AV Equipment Service and Maintenance

The Chickasaw Nation is seeking qualified vendors to provide comprehensive service and maintenance for the Emergency Operations Facility’s advanced audio/visual and video wall system, which supports critical emergency management functions, briefings, and multi-party video conferencing, particularly during Oklahoma’s storm season. The system includes a Samsung video wall, NovaStar processor, QSYS core, Crestron AirMedia, and NEAT devices, all of which require specialized technical expertise for maintenance. Proposals must address a range of mandatory requirements, including responsive remote and on-site support with defined SLAs, biannual preventative maintenance involving firmware updates, signal testing, and detailed reporting, and critical programming support for NovaStar and QSYS systems, which are identified as non-negotiable technical priorities. Vendors must demonstrate direct experience with these specific technologies and provide a clear plan to resolve known, persistent issues such as NovaStar configuration loss, Crestron AirMedia pairing failures, QSYS access restrictions, and audio routing problems, even though these problems originated prior to the solicitation. All vendors are required to attend a mandatory site visit on July 27, 2026, and must submit proposals by the July 26, 2026, deadline via email to the designated procurement contact. Proposals must include pricing options for one-year and three-year service agreements, with clear delineation of labor, parts replacement, warranty coordination with Samsung, and travel expense handling. Vendors who were not the original installer, Alpha Video and Audio, Inc., must prove they can obtain and reconstruct original programming files and system configurations without guaranteed access to them from the Chickasaw Nation. The evaluation is driven by technical capability and proven experience with the exact system components, suggesting a trade-off approach where solution quality and reliability outweigh cost, despite no formal scoring matrix being documented. Performance will be exclusively at the Emergency Operations Facility in Ada, Oklahoma, and all work must adhere to historical system benchmarks and documented incident resolutions outlined in Attachment A, the system’s incident history report. While no formal FAR clauses or payment details are provided, the solicitation is issued under the Chickasaw Nation as a tribal agency, with key contacts for procurement and technical support clearly identified.