Wyoming County Boardroom Audio Project

REQUEST FOR PROPOSALS
DESIGN AND
INSTALLTION OF
Boardroom Audio System

Boardroom Audio System
Invitation
The County of Wyoming is soliciting proposals for the design, supply, installation,
commissioning and maintenance of an Audio system for their boardroom. Qualified organizations should
have ample experience and expertise with all aspects of audio systems in a boardroom setting and be
capable of providing successful turn-key projects for the County.
The County of Wyoming boardroom
The Wyoming County board room is approximately 42' wide by 32' long and 17'-19' high. The
appendix will include a depiction of the boardroom with approximate measurements and images of
different angles from inside the boardroom.
Award of Contract
A contract, if awarded, will be executed with the respondent who proposes the most favorable
solution, as determined by the selection committee, following the guidelines set forth in the RFP. If a
respondent is selected, they will be notified within 30 days of the proposal due date. Respondent pricing
shall be valid for 90 days from the date of proposal submittal. The selected respondent will be required to
enter into an agreement with the County prior to issuance of Notice to Proceed. The County expects to
work with the selected respondent to determine the ultimate configuration of the audio system and then
negotiate a contract.
Schedule (tentative)
The following tentative schedule has been established for the selection and contracting process. It
is subject to change by the County.
EVENT DATE
Release of Request for proposals May 1, 2026
Site Visit (optional) May 19-22, 2026
Proposal Due Date June 19, 2026
Selected interviews (County's Option) July 14, 2026
Final Vendor Recommendation July 28, 2026
County contract award August 18, 2026
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Obtaining the RFP
The RFP may be obtained by contacting the County's IT Director William Sikes as follows:
William Sikes - IT Director
Wyoming County
143 North Main Street, Warsaw, NY
Email: bsikes@wyomingcountyny.gov
Office: (585) 786-8816
Rights Reserved
Wyoming County reserves the right to reject any or all proposals, to waive technical deficiencies
and to accept any proposal that it might deem to be in the best interest of the County.
Cost of developing the RFP
All costs related to the preparation of the RFP and any related activities are the sole responsibility
of the vendor. The County assumes no liability for any costs incurred by vendors throughout the selection
process.
1.0 Introduction
The County of Wyoming is soliciting written proposals from qualified organizations ('Vendors')
for the design, furnishing, installation, programming, commissioning, training and support for an audio
system for the County board room (Warsaw, NY) All components and services of the proposed systems
shall be provided by a single Vendor to ensure a single source of responsibility and support after the
installation.
2.0 Scope of Work
The purpose of this audio project is to implement an adequate audio system for Wyoming County
Board of Supervisors. The system will be capable of handling all the current needs of the existing
facilities and be expandable to accommodate future requirements. The County plans to negotiate final
contract terms and scope of service with the selected Vendor.
The following is a summary description of the anticipated scope of services. This information is
provided as a framework for Vendor responses and cost analyses. Vendors are free to make any additions
that they believe will provide value or benefit to the project.
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REQUEST FOR PROPOSALS
2.1 Overall System Description
Features/Function:
- The entirety of the audio system will be hosted in the Wyoming County boardroom.
- All equipment will be mounted and connected in a professional presentable manner.
- The DSPs, Amplifiers(s), controller(s), processor(s), switch(es), power supplies, shelves and
drawers should all be mounted in a rack.
- A touch panel or tablet will be accessible outside the rack for basic and or customized
controls.
- New speakers will be included to replace existing hardware to provide better coverage than
currently installed equipment. (speaker location maybe changed with County approval)
- All microphones will have the ability to mute and have some type of notification to display
when the microphone is muted
- All new cabling, connections and receptacles will be provided and installed by the vendor.
Whenever applicable all cabling should be run through existing wire chases, drop
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ceilings or other current paths.
- This system will provide Wyoming County the ability to expand the system in the future-
- The system should fit in the current 15u 2 post rack or a new rack should be provided by the
vendor.
Image of the current rack will be in the appendix
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Software:
* No partial license(s) or trial version(s) will be accepted.
* All hardware must be supported in the software (when applicable)
* The system will automatically log all alarm or critical events.
