About this opportunity
AI summaryThe Town of St. James seeks proposals for technology project services to replace fragmented systems with a consistent AV, audio, video distribution, lighting, motorized shades, and room control infrastructure across its Council Chambers and Event Center facilities. Scope includes complete system design, equipment, acoustics, camera integration for recording and streaming, and ongoing long-term serviceability. Only USA-based onshore organizations are eligible to bid. Proposers must submit a detailed fee schedule, equipment specifications, W-9, insurance certificates, proposal forms, suspension/debarment certifications, non-collusion affidavit, and relevant references. Quotes must remain valid for 120 days. Submit questions by November 16, 2026. Sealed physical packages labeled "Town Hall and Event Center RFP" alongside electronic copies, or standalone digital email responses, are due by November 19, 2026, at 3:00 PM. A committee will evaluate proposals based on cost-effectiveness (25%), relevant experience and qualifications (15%), references (15%), and overall project alignment.
Buyer and opportunity details
- Client
- Town of St. James
Scope of work
- Complete design and planning of a new system including equipment and acoustics
- Installation of AV, control, audio processing, video distribution, and user control systems
- Connecting Council Chambers and Event Center via fiber backbone
- Staff training on system operation
- Support and maintenance procedures establishment
- Dais display, microphone, primary display, and camera installation in Council Chambers
- Audio system, wireless microphones, PTZ cameras, and LED display walls in Event Center
- Electrical and infrastructure work required for system implementation
How proposals are evaluated
| Criterion | Weight / scoring |
|---|---|
| Completeness, Quality, and Feasibility of Proposal Solution | 25% |
| Relevant Experience and Qualifications | 15% |
| Timeline for Completion | 20% |
| Cost-effectiveness | 25% |
| References – Prior experience and performance with Pender Town or similar | 15% |
Minimum qualifications
- Applicable company professional registrations, certifications, and/or licenses held in North Carolina
Documents to include with your response
- Introduction with company details, staff roles, point of contact, and North Carolina registrations/licenses
- Work Plan detailing equipment, services, and schedule
- Fee Schedule with cost breakdown and equipment brochures/specifications
- References for 3-5 similar projects
- Current completed IRS W-9 Form (within last 3 months)
- Copy of certificates of insurance
- Attachment 1 - Proposal Form
- Attachment 2 - Certification Regarding Suspension and Debarment
- Attachment 3 - Non-Collusion Affidavit
Key dates
- Advertisement of RFP
- October 28, 2026
- Questions due
- Monday, November 16, 2026
- Sealed Proposals Due
- November 19, 2026 by 3:00pm
- Town Council Approval
- December 2, 2026
How to submit
- Method
- Email, mail, courier, or sealed hard copy
- Instructions
- Submit to St. James Town Hall, ATTN: Jeff Repp, Town Manager, 4140-A Southport-Supply Road, St. James, NC 28461 or via email. If submitting hard copy, an electronic file on USB or via email is required.
Contract details
- Place of performance
- Town of St. James facilities (Council Chambers and Event Center), 4140A Southport-Supply Road, St. James, NC 28461
- Insurance and bonding
- Lawfully required insurance including North Carolina Workers Compensation Employer's Liability Insurance, comprehensive general liability coverage, commercial automobile liability insurance, and errors and omissions policies. The Town shall be listed as additional insureds.
- Funding
- 2 C.F.R. § 200.318(c)(1)