RFP for AV/TV Equipment - Town of Kennebunkport

Issuing Agency: Town of Kennebunkport, 6 Elm St,, Kennebunkport, ME 04046https://www.kennebunkportme.gov Issue Date: November 19, 2025 Proposal Submission Deadline: January 2, 2026, at 2 PM Vendor Selection Deadline: January 16, 2026 Town’s Contact: David Powell, IT Specialist[email protected]or (207)967-1620 INTRODUCTION The Town of Kennebunkport is seeking proposals from qualified vendors to design, supply, install, and configure a comprehensive Audio Video (AV) Broadcast System. This system will support high-quality video capture, audio mixing, live streaming, broadcast to Spectrum Government Access Channel 2 & 1301, and in-room display for events, presentations, and broadcasts. SCOPE OF WORK The selected vendor will be responsible for: SYSTEM REQUIREMENTS Video Equipment Audio Equipment Control Equipment Broadcast Equipment Display & Projection Option 1 – Projector Setup OR Option 2 – Individual Screens instead of Projector INSTALLATION AND INTEGRATION DELIVERABLES FORMAT FOR SUBMITTALS Vendors must include the following in their proposal: EVALUATION OF SUBMITTALS: Vendors responding to this RFP must demonstrate the following: The Town will evaluate all submittals to determine which vendors have the experience and qualifications that are most suited for this project. The Town may request personal interviews with the highest-ranked vendors. The Town of Kennebunkport reserves the right to reject any and all Proposals, to waive any informalities or defects in bids, or to accept a higher-cost Proposal if it is deemed to be in the best interest of the Town. The Town also reserves the right to negotiate with the successful Bidder. SUBMISSION INSTRUCTIONS To be considered, interested parties must submit five (5) copies of the proposal outlining their qualifications and complete information as requested in the Proposal Requirements, as well as an electronic version provided on a thumb drive or similar format. Submissions must be received no later than January 2, 2026, at 2 PM. The proposals shall be submitted in a sealed envelope and shall be clearly identified on the outside as “Audio / Video Broadcast System Proposal” to the following address: Town of KennebunkportP.O. Box 5666 Elm StreetKennebunkport, Maine 04046Attn: David Powell, IT Specialist All proposals shall be signed in ink by a firm principal with the authority to negotiate and contract for these services. The proposing firm may utilize any method of proposal delivery, except facsimile, telephone, telegraphic, or e-mail proposals, which will not be accepted. Any proposal received late for any reason will not be accepted. Inquiries regarding this RFP must be made in writing and submitted via e-mail to:[email protected]