* Software will monitor and report data in real-time.
Hardware and Training:
* All hardware must have a 12-month warranty at minimum.
* Owner Training:
The vendor must provide the services of a qualified technician to offer hands-on training of the
system immediately following project completion. Plan on a minimum of one full day on-site.
* The contractor must include cost to provide follow-up training 3 and 6 months after project
completion, each one day in duration.
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Ongoing Support Services:
* The vendor shall provide on-call services, technical support, and software updates.
2.2 Deliverables
For the proposed audio system, the selected Vendor will be expected to deliver the following:
1. Training and Documentation
Training for the owner's personnel in the operation and maintenance of the audio system will be
performed by the Vendor. In conjunction with this effort, Operation and Maintenance manuals
and documentation that describe the system architecture, control logic and operating requirements
in sufficient detail to allow the owner's personnel to understand and troubleshoot the system shall
be provided. Four (4) bound hardcopies of the O&M manual and system documentation shall be
provided to the owner.
- Vendor must be onsite for testing/training with staff
- Vendor must be on site for the first live meeting
- The vendor must provide Wyoming County with administrative usernames and passwords for
all equipment.
2. Maintenance and Support
Proposals should include maintenance and support services for all components of the Audio
system including hardware, software and communications for a period of one year following
owner's acceptance. Proposals shall also include information regarding long term support options
and opportunities.
3. Proposal Content and Evaluation
3.1 Format
Proposals shall be printed on standard 8 1/2" x 11" paper, single sided printing. All pages of the
proposal, excluding any divider tabs, cover sheets and appendices, shall be sequentially numbered
with a maximum of 10 pages.
* The proposal shall be separated into five individual sections as follows:
Section 1- Introductory Letter
Section 2- Project Approach and Team
Section 3- Related Experience and References
Section 4- Cost Analysis/Proposal
Section 5- Resumes
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3.2 Content
SECTION 1- Introductory Letter
An introductory letter shall be prepared by each Vendor and included as the first page
of the proposal. The introductory letter is limited to one page in length. The letter shall clearly
identify the Vendor including their mailing address, e-mail address, telephone and cell phone
numbers and the primary contact person. The letter should express the Vendor's interest in the
Project and summarize any key qualifications, the project approach, or other relevant
information.
SECTION 2-Project Approach and Team
This section will describe the overall project approach for the proposed audio system
and the project team. Information concerning the design and configuration of the
audio system should be provided and convey a clear understanding of the controlled
systems and Owner requirements. Multiple aspects of the project approach should be
addressed including but not limited to; design/hardware, software/platform, installation,
maintenance, training, future upgrades/expandability. Proposers should clearly illustrate how
they intend to execute each of these elements for this project. All key personnel and their roles
on the project should be clearly identified.
SECTION 3- Experience and References
* Proposer shall provide a list of at least three (3) similar projects performed within the last
five (5) years. For each project provide the following information:
* Project Title/Name.
* Date of award and substantial completion.
* Name and address of client.
* Client contact person and contact information.
* Summary of the project scope and services provided.
* Total contract amount for audio system and related services.
SECTION 4- Cost Analysis
Vendors shall submit a cost proposal that addresses various cost elements. Results of
the cost analyses will be used in scoring the proposals.
SECTION 5 - Resumes
Proposer may include resumes of any key team personnel. Not included in the page
limit.
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3.2 Evaluation and Selection
Proposals will be reviewed and ranked by the selection committee according to the
following system. A maximum combined score of 100 points will be possible. Scoring for
each category is as follows:
1. Introductory letter Included
2. Project Approach and Team 20 points
3. Experience and References 35 points
4. Cost Analysis 35 points
5. Proximity of vendor support to County 10 points
Each committee member will calculate a total combined score for each Vendor proposal based
on the above criteria. The proposal with the highest ranked score may, at the discretion of the County,
be selected as the preferred Vendor. The County may, at its discretion, use additional criteria or
information to select the preferred Vendor. The County reserves the right to reject all proposals and
not award the project.
The County may elect a handful of Vendors and conduct interviews in order to make a final
decision. Short listed Vendors will be notified and a schedule for interviews, if necessary, will be
determined at a later date.
