Cherokee Nation Entertainment -ROLAND - Ballroom Projector Upgrade (Audio, Video & Control Upgrade)

The Cherokee Nation Entertainment IT/AV group is soliciting proposals for a comprehensive upgrade of the audio, video, and control systems in the convention center at Cherokee Casino & Hotel in Roland, Oklahoma. The project requires the purchase, delivery, and turnkey installation of an IP-based video distribution system, centralized control system, and enhanced audio infrastructure, with all work to be completed on-site under strict compliance with the Statement of Work. Bidders must demonstrate proven experience in casino environments, including a minimum of five years leading similar projects, and must assign key personnel with specific certifications: a CTS-I certified lead installer and a Level 2 QSYS programmer with at least three years of relevant experience. Proposals must include detailed documentation such as as-built drawings, equipment inventories with serial and IP addresses, wiring schedules, test data, manufacturer data sheets, and a thumb drive containing all software, configurations, and source code—all of which remain the exclusive property of Cherokee Nation Entertainment. The contract follows a best-value trade-off evaluation model, with technical ability and vendor qualifications weighted at 60% combined, total cost at 30%, and responsiveness to the SOW at 10%. Bidders must submit a complete cost proposal with line-item pricing for equipment, labor, and programming, and must guarantee pricing validity for 120 days. Special requirements include performance, payment, and maintenance bonds at 100% of contract value, insurance coverage with minimum five-year post-completion tail coverage and A.M. Best A:VII rating, and mandatory naming of Cherokee Nation as additional insured. Preference is given to Indian-owned businesses certified by the Tribal Employment Rights Office, with first priority to Cherokee Nation members. All submissions must be delivered electronically via email to bids@cnent.com with the exact subject line “CNE164635,” and must adhere to a structured five-section format with indexed tabs and chronological page numbering. No in-person, mailed, or faxed submissions are accepted. Final system acceptance is contingent upon successful on-site testing and commissioning conducted in the presence of CNE IT/AV personnel, with no equipment substitutions allowed without written approval. The project demands strict adherence to deadlines, with a pre-bid walk-through scheduled for June 4, 2026, and proposals due by June 10, 2026.