RFP: Audio-Visual System - Available until August 27, 2026

NOTICE AND INSTRUCTIONS TO BIDDERS
Sealed proposals will be received by the City of Monroe, North Carolina for the furnishing and
installation of a new Audio-Visual System per the attached Scope of Work, for City Council
Chambers, until Friday September 4 2026 at 10:00am at the City of Monroe City Hall, 300 W Crowell
,
St, Monroe, NC 28112, at which time the proposals received will be publicly opened and read aloud.
A hard copy of your proposal documents sealed, with pricing, along with any literature or brochures
required, must be mailed or presented in person prior to the opening. If mailing/shipping, the addresses
are:
Via USPS: Via Carrier:
Formal Proposal Opening, City of Monroe Formal Proposal Opening, City of Monroe
Attn: Ryan Jones Attn: Ryan Jones
PO Box 69 300 W Crowell St
300 W. Crowell Street Monroe, North Carolina 28112
Monroe, North Carolina 28111-0069
Bidder will be required to comply with all applicable statutes and regulations. No proposals will be
accepted via email or fax for this offering.
All questions must be directed to Ryan Jones whereby he will determine if an addendum must be
issued to answer the concerns of the question.
Equipment must meet or exceed all specifications and be the kind and type specified, or an approved
equivalent. All proposals shall include delivery and installation timeline and the price quoted must be
on the basis of delivery to Monroe, North Carolina.
All proposals shall be valid for a period of 90 days pending committee review and Council approval, if
needed, and awarding of contract(s). Quoted price should not include any sales or usage taxes, but
should only reflect the total proposed price.
If an error or omission occurs bidder(s) must submit in writing no more than seventy-two hours after
the proposal opening, a request to withdraw their proposal, excluding Saturdays, Sundays, or Holidays
for which the City of Monroe offices are closed.
The City of Monroe reserves the right to reject any and/or all proposals received, or to select the
proposal(s)
which, in our opinion, is in the best overall interest of the City. The City reserves the right to award
in whole or part and to waive any formalities as may be permitted by law. The City reserves the right
to offer this proposal and supporting documentation to other entities that may have a desire to
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"piggyback" from said award. Bidder must meet all of the above requirements for proposal to be
considered.
_______________________________
Ryan Jones, Director of Property Management
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Overview:
The City of Monroe is seeking proposals from qualified audiovisual contractors to furnish, install,
program, integrate, test, and commission a comprehensive upgrade of the audiovisual, broadcasting,
and lighting systems within the City Council Chambers and associated control room, and adjacent
conference room at Monroe City Hall. at Monroe City Hall.
The project is intended to modernize the Council Chambers to provide a reliable, professional, and
user-friendly system for conducting City Council meetings, public meetings, presentations, live
broadcasts, recordings, and other City-authorized events. The completed system must support both in-
room participants and the City's public meeting broadcast and streaming functions.
This project includes replacement and enhancement of the existing video presentation system;
installation of a large-format approximately 120-inch presentation display/projection system; upgrades
to the Council Chambers audio and loudspeaker systems; nine Council dais microphone positions; nine
Council speakers; 4 wireless microphones; three remotely operated PTZ cameras; video production,
switching, recording, and live-streaming capabilities; control room displays and monitoring equipment;
and improvements to lighting at the Council dais to provide appropriate illumination for video
production; and extension of live meeting audio and video to the adjacent conference room for
overflow seating.
The project also includes a centralized touchscreen control system that will allow authorized City staff
to operate the major audiovisual and lighting functions through an intuitive interface. The system shall
integrate video presentation, audio, microphones, cameras, production switching, recording, streaming,
lighting, and other commonly used meeting functions into a cohesive operating environment.
The selected Contractor will be responsible for providing a complete, fully functional turnkey system,
including all equipment, hardware, software, licensing required for initial operation, mounting systems,
equipment racks, AV networking components, power conditioning and battery backup, cabling,
connections, programming, configuration, integration, testing, commissioning, and other components
necessary for proper operation. The Contractor shall coordinate network requirements with the City's
Information Technology staff and electrical and facility requirements with the City.
The Contractor will also be responsible for system testing and commissioning, on-site staff training,
final system demonstration and acceptance, warranty and technical support information, and complete
system documentation and as-built information.
The City's objective is to receive a complete and integrated system that is reliable, serviceable,
expandable when practical, and sufficiently intuitive to allow designated City staff to independently
operate the system during routine Council meetings and other public meetings. The Contractor shall be
responsible for identifying and providing any components or services necessary to achieve the
functionality described in the RFP, whether or not every incidental component is specifically identified
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in the technical requirements.
GENERAL SCOPE OF WORK
The Contractor shall furnish and install a complete audiovisual system consisting of, at a minimum, the
following major components:
* 120-inch projection system, either through screen or on-wall surface projection.
* Three control room displays
* Video routing, extension, scaling, and distribution equipment
* Digital signal processing and amplification
* Nine Council member microphone positions
* Four-channel wireless handheld microphone system
* Three remotely operated PTZ cameras
* Camera control, video switching, and production equipment
* Recording and streaming systems
* Council Chambers lighting upgrades
* Lighting control and integration
* Centralized touchscreen control systems
* AV network switches and associated infrastructure
* Audio and video extension to adjacent conference room for overflow, including relocation of existing
displays
* Equipment racks and accessories
* Power conditioning and battery backup
* Rack ventilation and thermal management
* Complete AV field wiring and interconnections
* System programming and configuration
* System integration and commissioning
* Demolition/removal of existing equipment
* Staff training
* Final documentation
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The above list represents the minimum required scope. The Contractor shall include all additional components
and services necessary to provide the specified functionality.
