RFP)
CITY HALL COUNCIL CHAMBERS A/V
SYSTEM UPGRADES PROJECT #2026-003
1.0 INTRODUCTION
1.1 Purpose of Procurement
The City of Dahlonega is seeking proposals from qualified vendors to design, furnish, and install
audio/visual (A/V) system upgrades for the existing City Hall Council Chambers located at 465
Riley Road Dahlonega, GA 30533. The objective is to enhance the audio and video quality to
support public meetings, presentations, and virtual participation.
1.2 Schedule of Events
This Request for Proposal shall be governed by the following schedule:
DATE ACTIVITY
September 14, 2026 Release of Request for Proposal
October 5, 2026 Mandatory Pre-Bid Meeting held at The Gary
10:00 a.m. EDT McCullough Council Chambers of Dahlonega City Hall
located at 465 Riley Road, Dahlonega, Georgia 30533
October 9, 2026 Deadline for written questions to be submitted to
12:00 p.m. EDT Purchasing Agent
October 16, 2026 Answers to written questions and all addenda posted
5:00 p.m. EDT on website: www.dahlonega.gov
October 23, 2026 Proposals due and proposal opening (Proposals will be
2:00 p.m. EDT accepted until time of opening. No proposals will be
accepted after the due date and time.)
1.3 Restrictions on Communications
From the issue date of this Request for Proposal until a contractor is selected, and the award is
announced, Contractors are not allowed to communicate for any reason with any city staff or
elected officials except 1) through the Purchasing Agent named herein, 2) at the Pre-Proposal
Meeting, if applicable or 3) as provided by existing work agreement(s). The City reserves the
right to reject the submittal of any proposer violating this provision.
1.4 Pre-Proposal Meeting
A MANDATORY Pre-Proposal Meeting will be held October 5, 2026, at 10:00 a.m. EDT. The
location of the Meeting will be the Gary McCullough Council Chambers of Dahlonega City Hall
located at 465 Riley Road, Dahlonega, Georgia 30533.
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1.5 Questions & Addenda
All questions concerning this Proposal must be submitted in writing (email is preferred but fax
and mail may be used) to the Purchasing Agent no later than 12:00 p.m. EDT on October 9, 2026.
The inquiries must be directed to:
City of Dahlonega
Attention: Brittany Lee, Purchasing Agent
465 Riley Road
Dahlonega, Georgia 30533
blee@dahlonega.gov
Fax: (706) 864-4837
No response to inquiries other than written will be binding upon the City. The City of Dahlonega
reserves the right to issue written Addenda to any inquiries that alter the scope of the Request for
Proposal. Addenda shall be posted to the City's website, www.dahlonega.gov, no later than 5:00
p.m. EDT on October 16, 2026. A signed copy of the Addenda Acknowledgement Form shall
accompany the submitted proposals. Proposers are advised to check the website for Addenda
before submitting their bids.
1.6 Contract Term
The contract between the City and the selected vendor shall become effective upon signing. The
City reserves the right to terminate the contract at any time if the successful proposer fails to meet
the requirements stated in this proposal. The contract shall terminate absolutely and without
further obligation at such time as appropriate and otherwise unobligated funds are no longer
available to satisfy the obligations of the City under this contract.
1.7 Bonds
Bid Bonds Not Required
Performance and Payment Bond Not Required
1.8 Exception to RFP
Each contractor shall be deemed to agree to comply with all terms, conditions, specifications, and
requirements of this RFP. An "exception" is defined as the Proposer's inability or unwillingness to
meet a term, condition, specification, or requirement in the manner specified in the proposal. All
exceptions taken must be identified and explained in writing in your RFP and must specifically
reference the relevant section(s) of this RFP. If the Proposer provides an alternate solution when
taking an exception to the requirement, the benefits of this alternative solution and impact, if any,
on any part of the remainder of the Proposer's solution must be explained in detail. The City
welcomes innovative suggestions and recommendations from Proposers that will ensure a 100%
successful service approach.
1.9 Submission of Proposals
Only sealed Proposals will be accepted. One (1) original and one (1) copy of the complete, signed
submittal must be received by no later than 2:00 p.m. EDT on October 23, 2026. Proposals must
be submitted in a sealed envelope with the Company's name and address and "CITY HALL
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COUNCIL CHAMBERS A/V SYSTEM UPGRADES PROJECT #2026-003" stated on the outside.
