Conference Room Audio Enhancement Project

REQUEST FOR PROPOSALS
For
Conference Room Audio Enhancement Project
RFP Issue Date: Wednesday, October 7, 2026
RFP Submittal Deadline: Tuesday, October 20, 2026
Introduction
Northern California Power Agency (NCPA) is soliciting proposals from qualified Audio Visual
(AV) integrators to furnish, install, program, test, commission, and train staff on a conference
room audio enhancement system for the Large Conference Room and Courtyard Conference
Room located at NCPA Headquarters in Roseville, California.
The objective is to improve speech intelligibility for commissioners, staff, guests, and remote
meeting participants by replacing existing conference room microphone capabilities with
professional-grade wired conference microphones featuring push-to-talk functionality and
integration with the existing audio-visual infrastructure.
Agency Overview
The Northern California Power Agency, a California Joint Action Agency, was established in
1968 by a consortium of locally owned electric utilities to make joint investments in energy
resources that would ensure an affordable, reliable, and clean supply of electricity for customers
in its member communities. NCPA members include municipalities, a rural electric cooperative,
and other publicly owned entities for which the not-for-profit agency provides such services as
the purchase, aggregation, scheduling, and management of electrical energy.

Northern California Power Agency
651 Commerce Dr, Roseville, CA 95678
(916) 781-3636
https://www.ncpa.com
__________________________________________________________________________
Request for Proposals for
Conference Room Audio Enhancement Project
Dear Interested Party:
The Northern California Power Agency (NCPA or Agency) is soliciting requests for proposals
(RFP) for qualified proposers to provide a complete turnkey solution, including site verification,
design, equipment procurement, cable installation, DSP programming, integration, testing,
commissioning, user training, and as-built documentation.
Responses to the request are due NO LATER THAN 5:00 pm October 20, 2026,
Northern California Power Agency
651 Commerce Drive
Roseville, CA 95678
Attn: RFP AS-2026-06 Response, Jonathan Ashcraft
(916) 781-4208
jonathan.ashcraft@ncpa.com
This RFP and related documents are available on NCPA's website at RESOURCES |
NCPA www.ncpa.com/bidding-opportunities-and-public-notifications/ .
IT IS THE RESPONSIBILITY OF PROSPECTIVE QUALIFIERS TO CHECK
NCPA WEBSITE FOR ANY FUTURE ADDENDUMS TO THIS RFP.
All questions regarding this RFP should be directed to Jonathan Ashcraft, Facilities
Manager, reference RFP# AS-2026-06. Response in the subject line and submit via
electronic mail at jonathan.ashcraft@ncpa.com,
RFP#2026-06
Conference Room Audio Project Page 2

Proposal Requirements
Responsive proposals shall include:
1. Qualifications & Experience of Company
a. List current California Business/Contractor licenses and class
b. Describe trade union affiliation (if any)
c. Give a brief company description including:
i. Identify years in business
ii. Number of employees in the office location which is intended to provide
services
iii. Relevant experience
d. List key personnel and any 3rd party vendors to be assigned to the account (Project
Team) and describe their roles and experience
e. Identify the Proposers' experience performing services of similar size, scope, and
complexity as the services required by this RFP.
2. Contract Exceptions - The Company selected will be expected to execute NCPA's
standard Agreement, a sample of which is attached for reference in APPENDIX A. The
proposal shall state all exceptions taken to the terms and conditions of the Agreement, if
any.
Note: Make sure to review the insurance requirements in detail. You will be asked
to provide proof of insurance and copies of all waivers and endorsements if
selected.
3. DIR Registration- Proposer shall provide proof of registration and compliance
monitoring provisions of California Labor Code with the Department of Industrial
Relations, Division of Labor Standards Enforcement, Licensing & Registration Unit
stating conformity with the provisions of Chapter 1, Part 7, Article2 Sections 1770, 1773
and 1773.1
4. Schedule - Project to be completed by January 20th 2027
5. Compensation - Proposer shall provide equipment list, cust sheets, and itemized pricing
for items identified in the Scope of Work.
6. Requests For Information - Should the Proposer find discrepancies in or omissions
from this document, or should the intent or meaning appear to the Proposer to be obscure
or ambiguous, the Proposer may request clarification or correction thereof before
submitting a proposal. RFI's should be directed to Jonathan Ashcraft, Facilities Manager
(who's contact information is below) with the subject line "Conference Room Audio
Project RFP AS-2026-006". Questions or comments must be received by Agency no later
than 1:00 p.m. Pacific Daylight Time, Friday, October 16, 2026. Referencing
"Conference Room Audio Project RFP AS-2026-006" in the communication. Responses
from the Agency will be answered verbally or via email. Should the RFI be of interest to
all proposers, the question and response will be distributed via email to all recipients of
the RFP.
RFP#2026-06
Conference Room Audio Project Page 3

