Request for Proposal Notice

Notice is hereby given that the City of International Falls will accept proposals for professional services with a listing of qualifications for the design, installation, and training on the use of high definition audio/visual communications equipment and software in the City Council Chambers of the Municipal Building, 600 4th Street, International Falls, MN  56649.   The Request for Proposals (RFP) must describe the equipment specifications and labor costs with a not-to-exceed fee to install improved audio and video equipment and software in the Council Chambers.  The goal is to build system features and capacity to allow for high-quality sound and video communications during remote meetings via Zoom, WebEx and other teleconferencing systems during the COVID-19 pandemic (and afterwards).  Another high priority goal for upgrading the current equipment is to allow for better quality of City Council Meeting videos for broadcast and viewing online and on KCC-TV, the local cable access channel provider (MIDCO Channel 7).  The equipment may also be utilized for broadcast or recording of other meetings and presentations held by other community organizations.  The consultant shall also train staff to use and maintain the installed equipment and software.   The RFP may be found HERE.

All proposals shall be submitted not later than Noon on Friday, August 7, 2020 in a sealed container that is clearly identified as the “Proposal for Professional Services” to update the Council Chambers A/V Communication Equipment for the City of International Falls, Minnesota.   The submittal shall consist of eight (8) hard copies of the proposal, one (1) electronic copy in pdf format, and one (1) electronic copy in Microsoft Word format.  The proposals should be forwarded to the City at the respective U. S. Mail and e-mail address listed as follows:

Todd Ojala, Information Systems Administrator
City of International Falls
600 4th Street
International Falls, MN  56649

 At the discretion of the City of International Falls, firms submitting proposals may be requested to make oral presentations as part of the evaluation process.  An invitation to present the proposal may be provided by August 12, 2020 to those firm(s) selected to interview with the City Council.   Presentations of proposals may then be made to the City Council on August 17, 2020.   The award of a contract will be made by the City Council at the August 17, 2020 meeting.  The City reserves the right to reject any or all proposals, waive nonmaterial irregularities or deviations from RFP instructions, negotiate terms and conditions, and to select the consultant with the proposal that represents the best approach to meet City needs.

Prior to the submission of proposals to the City Council, the City of International Falls reserves the right, where it may serve the City’s best interests, to request additional information or clarifications from consultants, or to allow corrections of errors or omissions.  Inquiries or clarifications should be directed in writing via e-mail to the following City contact:

Todd Ojala, Information Systems Administrator

RFP for Audio-Visual System (Click and Print)

RFP for Audio-Visual
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