Audio/Visual Services for Main Library Opening Events

The Charlotte Mecklenburg Library is seeking a professional audio-visual production partner to provide comprehensive technical services for the grand opening of its new Main Library in spring 2027. The selected firm will manage equipment, installation, testing, and on-site support for five specific events occurring between April 26 and May 1, 2027: a Staff Celebration and Preview, a Press Preview and Media Event, a Donor Recognition and Celebration Event, a Ribbon Cutting, and a Public Opening Day. The scope of work includes managing audio, video, lighting, staging, and power distribution across all five floors of the library and providing outdoor sound coverage for Tepper Plaza and Tryon Street. The partner is expected to integrate and test existing library-owned equipment where cost-effective and provide qualified production leads for real-time troubleshooting and cue coordination. The procurement process uses a best-value approach, with proposals evaluated based on relevant experience (40 percent), technical approach and project team (30 percent), cost effectiveness (20 percent), and proposal quality (10 percent). Interested firms must submit five paper copies and one USB electronic copy of their proposal to Walter Freeman by 2:00 PM EST on October 23, 2026. Pricing must be submitted as not-to-exceed totals for each event and a combined total for all events, with separate quotes for ancillary lighting and specific support for a Spirit Square event on May 6. The successful contractor must comply with ADA provisions, adhere to building and life-safety requirements, and maintain commercial general liability, automobile, and workers compensation insurance.