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Bid Title: RFP: City of Oak Forest Council Chamber & Production Room Upgrades for Live and Recorded Video
Category: AV Services
Status: Open

Please download the related RFP documents for full requirements and reference photos.

The City of Oak Forest invites qualified vendors to submit responses to this request for proposal (RFP) for upgrades/solution to the visual and production equipment in City Council Chambers and Cable Production room.  Through this RFP, the City is requesting qualified firms to assist with replacing the current presentation and broadcasting equipment. 

Improve video display and recording capabilities. Improve audio and video capabilities of presentations in the City Council Chambers.  Install and implement designed audio, video and sound system solutions into the existing City Council Chambers. 

The City Council Chambers are located in the City of Oak Forest administration building where elected officials, city staff and the public meet to conduct official city business. The primary use of this facility is to host regular and special City Council meetings, informational meetings, committee meetings and commission meetings.  The chamber facility is also used as a training center and court room. The Council Chambers itself is approximately 30 feet wide and 60 feet long with a maximum height of 8.8 feet. The room includes a dais for the City Council located at the North end of the room with seating for twelve.  Also included in the room are 2 staff tables centered in room for eight (8) staff members.  Audience seating begins towards the center of room and is split by a center aisle.  Residents and guests to address the council members at the center table with 2 table mics provided. The audience seating area has room for sixty (60) people.
Publication Date/Time:
9/27/2018 12:00 AM
Closing Date/Time:
Open Until Contracted
Contact Person:
All questions or requests for additional information should be emailed to:

Tom Rieman – IT Director


Subject: Oak Forest Chamber Upgrade
Download Available:
The City is seeking a qualified vendor to design, develop and install upgraded audio, video, and sound system equipment in the City Council Chambers. Specific deliverable requirements requested by the City as part of this RFP include the following:

A. Provide a single line drawing of the new audio, video, and sound systems to the City.

B. Provide a listing of all labor and materials to install the complete audio, video, and sound systems.

C. Provide testing and adjustments after the installation of the new audio, video, and sound system. Assist the City with programming and commissioning the new systems after installation.

D. Provide training for the new systems after installation.

E. Provide the City with support for manufacturer warranties for service during the warranty period, and also provide the City with service support labor rates.

F. Provide all operating manuals for the new equipment installed.

G. A meeting schedule will be provided for all meetings, court dates, and training activities. The room must clean and left in a usable condition for these events.

H. Proposal of solution must be able to work with newly purchased Microsoft Surface Pro’s for member of the City Council.
Special Requirements:
The audio, visual, and sound system upgrades will be completely installed and functional on or before April 30, 2019.

A qualifying proposal must address all of the following points:

1. Cover Letter

2. Project title

3. Firm name

4. Executive summary

5. Certificate of insurance

6. Firm qualifications

7. Cost break down for project

A. Up to 4 HD Cameras for Council Chambers.

B. Up to 6 TV’s to display presentations in Council Chambers to council and audience or drop down projection screens.

C. If a projector is recommended, must be high end.

D. Encoder and mixer for sound and video that can be controlled remotely.

E. New Mixer with connections for 15 microphones and filtering to remove feedback from electronic devices.

F. Streaming media processor

G. HD HDMI Scaler. PEG Channels are still SD, HD for web streaming.

H. 15 Dais gooseneck mics, 2 wireless mics,

I. AV connections at front and rear of the room and under the Dias that connect to the projector/tv’s and sound system.

J. New Zoned speakers for the audience.

K. Presentation media controller to display on all devices, tv’s, projectors and ability capture in production room for live streaming.

L. Ability to control all components from a tablet, IPad, Surface Pro.

M. Smart podium with connection to Audio and Visual components.

A. A pre-bid meeting will be held at City of Oak Forest administration building, 15440 S. Central Ave. on Wednesday Oct. 24th 2018 at 10:00 am with attendance required.

B. The deadline for receiving proposals is Nov. 28th 2018 at 5:00pm.

C. Respondents are required to submit the following:

D. Three (3) hard-copy proposals in response to the RFP.

E. Weblinks to major equipment for ease of research or pdf’s emailed to

F. Clearly mark outer covers

G. Submit all proposals to the following location:

City of Oak Forest

ATTN: Tom Rieman

15440 S. Central Ave.

Oak Forest, IL 60452
City Council Chambers Audio, Visual, and Sound System Upgrade Submittal Deadline: November 28th 2018 @ 5 p.m.
Related Documents:

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