Renovation of a library in Aspen, Colorado. Completed plans call for the renovation of a library.

Reference Number 0000395944 Each Proposal, if required by the Proposal Documents, shall be accompanied by a certified check or bid bond in a form acceptable to the County Attorney, in an amount specified, payable without condition to the County as a guarantee that the Proposer, if awarded the Contract Purchase Type: Term: 09/24/2025 02:00 AM EDT - 12/31/2025 02:00 AM EST Option: Option to renew for additional one-year terms at the mutual agreement of both parties September 24, 2025 Issuance of Notice of Award to top-ranked proposer Pitkin County is qualifying interested parties for the provision of Audio Visual System Design and Installation Services at the Pitkin County Library located at 120 North Mill Street. Week of September 16, 2025 Meeting of Selection Committee; checking of references as necessary; requests for additional information or clarifications, if necessary; scheduling of interviews, if necessary Buyer Preferences, Guidelines & Requirements General Requirements - Warranty Information Required Award Requirements - Reserve Rights to Award by Line Item Question Deadline 09/03/2025 at 4:00 PM MT Questions are submitted online No, Questions and requests for clarification will only be accepted via email at procurement@pitkincounty.com. Pitkin County Library (PCL) is seeking qualified vendors to submit proposals in response to a Request for Proposal (RFP) for audiovisual presentation system (AV) upgrades in the Library Meeting Rooms. The selected consultant will redesign and replace the existing AV systems in the Dunaway Community Meeting Room, 5 small public meeting rooms, and one staff office. Services requested: 1) System / Use case evaluation 2) System design 3) Installation 4) Training 5) Ongoing support and maintenance 1) System / Use case evaluation Use Case 1. In-person Lecture: Presenter and all attendees are in-person. The presenter will be able to present video and audio content, as well as the use of handheld and lav microphones for the PA system. Presenter, presented content, and in-room Q&A will be able to be recorded via pantilt-zoom cameras, handheld/lav mics, and area microphones. Use Case 2. Hybrid Lecture and Q&A: Presenter and attendees are inperson and virtual via Zoom, Google Meet, or a similar platform. The presenter will be able to share video/audio content in-person and virtually, as well as their own spoken content. In-room cameras and microphones will capture in-person audience questions, and virtual attendees will be able to see and hear questions and comments, in addition to in-person participants being able to see and hear questions and comments from those attending virtually. Use Case 3. In-person Discussion / Board Meeting: All attendees are in person. Any attendee can share content on the projector screen and flat screen monitor from multiple devices. The meeting video and audio, as well as the presented content, will be recorded and/or live-streamed. Use Case 4. Hybrid Discussion / Board Meeting: Attendees are in-person and virtual and can interact with each other via meeting platforms like Zoom or Google Meet and interactive meeting devices like Meeting Owl. Attendees are shown live on a projector screen and flat screen monitor, and in-person and virtual participants can share content on the projector screen/flat screen monitor and virtual meeting platform. All content can be recorded. Use Case 5. Film Screening / Playing Music: Users can screen cinematic content or music from CD/DVD, Blu-Ray, streaming platforms, or personal devices to the projector and other screens in the room. Users should be able to intuitively switch between devices. Use Case 6. Hybrid/In-Person Discussion & Meetings Small meeting rooms and private office are equipped with upgraded monitors to support clear content sharing and hybrid collaboration. These monitors connect to in-room computers or devices via HDMI, USB-C, or wirelessly through platforms such as AirPlay, Miracast, or integrated display adapters. Users can join video calls via Zoom or Google Meet and view participants and shared content on the monitor. In the staff office, the monitor enables improved ergonomics and productivity, while in small meeting rooms, they enhance visibility for group collaboration. Wireless connectivity supports a clutter-free workspace and allows multiple users to connect quickly without the need for cables. All connected systems support screen sharing, basic video conferencing functionality, and reliable performance for everyday workflows. 2) System Design: The selected consultant will develop and present a comprehensive AV system design that addresses all use cases and room types within the Library. The design must include detailed specifications for equipment, software, connectivity (including wireless options), and physical layout. The consultant will provide complete System Design Documentation, including schematic drawings, equipment lists, functional diagrams showing signal flow, and integration plans for any existing infrastructure where applicable. The design should also reflect considerations for accessibility, user interface simplicity, and sustainability, such as the use of energy-efficient devices. Proposed designs will be presented to the Library for review and revised as needed based on feedback. 3) Installation: The selected consultant will procure, deliver, and install all approved AV equipment in the Dunaway Community Meeting Room, other public meeting spaces, and designated staff offices. All installed systems must align with the approved designs and be fully functional upon completion. The consultant will conduct thorough equipment testing and system validation, and provide a Final Installation Report detailing system configurations, functionality testing results, and any deviations from the initial designs with corresponding justifications. A final walkthrough and system demonstration will be scheduled and led by the consultant to ensure Library staff are familiar with the installed systems and satisfied with their performance. 4) Training: The consultant will provide comprehensive training for designated Library and County staff to ensure confident, independent use of all installed systems. Training will include hands-on instruction, supported by clear documentation, and will focus on routine operation and basic troubleshooting. The consultant will work collaboratively with the Library team to build internal capacity and reduce long-term reliance on external support. 5) Ongoing Support & Maintenance: The selected consultant will ensure that all technology components are user-friendly for Library and County staff and guests with minimal technical expertise. Systems must be supported by clear, accessible documentation, including quick-start guides and system overview diagrams. All components should be configured for remote access to enable diagnostics, troubleshooting, and updates by support personnel. The consultant must provide a customer service model that includes responsive remote support and, when necessary, timely on-site service within close proximity to minimize downtime