4. DETAILED TECHNICAL REQUIREMENTS
4.1 Video Presentation and Display System
The Contractor shall provide a complete video presentation system capable of supporting Council meetings,
presentations, public meetings, and other Owner-authorized events.
The work shall include:
A. Display System
* Replace the existing 85-inch displays with a 120-inch motorized projection screen or comparable
equipment.
* Provide a suitable professional projection system compatible with the proposed screen, if applicable.
* Provide all required mounting hardware and structural accessories.
* Provide appropriate projection lenses, signal interfaces, power requirements, and control interfaces, if
applicable.
* Coordinate projection location and image geometry to provide an unobstructed and properly
proportioned image, if applicable.
* Configure the system for operation from the centralized touchscreen control system.
B. Control Room Displays
Provide three control room displays for monitoring and production operations.
Optimal display size will be determined based on control room space, likely 24-32". Displays will be configured
for the intended viewing distance and control room application.
C. Video Distribution
Provide all equipment necessary to distribute and manage video signals throughout the system, including as
applicable:
* Video switching
* Signal extension
* Distribution
* Scaling
* Conversion
* Routing
* Source selection
* Monitoring
* Control interfaces
The Contractor shall verify compatibility between all proposed video equipment before installation.
AUDIO SYSTEM
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The Contractor shall furnish and install a professional audio reinforcement system for the Council
Chambers, dais, and conference room.
Loudspeaker System
Provide full-range loudspeaker systems designed to achieve clear and intelligible speech reproduction
throughout the designated listening areas.
The Contractor shall:
* Determine appropriate loudspeaker locations.
* Provide mounting hardware and accessories.
* Coordinate loudspeaker placement with existing architectural conditions.
* Individual loudspeaker or monitor at each Council dais position (9).
* Configure DSP processing for the installed loudspeaker system.
* Tune the system following installation.
* Upgrade or supplement existing conference room loudspeakers for clear speech reproduction.
Digital Signal Processing
Provide professional DSP equipment capable of supporting the complete audio system.
DSP programming shall include, as applicable:
* Input routing
* Output routing
* Equalization
* Dynamics processing
* Gain structure
* Feedback management
* Automatic mixing, where appropriate
* Microphone processing
* Loudspeaker processing
* System presets
* Muting and level control
* Integration with the centralized control system
Amplification
Provide appropriately sized professional amplifiers for all installed loudspeakers.
Amplifiers shall be matched to the loudspeaker systems and configured to provide reliable operation
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without exceeding manufacturer-recommended operating limits.
COUNCIL MICROPHONE SYSTEM
The Contractor shall provide a complete Council microphone system incorporating nine Council
member microphone positions.
The system shall include:
* Nine microphone positions at the Council dais
* Appropriate microphone bases or mounting hardware
* Microphone units
* Required interface equipment
* DSP processing
* Amplification
* Signal distribution
* Cabling and terminations
* Integration with the centralized control system
The Contractor shall configure the system to provide consistent speech intelligibility and minimize
acoustic feedback.
WIRELESS MICROPHONE SYSTEM
Provide a four-channel wireless handheld microphone system.
The system shall include:
* Four wireless handheld transmitters operating in license-free or coordinated frequency bands
compliant with current FCC allocations.
* Corresponding receivers
* Appropriate antennas and antenna distribution equipment, as required
* Charging/storage accessories, where applicable
* Audio interfaces
* DSP integration
* Appropriate frequency coordination
* Cabling and power supplies
The Contractor shall verify reliable wireless coverage throughout the intended operating areas.
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CAMERA PRODUCTION SYSTEM
The Contractor shall provide a complete multi-camera production system incorporating three
remotely operated PTZ cameras.
Cameras
Provide three professional remotely operated cameras with appropriate:
* Mounting hardware
* Power
* Signal connectivity
* Control connectivity
* Camera control capability
* Preset positions
* Pan, tilt, and zoom functions
* Cameras shall provide a minimum of 1080p HD output
Camera positions shall be coordinated with the Owner to provide appropriate coverage of the Council
Chambers.
Camera Control
The system shall permit operators to control camera position and framing from the control room.
The Contractor shall configure appropriate presets for common Council meeting views.
Production Control
Provide equipment necessary for live video production, including:
* Camera selection
* Video switching
* Program output
* Preview/monitoring
* Source selection
* Production monitoring
* Appropriate graphics or presentation integration, where applicable
RECORDING AND LIVE STREAMING
The Contractor shall provide a complete system for recording and live streaming Council meetings and
other authorized events.
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The system shall provide:
* Live video encoding/streaming capability (Youtube/Facebook)
* Video recording
* Audio recording
* Program recording
* Appropriate control interfaces
* Monitoring
* Integration with the production switcher
* Integration with the Council audio system
* Appropriate storage or recording media
* User controls for starting and stopping recording and streaming
The Contractor shall coordinate required streaming configuration with the Owner.
Where the Owner provides a third-party streaming platform or service, the Contractor shall configure
and test the AV system for compatibility with that platform.
Adjacent Conference Room (Overflow)
The Contractor shall extend audio and video from the Council Chambers to the adjacent conference
room for overflow seating, including:
* Relocate and reinstall the existing 85-inch displays removed from the Chambers into the
conference room.Video recording
* Provide signal distribution to send the live program feed (video and audio) from the Chambers
system to the conference room displays.
* Upgrade or supplement the existing conference room loudspeakers for clear speech
reproduction.
* Integrate conference room audio and video with the central control system.
CONTROL ROOM MONITORING
The control room shall be configured as the central operating location for the audiovisual system.
The system shall provide appropriate monitoring of:
* Camera feeds
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