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OpenSolicitation RFP-TEC-1967-2027

Audio/Video Equipment and Installation for Indiana University Kelley School Buildings

Buyer
Indiana University
Place of performance
Hodge Hall (1309 E. 10th St.) and Godfrey Graduate Center (1275 E. 10th St.), Bloomington, IN 47405
Submission deadline
Dec 18, 2026

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What the buyer needs

AI summary

Indiana University requests proposals for audio/video equipment and onsite installation services for a partial technology update in Hodge Hall and the Godfrey Graduate Building in Bloomington, Indiana. The scope includes source devices, LCD monitors, laser projectors, a confidence monitor, wireless and ceiling microphones, and conferencing and lecture capture integration. Onshore firms in the United States must attend a mandatory pre-proposal walkthrough on December 4, 2026, and submit any questions through the Jaggaer supplier portal by 5:00 pm Eastern Time on December 11, 2026. Signed proposals are due via the Jaggaer supplier portal by 5:00 pm Eastern Time on December 18, 2026. The university will evaluate proposals based on technical specifications, statement of needs, total cost of ownership, value add, references, acceptance of terms, and compliance requirements. The resulting contract will last for one year.

Scope of work

  • Turnkey AV equipment and installation for 8 classrooms in Hodge Hall and Godfrey Graduate Center
  • Laser projectors (Epson L890U/L790U), 24-inch lectern monitors, and 65-inch/75-inch rear confidence monitors
  • Wireless lapel/lavalier microphones (Shure), ceiling microphone arrays (Sennheiser), and speakers
  • PTZ and ePTZ conferencing cameras (Q-SYS) and document cameras (Epson DC-21)
  • 7-inch touch panels, Q-SYS Core 8 Flex DSP processors, and Netgear network switches
  • Cabling, labeling, termination, and integration of owner-provided Dell PCs and Q-SYS programming
  • Inventory list, as-built schematic wiring diagrams (PDF), and system testing
  • Minimum one-year on-site maintenance and warranty for parts and labor

How proposals are evaluated

CriterionWeight / scoring
Ability to Meet Technical SpecificationsNot specified
Ability to Meet Statement of Needs (Scope of Work)Not specified
Total Cost of OwnershipNot specified
Value AddNot specified
ReferencesNot specified
Acceptance of Terms & ConditionsNot specified
Ability to Meet Compliance RequirementsNot specified

Minimum qualifications

  • Mandatory attendance at the pre-proposal site visit on 12/04/2026
  • Financial capability demonstrated by audited financial statements for past 2 years if requested
  • Experience providing similar products/services in past 3-5 years for higher education or similar
  • 24-hour on-site service turnaround time during the one-year warranty period

Documents to include with your response

  • Point-by-point responses to Section G questions signed by a duly appointed officer or agent
  • Company description, experience, qualifications, and organizational chart
  • Documentation of any intent to use subcontractors
  • Copies of all proposed Agreement terms, sample contracts, and Service Level Agreements
  • Three client references with contact name, phone number, and email address
  • Project breakdown into specific tasks with timeline and assigned costs
  • Base proposal for product and installations broken out by room
  • Complete warranty terms and conditions and price expiration timeframe
  • Electronic copies or web access to documentation for proposed solution components

How to submit

Method
Electronic via Jaggaer supplier portal
Instructions
Submit via Jaggaer supplier portal; fax or telephone proposals not accepted. State each question immediately before the response.
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