Project Information

Bid Title

ITB 12-26 DeBerry Conference Room Audio Video System Upgrade

Issuing Agency

Polk County Public Schools Facilities and Operations

Location

Florida

Published Date

Apr 6, 2026

Closing Date

May 13, 2026

Government Level

State & Local

Status

Closed

Ref. #

ITB 12-26

Original Source

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Bid Inquiries

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Bid Documents

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Project Description

Main

Agency
City of New Smyrna Beach Utilities Commission

Status
Active

Fiscal Year
2026

Primary Contact
Caleb Fisher

Title
ITB 12-26 DeBerry Conference Room Audio Video System Upgrade

Secondary Contact
Maureen Lynch

Number
ITB 12-26

Tertiary Contact

Type
Invitation to Bid

Department
Procurement

Online Submissions
Yes

Project Estimate

Piggyback Solicitation
No

Insurance Required
No

Bid Bond Required
No

Bid Bond Amount

Performance Bond Required
No

Performance Bond Amount

Construction Bond Required
No

Construction Bond Amount

Scope of Services
The intent of this project is to design, furnish, install and program a fully integrated audio-visual presentation and broadcast system for the New Smyrna Beach Utilities Commission Chambers. The system should support public meetings, live streaming, video presentation, multi-camera production, and integrated room control.

All equipment should be commercial grade and suitable for continuous facility use. The contractor shall be responsible for providing a fully functional and integrated system. All components, cabling, accessories, mounting hardware, programming, and configuration required for proper system operation shall be included whether specifically listed in this specification or not.

Dates(All times are listed as EST )

Broadcast Date
4/6/2026 8:00 AM EST

Question End Date
4/29/2026 3:00 PM EST

Sample Due Date

Due Date
5/13/2026 2:30 PM EST

Bid Opening Date

Question End Date Reminder Notification
1 Day(s)

Sample Due Date Reminder Notification
0 Day(s)

Due Date Reminder Notification
1 Day(s)

Pre-Bid Meetings

Total: 1 (All times are listed as EST )

Date	Time	Mandatory	Location
4/21/2026	10:00 AM	Yes	MANDATORY Pre Bid April 21, 2026 10:00AM Central Office Building 3rd Floor DeBerry Room 200 canal St. NEW SMYRNA BEACH, FL 32168

Shortlist Meeting

Total: 0 (All times are listed as EST )

Date

Time

Location

Documents

Total: 1

Type	Name	Description	File Type
Invitation for Bid	ITB 12-26 DeBerry Room Audio Visual System Upgrade.pdf	ITB 12-26 DeBerry Conference Room Audio Video System Upgrade and Support	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
ITB Documentation

Shipping
FOB Destination

Terms and Conditions
See attached Terms and Conditions

Include Shipping in Price of Items
Yes

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: 0

Question

Date Asked

Answer

Date Answered

Commodity Codes

Total: 22

Code	Description
[880-11]	Audio Visual Equipment and Supplies (Not Otherwise Classified)
[803-30]	Intercom Systems, Group (For Panel Discussions, Schoolrooms, Hospital Rooms, etc.)
[803-39]	Microphones and Related Equipment (Not Wireless Systems): Chestsets, Earphones, Handsets, Headphones, etc.
[803-40]	Microphones and Related Equipment (Wireless Systems): Chestsets, Earphones, Handsets, Headphones, etc.
[803-45]	Music Systems and Components: Amplifiers, Mixers, Preamplifiers, Tuners, Turntables, etc.
[803-60]	Public Address Systems, Portable
[803-61]	Public Address Systems, Stationary
[803-80]	Speakers and Accessories: Drivers, Enclosures, Grilles, Grille Cloth, etc.
[803-82]	Studio Monitors, Broadcasting and Recording
[840-14]	Audio Equipment and Accessories, Television (Microphones, Mixers, and Amplifiers)
[840-20]	Broadcast Equipment, Television
[840-24]	Cable or Community Television Equipment and Hardware
[840-38]	Monitors, Television
[840-50]	Studio Equipment: Furnishings, Record and Tape Storage Cabinets, Tables, etc.
[840-55]	Switchers, Audio and Video
[840-56]	Teleconference Systems, Audio/Video (To Include Video on Demand Systems)
[840-57]	Teleprompters and Accessories
[840-74]	Video Monitors, Demodulators, Signal Processors, etc; Accessories and Parts
[840-76]	Video Projectors, Accessories and Parts
[840-86]	Video Systems (For Studio Quality Production)
[840-56]	Teleconference Systems, Audio/Video (To Include Video on Demand Systems)
[985-76]	Teleconference Systems Rental or Lease

Publications

Total: 1

Publication	Date
Orlando Sentinel Volusia Edition	4/5/2026

Commodity Codes

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

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