The City of Moncton is seeking to engage the services of a highly qualified, experienced and knowledgeable firm to complete the supply and installation of a new, modern audio-visual system which allows for meetings held in City Council Chambers and the 1st Floor Boardroom of Moncton City Hall to be conducted effectively in-person and through a hybrid model, whereby some participants attend in person, and others can participate remotely through any number of modern video conferencing platforms. The proposed audio-visual system must also allow for meetings and events taking place in the City Council Chambers and 1st Floor Boardroom to be recorded and archived, to be streamed live to select City-owned websites and / or social media sites, and allow various media outlets (radio and television) and the City's appointed simultaneous translators to access the live feed in order to provide virtual or in-person translation. The scope of work also includes the removal of all existing wiring and equipment, the testing and commissioning of the new audio-visual system's components, the provision of professional training to City staff regarding the operation, maintenance and troubleshooting of the new audio-visual system, as well as on-site technical support services on an "as required" basis. The City intends to complete a variety of architectural upgrades to the City Council Chambers and 1st Floor Boardroom in 2023 in order to modernize its appearance and improve its use and function. Therefore, the successful Proponent of this RFP will be required to collaborate with the City's appointed Architectural Consultant and internal design team regarding the integration and placement of the successful Proponent's audio-visual equipment as part of the overall architectural design concept. All interested Bidders MUST have a representative present at this meeting, as NO SUBSEQUENT MEETINGS WILL BE ARRANGED, unless the City's determines it is in its best interest to provide an additional Pre-Bid Site Meeting. IF THE NAME OF A PROPONENT'S FIRM IS NOT LISTED ON THE MANDATORY PRE-BID SITE MEETING ATTENDANCE SHEET, THE PROPONENT'S RFP SUBMISSION WILL BE REJECTED. Proposals shall be considered from established firms / agencies who have been in the business of providing leading-edge commercial / institutional audio-visual system design, supply, installation, testing and commissioning, and professional system training services for commercial / institutional clients for a minimum of five (5) years, are financially stable, can provide a minimum of five (5) clients for whom they have provided similar services to that specified in the RFP within the last five (5) year period, and have sufficient labour, equipment and resources to provide reliable, timely, and professional services to the City of Moncton in the manner and capacity required.
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