All required proposals documents should be fully executed and must include all relevant
attestations and/or required documentation.
Proposals must be delivered, mailed, or shipped to:
City of Dahlonega
Attention: Brittany Lee, Purchasing Agent
465 Riley Road
Dahlonega GA 30533
Proposal responses submitted by fax or electronic mail (email) will NOT be accepted.
Proposers are advised to allow adequate time for shipping (express mail and delivery services do
not guarantee overnight delivery by noon to the City). Any Proposal received after 2:00 p.m. EDT
on October 23, 2026, will not be opened. Late Proposals will be rejected in their entirety.
1.10 Withdrawal of Proposal Due to Errors
Proposers shall have up to forty-eight (48) hours to notify the City of Dahlonega Purchasing
Department, in writing, of an obvious clerical error made in the calculation of Proposal in order to
withdraw a Proposal after its opening. Proposals may be withdrawn from consideration if the price
was substantially lower than the other Proposals due solely to a mistake. The Proposer shall
provide evidence that the Proposal was submitted in good faith, and that the mistake was a clerical
mistake as opposed to a judgment mistake. The Proposer's original work papers shall be the sole
acceptable evidence of error or mistake.
No Proposer who is permitted to withdraw a Proposal shall, for compensation, supply any material
or labor, perform any subcontract or other work agreement for the person, or firm to whom the
Contract is awarded.
Proposal withdrawal is not automatically granted and will be allowed solely at the City's discretion.
2.0 SCOPE OF WORK
2.1 Background
The City of Dahlonega is located approximately sixty miles north of Atlanta. The City provides
services including police, public works, courts, planning and community development, utility
services and billing, downtown development, parks, and special events along with various
administrative and support functions.
2.2 Scope and Specifications
The City of Dahlonega seeks to upgrade the audio/visual (AV) and technology equipment used
in the City of Dahlonega Council Chambers to enhance audio and video quality to support public
meetings, presentations, court proceedings, public events, and virtual participation.
This project includes installing equipment in the Council Chambers to upgrade the existing audio
video system and adding new features such as video conferencing, multiple presentation
positions, and recording. Proposals should include any and all items to create a functioning
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turnkey system as described herein, including repair of any building elements that are damaged
or destroyed during audio/visual installation.
The successful vendor will be responsible for becoming familiar with existing site conditions and
shall provide professional design services, consultation, and recommendations to the City during
the performance of services.
TASK 1: DESIGN A/V SYSTEM
The proposer shall evaluate the existing systems and develop a comprehensive A/V system
upgrade that meets current industry standards. The proposal must address the information
provided below, including identified equipment needs and existing system configuration details.
The recommended solution should incorporate the specified equipment requirements and resolve
current connectivity gaps to enhance overall functionality and performance.
Video Presentation:
Main Displays - The existing system includes four (4) wall-mounted 65-inch televisions. The City
is requesting recommendations regarding whether these displays should be retained or replaced
as part of the upgrade. The proposal should evaluate their compatibility with the new A/V system
and clearly state whether they can effectively function within the updated design.
Video Inputs - Provide one (1) video input at the speaker podium and two (2) video inputs on
each side of the dais. Each location should include both HDMI and USB-C connections to support
presentation devices. All inputs must be fully routable to the main displays, the video conferencing
system, and the recording system to ensure seamless integration and functionality.
Wireless Presentation - Provide a wireless presentation system that enables users at the
speaker podium to share content from laptops and mobile devices. The system should support
secure, reliable connectivity and integrate fully with the overall A/V solution.
Video Conferencing:
Computer - Provide a dedicated conferencing computer to support remote meeting platforms
(e.g., Zoom, Microsoft Teams, and similar applications). The system shall be fully integrated with
the A/V infrastructure to ensure reliable video, audio, and content sharing during hybrid meetings.
Remote Participants - The system shall be configured so that remote participants can view the
active speaker camera feed, presentation content, and receive clear room audio. In-room
participants shall hear remote attendees through a distributed speaker system. Ceiling-mounted
microphone arrays shall provide full-room audio coverage to ensure clear and consistent voice
capture throughout the space.
