Project Information

Bid Title

Audio Visual Equipment

Issuing Agency

Osceola County School Board

Location

Florida

Published Date

Jan 5, 2026

Closing Date

Feb 5, 2026

Government Level

State & Local

Status

Closed

Ref. #

SDOC-26-B-046-IL

Original Source

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Bid Inquiries

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Bid Documents

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Project Description

Main

Agency
Osceola County School Board

Status
Active

Fiscal Year
2026

Primary Contact
Igneris Lopez

Title
Audio Visual Equipment

Secondary Contact
Scott Clark

Number
SDOC-26-B-046-IL

Tertiary Contact
Cheryl Hood

Type
Invitation to Bid

Department
Media & Instructional Technology

Online Submissions
Yes

Project Estimate

Piggyback Solicitation
No

Insurance Required
Yes

Bid Bond Required
No

Bid Bond Amount

Performance Bond Required
No

Performance Bond Amount

Construction Bond Required
No

Construction Bond Amount

Scope of Services
1.0 PURPOSE & OVERVIEW

The purpose of this Invitation to Bid (ITB) is to solicit competitive sealed Bids to furnish Audio-Visual Equipment for the use of The School Board of Osceola County, Florida (School Board).
2.0 SCOPE OF GOODS AND/OR SERVICES AND APPLICABLE SPECIFICATIONS

This Specification establishes the minimum requirements for this solicitation, listed and described in the body of these specifications, to be used as noted, by The School Board of Osceola County, FL.
The intent of this bid is to establish a contract for a period of one (1) year from April 14, 2026 during which time the successful Bidder shall guarantee firm prices for the item(s) awarded to him as specified in this bid.
A. PRODUCTS OR SERVICES TO BE PROVIDED, AND APPLICABLE SPECIFICATIONS

The purpose of this bid is to select bidder(s) to provide audio visual equipment and accessories on an as needed basis. There are nine (9) lots of audio-visual equipment that the District can award on a per lot basis or all or none for the lots whichever is in the best interest to the District. Product is separated in lots by categories; SMART Boards, TV’s, document cameras, poster printers, 3-D printers, portable sound systems, laminators, charging wall cabinets and accessories. The successful bidder must submit a letter from the manufacturer certifying that the bidder is authorized to sell, service and warrant items offered on this bid. Submitting alternative products, the bidder must submit comprehensive comparisons between the product(s); the alternate(s) must meet or exceed the product specified in the bid with the differences highlighted.
Lot 1

A. SMART BOARD, Interactive Whiteboard and/or Interactive Flat Panels (ONLY)

• Interactive whiteboards

• Interactive flat panel displays

• 10ft. HDMI cables

• iRover2 Cart

• Warranty – Five (5) years w/registration (awarded bidder is required to do registration)
Lot 2

B. TV’s & ScreenBeams

• 65” 4K LCD TV

• 75” 4K LCD TV

• J5 Create Screen Cast

• Peerless Tilt Universal Mount

• Peerless Flat Universal Mount

• Peerless Full Motion Universal Mount (must have reinforced backing)
Lot 3

C. Document Cameras

• HoverCam 8+

• Includes USB Cable

• Free Annotation Software

• Built-in Lamp

• Five (5) year unlimited replacement warranty
Lot 4

D. Poster Printers and Laminators

• Canon ImagePROGRAF GP-4600S

o 44” Large Format Printers

o PF-10 Printhead

o Set of ink cartridges

o 2” Roll Holder with 3” Core Adapters

o On-site delivery

o On-site Installation

o On-site training

• Education Poster PRO 24 Bundle

o 24” Full color wide format poster printer with stand

o Poster artist Lite software with approximately 200 templates

o Indoor & Outdoor vinyl poster capability

o Set of ink cartridges

o Two (2) rolls of 24” Heavyweight Coated Bond Paper

o On-site delivery

o On-site installation

o On-site training

• Education Poster PRO 36 Bundle

o 26” Full color wide format poster printer with stand

o Poster Artist Lite software with approximately 200 templates

o Indoor & Outdoor vinyl poster capability

o Set of ink cartridges

o Two (2) rolls Heavyweight Coated Bond Paper (24” and 36”)

o On-site delivery

o On-site installation

o On-site training

• PRO Banner & Poster Printer Bundle

o 44” Full color wide format printer with stand

o Poster Artist Lite software with approximately 200 templates

o Indoor & Outdoor vinyl poster capability

o Set of ink cartridges

o Two (2) rolls of Heavyweight Bond Paper (24” and 36”)

o Two (2) rolls of Scrim Vinyl Banner Media (24” and 36”)

o Banner Grommet Kit (Including Grommet Tool, Dies, and Grommets)

o WiFi and USB Direct Capability

o On-site delivery

o On-site installation

o On-site training

• GBC Pinnacle 27 EZLoad™ Thermal Roll Laminator

o On-site delivery

o On-site installation

o On-site training

• Ultima 65 Laminator Bundle

o On-site installation

o On-site training to include: reviewing all controls and safety features; mounting and removing laminate film rolls; reviewing best practices

for jam and wrap-around prevention; reviewing basic encapsulation; reviewing roller cleaning and care; observing trainee through One

Pass.

