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

The Town of Farragut is in the process of renovating its Town Hall. The interior of the building is being modernized to meet the growing needs of the Town. The Audio/Visual Company needs to help us redevelop our process of broadcasting our Town meetings, as well as setting up our conference/training rooms to help us with future instruction/educational needs. The Town is also seeking ongoing on-call services after the warranty period of the installation. Deadline for Proposer Questions 11/13/2024, 5:00PM All communications regarding this RFP must be submitted via email to the Finance Department representative identified below: Anissa Pratte, Staff Accountant apratte@townoffarragut.org The Staff Accountant will be the sole point of contact for this RFP. Proposers contact with anyone else in the Town is forbidden and may result in disqualification of the Proposer's bid. Further, any oral communication will be considered unofficial and non-binding on the Town. Proposers should rely only on written statements issued by the Finance Department representative. Evaluation Committee Meets 12/03/2024 Intent to Award/ Contract Negotiations Begin 12/04/2024 Board of Mayor and Alderman Approves/Contract Signed 12/12/2024 The Town reserves the right to amend this RFP in writing at any time. The Town also reserves the right to cancel or reissue the RFP at its sole discretion. The Town shall enter into a "single contract" with one "proposer" for all implementation services as described under this RFP. This Scope of Work (SOW) outlines the requirements for the installation and configuration of a complete Audio-Visual (AV) system in the Town Hall. The system will include microphones, speakers, cameras, TV installation, and the capability to stream meetings to social media platforms. The goal is to provide a seamless experience for in-person meetings and online streaming. B. Objectives The AV system will: o Provide high-quality audio capture and playback via strategically placed microphones and speakers. o Ensure clear video capture and projection with integrated cameras and TVs. o Offer live streaming and recording capabilities for media platforms such as Town Website using Civic Plus, YouTube, Facebook, and others. o Be easy to operate with an intuitive control interface. o Integration with picture in picture and overlay functionalities to manage multiple input sources. o Support for picture in picture and layered video displays, including overlay options for text, titles, and graphics. o Integration with audio system for seamless AV coordination. o Setup of control software for encoding and overlay features, ensuring compatibility with all components. o Provision of required licenses for encoding software and PiP functionalities. C. Site Assessment & Planning o Conduct a site survey to assess the board room's acoustics, lighting, seating arrangements, and available space for mounting AV equipment. o Collaborate with Town of Farragut staff to determine optimal placement of microphones, speakers, cameras, and displays for maximum coverage and usability. o Conduct assessment of all conference rooms for audio and video capabilities to display multiple streams on televisions. Timeline o Estimated project timeline: Begin work on February 17, 2025, and complete by March 20, 2025 o Milestones: o Site assessment and system design. o Equipment installation. o System configuration and testing. o Final delivery and training. L. Warranty & Support o Warranty on all installed equipment for 1 year. o Provide post-installation technical support for 12 months to address any issues or adjustments needed after project completion. o Provide service agreement for ongoing support after warranty period