Renovation of a municipal facility in Poteet, Texas. Conceptual plans call for the renovation of a municipal facility.

**As of December 22, 2025, project was not awarded and will be completed by in house staff** The City of Poteet, Texas ("City") is seeking statements of qualifications (SOQs) from qualified and experienced firms specializing in the design, integration, and installation of audio and video (A/V) technology systems for municipal council chambers. The objective is to modernize and enhance the City Council Chambers' audio, video, and recording capabilities to support public meetings, hybrid (in-person and virtual) participation, and compliance with accessibility and public transparency standards. The selected firm will be responsible for providing a comprehensive modernization of the audio and video systems in the City Council Chambers. This project will begin with an on-site needs assessment and evaluation of the existing infrastructure. Based on that assessment, the firm will design a folly integrated audio and video system tailored to the City's requirements, with an emphasis on public transparency, accessibility, and functionality for both in-person and hybrid ( virtual) meetings. The scope of work includes preparing detailed system schematics, specifying and recommending appropriate equipment, and overseeing procurement and installation. The system should incorporate high-definition video displays or projection, microphones and speakers at each Council seat and podium, cameras capable of livestreaming and recording, assistive listening devices that meet ADA standards, and a centralized control interface for staff use. Integration with video conferencing platforms such as Zoom or Microsoft Teams is also expected to support hybrid meetings. In addition to hardware and installation, the firm will be expected to provide user training for City Council members and staff to ensure ease of use and operational readiness. The City is also interested in reviewing available options for ongoing support, system maintenance, and potential future upgrades as part of the proposal. The selected firm will be expected to assess the City's current A/V infrastructure and provide comprehensive services, including but not limited to: o Needs assessment and site evaluation o System design and layout schematics o Equipment specification and procurement recommendations o Installation, wiring, and integration of A/V components o Training for City staff and Council on system use o Ongoing technical support and maintenance options. The final system should include (but is not limited to): o High-definition video displays or projection o Microphone and speaker systems for all Council seats and podium o Cameras with livestreaming and recording capabilities o Hybrid video conferencing tools ( e.g., Zoom/MS Teams integration) o ADA-compliant assistive listening systems o Centralized control interface. The City may, at its discretion, invite one or more firms for interviews or presentations before making a final selection. The City will negotiate a contract with the firm determined to be most qualified and cost-effective. If you have any questions or require additional information regarding this RFP, please contact City Secretary Abigayle R. Frautschi at afrautschi@poteettexas.gov or at 830-742-3574. Proposals must be submitted in an envelope sealed with tape and prominently marked on the lower left-hand corner of the envelope with the corresponding RFP number and title. Please read the requirements/specifications thoroughly and be sure that the proposal offered complies with all of them. Any variation from the solicitation requirements/specifications must be clearly indicated by letter, on a point-by-point basis, attached to and made a part of your proposal. If no exceptions are noted, and you are the successful respondent, it will be required that the services be provided as specified. Event bid description: Any proposal received after the closing time will not be accepted and will be returned to the submitter unopened. The timely receipt of the proposal by the City Secretary's Office prior to the proposal opening date and time is the responsibility of the submitter. Proposals will not be accepted by electronic transmission, telephone, or facsimile machine. All proposals must bear original signatures and figures. The proposal shall be for: RFP #2025-1001 AUDIO AND VIDEO UPGRADES - CITY COUNCIL CHAMBERS. The City of Poteet reserves the right to refuse or reject any or all responses to this RFP, waive any or all formalities or technicalities, and to accept the RFP response deemed most advantageous to the City. The City may hold the RFP responses for a period of 30 days without taking action. Ifyou have any questions or require additional information regarding this RFP, please contact City Secretary Abigayle R. Frautschi at afrautschi@poteettexas.gov or at 830-742-3574.