AUDIO SYSTEM HARDWARE AND SOFTWARE
Microphones
The system will include 20 desktop microphones. The desktop microphones will include the following
at minimum:
- Shure branded
- Each microphone will have the ability to be muted from the microphone or its base.
- Each microphone will have a visible indicator light or screen to verify if it is muted or not.
- Each mic will include a base with the ability to be desk mounted.
- Minimum 1 year warranty.
The system will include 2 wireless microphones. The wireless microphones will include the following
at minimum:
- Shure branded.
- Each microphone will have the ability to be muted from the microphone.
- Each microphone will have some indication if muted. (a light or on a screen)
- Each microphone will have replaceable or rechargeable batteries.
- Minimum 1 year warranty.
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The system will include 2 wireless lapel microphones. The wireless microphones will include the
following at minimum:
- Shure branded.
- Each microphone will have the ability to be muted from the microphone.
- Each microphone will have some indication if muted. (a light or on a screen)
- Each microphone will have a rechargeable battery.
- Minimum 1 year warranty.
Central Processing Unit and Controller
If the system requires a workstation or server they all shall be based on Windows operating systems. It
shall include as a minimum the following features:
* Dell branded
* Windows 11 pro
* Redundant HDDs or SSDs
* 5 Year Next Business Day Manufacturer Support
* The system unit shall be housed in a mini or micro tower case or rack mount KVM. The CSU
shall store all database, graphics, backgrounds, command inputs, and set points. The main disk
drives shall be mirrored for data backup and retention purposes. In the event of primary disk
failure, the mirrored drive shall be available for operation.
* If there is a separately mounted keyboard it shall have a standard typewriter format with tactile
feedback, twelve special function keys, and a separate numeric keypad. The system shall
include a 2-button optical Windows compatible mouse with mouse pad.
If the system is tablet based it and not proprietary to the audio system it will meet the following
criteria:
- Apple or Samsung branded.
- The most recent version of Apple iOS or Android OS will be installed.
- The tablet screen size can range from 8" to 14" .
- Minimum 3 year warranty.
- Any required accessories will be made by the same manufacturer as the tablet.
Speakers
The system will include a minimum of 4 speakers. The speakers will include the following at
minimum:
- Shure branded (unless products are incapable of integration or required performance)
- A minimum of 2 speakers should be located in the front of the room.
- A minimum of 2 speakers should be located in the back of the room.
- Exact placement of all speakers should be recommended by the vendor and will require
Wyoming County approval required.
- Quantity and type of speakers should be recommended by the vendor with reasoning as
why they were chosen for the boardroom.
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- If speakers are to relocated a wireless option is preferred.
- Minimum 1 year warranty.
Amplifier(s)
The system will include a minimum one amplifier. The amplifier will include the following at
minimum:
- Shure branded (unless products are incapable of integration or required performance)
- Quantity and type of amplifiers should be recommended by the vendor with reasoning as
why they were chosen for the boardroom. Recommendations will need Wyoming County
approval.
- Amplifiers should be adequate for reasonable future expansions.
- Minimum 1 year warranty.
Audio DSP(s) or Mixers
The system will include a minimum one DSP or mixer. Either unit will include the following at
minimum:
- Shure branded (unless products are incapable of integration or required performance)
- Quantity and type of DSPs or mixers should be recommended by the vendor with
reasoning as why they were chosen for the boardroom. Recommendations will need
Wyoming County approval.
- DSPs or mixers should be adequate for reasonable future expansions.
- Minimum 1 year warranty.
Any additional hardware
If the system requires any additional hardware, the vendor should clearly list everything required in
their proposal.
Accessories
If computing equipment is needed (including LCD display, Keyboard, and System Unit) it shall be
located in the rack in. All interconnecting cabling shall be plug-in and supplied by the vendor.
Labor
Effective December 30, 2024, New York State Law (Section 220-i) requires all contractors and
subcontractors to register with the NYS Department of Labor (NYSDOL) and obtain a Certificate of
Registration before bidding on or starting work on public projects or publicly subsidized private
projects
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Appendix
View from the front center of the room facing the back center:
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