• GBC Pinnacle 27 EZ Load Laminator

o On-site Installation

o On-site training

• Laminator Cabinet

o Must be compatible with RSL-2701 27” Thermal School Laminator, the Alexis 27” Thermal School Laminator, the Ultimate 27” Thermal Roll

Laminator or the Ultima 65 Laminator.
Lot 5

E. 3-D Printers

• DeltaMaker 2

• Flashforge

• LulzBot

• Makerbot

• Prusa
Lot 6

F. Portable Sound System

• Beacon 2

• Go Getter 2
Lot 7

G. Charging Stations

• Moore Mobile Tower (8) USB Ports (8) 3-prong plug-ins
H. Mobile Charging Stand

• AC/USB Port Design Rolling Charge Stand with Built-in Battery Power

• 16 Devices

• Basic Charge

• 3” Wheel Size

• Battery Power
Lot 8

I. Various Accessories

• Floor Stands

• USB Audio System

• USB Cables

• HDMI Cables

• VGA Cables

• Balance Box

• Replacement Pens and Holder

• Remotes

• Converter from VGA to HDMI

• Controllers

• Kensington SD1610 USB-C Mobile Dock or current model

• Kensington Smart Sockets Surge Protectors
Lot 9

J. Balance of Product Line

• Discount off manufacturers list price
K. Manufacturer’s Certification

• The successful bidder must submit a letter from the manufacturer certifying that the bidder is authorized to sell, service and warrant for bid

items offered on this bid.

• The successful bidder shall be required to respond to service calls within forty-eight (48) hours by physically being on site.
2.01 PRICE SHEETS

Bidders need to be aware that Excel spreadsheets are “Locked” and bidders can only enter “Unit” pricing and “Equal Product”. Bidders are to only use the excel spreadsheets, creating your own will deem you non-responsive. With your bid submittal, you will upload the price sheet back in excel format so it can be copied and pasted directly in the Tab Sheet. If you have any issues with the Price Sheet, please contact Igneris Lopez, Senior Buyer by phone at #407-870-4023 or by email at: Igneris.Lopez@osceolaschools.net.

Dates(All times are listed as EST )

Broadcast Date
1/5/2026 8:00 AM EST

Question End Date
1/19/2026 12:00 PM EST

Due Date
2/5/2026 2:00 PM EST

Bid Opening Date

Pre-Bid Conferences

Total: 1 (All times are listed as EST )

Date	Time	Mandatory	Location
1/13/2026	9:00 AM	No	Virtual

Documents

Total: 9

Type	Name	Description	File Type
Invitation to Bid	SDOC-26-B-046-IL Audio-Visual Equipment.pdf	SDOC-26-B-046-IL, Audio-Visual Equipment	PDF
Attachment	Attachment A - General Terms & Conditions Revised 7-23-25.pdf	Attachment A - General Terms & Conditions	PDF
Attachment	Attachment B - ITB Respondents Acknowledgement and Required Forms Revised 7-23-25.pdf	Attachment B	PDF
Attachment	Attachment C - References Form.pdf	Attachment C - References Form	PDF
Attachment	Attachment D - Bid Price Sheet LOCKED.xlsx	Attachment D - Bid Price Sheet (LOCKED)	Excel
Attachment	Attachment E - SBE VBE Program Participation Form.pdf	Attachment E - SBE/VBE Program Participation Form	PDF
Attachment	Attachment F - Unsatisfactory Report Example Revised 7-23-25.pdf	Attachment F - Unsatisfactory Report Example	PDF
Attachment	Attachment G - Federal Terms and Conditions.pdf	Attachment G - Federal Terms and Conditions	PDF
Attachment	Attachment H - Bidders Statement of Principal Place of Business.pdf	Attachment H - Bidders Statement of Principal Place of Business	PDF

Quote/Bid

Zones
Total: 0

Zone

Groups
Total: 0

Group

Quote/Bid Items

Total: 0

#

Required

Group

Make

Model

Description

Quantity

Unit of Measure

Price/ Percent

Type

Additional Quote/Bid Items Fields

Display Options Spreadsheet Section	No	Display Image and Specifications Hyperlink Fields	No
Display Build Sheet File Upload Field	No	Display Options File Upload Field	No
Require Build Sheet File to be Uploaded	No	Require Options File to be Uploaded	No
Display Lead Time Field	No	Display Standard Packaging Field	No

