REGION 9

RFP #2026-01 Audio-Visual and Conferencing Solutions

• ADDENDUM #2 TO RFP #2026-01 WAS RELEASED 10-3-2025 TO CORRECT INFORMATION REGARDING WILBARGER ROOMS (ALL DISPLAYS TO BE REPLACED), FOR FORMATTING, AND ADDITION OF SUPPORTING FORMS. 
• ADDENDUM #1 TO RFP #2026-01 WAS RELEASED 10-2-2025 TO ADDRESS REVISIONS TO ORIGINAL SCOPE OF WORK.  ADDENDUM ALSO INCLUDE  SITE VISIT REPORT AND ANSWERS TO QUESTIONS SUBMITTED FOLLOWING SITE VISITS.  

Contact Dana Parrish at dana.parrish@esc9.net for a copy of RFP #2026-01 with Addendums. 

Questions/Answers: 

10/7/2025

Q – Regarding one of the Terms – 42.1.3 – Termination After Commencement Date of Services: The term states that “the contract may be terminated by Center (i) without cause” … “or (ii) for cause”…. “Upon termination in accordance with this Paragraph, Contractor shall be due only the compensation earned prorated up to the effective date of termination and reimbursement for approved costs.”
If the contract is terminated, will the Service Center pay for both the labor up to the termination date, along with products that have been received?

A – Yes. Fees for any work already performed would be paid, and products received that were unable to be returned would be paid. 

Q – Please provide room dimensions (length, width, height). 
A – General dimensions of the rooms are:   

• Archer Rooms –  54’4” L x 35’6” W x 9’5” H
• Wilbarger Rooms – 38’4” L x 49’8” W x 8’4” H
• Young Rooms –  64’8” L x 63’3” W x 12’ 1/4” H

Please note that all rooms have temporary walls for division which cause bump outs when walls are retracted/stored.  Some rooms have fur downs, and other recesses.  These measurements are approximate. Provision of these measurements does not relieve the awarded vendor from responsibility for taking their own during the negotiation process, nor constitute grounds for any claim of incomplete information or omission of project details in the proposal or in the execution of the contract, if awarded.

Q – Please provide furniture layout and seating arrangement.
A – Furniture and seating are adjusted depending on the needs of the training or meeting being conducted in the room.  Please see the RFP specifications including site visit walk through notes for information on arrangement of lecterns, displays, etc. 

Q – Please provide connectivity needs, locations (HDMI, USB-C, wireless presentation, etc.) 
A – Please see the RFP specifications including site visit walk through notes for information on required connections. All lecterns should provide both HDMI and USB-C with power connections.  

Q – Required soures (PC, laptop inputs….) 
A – Please see the RFP specifications including site visit walk through notes for information on required sources. Region 9 ESC will provide the PC for each lectern. Connections listed above will allow for presenters to use their own laptops or devices. 

10/3/2025 

Q – Please confirm that the lecterns are Owner Furnished and Installed.
A – It is the intention of Region 9 ESC to have new lecterns assembled and in place in project meeting rooms prior to the beginning of the project so that selected proposer may install specified equipment, cabling, etc. without impediment.  See site visit notes and exhibit for information on anticipated lectern specifications. 

Q – For each room, it was mentioned that one handheld and one lavalier microphone will be required. Will both need to be operational at the same time or will there only be one in use at a time?
A – Yes, the system should allow for both microphones to be used at the same time (e.g. lavalier microphone used by presenter and handheld microphone used by audience). 

Q – Regarding Wilbarger Rooms: There are two existing large displays in those rooms and the mention of having those integrated into the system was not removed. Can you confirm that the existing large flat panels are to be removed and replaced with the new 98" flat panels?
A – As stated in the “Statement of Purpose/General Overview” of the Addendum, all equipment is to be replaced.  The removal of the reference to client-provided TVs was an oversight, and will result in the issuance of Addendum #2 to strike that reference. 

SCHEDULED SITE VISITS – Proposers Encouraged to Attend

Location:  Region 9 Education Service Center, 301 Loop 11, Wichita Falls, TX 76306 

Upon arrival, please use our main entrance (Entrance A) located on the southwest side of the building, marked by a long covered walkway. Region 9 ESC Technology Director, Michael Chapman, Jr., will lead the tour of the rooms included in the proposal and outline expectations for the requested upgrades. You will have the opportunity to view the facilities, take measurements, and gather any information needed. Some classrooms have training scheduled for that day, so we will be accommodating their schedules, so please allow for 1.5 hours for the tour. Please note that other vendors may also be present during this site visit.

To ensure fairness to all respondents, no questions will be answered during the tour. You may submit written questions at the conclusion of the visit or send them to me afterward. All submitted questions will be addressed promptly and posted on our website at Resources/Purchasing/Requests for Proposals (https://www.esc9.net/332951_3). Once the site visit period has concluded, all notes, questions, and answers will be compiled into an addendum to the RFP, which will be distributed via email to all requestors and posted online.

QUESTIONS/ANSWERS RELATED TO RFP #2026-01 AUDIO-VISUAL AND CONFERENCING SOLUTIONS 

Q – Why are there no questions allowed during site visits? 
A – To ensure all vendors receive the same information, no questions may be asked during the site visits. Attendees are encouraged to write down any questions and give them to ESC staff on tour. Questions will be answered as soon as possible following the site visit period. A report of the site visits and any questions/answers submitted immediately following the site visits will be issued as an addendum to the RFP and shared with all who have requested a copy of the RFP.  Note that general questions before or unrelated to the site visit may be submitted at any time until the question period closes on October 6, 2025 at 4:00 PM.  

Q – How quickly will questions be answered? 
A – Questions will be answered as quickly as possible once they are received. The time to answer depends on the amount of research needed to answer. The report of the site visit including any questions/answers generated by the visit will be released as soon as possible with a target date of close of day on Friday, September 26, 2025. Again, this may be adjusted if any questions require additional research. 

Q – Will price be the determining factor for the award?  
A – No. Please review the Evaluation Critera rubric in Section 5.0 (pg. 11) for factors that will be considered in the evaluation process and their associated weights.