About this opportunity
AI summaryThe City of White Salmon requests proposals from qualified audio/video integration firms to modernize its City Council Chamber AV system. The scope encompasses site assessment, AV system design, equipment, installation, programming, testing, commissioning, training, and ongoing support to enable clear in-person, hybrid, and streamed public meetings. Eligible proposers must be USA organizations authorized to conduct business in Washington, demonstrate relevant municipal or public meeting experience, meet city insurance requirements, and supply three client references. Bidders may attend an optional onsite walk on November 12, 2026, at 10:00 a.m. Written questions are due by November 18, 2026, at 3:00 p.m. Proposers must submit itemized proposals in PDF format by Wednesday, December 2, 2026, at 3:00 p.m. to City Clerk Erika Castro Guzman. The City evaluates submissions based on experience with similar facilities, staff qualifications, project cost, overall value, and other relevant factors to determine the best overall interest of the City.
Buyer and opportunity details
- Client
- City of White Salmon
Scope of work
- Site assessment, design recommendations, and evaluation of existing equipment and infrastructure
- Audio system design, feedback mitigation, tuning, signal routing, and discussion microphone integration or replacement
- Video and conferencing system upgrades supporting Zoom hybrid meetings, cameras, displays, and routing
- Control workflow simplification and single-interface or simplified control
- User training for City staff and written quick-start instructions
- Equipment, materials, labor, installation, programming, testing, and commissioning
- As-built documentation, equipment list, signal flow diagram, and support contacts
- Coordination with City staff and IT provider on network, security, account, and access requirements
How proposals are evaluated
| Criterion | Weight / scoring |
|---|---|
| Demonstrated understanding of the City's goals | Not specified |
| Quality and suitability of the proposed technical approach | Not specified |
| Experience with similar municipal or public meeting facilities | Not specified |
| Qualifications of the proposed project team | Not specified |
| Implementation schedule, warranty, support, and service capabilities | Not specified |
| Total project cost and overall value | Not specified |
| Any other factors the City determines are relevant | Not specified |
Minimum qualifications
- Demonstrated experience designing and installing integrated audio/video systems for municipal, governmental, educational, or similar public meeting environments
- Evidence of experience completing comparable municipal or institutional AV projects
- Proof of authorization to conduct business in Washington
- Ability to meet the City's insurance requirements prior to contract execution
- Three client references
- Description of post-installation support capabilities
Documents to include with your response
- Cover letter
- Company qualifications
- Description of proposed solution
- Equipment list
- Project schedule
- Training and warranty
- Itemized pricing distinguishing one-time costs and ongoing or recurring costs
- References (3)
Key dates
- RFP issued
- Wednesday, November 4, 2026
- Site walk
- Thursday, November 12, 2026, at 10:00 a.m.
- Questions due
- Wednesday, November 18, 2026, at 3:00 p.m.
- Addendum issued, if needed
- Friday, November 20, 2026
- Proposals due
- Wednesday, December 2, 2026, at 3:00 p.m.
- Evaluation period
- December 3-18, 2026
- Interviews or demonstrations, if needed
- January 4-8, 2027
- Council or administrative award consideration
- Wednesday, January 20, 2027 (tentative)
- Notice to proceed
- Following contract approval
How to submit
- Instructions
- Submit to Erika Castro Guzman, City Clerk, City of White Salmon. Subject line or package label must be City Council Chambers Public Access and Hybrid Meeting Technology Upgrade. PDF format preferred, with itemized pricing included.
Contract details
- Place of performance
- Council Chamber, 119 NE Church Ave, White Salmon, WA 98672
- Insurance and bonding
- Ability to meet the City's insurance requirements prior to contract execution