A/V Equipment Upgrade for Boardroom

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.