RFP 2025DD-15 - Recording Studio Construction and Gear Sourcing

Bid/RFP Status

Open - accepting bids and proposals

Bid/RFP Due Date

Thu, 05/01/2025 - 3:00 PM

Bid/RFP Reference Number

2025DD-15

Dear Valued Vendors! In July 2025, City of Kyle Procurement will be transitioning to a new eProcurement solution (OpenGov) for publishing solicitations, and receiving vendor responses. Register your account early to begin receiving email notifications for Bid/RFP opportunities. Registration is 100% free for vendors!

The City of Kyle has partnered with OpenGov and is excited to announce our transition from a paper-based bid solicitation process to a fully automated, web-based electronic bidding and vendor management system. Below are the bids and proposals currently being solicited and the corresponding closing dates for each. Our new eProcurement Portal will allow interested parties to do the following:

• Register to bid and receive notifications of future opportunities in the eProcurement Portal by selecting Subscribe to create an account.
• Follow updates to existing solicitations by finding the solicitation and clicking the Follow button. This will allow all interested parties to receive amendments and addenda automatically.
• Submit questions and receive answers for open solicitations.
• Guide vendors through the process of responding electronically to RFPs, bids, etc. to ensure submissions have been accurately completed.
• Ultimately, be your one location for all bid opportunities issued by the type.

To get started, click here to sign up. You’ll receive an email to activate your account. For more information about how to register, please see our help file here .

THERE IS NO COST FOR VENDORS TO REGISTER WITH OpenGov.

INTRODUCTION

Purpose

The City of Kyle seeks a qualified consultant to act as the General Manager (GM) or General Engineer (GE) for the design, construction, and equipment sourcing for a versatile recording studio. The space, identified in the orange section of the site plan, will be renovated and equipped to function as a multi-use media production facility. The selected consultant will oversee all aspects of the project, including hiring and managing subcontractors for construction, ensuring compliance with industry standards, and sourcing the required studio and mobile production gear.

Background

The goal of the studio is to be as versatile as possible in its design using set design, DMX/app controlled lighting on a pipe grid, and multiple cameras fed into a switcher, and acoustic treatment to achieve all the possible scenarios.

The studio set design, furniture, and lighting should be able to easily alternate between layout, color, and branding to avoid videos all looking the same. Purchasing the appropriate furniture/sets for the control area and on camera location is include of the scope of work.

• 4-Person Video Podcast Studio
• Multi-camera Interview talk show Setup
• News Desk Configuration
• Solid Backdrop Area (Green, Blue, White, Black)
• Photo Studio
• Voiceover Recording
• Mobile Production Capability for On-Location recording and possible live streaming to Facebook and Youtube via sending the Atomos Sumo out to an encoder.

General Submission Information

This RFP is posted on the City of Kyle’s website at www.cityofkyle.com/rfps and https://procurement.opengov.com/portal/cityofkyle

PROPOSAL SUBMISSION DEADLINE: Thursday, May 1, 2025 PRIOR TO 3:00 p.m.

Proposals should be clearly marked Recording Studio Construction and Gear Sourcing - RFP 2025DD-15 and submitted to:

Daniel Dellemonache
City of Kyle, Procurement Supervisor
City Hall, 100 West Center Street , Kyle TX 78640
(512) 779-3874

Proposals may also be submitted electronically at https://procurement.opengov.com/portal/cityofkyle

Any proposal received later than the specified time, whether delivered in-person or by mail will be disqualified. The City of Kyle will not be responsible for late delivery from the post office or delivery to any location other than the one specified above. Responders are encouraged to submit their proposals well ahead of opening time or follow up to confirm their proposals were received before the deadline.  The City further reserves its right to reject all proposals for any reason or any proposal that does not contain all the information requested in this RFP.

Potential responders may also submit a written email request to ddellemonache [at] cityofkyle.com ( ddellemonache[at]cityofkyle[dot]com ) for additional information or clarification.  The deadline for questions is Friday, April 18 at 5:00 p.m.  Please reference the RFP name in the subject line. Responders are encouraged to use the Q&A feature at https://procurement.opengov.com/portal/cityofkyle .  Responses to questions will be posted on the City of Kyle’s website at www.cityofkyle.com/rfps and https://procurement.opengov.com/portal/cityofkyle as an addendum prior to the submission deadline.

PRE-OFFER CONFERENCE

Wednesday, April 9 at 9:00 am on Microsoft Teams. Please RSVP to ddellemonache [at] cityofkyle.com (ddellemonache[at]cityofkyle[dot]com) for the link.

SITE VISIT

Thursday, April 17 at 3:00 pm at 208 Republic Dr, Kyle, TX 78640.

SCOPE OF WORK

This RFP will be awarding a contract for Recording Studio Construction and Gear Sourcing.

SUBMITTAL REQUIREMENTS & SCORING

The City will evaluate and rank the contractors based on the following selection criteria:

25 Points - Technical Approach & Methodology

20 Points - Experience & Qualifications

15 Points - Price

15 Points - Project Management & Timeline

25 Points - Equipment Procurement & Training