Project Information

Bid Title

Courthouse Basement Conf Rm Audio/Video

Issuing Agency

Black Hawk County

Location

Iowa

Published Date

May 20, 2026

Closing Date

Jun 5, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Bid Title:	Courthouse Basement Conf Rm Audio/Video
Category:	Information Technology Department
Status:	Open

Description: Black Hawk County is soliciting proposals from qualified vendors for the procurement, installation, programming, integration, testing, and training of an audio/visual system upgrade for the basement conference room at the Black Hawk County Courthouse. The room is divisible by a movable partition and must support two independent meeting spaces as well as a combined-room mode. The County is seeking a reliable, professional, and intuitive solution that simplifies meeting operation while reusing existing equipment where practical. Please see attached RFP. Publication Date/Time: 5/20/2026 12:00 PM Closing Date/Time: 6/5/2026 3:00 PM Contact Person: Al Yu, Information Technology Director 319-833-3153 ayu@blackhawkcounty.iowa.gov Business Hours: Mon-Fri, 8:00am - 4:30pm Related Documents: 2026-05-20 Basement Conf Rm AV RFP

Attachment Preview

INSTRUCTIONS TO BIDDERS

COURTHOUSE BASEMENT CONFERENCE ROOM AV SYSTEM

Dear Bidder:

Black Hawk County is soliciting proposals from qualified vendors for the procurement,

installation, programming, integration, testing, and training of an audio/visual system

upgrade for the basement conference room at the Black Hawk County Courthouse. The

room is divisible by a movable partition and must support two independent meeting

spaces as well as a combined-room mode. The County is seeking a reliable, professional,

and intuitive solution that simplifies meeting operation while reusing existing equipment

where practical.

I. Introduction: Black Hawk County uses the courthouse basement conference room for

County meetings, presentations, hybrid meetings, and public business. The current AV

system includes existing displays, cameras, ceiling microphones, room controls, and an AV

equipment enclosure serving both sides of the divisible room. The existing wireless

presentation functionality has not reliably met the County's operational needs. The County

intends to replace the existing wireless presentation/conferencing functionality, add an

additional camera and display position to support combined-room use, and update room

controls so staff and presenters can operate the system through a simple, consistent

workflow.

II. Scope of Work: The selected vendor will be responsible for providing and installing a

complete turnkey AV upgrade. The following specifications must be met:

1. Existing System Review and Reuse: Verify the existing AV infrastructure, including

room control, video switching, cameras, displays, ceiling microphones, cabling,

equipment enclosure/rack, and network connectivity. Reuse existing equipment where

practical and identify any existing equipment that is excluded, replaced, or not

supported by the proposed solution.

2. Wireless Presentation/Conferencing: Provide and install two enterprise-grade

wireless presentation/conferencing systems, one for each divisible room section,

compatible with the County's meeting workflow and equivalent to a current-generation

conference room wireless presentation platform. Each system must include at least

two sharing/conferencing buttons or dongles, unless the bidder proposes an equal or

better method and clearly explains the user workflow.

Page 2 of 18

3. Room Modes and Display Routing: Support independent operation of each room

section and a combined-room mode. In combined-room mode, all displays, including

the new display, must mirror the same presentation content. In single-room mode,

each side must operate independently without affecting the other side. Include wired

HDMI or equivalent local input connectivity as required for a complete functional

system.

4. Additional Camera and Display Position: Install an additional conference camera and

the County-furnished display and mount at a County-approved location to improve

combined-room meeting coverage. The camera must provide an appropriate room-

wide, presenter, or meeting participant view and must integrate with the existing

conferencing, audio, and video system.

5. Control System and Touchpanel Programming: Provide all necessary control

processor/interface hardware, licensing, configuration, and programming to allow the

existing room touchpanels or control interfaces to select sources, control presentation

switching and routing, and operate all room modes. The user interface must be

straightforward and require minimal steps for routine meetings.

6. Cabling, Connectors, and Infrastructure: Provide all cabling, adapters, extenders,

connectors, mounting hardware, terminations, labels, and miscellaneous materials

required for a complete and functional installation. All cabling installed in plenum

spaces must be plenum-rated and code compliant.

7. Network, Power, and Owner-Furnished Items: Coordinate with County IT and

Facilities for network connectivity, IP addressing, firewall or VLAN requirements,

120VAC power, access to existing system code and credentials, and installation of any

County-furnished display or mount. Proposals must clearly identify any County

responsibilities, assumptions, or exclusions.

8. Testing, Documentation, Training, and Support: Test all room modes and provide as-

built documentation, user instructions, manuals, administrator credentials, editable

source/configuration files, warranty information, and at least one hour of end-user

training. Include available support and maintenance options.

9. Alternates and Options: Bidders may submit optional alternates or enhancements,

such as automatic camera framing or active-speaker camera switching, provided they

are clearly priced separately and do not compromise the base bid requirements.

III. Proposal Submission: Please submit your proposal by [3:00pm, 06/05/26], to the

following address:

Black Hawk County IT, 316 E 5th Street, Room 205, Waterloo Iowa, 50703.

