Courtroom Audio Visual System Upgrades for Parker County

Parker County is soliciting sealed proposals from qualified vendors for a comprehensive upgrade of the Audio/Visual Systems in the Commissioner’s Courtroom, District Courtrooms, and County Court at Law Courtrooms.

Provide a turnkey modernization of audiovisual, control, networked audio, evidence presentation and hybrid proceedings systems in five distinct courtrooms. Furnish all required engineering, labor, equipment, cabling, programming, integration, testing, commissioning, documentation and training. The five courtroom work packages are: Commissioners Court; 43rd District Court; 415th District Court; County Court at Law No. 1; and County Court at Law No. 2. Respondents shall price each courtroom separately and provide an aggregate price.

Preserve existing operational equipment and infrastructure when verified compatible. The awarded contractor shall independently field-verify quantities, compatibility, site conditions, network and electrical requirements, and identify deviations before installation. Brand/model references are descriptive performance baselines; equivalent products may be proposed with a documented equivalency matrix.

Coordinate downtime and all installation work with County court administration and IT. No substitutions, added costs, or scope reductions without prior written County approval.

Deliverables

Upon project completion, vendor will hand over an institutional close-out package consisting of: As-Built schematic documentation, complete equipment schedules, network schema and IP tables, fully commented source code and DSP configuration backups, hardware warranty certificates, and custom-authored user operation quick- reference cards.

Exclusions

The following components are excluded from this scope of work unless appended via written change order: building structural modifications, dedicated AC electrical utility installation, hazardous material abatement (e.g., asbestos), external county WAN networking configurations, software licensing fees for third-party platforms, and modifications to custom millwork or historical furniture.

Proposals will be accepted on or until **December 4, 2026, 10:00 AM CENTRAL TIME** in the office of the County Purchasing Department or electronically via Bonfire software. Proposals will be opened and reviewed in the conference room of the Purchasing Department, Parker County Annex, 1112 Santa Fe Drive, Weatherford, Texas immediately after the above closing time.

The proposal award shall be based on, but not limited to the following factors:

1. Project completion time.
2. Parker County's evaluation of vendor to supply and perform.
3. Vendor reputation.
4. Vendor's past performance record with Parker County or other Counties.
5. Best proposal price (not necessarily low proposal).

It is anticipated that award of this contract will be executed by the Honorable Commissioners Court, in an open meeting presently scheduled for 9:00 A.M. CENTRAL TIME, DECEMBER 28, 2026.

Parker County also hereby expressly reserves the right to take up to 90 days after the formal proposal opening to render a decision and to waive any technicalities or formalities considered to be in the best interest of the County.

This contract may be cancelled with 30 days written notification by Parker County.