RFP- RAM - Lighting & Audio Stage Upgrades

Cherokee Nation Entertainment, LLC is soliciting qualified bidders for the procurement, delivery, and installation of audio and lighting stage equipment at Cherokee Casino – Ramona in Oklahoma, under Solicitation Number Procurement #164770. The scope includes removing outdated stage lighting and consoles, installing new equipment such as Chauvet COLORado LED wash lights, a Chamsys QuickQ 20 console, microphones, cable systems, a Roland electronic drum kit, and related hardware, along with full system programming, labeling, and commissioning. All work must be performed during designated hours from 8 a.m. to 4 p.m., with daily progress updates submitted to CNE’s IT/AV team. The project requires strict adherence to Avixa standards, including the mandatory presence of a lead installer holding current Avixa CTS-I certification during all critical phases. No equipment substitutions or method deviations are permitted without written approval from CNE. Contractors must use labeled cable wraps instead of zip ties and maintain clean work areas daily. A mandatory pre-bid meeting is scheduled for July 22, 2026, and all bids are due by 2:00 p.m. CST on July 29, 2026, via electronic submission through the Cherokee Nation bidding portal. Bid validity must extend 90 days beyond submission. Each proposal must include an itemized cost breakdown, equipment specifications, proof of the lead installer’s certification, a minimum of five years’ experience in similar AV installations, and full disclosure of any subcontractors. In addition to base costs, bidders must account for two mandatory fees: a TERO fee of half of one percent of the total project cost and a $25 per diem fee for each non-native worker on-site. While no formal FAR clauses or standardized evaluation factors are included, compliance with all requirements is likely to be the determining factor for award, suggesting a Lowest Price Technically Acceptable approach. Delivery and performance must occur exclusively at the Ramona Casino location, with no FOB terms specified, placing full responsibility for transportation and unboxing on the contractor. Payment office, accounting codes, and COR/COTR details are not provided, and no formal packaging, marking, or bar-coding standards are outlined beyond operational labeling requirements.