City of West Des Moines - City Council Chambers Audio/Visual System Replacement and Integration - RFP 2026
City of West Des MoinesCity · West Des Moines, IA- Due
- Sep 23, 2026
- Deadline passed
- Posted
- Aug 18, 2026
- Contract term
- 1 year
- Primary contact
- Wes Baldwin
- (515) 222-3577
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THE 30-SECOND BRIEF
The City of West Des Moines, Iowa is seeking qualified firms to design, furnish, install, configure, integrate, test, document, and support a replacement audio and visual system for the City Council Chambers. The project involves upgrading AV equipment, including PTZ cameras, digital signal processing, microphones, ceiling speakers, 4K displays, and a Digital Congress electronic voting system. The system must support public meetings, presentations, Microsoft Teams participation, recording, livestreaming via OBS and YouTube, media feeds, and assistive listening. Proposals must be submitted electronically through the City's IonWave e-bidding system by September 23, 2026, at 2:00 p.m. CST. A mandatory pre-proposal meeting and site visit is scheduled for September 3, 2026.
Technical design and compliance with functional requirements 30%, Cost and five-year total cost of ownership 20%, Implementation approach and project schedule 15%, Warranty, maintenance, and support 15%, Firm qualifications, project team, and references 10%, System demonstration and ease of operation 10%
SUMMARY
The City of West Des Moines, Iowa is seeking qualified firms to design, furnish, install, configure, integrate, test, document, and support a replacement audio and visual system for the City Council Chambers.
The project involves upgrading AV equipment, including PTZ cameras, digital signal processing, microphones, ceiling speakers, 4K displays, and a Digital Congress electronic voting system. The system must support public meetings, presentations, Microsoft Teams participation, recording, livestreaming via OBS and YouTube, media feeds, and assistive listening. Proposals must be submitted electronically through the City's IonWave e-bidding system by September 23, 2026, at 2:00 p.m. CST. A mandatory pre-proposal meeting and site visit is scheduled for September 3, 2026.
EVALUATION CRITERIA
10- Technical design and compliance with functional requirements 30%
- Cost and five-year total cost of ownership 20%
- Implementation approach and project schedule 15%
- Warranty
- Maintenance
- Support 15%
- Firm qualifications
- Project team
- References 10%
- System demonstration and ease of operation 10%
REQUIRED ATTACHMENTS
Proposal, Appendix A - Functional Requirements and Vendor Response Matrix
- Submit to
- https://wdm.ionwave.net
- Duration
- 12 months
- Scope location
- West Des Moines, IA
Questions about this RFP
How do I respond to this RFP from City of West Des Moines?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is September 23, 2026. Be sure to include all required attachments as outlined in the solicitation. Submissions should be delivered to: https://wdm.ionwave.net. For questions, contact Wes Baldwin.
Can small businesses or minority-owned firms bid on this RFP?
Most government agencies, including City of West Des Moines in IA, 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 Wes Baldwin at (515) 222-3577. Questions and answers are typically shared with all prospective bidders.
Can I search RFPs like this in ChatGPT or Claude?
Yes. Civic IQ has an MCP server that connects ChatGPT, Claude and other AI assistants to live Civic IQ data: open RFPs, pre-RFP signals from public meetings, awarded contracts and agency decision-makers across 100,000+ US public agencies. Add https://beta.mcp.civiciq.com/mcp as a connector (in ChatGPT under Settings > Apps & Connectors, in Claude under Settings > Connectors) and sign in with a free Civic IQ account at civiciq.com/mcp.
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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: "Technical design and compliance with functional requirements 30%, Cost and five-year total cost of ownership 20%, Implementation approach and project schedule 15%, Warranty, maintenance, and support 1..." Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from City of West Des Moines?
All active and historical solicitations from City of West Des Moines are tracked and searchable. As a city agency, City of West Des Moines regularly publishes solicitations. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts.
What is the contract term for this solicitation?
The anticipated contract term is 1 year. Contract terms may include renewal options.
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: Proposal, Appendix A - Functional Requirements and Vendor Response Matrix. Review the full document from City of West Des Moines for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: West Des Moines, IA. Review the full solicitation for detailed scope requirements.