Provide the necessary infrastructure to support future camera installation within the Council
Chambers. Cameras and associated equipment are not included in this project.
Recording System:
Audio and Presentation Capture - Provide a single program output that includes processed
audio and presentation content when active. The output shall include embedded audio for
recording and broadcast purposes. When the video conferencing system is in use, the
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presentation content shall be available to remote participants to ensure a consistent viewing
experience.
Audio:
DSP - new Digital Signal Processing (DSP) for audio routing, processing, and video call
processing.
Speakers on Dais Platform - Provide nine (9) low-profile speakers, one at each dais desk.
These speakers shall be mounted discreetly under or near the dais desks.
Audience Speakers - Provide new in-ceiling or wall-mounted distributed speakers to deliver
clear, even audio coverage for the audience throughout the Council Chambers.
Microphones - Provide eleven (11) new low-profile, omni-directional microphones, with one (1)
microphone installed at each City official station.
Podium Microphone - Provide one (1) gooseneck condense microphone to be installed at the
speaker podium.
Tabletop Microphones - Provide eleven (11) tabletop microphones compatible with the A/V
system. Microphones shall be removable, plug-and-play units with quick-connect cables and
stored when not in use. Vendors may also propose a wireless option. These microphones will be
used at the conference table located between the speaker podium and the dais.
Acoustic Panels - Provide and install additional acoustic wall panels within the Council
Chambers to reduce echo, improve speech intelligibility, and enhance overall listening quality.
Panel placement shall be strategically coordinated to address primary sound reflection points
while maintaining the aesthetic of the space.
System Control:
Touch Panels - Provide touch panel(s) to control the A/V system. The vendor may propose the
best location for the control touch panel(s). The touch panels need to provide the following
functions: power system on/off, select presentation source, camera preset recall, start/stop
recording, launch conferencing platform, adjust room volume, and mute individual microphones.
Infrastructure:
Provide all necessary infrastructure to support the A/V upgrades in the Council Chambers space
to ensure seamless integration with the upgraded A/V equipment. Including reuse and
modification of the existing dais and podium, new conduit and power supplies, cabling to support
the latest technology, networking components and new racks, and miscellaneous wall/finish
repairs.
Existing Wire Removal - The City requests the removal of existing wires from a previous A/V
system. These wires are located in the center of the Council Chambers and are currently hanging
from the ceiling. It is unknown whether these wires are live or connected to any active equipment.
The contractor shall verify their status and safely remove or properly terminate them as
necessary.
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TASK 2: PROCURE, INSTALL AND TEST EQUIPMENT
The proposal shall include procurement and installation of all equipment. Additionally, the vendor
is expected to live test the entire system to ensure everything works properly, including remote
participation. The project will not be considered complete until all equipment works as intended
and system schematics are provided showing the signal path and other important information
about the new system.
TASK 3: WARRANTY AND TRAINING
Manufacturer Warranty - All A/V equipment, including displays, speakers, microphones, and
control systems, should come with a 1-year minimum manufacturer warranty that covers parts
and labor for the repair or replacement of defective equipment.
Installation and Workmanship Warranty - Vendors should provide at least a one-year warranty
on installation and workmanship, covering defects in wiring, mounts, system configuration, or any
improper installation. This ensures that any issues related to the installation process are
addressed at no additional cost to the City.
System Performance and Functionality Guarantee - To ensure reliability, vendors should
guarantee that the A/V system will function as specified in the RFP for at least one year. Any
issues arising from improper system integration or software configuration should be resolved by
the vendor at no additional expense.
Extended Warranty and Support Services - The City may request an optional extended
warranty or service agreement covering a period of three to five years. This agreement should
include ongoing maintenance, firmware, and software updates, and priority support. Additionally,
it should outline response times for troubleshooting and repairs, with a next-business-day
response required for critical system failures.
Staff Training and Support - To ensure effective use and maintenance of the upgraded A/V
system, vendors should provide comprehensive training for City staff. This training should cover
system operation, troubleshooting common issues, and basic maintenance procedures. Vendors
should also supply detailed documentation, user manuals, and access to ongoing technical
support (if opted) to assist staff in managing the system efficiently.