Delivery Date
None

Required Files to be Uploaded by the Vendor
None

Shipping
None

Terms and Conditions
None

Include Shipping in Price of Items
No

Display Bid Tabulation to Vendors
No

Display Vendor Submissions to Vendors
No

View Vendor Submissions while Bid Solicitation is Active
No

Allow Options File to be Updated after Due Date
No

Allow Post Due Date Submission
No

Questions & Answers

Total: 1

Question	Date Asked	Answer	Date Answered
1. Scope of Work & Responsibilities Please confirm whether the Scope of Work requires the awarded vendor to provide engineering/design services, or if designs will be furnished by Osceola County or its consultant. Does the County expect the bidder to include installation, configuration, commissioning, and end-user training, or should any of these be excluded from pricing? Are site surveys required prior to installation, and if so, should they be included in the base bid or billed separately? Please confirm whether existing AV infrastructure (cabling, displays, mounts, racks, furniture) is to be reused where possible, or replaced unless otherwise noted. 2. Equipment & Standards Are bidders required to follow a standardized AV platform or manufacturer list, or are functionally equivalent alternates acceptable? If alternates are permitted, is a formal substitution request required at the time of bid submission? Please confirm whether Unified Communications platform compatibility (Microsoft Teams, Zoom, Webex) is required, and if so, which platforms must be supported. Are certified room solutions (e.g., native MTR / Zoom Room systems) acceptable in lieu of traditional DSP-based room designs? 3. Pricing & Cost Structure Please clarify whether pricing submitted on the bid form is expected to be: Firm Fixed Price Unit Pricing Not-to-Exceed Should pricing include freight, handling, and delivery, or should these be listed as separate line items? Is pricing expected to be held for a specific term (e.g., 12–36 months) for future County use? Are bidders allowed to propose volume or tiered pricing for future phases or additional locations? 4. Schedule & Phasing Please confirm whether the project will be executed as a single deployment or in multiple phases. Are there any hard completion deadlines or liquidated damages tied to schedule milestones? Will installation work be required outside of normal business hours, and should this be assumed in pricing? 5. Acceptance, Testing & Closeout Please confirm the County’s acceptance criteria for completed AV systems. Is formal commissioning documentation required as part of project closeout? Are as-built drawings, programming files, and system documentation required deliverables? 6. Warranty, Support & Services Please confirm the minimum warranty period required for labor and workmanship. Is the vendor expected to provide ongoing support or maintenance services, or will support end at project closeout? If post-installation support is required, please clarify response time expectations and whether SLAs apply. 7. Insurance, Compliance & Certifications Please confirm whether the insurance limits outlined in the RFP must be met at time of bid submission or upon award. Are manufacturer certifications or partner authorizations required to be submitted with the proposal? 8. MWBE / Local Participation Please clarify whether MWBE participation goals are mandatory or aspirational. Are bidders required to identify MWBE partners at the time of bid submission, or only upon award? How will MWBE compliance be evaluated and reported throughout the project? 9. Contractual Terms Please confirm whether the County’s standard contract terms are non-negotiable, or if exceptions may be submitted. Is there a termination for convenience clause, and if so, how will compensation be handled for work in progress? Are bidders required to accept indemnification and limitation of liability terms as written?	1/5/2026 9:55:18 AM	The vendor has informed us that the questions in reference were submitted by mistake and do not pertain to this bid. As a result, they will not be included in Addendum #1 (which will address questions submitted for this solicitation) which will be posted after the question deadline.	1/5/2026 2:46:47 PM