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IV. Evaluation and Selection Process: Proposals will be evaluated using a scoring matrix.

Evaluation factors include, but are not limited to:

Cost

Evaluation Category

Technical approach and compliance

with specifications

Technical support, warranty, and

service response

Experience and references

Schedule and availability

Training, documentation, and simplicity

of user experience

Points

30

20

15

10

20

5

Considerations

Total base bid, optional alternates,

value, and clarity of pricing.

Completeness of solution,

compatibility with existing systems,

room-mode functionality, and

equipment quality.

Warranty terms, support capability,

response time, and post-installation

support options.

Relevant conference room AV

integration experience and quality of

references.

Lead times, project management

approach, and installation plan.

Ease of use, training plan,

documentation, and handoff materials.

The County reserves the right to request clarifications, conduct interviews or

demonstrations, check references, negotiate optional items with the selected bidder, and

award the proposal that is determined to be in the best interests of Black Hawk County.

V. Questions, Clarifications, and site visits: All questions or requests for clarifications must

be submitted in writing to ayu@blackhawkcounty.iowa.gov please use "Courthouse

Basement Conference Room AV System" in the subject line.

We look forward to receiving your proposal and working with a vendor who can provide a

reliable and intuitive AV solution for the Black Hawk County Courthouse.

This entire document, including all attachments, shall be considered as binding, part

of the contract and must meet or exceed the specifications set forth in this Instruction

to Bidders.

All correspondence, questions, site visitation and additional information regarding this bid

shall be addressed to:

Al Yu

319-833-3153

ayu@blackhawkcounty.iowa.gov

Page 4 of 18

SCHEDULE: (Dates and times subject to change at Black Hawk County's

discretion.)

Request for Proposals Release:

[05/20/26 noon]

Sealed proposal submittals due:

[3:00pm] [06/05/26]

Black Hawk County Courthouse

Attn: Al Yu

316 E. 5th St., Room 205

Waterloo, IA 50703

Sealed proposals will be received until the time and date noted above. All proposals are to

be mailed or hand delivered to the address above and clearly marked "Courthouse

Basement Conference Room AV System"

BID SUBMISSION:

Each Bid must be accompanied by the "Form of Bid" included in this Instruction to Bidders

document. Please place the “Form of Bid” at the beginning of the bid package. One

complete set of catalogs and other specifications sheets or literature giving detailed

information on the item bid shall be filed with the bid.

Bid price shall be on units and services that fully conform to the specifications. Please see

Attachment C for specifications. Optional extras may be bid as additions and submitted on

a separate sheet attached to the proposal.

All bids must be hand-delivered or mailed to: Black Hawk County Courthouse, IT Dept., 316

E. 5th St., Room 205, Waterloo, Iowa. It shall be the sole responsibility of the proposer to

ensure that the bid is received by Black Hawk County at the above location and time. No

faxed or e-mailed bids will be accepted under any circumstances. Each bid must remain

valid at least 60 days from the date the bid is due.

SEPARATE BIDS

If the bidder wishes to quote prices on more than one model, he may submit these prices

for each model in the same envelope.

PURCHASE ORDER

Page 5 of 18

After a bid has been awarded, a Purchase Order will be issued to cover quantities, delivery

dates, and destinations. A mandatory pre-installation meeting will occur after award of the

bid and prior to starting work.

PAYMENT AND DELIVERY OF ITEMS

Payment for items purchased by Black Hawk County will be made after the items have

been received, installed, commissioned, and accepted by the County. All items must be

delivered and installed at:

Black Hawk County Courthouse, 316 E. 5th St., Waterloo, Iowa 50703.

RECEIVING AND INSPECTION BY BLACK HAWK COUNTY

Project equipment and installation must be delivered in accordance to the governing

specification. The completed system will be inspected by the County after installation. If

the system is rejected because of deficiencies, it shall be the vendor's responsibility to

make the necessary correction(s) and complete the system for re-inspection. The vendor

must arrange to have the necessary work done on an approved schedule set within 96

hours (exclusive of Saturdays, Sundays and holidays) after receipt of written notification

from the County. Otherwise, the County may make the corrections at the vendor's expense.

A copy of the vendor's standard commissioning checklist shall be completed for the

system, signed by a representative of the organization performing the service inspection

and delivered with the system. Payment will not be processed on equipment or services

delivered to the County that still require servicing by the vendor. The County may withhold

the full amount of the contract price if, in its opinion, the system contains major deviations

from specifications.

REMEDIES UPON DEFAULT

In any case where the supplier has failed to deliver, or has delivered nonconforming goods

or services, Black Hawk County shall provide a Cure Notice. If after notice the supplier

continues to be in default, Purchasing may procure goods or services and substitution from

another source and charge the difference between the contract price and the market price

to the defaulting supplier. If necessary the County Attorney shall be requested to make

collection from the defaulting supplier.

SALES TAX:

Commodity Codes

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

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