BCBOE Boardroom Audio/Visual/Meeting Upgrade

BURKE COUNTY PUBLIC SCHOOLS, hereafter referred to as the “District,” is requesting proposals to upgrade the existing boardroom audio-visual systems.

The District is seeking proposals for a comprehensive, hybrid boardroom technology refresh. The project includes high-performance audio systems, video switching, PTZ camera integration, multi-platform video conferencing, simultaneous live streaming, and digital voting solutions, as detailed in the Scope of Work at Section 2.3. [...] The District also requests “Turn-Key” installation services for all requested equipment.

The selected integrator will be responsible for the turn-key delivery of the system, including the replacement of key legacy components, the smart repurposing of existing infrastructure, custom programming, engineering, and final user training.

• Audio System Architecture: Supply and install microphone coverage for each of the seven (7) board member dais positions. Supply and install one (1) wireless microphone at the presenter lectern. Provide a dedicated professional-grade DSP to handle acoustic echo cancellation (AEC), automatic microphone mixing, and advanced feedback prevention algorithms at the dais. Provide amplification sufficient to drive at least two (2) distinct zones of ceiling speakers. Supply and install an assistive listening system (induction loop, infrared, or FM).
• Video Routing & Display Systems: Supply and install two (2) new professional-grade commercial displays mounted on opposing side walls in front of the dais and oriented outward toward the audience seating area. Provide a hardware matrix switcher to manage multi-source routing.
• Camera, Hybrid Conferencing & Live Streaming Integration: Supply and install two (2) network-controlled PTZ (Pan-Tilt-Zoom) cameras. The system shall stream the meeting live to a YouTube channel owned by the District at the same time as, and independently of, any Teams, Zoom, or Google Meet conference. The system shall provide a one-touch Executive Session mode on the touch panels. The system shall record the program feed locally and keep District-owned copies.
• System Control & UI/UX: Supply and install two (2) touch control interfaces (nominal 7-inch diagonal or larger).
• Digital Parliamentary Voting Solution: The UI must feature a secure voting overlay on the touch panels, enabling board members to cast individual selections (e.g., “Aye,” “Nay,” or “Abstain”) via a streamlined digital interface.
• OPTIONAL ADD-ON: Wireless Remote Operator Position via Existing Juniper Mist Infrastructure (Separate Line Item).
• Warranty: The Offeror shall provide a minimum one (1) year parts-and-labor warranty on all installed hardware from the date of final system sign-off.
• Training: Administrator training, Board Clerk training, and IT staff training, plus one (1) follow-up support/refresher session after installation.

Submission

Proposals must be submitted as a single proposal organized in two clearly labeled parts, a Technical Proposal (Part 1) and a Price Proposal (Part 2). The Price Proposal shall be placed in its own tabbed section so that it can be located and scored separately.

Each Offeror shall submit one (1) signed original marked “Original,” three (3) hard copies, and one (1) electronic copy in PDF format on a USB drive labeled with the Offeror's name.

Questions

All questions concerning this RFP shall be submitted in writing via email to the Issuing Officer. No questions other than written will be accepted.

Evaluation

Awards will be made on the basis of competitive proposals evaluated under the criteria in Section 2.12.

Pricing and payment

Pricing shall remain firm for one hundred twenty (120) days after the proposal due date. The District anticipates withholding ten percent (10%) of the contract price until final acceptance under Section 2.7.

Contract term and site visit

Final acceptance under Section 2.7 must occur no later than June 30, 2027, the end of the District's fiscal year. A pre-proposal conference and site visit will be held. Attendance is strongly encouraged but is not a condition of submitting a proposal.