7. Addendum - Should it become necessary to revise or supplement any part of this
Request for Proposal, a written addendum will be issued via email to all recipients of the
RFP and posted at www.ncpa.com/rfp
Pre-Bid Site Visit
A non-mandatory pre-bid site visit will be held on Tuesday, October 13, at 10:00 am starting at
651 Commerce Dr, Roseville CA. The visit will consist of a site walk, including access to view
Conference rooms and AV equipment rack.
However, NCPA makes no representation,
warranty, or guarantee as to the accuracy, completeness, condition, ratings, capacities,
dimensions, compatibility, or operational status of any existing equipment , systems,
drawings, specifications, or information contained within this RFP. Proposers shall
independently verify all existing site conditions and system requirements.
The successful Contractor shall be solely responsible for field verification of all existing
conditions, dimensions, equipment models, equipment quantiti es, capacities, mounting
c onditions, cabling pathways, power requirements, network connectivity, and integration
requirements necessary for successful completion of the Work.
Scope of Work
Contractor to furnish, install, program, test, commission, and train staff on a conference room
audio enhancement system for the Large Conference Room and Courtyard Conference Room at
NCPA's Headquarters in Roseville, CA as identified below:
System Requirements
Conference Microphones:
- Approximately eighteen (18) wired conference microphone positions.
- Professional wired gooseneck microphones.
- Dedicated push-to-talk functionality.
- Visible microphone status indication.
- Programmable modes: Push-to-Talk, Push-to-Mute, Toggle, and Always-On.
- Logic output for DSP and control integration.
Basis of Design: Sennheiser MEG Series Gooseneck Microphones with MAT Series
Programmable Table Stands or approved equal.
DSP Processing:
- Acoustic Echo Cancellation (AEC)
- Automatic microphone mixing
- Gain sharing
- USB conferencing integration
- Logic integration
Basis of Design: Q-SYS Core 24f DSP.
RFP#2026-06
Conference Room Audio Project Page 4

Existing System Integration:
- Existing room loudspeakers
- Existing amplifiers
- Microsoft Teams and Zoom compatibility
Performance Requirements
Provide clear voice pickup, improved speech intelligibility, reduction of ambient noise through
push-to-talk operation, and reliable wired operation without battery maintenance.
Installation Requirements
Provide all cabling, terminations, labeling, cable management, rack connections, and table
penetration work required for a complete installation.
Programming and Commissioning
Provide DSP programming, AEC tuning, automixer optimization, push-to-talk logic
programming, system testing, and a commissioning report.
Warranty
Minimum one-year labor warranty and manufacturer standard warranties. Provide alternate
pricing for three-year and five-year support agreements.
Closeout Documentation
Provide as-built drawings, DSP backup files, programming files, warranty documentation, user
guides, and training materials.
PROCUREMENT NOTE
The Sennheiser MEG/MAT platform is identified as the Basis of Design. Manufacturers
proposing equivalent products shall demonstrate equal or superior performance, push-to-talk
functionality, visual status indication, DSP integration capabilities, and conference-room speech
intelligibility characteristics. The burden of proof for equivalency rests with the proposer.
RFP#2026-06
Conference Room Audio Project Page 5

Submittal
This is a formal request for proposal (RFP), but is not an offer by the Agency to contract with
any firm responding to this RFP. The Agency expects to select one or more firms that best meets
the Agency's need to supply the HVAC Maintenance.
Proposals are to be submitted to NCPA Roseville Headquarters no later than 5:00 p.m.
Pacific Daylight Time on Wednesday, October 20, 2026. NCPA will accept proposals via
email or hard copy. Please reference "RFP AS-2026-06 Response" in the subject line and send
via email to:
Email: Jonathan.Ashcraft@ncpa.com
Phone: (916) 781-4208
or address hard copy proposals to:
Jonathan Ashcraft, Facilities Manager
651 Commerce Dr.
Roseville, CA 95678
ATTN: RFP AS-2026-06 Response
Include Proposer information:
Company:
Address:
Signed: Title:
Print Name: Telephone: ( )
Date: E-mail:
RFP#2026-06
Conference Room Audio Project Page 6

Proposal Evaluation and Selection Process
NCPA will evaluate the proposals and select the Contractor in consideration of their willingness
to sign NCPA's standard Agreement;
1.) Technical Compliance 35%;
2.) Similar Experience 20%;
3.) Team Qualifications 15%;
4.) Cost 20%;
5.) Warranty & Service Support 10%.
The Agency reserves the right, as the interest of the Agency may require, to reject any proposal
or to waive any irregularity in the proposals received. NCPA also reserves the right to reject all
submittals and to re-advertise or extend the deadline, if necessary. Once submitted, no proposal
may be changed, although it may be withdrawn prior to the final selection.
A proposed Agreement will be forwarded to the Contractor selected. Within ten (10) calendar
days thereafter, the Contractor is required to deliver to the Agency the required insurance
certificates and signed copies of the Agreement. The Contractor's work may not begin until the
Agency has received all the required documents, the Agreement has been countersigned and
fully executed by the Agency and a purchase order has been let to the Contractor for the w
RFP#2026-06
Conference Room Audio Project Page 7

