FreeFree RFPs on Craxy AI — no subscription required

Get one free complete proposal every month

Sign up free — Craxy AI reads the RFP, drafts every section, and matches your past work.

Write a proposal

Audio Video System for Government Authority in Evanston Illinois

City of EvanstonIllinois, USADue Tuesday, November 17, 2026
Client
City of Evanston
Solicitation No.
26-51
Posted
10/23/2026
Category
Computer Supplies, Accessories and other Equipments
Budget
Looking for Proposal
NAICS
—
Set-aside
—
Contact
—

Description

AI Generated

The government authority located in Evanston, IL requires a vendor to provide a reliable, user-friendly audio video system. The requested scope includes supporting presentations, meetings, hybrid meetings, video conferencing, and remote participation using automated camera tracking, cameras, and separate microphones. The system must display remote participants and presentation content through a projector and screen acquired under a separate contract. Bidders must perform the work onsite and be located onshore within the USA. The buyer will hold a non-mandatory virtual pre-bid meeting on October 29, 2026, and seeks proposals for a one-year contract period.

Key solicitation details

AI-extracted from 12.pdf. Confirm against the original documents before bidding.

The City of Evanston is receiving electronic bids for a new integrated audio and video system for the Fleetwood-Jourdain Community Center auditorium. The project includes cameras, conferencing equipment, DSP, interfaces, user-friendly controls, and design-build services to support presentations, meetings, and two-way remote participation. Bids are open to qualified contractors able to comply with city requirements.

Issued by
City of Evanston
Non-Mandatory Virtual Pre-Bid Meeting
9:00 A.M. Thursday, October 29, 2026
Proposals due
2:00 P.M., Tuesday, November 17, 2026
Virtual Bid Opening
2:15 P.M., Tuesday, November 17, 2026
Substantial Completion Deadline
May 7, 2027
Final Completion Deadline
June 11, 2027
How to submit
Electronic via DemandStar
Submission details
Responses will only be accepted electronically via E-bidding through DemandStar at www.demandstar.com. No hard copy paper submittals will be accepted.
Contract term
Contract Award through Final Completion Deadline of June 11, 2027
Place of performance
Fleetwood-Jourdain Community Center auditorium, Evanston, IL
Insurance and bonding
Bid Bond of 5% of Contract Amount; Performance/Material & Labor Payment Bond of 100% of Contract Amount; Statutory Worker's Compensation and Employer's Liability; Commercial General Liability; Comprehensive Automobile Liability.
Funding
Prevailing Wage Act (820 ILCS 130)

Scope of work

  • Integrated audio/video system for the auditorium
  • Cameras with automatic camera tracking and positioning functionality
  • Conferencing equipment supporting two-way remote participation
  • Microphones and audio acquisition equipment
  • Design-build services including system architecture and equipment selection
  • Complete installation, programming, configuration, testing, calibration, and commissioning
  • User-friendly control interface and user training for designated staff
  • Closeout documentation and software license information

Minimum qualifications

  • Duly licensed by the State of Illinois for professional services requiring a license
  • Compliance with City of Evanston Responsible Bidder Ordinance 1-O-26
  • Participation in an active Apprenticeship Training Program
  • Must directly manage and perform contract work meeting minimum performance threshold

Documents to include with the bid

  • Exhibit A Bid Form
  • Exhibit B RBO Bid Notice and Compliance Certification
  • Exhibit C Local Employment Program Compliance
  • Exhibit D City of Evanston M/W/D/EBE Policy
  • Exhibit E M/W/D/EBE Participation Compliance Form
  • Exhibit F M/W/D/EBE Participation Waiver Request
  • Exhibit H Certification of Bidder Regarding Equal Employment Opportunity
  • Exhibit I Disclosure of Ownership Interests
  • Exhibit K Certification of Compliance with Prevailing Wage Rate Act
  • Exhibit L Major Sub-Contractors Listing

Verify important details

Document check

Confirm submission instructions and amendments with the issuing agency before responding.

1 available fileDocuments checked

Personalized fit score

Sign up free to see how well this opportunity fits your company — based on your saved profile.

Sign up to see your fit score