3.0 SUBMISSION REQUIREMENTS
Proposals must be submitted in accordance with the following guidelines to be considered
responsive:
1. Cover Letter: Brief introduction and statement of interest, including the name, address,
and contact information of the company proposing.
2. Company Information: Provide a description of the company, including its history,
services offered, and experience relevant to the project.
3. Team Members and Qualifications: Provide a list of key personnel assigned to the
project, including their qualifications, experience, and roles within the project.
4. Proposed Solution: Description of the A/V system design and equipment.
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5. Implementation Plan: Timeline and key milestones.
6. Budget Estimate: Provide a detailed pricing breakdown, including the cost estimate for
each phase of the project and any associated expenses.
7. References: At least three references from similar projects.
8. All required forms included on Attachment A: Proposer's Checklist
9. Any other information deemed critical to the success of this project.
All documents are required and are an essential part of this RFP. It is the proposer's responsibility
to verify that all documents are contained in the package submitted to the City of Dahlonega.
4.0 SELECTION CRITERIA
It is the City's intent to evaluate the proposals based on technical merits and prices and to choose
the Proposer whose proposal provides the highest value to the City. The City reserves the right
to waive any irregularities, and reject any and/or all proposals, in whole or in part, when, in the
City's opinion, such rejection is in the best interests of the City. The City reserves the right to seek
additional/supplemental representation on specific issues as needed.
4.1 Evaluation Method
Each proposal will be reviewed by a team of qualified individuals. Their proposal review and
evaluation will be subjective; however, the weighing values are established to minimize the
subjectivity.
Experience and Qualifications 30%
Technical Approach and System Design 30%
References and Past Performance 20%
Cost Proposal 20%
The City reserves the right to conduct interviews or request additional information from shortlisted
proposers before making a final selection.
Based on the total score proposals, the City of Dahlonega may choose Proposers with whom to
negotiate the final project methodology/scope, fees, and schedules with a view toward entering
into a contractual agreement.
The City of Dahlonega reserves the right to accept a proposal, as submitted, and enter directly
into a contractual agreement with that selected Proposer. Accordingly, it is imperative that all
Proposers present their best technical and cost offers in their initial submission.
5.0 RFP AMENDMENTS
The City reserves the right to amend the RFP prior to the proposal due date. All addenda and
additional information can be found on the City's website. It is the proposer's responsibility to
check the website for addenda before submitting a proposal. All signed addenda shall be
included with the proposal.
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5.1 Agreement and Project Forms
The agreement form shall be the owner's agreement form. The owner's payment, waiver of lien,
and change order form(s) shall be used.
5.2 RFP Withdrawal
A submitted RFP may only be withdrawn prior to the due date in accordance with O.C.G.A. 13-
10-22 by a signed written request to the Purchasing Agent.
5.3 Costs for Preparing RFP
The cost of developing the RFP is the sole responsibility of the contractor. The City will not provide
reimbursement for such costs.
5.4 Conflict of Interest
If a Proposer has any existing client relationship that involves the City of Dahlonega, the proposer
must disclose each relationship.
5.5 Contractor Selection
The City of Dahlonega reserves the exclusive right to determine which proposer should be
awarded the contract. The City also reserves the right to reject any and all RFPs at its discretion,
with or without cause.
5.6 Negotiations and Apparent Winner
Prior to the award, the apparent winning proposer will be required to enter into discussions with
the City to resolve any contractual differences. These discussions are to be finalized within two
(2) weeks of notification unless extending the time period is advantageous to the City. Failure to
resolve differences will lead to rejection of the contractor's RFP.
The City reserves the right to negotiate modifications and costs with the successful proposer,
provided that no such modifications affect the specifications set forth herein. The contractor shall
commence work only after the transmittal of a fully executed contract and a Notice to Proceed
document is received from the City.
5.7 Taxes
The City of Dahlonega is exempt from sales taxes; however, the contractor shall pay all taxes
required as stated by law. The City of Dahlonega cannot exempt others from tax.
5.8 Compliance with Laws
The Contractor will comply with all State and Federal laws, rules, and regulations.
5.9 Non-Collusive Bidding
By submitting a response to this Request for Proposal, the proposer represents and warrants that
such proposal is genuine and not a sham or collusive or made in the interest or on behalf of any
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