Renovation of a municipal facility in Oshkosh, Wisconsin. Completed plans call for the renovation of a municipal facility.

**As of December 02, 2025, the project was awarded to Conference Technologies Inc, but the awarded amount is not yet available.** Winnebago County is soliciting proposals from a qualified Contractor to provide design, procurement, installation, configuration, integration, testing, training, and support services for audio visual (A/V) system improvements in several conference rooms. Questions/Inquiries Submission Deadline: August 6, 2025, 3:00pm ( All questions, inquires, or requests for clarification regarding this RFP shall be submitted through the Website. No emailed or in person questions shall be allowed and no responses to any inquiries outside of questions asked within the County Online portal and their direct responses within the portal shall be considered official. Only questions answered by formal addenda will be binding. Oral and other interpretations or clarifications will be without legal effect). The selected vendor will provide design, procurement, installation, configuration, integration, testing, training, and support services for a new audiovisual (A/V) system in the chosen conference rooms. The goal is to deliver a fully integrated, easy-to-use, and accessible system that enhances hybrid meeting experiences for in-person and remote participants. Winnebago County has nine conference rooms. Please see Attachment B for a priority listing of each room and its challenges. We are looking for proposals that make the most impact with a $150,000.00 budget. Winnebago County holds various board, committee, and commission meetings each month and provides participants (committee members, staff, public) the opportunity to be in-person at physical locations or to join virtually through published Teams meetings and streamed and/or uploaded to CivicClerk. The virtual component is run through a variety of technology depending on the specific meeting rooms equipment. Recommended solutions should consider the experiences of 4 participant classes: o A staff members ability to utilize the A/V components easily and consistently regardless of which room they are conducting a meeting from. o A remote participants ability to see and hear the in-person proceedings and speak if desired. o An in-person participants ability to observe, hear, and interact with remote participants. o A viewer's ability to access, see, and hear the stored recording at a future time. The ability to view the meeting should consider all aspects of that meeting including remote participants, in-person participants, presentations shared interactively on a screen/display. Objectives o Improve sound clarity, video quality, and ease of use for all user types. o Support hybrid (in-person and remote) meeting functionality with seamless integration to Microsoft Teams. o Eliminate Owl usage for better sound and video quality. o Ensure compliance with Americans with Disabilities Act (ADA) requirements for accessibility. o Easily removable options are preferred should a building be vacated. The ability to repurpose equipment in another space is desired. Page 4 of 10 Vendor Responsibilities: System Design and Planning o The proposer will supply a Project Manager who will work with the County for the duration of this project. o Conduct on-site assessment of the current conference rooms A/V environment. o Consult with County staff to confirm use cases, functional needs, and technical preferences. o Develop detailed design drawings and schematics, including equipment layout, cabling paths, and component locations. o Recommend equipment and technology solutions that ensure high performance, longevity, and compatibility with existing IT infrastructure. o Proposer shall include a proposed schedule for the project separating by the different conference locations. Equipment Procurement o Provide all necessary hardware, software, cables, mounts, and accessories. Installation and Integration o Perform professional-grade installation and mounting of all A/V components. o Installers will need to coordinate work times with County IT staff and our contracted wiring and cabling vendor. o Integrate A/V system with Microsoft Teams (MTR) and optionally other platforms (e.g., Zoom, Webex). o Implement centralized room control system with presets for different meeting modes (optional). o Calibrate and test all equipment for optimal audio/video performance and network compatibility. o Ensure compliance ADA regulations. Testing and Acceptance o Perform system validation and full-functionality testing in collaboration with County IT staff. Documentation and Training o Provide system documentation, wiring diagrams, configuration details, and equipment manuals. o Deliver on-site training sessions for IT personnel and key staff at no additional charge. Page 5 of 10 o Training will ensure that all users can adequately perform basic system related administrative, diagnostic, and proactive management functions within the proposed system. o The proposer will provide detailed system documentation and training materials that describe all system administration functions. o Provide quick reference guides for end users. Support o Provide post-installation support for at least 90 days following system acceptance. o Provided detailed information regarding extended support/maintenance programs that are available. Warranty, and Service Response Requirements o Provide a one (1) year warranty on all products and workmanship beginning at the time of final project acceptance by both parties. Any equipment needing to be replaced shall be replaced with brand new if failure occurs within the first ninety (90) days. Warranty shall include defects in workmanship and material. During warranty period, supplier shall also replace or repair, free of charge, any equipment proven to be defective in workmanship or material. o A (one) 1-year warranty on all equipment, materials, and/or labor must be included. o In the event of a break and/or critical malfunction, vendor shall provide email and/or phone information for repair reporting and shall respond to request within 24 hours of notification. o Any manufacturer warranty that is less than (1) year and will not be covered for replacement up to the (1) year mark will need to be notified in writing to Winnebago County. County Responsibilities o Provide reasonable access to the conference rooms for planning, installation, and testing. o Coordinate scheduling to avoid disruption of meetings. o Designate a project liaison for coordination and approvals. Pricing o Proposal must include cost of equipment and installment per room.