Supply, Delivery, and Installation of Audio-Visual Equipment within the Caledon Seniors Centre at CCRW

The Town of Caledon has issued a Negotiated Request for Proposal, NRFP 2026-220-17-071, for the supply, delivery, and installation of audio-visual equipment at the Caledon Seniors Centre at CCRW, specifically within the Bob Smith and Egan Rooms. The project requires the installation of AV systems and cabling that adhere to AVIXA, NSCA, and ANSI/TIA-568-C.1 standards, as well as the Ontario Building Code. A critical technical requirement is the integration of the AV system with the building's fire alarm system to ensure all audio output is automatically silenced upon activation. The project is slated for completion by January 31, 2027, with a mandatory site meeting held on October 9, 2026, and a final submission deadline of October 19, 2026. Proponents must submit electronic bids and pass a three-stage evaluation process consisting of mandatory technical requirements, a technical proposal with a minimum scoring threshold of 60 percent, and a final pricing review. Required documentation includes a minimum of three project references from the last five years, proof of personnel certifications in CODEC, DSP programming, and network hardware, and a commercial general liability insurance policy of at least 5 million dollars per occurrence. The successful contractor must provide a full-time on-site supervisor and maintain a project work plan using Gantt charts. Final acceptance is contingent upon the correction of all deficiencies, successful functionality demonstrations to the owner, and the completion of user training.