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A/V Equipment Upgrade for Boardroom

ID: 2127622 • State: New York
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Description

Buffalo Public Schools (BPS) is seeking proposals from qualified vendors regarding the replacement and modernization of the microphone audio system and cameras in the Boardroom at 801 City Hall. This space is primarily used for Board of Education meetings, public sessions, and official district events. Attendance at the mandatory site visit on 10/31/2025 at 09:00 AM is required for all prospective bidders. Failure to attend will result in disqualification of your proposal from consideration. The site visit will allow all bidders to gain a comprehensive understanding of the project site and the existing conditions. The walkthrough will provide an opportunity to clarify any questions regarding the project scope and requirements.

Offering Specifications posted at: https://buffaloschools.bonfirehub.com/portal/?tab=openOpportunities
Jennifer LoTempio
Director of Purchase

Service-Disabled Veteran-Owned Set Aside: No

Due date:11/14/2025 12:00 PM

Contract term: 06/30/2026

County(ies): Erie

Location: BUFFALO

Business entities awarded an identical or substantially similar procurement contract within the past five years:

N/A

Background
Buffalo Public Schools (BPS) is seeking proposals from qualified vendors for the replacement and modernization of the microphone audio system and cameras in the Boardroom at 801 City Hall. This space is primarily used for Board of Education meetings, public sessions, and official district events.

Work Details
The project includes the following objectives:

- Replace aging microphone and audio systems with modern solutions suitable for hybrid meetings.
- Upgrade video capture systems to provide high-quality recording and streaming capabilities.
- Add a Traveling Camera with HDMI AI Auto-Tracking for activity and live broadcasting.
- Improve sound clarity and microphone coverage for all participants.
- Ensure compatibility with existing streaming/broadcast platforms.
- Support ADA accessibility and public transparency requirements.

Vendors must provide recommendations on:

- Microphone/audio solutions (wired vs. wireless, ceiling vs. tabletop).
- Camera solutions (fixed vs. PTZ, resolution, auto-tracking features).
- Control systems for seamless operation.
- Warranty and service options.
- Training requirements for district staff.
- Expected lifecycle of proposed equipment.
- High-level cost ranges for equipment and installation.
- Relevant experience with similar projects.

Period of Performance
The contract term is expected to run until June 30, 2026.

Place of Performance
The work will be performed at the Boardroom located at 801 City Hall, Buffalo, NY 14202.

Bidder Requirements
Vendors must attend a mandatory site visit on October 31, 2025, at 9:00 AM to gain a comprehensive understanding of the project site. The proposal must include:

- A completed Offering Questionnaire.
- Current W-9 form.
- Certificate of Liability Insurance.
- Equal Employment Opportunity Employee Information Report.
- Non-Collusive Bidding Certification.
- A list of at least three client references.
- A cost proposal in the requested format.

Insurance is required.

Overview

Opportunity Type
General
Opportunity ID
2127622
Response Deadline
Nov. 14, 2025 Due in 12 Days
Date Posted
Oct. 14, 2025
Est. Value Range
Experimental
$50,000 - $200,000 (AI estimate)
Agency Distribution
High
Source
Source Notes
Must be signed in to the New York Contract Reporter to view the opportunity.
On 10/14/25 Buffalo Board of Education in New York issued General A/V Equipment Upgrade for Boardroom with ID 2127622 due 11/14/25.

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Posted documents for A/V Equipment Upgrade for Boardroom

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