APPENDIX A
SAMPLE AGREEMENT
RFP - Conference Room Audio Project Appendix B

MULTI-TASK
GENERAL SERVICES AGREEMENT BETWEEN
THE NORTHERN CALIFORNIA POWER AGENCY AND
____________________________
This Multi-Task General Services Agreement ("Agreement') is made by and between the
Northern California Power Agency, a joint powers agency with its main office located at 651
Commerce Drive, Roseville, CA 95678-6420 ("Agency") and _____________, a ____ [sole
proprietorship, partnership, corporation] with its office located at _____________ ("Contractor")
(together sometimes referred to as the "Parties") as of ____________, 20__ ("Effective Date") in
Roseville, California.
Section 1. SCOPE OF WORK. Subject to the terms and conditions set forth in this
Agreement, Contractor is willing to provide to Agency the range of services and/or goods
described in the Scope of Work attached hereto as Exhibit A and incorporated herein ("Work").
1.1 Term of Agreement. The term of this Agreement shall begin on the Effective
Date and shall end when Contractor completes the Work, or no later than five (5)
years from the date this Agreement was signed by Agency, whichever is shorter.
1.2 Standard of Performance. Contractor shall perform the Work in the manner
and according to the standards observed by a competent practitioner of the
profession in which Contractor is engaged and for which Contractor is providing
the Work. Contractor represents that it is licensed, qualified and experienced to
provide the Work set forth herein.
1.3 Assignment of Personnel. Contractor shall assign only competent personnel to
perform the Work. In the event that Agency, in its sole discretion, at any time
during the term of this Agreement, requests the reassignment of any such
personnel, Contractor shall, immediately upon receiving written notice from
Agency of such request, reassign such personnel.
1.4 Work Provided. Work provided under this Agreement by Contractor may
include Work directly to the Agency or, as requested by the Agency and
consistent with the terms of this Agreement, to Agency members, Southern
California Public Power Authority ("SCPPA") or SCPPA members.
1.5 Request for Work to be Performed. At such time that Agency determines to
have Contractor perform Work under this Agreement, Agency shall issue a
Purchase Order. The Purchase Order shall identify the specific Work to be
performed ("Requested Work"), may include a not-to-exceed cap on monetary
cap on Requested Work and all related expenditures authorized by that
Purchase Order, and shall include a time by which the Requested Work shall be
completed. Contractor shall have seven calendar days from the date of the
Agency's issuance of the Purchase Order in which to respond in writing that
Contractor chooses not to perform the Requested Work. If Contractor agrees to
perform the Requested Work, begins to perform the Requested Work, or does
not respond within the seven day period specified, then Contractor will have
agreed to perform the Requested Work on the terms set forth in the Purchase
Order, this Agreement and its Exhibits.
Section 2. COMPENSATION. Agency hereby agrees to pay Contractor an amount NOT
TO EXCEED ___________ dollars ($_______) for the Work, which shall include all fees, costs,
RFP - Conference Room Audio Project Appendix C

expenses and other reimbursables, as set forth in Contractor's fee schedule, attached hereto
and incorporated herein as Exhibit B. This dollar amount is not a guarantee that Agency will
pay that full amount to the Contractor, but is merely a limit of potential Agency expenditures
under this Agreement.
2.1 Invoices. Contractor shall submit invoices, not more often than once a month
during the term of this Agreement, based on the cost for services performed and
reimbursable costs incurred prior to the invoice date. Invoices shall contain the
following information:
The beginning and ending dates of the billing period;
Work performed;
The Purchase Order number authorizing the Requested Work;
At Agency's option, for each work item in each task, a copy of the
applicable time entries or time sheets shall be submitted showing the
name of the person doing the work, the hours spent by each person, a
brief description of the work, and each reimbursable expense, with
supporting documentation, to Agency's reasonable satisfaction;
At Agency's option, the total number of hours of work performed under
the Agreement by Contractor and each employee, agent, and
subcontractor of Contractor performing work hereunder.
Invoices shall be sent to:
Northern California Power Agency
651 Commerce Drive
Roseville, California 95678
Attn: Accounts Payable
AcctsPayable@ncpa.com
2.2 Monthly Payment. Agency shall make monthly payments, based on invoices
received, for Work satisfactorily performed, and for authorized reimbursable
costs incurred. Agency shall have thirty (30) days from the receipt of an invoice
that complies with all of the requirements above to pay Contractor.
2.3 Payment of Taxes. Contractor is solely responsible for the payment of all
federal, state and local taxes, including employment taxes, incurred under this
Agreement.
2.4 Authorization to Perform Work. The Contractor is not authorized to perform
any Work or incur any costs whatsoever under the terms of this Agreement until
receipt of a Purchase Order from the Contract Administrator.
2.5 Timing for Submittal of Final Invoice. Contractor shall have ninety (90) days
after completion of the Requested Work to submit its final invoice for the
Requested Work. In the event Contractor fails to submit an invoice to Agency for
any amounts due within the ninety (90) day period, Contractor is deemed to have
waived its right to collect its final payment for the Requested Work from Agency.
Section 3. FACILITIES AND EQUIPMENT. Except as set forth herein, Contractor shall, at
its sole cost and expense, provide all facilities and equipment that may be necessary to perform
the Work.
RFP - Conference Room Audio Project Appendix C