Coldwater Community Schools - CHS Gymnasium Audio System Upgrade RFP 2026-2027
Coldwater Community SchoolsSchool · Coldwater, MI- Due
- Oct 21, 2026
- 6 days left
- Posted
- Oct 5, 2026
- Primary contact
- Rachelle Roby
- (517) 279-5910
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THE 30-SECOND BRIEF
Coldwater Community Schools is seeking proposals for the complete upgrade of the gymnasium audio system at Coldwater High School located at 275 North Fremont Street, Coldwater, MI 49036. The project entails complete replacement of existing system loudspeakers, removal and replacement of existing main control and amplification equipment, complete system design, equipment furnishing, system programming, installation, testing and commissioning, initial system setup, on-site training for District personnel, remote telephone support for one year, and a one-year parts and labor warranty. A mandatory pre-proposal meeting and site walk-through is scheduled for October 15, 2026, at 10:00 a.m. Local Time at Coldwater High School. Written questions are due by October 19, 2026, at 4:00 p.m. Local Time. Proposals must be received no later than October 21, 2026, at 10:00 a.m. Local Time at Coldwater Community Schools, 401 Sauk River Drive, Coldwater, Michigan 49036. Evaluation will be based on Total Cost / Price (40%), Technical Compliance and System Design (25%), Experience and Qualifications (15%), Warranty, Service, Training, and Support (10%), and References and Performance (10%). Prevailing wage requirements and specific insurance minimums apply.
Complete replacement of existing system loudspeakers; Disconnection and removal of existing loudspeakers; Removal and replacement of existing main control and amplification equipment; Preservation and reuse of the existing equipment cabinet, Where technically appropriate; Preservation and reuse of existing loudspeaker cabling, Subject to verification by the successful Proposer; Complete system design; Equipment furnishing; System programming; Installation; Testing and commissioning; Initial system setup; On-site training for District personnel; Remote telephone support for one year; One-year parts and labor warranty
Total Cost / Price (40%), Technical Compliance and System Design (25%), Experience and Qualifications (15%), Warranty, Service, Training, and Support (10%), References and Past Performance (10%)
SUMMARY
Coldwater Community Schools is seeking proposals for the complete upgrade of the gymnasium audio system at Coldwater High School located at 275 North Fremont Street, Coldwater, MI 49036.
The project entails complete replacement of existing system loudspeakers, removal and replacement of existing main control and amplification equipment, complete system design, equipment furnishing, system programming, installation, testing and commissioning, initial system setup, on-site training for District personnel, remote telephone support for one year, and a one-year parts and labor warranty. A mandatory pre-proposal meeting and site walk-through is scheduled for October 15, 2026, at 10:00 a.m. Local Time at Coldwater High School. Written questions are due by October 19, 2026, at 4:00 p.m. Local Time. Proposals must be received no later than October 21, 2026, at 10:00 a.m. Local Time at Coldwater Community Schools, 401 Sauk River Drive, Coldwater, Michigan 49036. Evaluation will be based on Total Cost / Price (40%), Technical Compliance and System Design (25%), Experience and Qualifications (15%), Warranty, Service, Training, and Support (10%), and References and Performance (10%). Prevailing wage requirements and specific insurance minimums apply.
EVALUATION CRITERIA
REQUIRED DELIVERABLES
14- Complete replacement of existing system loudspeakers
- Disconnection and removal of existing loudspeakers
- Removal and replacement of existing main control and amplification equipment
- Preservation and reuse of the existing equipment cabinet, Where technically appropriate
- Preservation and reuse of existing loudspeaker cabling, Subject to verification by the successful Proposer
- Complete system design
- Equipment furnishing
- System programming
- Installation
- Testing and commissioning
- Initial system setup
- On-site training for District personnel
- Remote telephone support for one year
- One-year parts and labor warranty
REQUIRED ATTACHMENTS
16- Completed Proposal/Bid Form
- Complete list of proposed equipment and specifications
- Proposed system design and installation methodology
- Project schedule
- Warranty
- Training
- Support information
- Current W-9
- Certificate of Insurance
- Iran Economic Sanctions Certification
- Familial Disclosure Affidavit
- Company Contact Information Form
- References
- Addenda acknowledgments
- Exceptions to the RFP
- Bid security
- Submit to
- Coldwater Community Schools, 401 Sauk River Drive, Coldwater, Michigan 49036
- Scope location
- Coldwater, MI
Questions about this RFP
How do I respond to this RFP from Coldwater Community Schools?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is October 21, 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: Coldwater Community Schools, 401 Sauk River Drive, Coldwater, Michigan 49036. For questions, contact Rachelle Roby.
Can small businesses or minority-owned firms bid on this RFP?
Most government agencies, including Coldwater Community Schools in MI, 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 Rachelle Roby at (517) 279-5910. Questions and answers are typically shared with all prospective bidders.
What are the key deliverables?
The solicitation specifies the following deliverables: Complete replacement of existing system loudspeakers; Disconnection and removal of existing loudspeakers; Removal and replacement of existing main control and amplification equipment; Preservation and reuse of the existing equipment cabinet, Where technically appropriate; Preservation and reuse of e. Proposals should clearly address how each deliverable will be met.
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: "Total Cost / Price (40%), Technical Compliance and System Design (25%), Experience and Qualifications (15%), Warranty, Service, Training, and Support (10%), References and Past Performance (10%)" Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from Coldwater Community Schools?
All active and historical solicitations from Coldwater Community Schools are tracked and searchable. As a school agency, Coldwater Community Schools regularly publishes solicitations. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts.
Is this solicitation still open for submissions?
Based on the posted deadline of October 21, 2026, this solicitation appears to still be accepting submissions. Deadlines may change through amendments or addenda, so always verify the current status directly with the issuing agency before preparing your response.
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: Completed Proposal/Bid Form, Complete list of proposed equipment and specifications, Proposed system design and installation methodology, Project schedule, Warranty, training, and support information,. Review the full document from Coldwater Community Schools for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: Coldwater, MI. Review the full solicitation for detailed scope requirements.