Renovation of a municipal facility in Hastings, Minnesota. Completed plans call for the renovation of a municipal facility.

Dakota County is undertaking a comprehensive upgrade of its Boardroom audiovisual (AV) system to enhance public engagement, accessibility, and hybrid meeting capabilities. This modernization effort will replace outdated equipment with a state-of-the-art, integrated AV solution that supports high-definition streaming, digital voting, and seamless remote participation. The project ensures ADA compliance, improves operational efficiency, and future-proofs the Boardroom for evolving technology needs. Questions due: 8/8/2025 For additional information please contact: Hamza Akram Hamza.Akram@co.dakota.mn.us +1-651-438-4573 Questions regarding this RFP must be submitted by email and must be received no later than 4 p.m. CST on August 8, 2025. Key Project Objectives The goal of this upgrade is to equip the county board room with more reliable, modern, capable AV equipment that will allow the room to be used for both formal board meetings and committee meetings. o Modernize the Boardroom's AV Infrastructure Replace aging audiovisual hardware with a modern, integrated system designed to support both formal board meetings and informal committee meetings. o Enable Hybrid Meeting Capabilities Provide seamless in-person and remote participation through integration with platforms such as Microsoft Teams, Zoom, or similar, including HD video streaming and audio capture. o Improve Accessibility and Inclusivity Ensure the AV system is fully ADA-compliant, with features including, but not limited to, assistive listening systems, clear audio throughout the space, and intuitive controls for users with varying levels of technical ability. o Enhance Meeting Transparency and Public Engagement Integrate the AV system with the County's existing Granicus Legistar system to support high-quality meeting recording, live streaming, digital voting, and agenda tracking for public visibility. o Redesign the AV Control Room for Operational Efficiency Reconfigure the AV control space to support dual workstations--one for managing AV operations and another for monitoring agenda and legislative systems. o Improve Reliability and Serviceability Use commercial-grade components to ensure long-term performance, support, and ease of maintenance, including provisions for spare parts and extended warranties. o Provide Comprehensive Training and Documentation Ensure that County staff receive hands-on training, documentation, and support for managing and troubleshooting the AV system independently. o Minimize Disruption to Government Operations Implement the upgrade in phases or during non-meeting periods to avoid interfering with scheduled Board and committee meetings. o Ensure Long-Term Scalability Select equipment and systems that can accommodate future upgrades, expansion, or integration with additional county systems. Project Description The County is seeking proposals from qualified vendors ("Proposer") who can provide a comprehensive solution for management of the administrative process for replacing old audiovisual equipment with the latest and appropriate technology solution for the County's boardroom. The purpose of this request for proposals ("RFP") is to select a system to replace the County's aging audiovisual system with the latest technology solution to ensure the boardroom remains a reliable and accessible platform for civic leadership and community participation well into the future.