Project Information

Bid Title

Wyoming County Boardroom Audio Project

Issuing Agency

Wyoming County

Location

New York

Published Date

May 1, 2026

Closing Date

Jun 19, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Bid Title:	Wyoming County Boardroom Audio Project
Category:	Services and Supplies Bids
Status:	Open

Description: Wyoming County is seeking proposals for a new audio system in their boardroom. Publication Date/Time: 5/1/2026 12:00 AM Closing Date/Time: 6/19/2026 5:00 PM Related Documents: WyomingCountyAudioRFP Exhibits

Attachment Preview

REQUEST FOR PROPOSALS

DESIGN AND

INSTALLTION OF

Boardroom Audio System

Boardroom Audio System

Invitation

The County of Wyoming is soliciting proposals for the design, supply, installation,

commissioning and maintenance of an Audio system for their boardroom. Qualified organizations should

have ample experience and expertise with all aspects of audio systems in a boardroom setting and be

capable of providing successful turn-key projects for the County.

The County of Wyoming boardroom

The Wyoming County board room is approximately 42’ wide by 32’ long and 17’-19’ high. The

appendix will include a depiction of the boardroom with approximate measurements and images of

different angles from inside the boardroom.

Award of Contract

A contract, if awarded, will be executed with the respondent who proposes the most favorable

solution, as determined by the selection committee, following the guidelines set forth in the RFP. If a

respondent is selected, they will be notified within 30 days of the proposal due date. Respondent pricing

shall be valid for 90 days from the date of proposal submittal. The selected respondent will be required to

enter into an agreement with the County prior to issuance of Notice to Proceed. The County expects to

work with the selected respondent to determine the ultimate configuration of the audio system and then

negotiate a contract.

Schedule (tentative)

The following tentative schedule has been established for the selection and contracting process. It

is subject to change by the County.

EVENT

DATE

Release of Request for proposals

May 1, 2026

Site Visit (optional)

May 19-22, 2026

Proposal Due Date

June 19, 2026

Selected interviews (County’s Option)

July 14, 2026

Final Vendor Recommendation

July 28, 2026

County contract award

August 18, 2026

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Obtaining the RFP

The RFP may be obtained by contacting the County’s IT Director William Sikes as follows:

William Sikes – IT Director

Wyoming County

143 North Main Street, Warsaw, NY

Email: bsikes@wyomingcountyny.gov

Office: (585) 786-8816

Rights Reserved

Wyoming County reserves the right to reject any or all proposals, to waive technical deficiencies

and to accept any proposal that it might deem to be in the best interest of the County.

Cost of developing the RFP

All costs related to the preparation of the RFP and any related activities are the sole responsibility

of the vendor. The County assumes no liability for any costs incurred by vendors throughout the selection

process.

1.0 Introduction

The County of Wyoming is soliciting written proposals from qualified organizations (‘Vendors’)

for the design, furnishing, installation, programming, commissioning, training and support for an audio

system for the County board room (Warsaw, NY) All components and services of the proposed systems

shall be provided by a single Vendor to ensure a single source of responsibility and support after the

installation.

2.0 Scope of Work

The purpose of this audio project is to implement an adequate audio system for Wyoming County

Board of Supervisors. The system will be capable of handling all the current needs of the existing

facilities and be expandable to accommodate future requirements. The County plans to negotiate final

contract terms and scope of service with the selected Vendor.

The following is a summary description of the anticipated scope of services. This information is

provided as a framework for Vendor responses and cost analyses. Vendors are free to make any additions

that they believe will provide value or benefit to the project.

3

REQUEST FOR PROPOSALS

2.1 Overall System Description

Features/Function:

- The entirety of the audio system will be hosted in the Wyoming County boardroom.

- All equipment will be mounted and connected in a professional presentable manner.

- The DSPs, Amplifiers(s), controller(s), processor(s), switch(es), power supplies, shelves and

drawers should all be mounted in a rack.

- A touch panel or tablet will be accessible outside the rack for basic and or customized

controls.

- New speakers will be included to replace existing hardware to provide better coverage than

currently installed equipment. (speaker location maybe changed with County approval)

- All microphones will have the ability to mute and have some type of notification to display

when the microphone is muted

- All new cabling, connections and receptacles will be provided and installed by the vendor.

o Whenever applicable all cabling should be run through existing wire chases, drop

ceilings or other current paths.

- This system will provide Wyoming County the ability to expand the system in the future-

- The system should fit in the current 15u 2 post rack or a new rack should be provided by the

vendor.

o Image of the current rack will be in the appendix

Software:

• No partial license(s) or trial version(s) will be accepted.

• All hardware must be supported in the software (when applicable)

• The system will automatically log all alarm or critical events.

• Software will monitor and report data in real-time.

Hardware and Training:

• All hardware must have a 12-month warranty at minimum.

• Owner Training:

The vendor must provide the services of a qualified technician to offer hands-on training of the

system immediately following project completion. Plan on a minimum of one full day on-site.

• The contractor must include cost to provide follow-up training 3 and 6 months after project

completion, each one day in duration.

4

Ongoing Support Services:

• The vendor shall provide on-call services, technical support, and software updates.

2.2 Deliverables

For the proposed audio system, the selected Vendor will be expected to deliver the following:

1. Training and Documentation

Training for the owner’s personnel in the operation and maintenance of the audio system will be

performed by the Vendor. In conjunction with this effort, Operation and Maintenance manuals

and documentation that describe the system architecture, control logic and operating requirements

in sufficient detail to allow the owner’s personnel to understand and troubleshoot the system shall

be provided. Four (4) bound hardcopies of the O&M manual and system documentation shall be

provided to the owner.

- Vendor must be onsite for testing/training with staff

- Vendor must be on site for the first live meeting

- The vendor must provide Wyoming County with administrative usernames and passwords for

all equipment.

2. Maintenance and Support

Proposals should include maintenance and support services for all components of the Audio

system including hardware, software and communications for a period of one year following

owner’s acceptance. Proposals shall also include information regarding long term support options

and opportunities.

3. Proposal Content and Evaluation

3.1 Format

Proposals shall be printed on standard 8 1/2” x 11” paper, single sided printing. All pages of the

proposal, excluding any divider tabs, cover sheets and appendices, shall be sequentially numbered

with a maximum of 10 pages.

• The proposal shall be separated into five individual sections as follows:

Section 1- Introductory Letter

Section 2- Project Approach and Team

Section 3- Related Experience and References

Section 4- Cost Analysis/Proposal

Section 5- Resumes

5

Commodity Codes

• NAICS 238210Electrical Contractors and Other Wiring Installation Contractors

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