Commodity Codes

Total: 67

Code	Description
[880-11]	Audio Visual Equipment and Supplies (Not Otherwise Classified)
[880-49]	Projectors, Filmstrip (Standard Types Only); Carrying Cases; Parts, and Accessories
[880-52]	Projectors, Motion Picture (Specialized Types Only, Including Film Loop Projectors, Rear-Projection Units, Repetitive Projectors, etc.)
[880-55]	Projectors, Motion Picture (Standard Type Only); Carrying Cases; Parts, and Accessories
[880-61]	Projectors, Overhead Transparency; Carrying Cases; Parts; and Accessories
[880-67]	Projectors (Not Otherwise Classified): Combination Filmstrip-Slide Projectors, Rear-Projection Slide Units, Rear-Projection Filmstrip Units, LCD Projectors
[840-10]	Antennas and Accessories: Amplifiers, Brackets, Masts, Mounts, Rotators, Standoffs, etc. (Television Only)
[840-14]	Audio Equipment and Accessories, Television (Microphones, Mixers, and Amplifiers)
[840-76]	Video Projectors, Accessories and Parts
[710-52]	Audio Equipment for the Visual and Hearing Impaired (Not Otherwise Classified)
[998-28]	Communication Equipment (Including Radio, Television, Telephone, VCR, Video/Audio Equipment, etc.), Sale of Surplus and Obsolete Items
[939-6]	Audio-Visual Equipment Maintenance and Repair
[285-45]	Lamps, Projector
[557-50]	Lamps/Lighting, Lens, and Signals, Interior and Exterior
[655-15]	Camera Accessories: Batteries, Exposure Meters (Light Meters), Flash Equipment and Bar Lights (See Class 285 for Lamps), Power Packs and Chargers, Tripods, etc.
[645-18]	Boards: Poster, Pressboard, Railroad, etc. (Including Recycled)
[785-15]	Blackboards, Chalkboards and Dry Erase Boards
[785-25]	Bulletin Boards: Changeable Letter, Cork, Magnetic, Peg, etc.
[785-83]	Presentation Systems Equipment (Incl. Presentation Boards and Multi-Image Devices)
[208-11]	Application Software, Microcomputer
[208-80]	Software, Microcomputer (Not Otherwise Classified)
[208-81]	Software For Computer Software Training
[208-88]	Software, Monitoring
[920-14]	Applications Software (For Minicomputer Systems)
[920-45]	Software Maintenance/Support
[920-46]	Software Updating Services
[985-74]	Software, Computer, Rental or Lease
[209-12]	Application Software, Mainframe Computer (Incl. Cobal)
[209-13]	Application Software, Minicomputer
[209-87]	Software, Mini/Mainframe Computer (Not Otherwise Classified)
[967-28]	Computer Hardware and Software Manufacturing Services
[918-29]	Computer Software Consulting
[883-43]	Interactive Voice Response (IVR) Systems
[203-75]	Projection Devices and Accessories: Interactive Conferencing Boards, LCD, Pads, Panels, etc., Environmentally Certified Products
[207-75]	Projection Devices and Accessories: Interactive Conferencing Boards, LCD, Pads, Panels, etc.
[055-67]	Mounting Hardware, Automotive: Laptops, GPS, Cameras, Electronic Devices, etc.
[495-60]	Mounts and Models
[600-79]	Poster Making Machines and Equipment
[645-71]	Poster Paper (Including Recycled)
[646-71]	Poster Paper (Including Recycled), Environmentally Certified Products
[645-18]	Boards: Poster, Pressboard, Railroad, etc. (Including Recycled)
[646-18]	Boards: Poster, Pressboard, Railroad, etc. (Including Recycled), Environmentally Certified Products
[287-6]	Amplifiers and Preamplifiers (Not for Sound Systems or TV Antennas)
[203-14]	Battery Chargers, Computer and Peripheral, Environmentally Certified Products
[207-14]	Battery Chargers, Computer and Peripheral
[450-7]	Battery Chargers
[655-15]	Camera Accessories: Batteries, Exposure Meters (Light Meters), Flash Equipment and Bar Lights (See Class 285 for Lamps), Power Packs and Chargers, Tripods, etc.
[204-60]	Monitors, Color and Monochrome (CGA, VGA, SVGA, etc.)
[206-61]	Monitors, Color and Monochrome (CGA, VGA, SVGA, etc.)
[207-20]	Braces: Monitor, PC's, CRT's, Desk Top Printers, etc.
[207-23]	Carts, Computer
[207-37]	CRT Holders, Cases, Glare Screens, Locks, etc.
[207-67]	Power Supplies: Surge Protectors, Uninterruptible Power Supplies, Switches, etc.
[207-91]	Tools, Computer
[204-10]	Cabinets and Cases: Desktop Cases, Tower Cases, Drive Cabinets, etc.
[204-19]	Communication Boards: Fax, Modem (Internal), etc.
[204-24]	Controllers, Programmable: Industrial Control Devices, Robots, etc.
[920-31]	Installation of Computers, Peripherals, and Related Equipment (Including Software)
[939-77]	Sound Equipment (Including Microphones, Speakers, Recording Equipment, etc.) Maintenance and Repair
[939-84]	Television Equipment and Accessories (Including Video and Closed Circuit Equipment), Maintenance and Repair
[450-37]	Hardware Accessories: Mounts, Patches, Plates, Seats, Shoes, Stays, etc.
[838-39]	Consoles and Racks, Security
[840-20]	Broadcast Equipment, Television
[840-24]	Cable or Community Television Equipment and Hardware
[840-27]	Carts and Stands, Television
[840-38]	Monitors, Television
[840-62]	Television Receivers, Wide Screen, Projection Type

Publications

Total: 0

Publication

Date

Commodity Codes

• NAICS 238210Electrical Contractors and Other Wiring Installation Contractors
• NAICS 334310Audio and Video Equipment Manufacturing

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