This is a service / maintenance or supply contract in Waco, Texas. Contact the soliciting agency for additional information.

The Brazos River Authority (BRA) is soliciting proposals from qualified offerors to replace and/or upgrade the current audio and visual system in the conference rooms located at its Central Office headquarters in Waco, Texas. This upgrade needs to increase the effective and efficient use of the conferencing capabilities for the BRA with ease of use and little to no tech support as outlined in this RFP. Payment for the contract is subject to funds already appropriated and identified. The Brazos River Authority (BRA) is soliciting proposals for the upgrade and/or replacement of the audio/visual (A/V) systems in its six conference rooms located at its Central Office headquarters in Waco, Texas. Selected respondent will consult, design, install, upgrade, and replace the current A/V system. The BRA is seeking a new system that will increase the reliability and quality conferencing capabilities of the rooms for optimal performance with minimal impact to the overall rooms design and decor. Configurations for the six conference rooms at BRA's Central Office headquarters are provided. Each of the conference rooms shall utilize similar technologies for audio and video conferencing and be intuitive for users to operate. Consistent and reliable functionality are critical. Solutions are needed for video conferencing, such as webcams, and content management to capture video or meeting room attendees for Microsoft Teams and other virtual meeting platforms. Any offered ceiling microphones will need to be Acoustic Echo Cancellation (AEC) devices. The proposed solution must allow for live streaming and recording of video and audio content as well as the ability to send audio and video to additional conference rooms in the event suggested maximum capacity of the room is exceeded. The live streaming of audio and video must be capable of easily being stopped and re-started by the user. Offered system needs to have exceptionally simple User Interface (UI) and User Experience (UE). Touch panels or keypads are an option if not too complicated. A "plug and play" seamless system that is easy to use is preferred. The BRA shall have the right to accept or reject any or all Proposals, or any part thereof, and to waive any technicalities in the interest of the BRA. Proposal must be clearly identified as follows on the outside of the sealed physical submission or the electronic submission subject line. The BRA shall not be responsible for submissions that are not properly identified. Proper identification of Respondent's proposal is the sole responsibility of the Respondent and failure to do so may result in the submission not being included in the proposal opening Registration deadline For Mandatory Pre-Proposal Meeting and Site Visit, Submit company name, attendee name(s) and preferred time option to submissions@brazos.org - 4:00 PM CDT, Friday, July 21, 2023 A pre-proposal meeting and site visit will be held. At this pre-proposal meeting / site visit, staff will discuss an overview of the RFP submittal requirements, communication during solicitation period and the scope of work. Prospective respondents will be escorted by staff members to each of the selected rooms for visual reference of room layout and equipment placement. Attendance to the pre-proposal meeting and site visit is mandatory for prospective respondents. Only one of the two offered times is required for attendance. To adhere to a 30-minute schedule, questions will not be answered during the meeting and walk-through. Reference Section 12 on the submission of questions. To facilitate the on-site walk-through and minimize workday disruptions to on-site employees, prospective respondents must register with purchasing for one of the time slots offered. Register via email to submissions@brazos.org with your company name, attendee name(s) and preferred time option. Deadline to register is 4:00 PM Central Time, Friday, July 21, 2023. Site Visit Information: Brazos River Authority - Central Office 4600 Cobbs Drive Waco, Texas 76710 Questions - Last date and time to ask questions or request, additional information. Email questions to submissions@brazos.org - 4:00 PM CDT, Tuesday, August 1, 2023 Post response to questions received as of the deadline or as soon there after, as an Addendum on the BRA Electronically. - 4:00 PM CDT, Friday, August 4, 2023 Awarded Respondent must provide performance and payment bonds and warranty bonds for this contract. All bonds shall be issued by a surety authorized to conduct business in the State of Texas. The services of the Respondent shall commence on the Effective Date of this Contract and shall continue until the Work is completed. The length of the contract will be from the date of award, with approximately three months for completion. It is understood the upgrade may be extended due to current supply chain issues. To adhere to the BRA Board of Directors' semi-monthly meeting schedule, the Boardroom will need to be given scheduling priority and must be completed within a two-month period. Respondent shall provide an initial one (1) year ON-CALL A/V support after upgrade is completed, and they shall provide BRA with 1-4 years of subsequent service/maintenance agreement terms and pricing for BRA's consideration.