General Information

Government Type

Municipality

Entity

Kaysville

Public Body

Bids and Requests for Proposals

Notice Information

Add Notice to Calendar

Notice Title

Request for Proposals

Notice Tags

RFP

Notice Type(s)

Notice

Event Start Date & Time

August 17, 2026 12:00 PM

Event Deadline Date & Time

09/30/26 05:00 PM

Description/Agenda

REQUEST FOR PROPOSAL Kaysville City Council Chambers & Police Department Emergency Operations Center Audiovisual System Replacement Issue Date: August 17, 2026 Proposal Due Date: September 30, 2026, at 5:00 p.m. Mountain Time Pre-Proposal Site Walk: September 8, 2026, at 2:00 p.m. Mountain Time Kaysville City invites qualified audiovisual integrators to propose replacement systems for four spaces across two City facilities: the City Council Chambers, Council Conference Room, Staff Conference Room, and Police Department Emergency Operations Center (EOC). The existing multi-vendor systems use Crestron, Extron, Biamp, QSC, Shure, and related equipment. The Police EOC system is approximately twelve years old, and the Council Chambers system is approximately five to six years old. Both have become increasingly unreliable. The Council Chambers has ongoing audio problems, particularly when the room is full. Speech can be difficult to understand, while increasing the volume often causes feedback. Other intermittent problems have included loss of microphones, audio, video, dais monitors, camera control, local recording, and YouTube streaming. Equipment may fail to start or connect, require reboots, or recover inconsistently, making the system difficult to operate and trust during public meetings. The City seeks simpler, more reliable systems designed for an anticipated useful life of at least ten years with minimal ongoing support. Preference will be given to solutions that emphasize clear audio, ease of use, secure management, and long-term maintainability over unnecessary complexity. Project Objectives: The successful proposal will deliver audiovisual systems that are straightforward to operate, highly reliable, and aligned with the City's actual meeting practices. The systems shall improve audio performance, reduce dependence on multiple vendors, and reduce the need for frequent troubleshooting. Remote management and control capability for City IT staff is required. Recording and streaming are important functions in the Council Chambers. The design shall ensure that a failure or interruption of the live stream does not stop, corrupt, or otherwise affect the local recording. Local recording shall not depend on an active internet connection or the availability of YouTube. The proposal shall clearly identify any shared components or single points of failure between recording and streaming. (Please see attached RFP for complete details and requirements.) Schedule: RFP issued August 17, 2026 Pre-proposal site walk September 8, 2026, at 2:00 p.m. Mountain Time Deadline for written questions September 21, 2026, at Noon Mountain Time City responses and final addendum issued September 28, 2026 Proposal due September 30, 2026, at 5:00 p.m. Mountain Time Evaluation and short-list October 1-8, 2026 Interviews or demonstrations October 14-21, 2026 Award and Notice to Proceed November 2026 - Date to be determined Substantial completion target April 30, 2027 Final acceptance May 26, 2027 The City may revise the schedule through a written addendum. Proposers shall identify any equipment lead times or other conditions that could affect substantial completion or final acceptance. Questions concerning this Request for Proposal shall be submitted in writing to AVProject@kaysville.gov. This Advertisement is issued by: Owner: Kaysville City Corporation

Notice of Special Accommodations (ADA)

Notice of Compliance with the Americans with Disabilities Act (ADA), individuals needing special accommodations (including auxiliary communicative aides and services) are invited to notify the respective department providing three working days notice.

Notice of Electronic or Telephone Participation

N/A

Meeting Information

Meeting Location

23 East Center Street
Kaysville, UT 84037
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Contact Name

Ryan Judd

Contact Email

avproject@kaysville.gov

Notice Posting Details

Notice Posted On

August 18, 2026 11:14 AM

Notice Last Edited On

August 18, 2026 11:14 AM

Deadline Date

September 30, 2026 05:00 PM

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