City of Danville - Audio Microphone and Sound System Replacement RFP - 2026
City of DanvilleCity · Danville, KY- Due
- Aug 25, 2026
- Deadline passed
- Posted
- Aug 11, 2026
- Primary contact
- Jason Simpson
The 30-second brief
The City of Danville seeks proposals from qualified audio-video contractors to provide design, supply, installation, configuration, testing, and training services for the replacement and modernization of the audio microphone and sound reinforcement system within the City Commission Chambers. The project involves improving speech intelligibility and recording quality with equipment replacement including (10) wireless gooseneck microphones, (2) wireless handheld microphones, professional amplifiers, (6) 2x2 lay-in ceiling speakers, digital network rack mixers, automatic microphone mixers, and control interfaces. Eligible systems must integrate with existing Data Video recording systems and YouTube livestream platforms. The deadline for written questions is August 17, 2026, with proposals due by August 25, 2026.
Conduct a site visit and field verification; provide a complete audio design including member microphones, Public podium microphone, Audience participation microphones, Digital signal processing (DSP), Amplification, Loudspeakers, Assistive listening integration, Recording and streaming integration; equipment replacement including (10) wireless gooseneck microphones, (2) wireless handheld microphones, Professional amplifier, (6) 2x2 lay-in ceiling speakers, Digital network rack mixer, Automatic microphone mixer, Control interfaces, Cable management; integrate existing video recording system (Data Video), Livestream platforms (YouTube), Public address speakers and existing chamber technology; remove obsolete equipment; remount the audio rack and programming with outputs to live streaming computer; install all new equipment, Label all cabling and hardware; maintain a clean work environment; program and configure DSP processing, Audio routing and controls, Adjust microphone gain structures, Optimize speech intelligibility and eliminate feedback issues; conduct functional performance testing, Demonstrate all system capabilities, Provide end-user training and supply system documentation and as-built drawings
Ability to provide services for the City in relation to the Scope of Work (40), Ability to provide services for the City in relation to the Scope of Work (40), References and/or recommendations (5), Quality and content of the proposal (5)
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Summary
The City of Danville seeks proposals from qualified audio-video contractors to provide design, supply, installation, configuration, testing, and training services for the replacement and modernization of the audio microphone and sound reinforcement system within the City Commission Chambers.
The project involves improving speech intelligibility and recording quality with equipment replacement including (10) wireless gooseneck microphones, (2) wireless handheld microphones, professional amplifiers, (6) 2x2 lay-in ceiling speakers, digital network rack mixers, automatic microphone mixers, and control interfaces. Eligible systems must integrate with existing Data Video recording systems and YouTube livestream platforms. The deadline for written questions is August 17, 2026, with proposals due by August 25, 2026.
EVALUATION CRITERIA
Ability to provide services for the City in relation to the Scope of Work (40), Ability to provide services for the City in relation to the Scope of Work (40), References and/or recommendations (5), Quality and content of the proposal (5)
REQUIRED DELIVERABLES
Conduct a site visit and field verification; provide a complete audio design including member microphones, Public podium microphone, Audience participation microphones, Digital signal processing (DSP), Amplification, Loudspeakers, Assistive listening integration, Recording and streaming integration; equipment replacement including (10) wireless gooseneck microphones, (2) wireless handheld microphones, Professional amplifier, (6) 2x2 lay-in ceiling speakers, Digital network rack mixer, Automatic microphone mixer, Control interfaces, Cable management; integrate existing video recording system (Data Video), Livestream platforms (YouTube), Public address speakers and existing chamber technology; remove obsolete equipment; remount the audio rack and programming with outputs to live streaming computer; install all new equipment, Label all cabling and hardware; maintain a clean work environment; program and configure DSP processing, Audio routing and controls, Adjust microphone gain structures, Optimize speech intelligibility and eliminate feedback issues; conduct functional performance testing, Demonstrate all system capabilities, Provide end-user training and supply system documentation and as-built drawings
REQUIRED ATTACHMENTS
Cover Letter, Disclosure of any Potential Conflicts of Interest, Certification of professional liability insurance of at least one million dollars ($1,000,000), Required Information Form (Appendix B), Cost Proposal
- Submit to
- City of Danville Finance Office, 445 West Main Street, Danville KY 40422
- Scope location
- Danville, KY
Questions about this RFP
How do I respond to this RFP from City of Danville?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is August 25, 2026. The solicitation specifies required deliverables that must be addressed in your response. Be sure to include all required attachments as outlined in the solicitation. Submissions should be delivered to: City of Danville Finance Office, 445 West Main Street, Danville KY 40422. For questions, contact Jason Simpson.
Can small businesses or minority-owned firms bid on this RFP?
Most government agencies, including City of Danville in KY, encourage participation from small businesses, minority-owned, women-owned, and disadvantaged business enterprises (MBE/WBE/DBE). Check the full solicitation for any small business participation goals.
What happens after the RFP submission deadline?
After the deadline, the issuing agency reviews all submissions against the stated evaluation criteria. This typically includes a compliance check, technical evaluation, cost analysis, and may involve oral presentations with shortlisted vendors.
Can I ask questions about this solicitation before submitting?
Yes, most solicitations allow vendors to submit questions during a designated period. The primary contact is Jason Simpson. Questions and answers are typically shared with all prospective bidders.
What are the key deliverables?
The solicitation specifies the following deliverables: Conduct a site visit and field verification; provide a complete audio design including member microphones, Public podium microphone, Audience participation microphones, Digital signal processing (DSP), Amplification, Loudspeakers, Assistive listening integration, Recording and streaming integration;. Proposals should clearly address how each deliverable will be met.
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What are the evaluation criteria for this solicitation?
This solicitation includes specific evaluation criteria that will be used to score proposals. The criteria include: "Ability to provide services for the City in relation to the Scope of Work (40), Ability to provide services for the City in relation to the Scope of Work (40), References and/or recommendations (5), Q..." Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from City of Danville?
All active and historical solicitations from City of Danville are tracked and searchable. As a city agency, City of Danville regularly publishes solicitations. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts.
What documents are required to bid on this RFP?
Requirements vary by solicitation, but common documents include a technical proposal, cost/price proposal, proof of insurance, relevant certifications, past performance references, and any forms specified in the solicitation. This solicitation specifically requires the following attachments: Cover Letter, Disclosure of any Potential Conflicts of Interest, Certification of professional liability insurance of at least one million dollars ($1,000,000), Required Information Form (Appendix B),. Review the full document from City of Danville for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: Danville, KY. Review the full solicitation for detailed scope requirements.