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Requests for Proposals

RFP #2026-01 Audio-Visual and Conferencing Solutions

ADDENDUM TO RFP #2026-01 WILL BE RELEASED THURSDAY, OCTOBER 2, 2025 TO ADDRESS REVISIONS TO ORIGINAL SCOPE OF WORK.  ADDENDUM WILL ALSO INCLUDE SITE VISIT REPORT AND ANSWERS TO QUESTIONS SUBMITTED FOLLOWING SITE VISITS. 

 

Region 9 Education Service Center is requesting proposals for audio-visual and conferencing solutions.  For a copy of the proposal specifications contact:

Dana Parrish, Administrative Specialist
Phone Number: (940) 322-6928
Email: Dana.Parrish@esc9.net

Sealed proposals, clearly marked “AV/Conferencing Solutions RFP #2026-01” on outside of sealed envelope, are due at Region 9 ESC, 301 Loop 11, Wichita Falls, TX, 76306, by 3:00 PM (CDT) on Friday, October 10, 2025.  Proposals will be opened at Region 9 ESC at 3:15 PM the same day for preliminary review.  Negotiations as necessary will take place October 13-24, and recommendation for award(s) will be presented to the ESC Board of Directors at their meeting currently scheduled for 12:30 PM, Wednesday, October 29, 2025 .

Failure to have a response submitted by the above deadline shall result in the response NOT being considered; fax or other electronic submissions shall NOT be considered.  The selection of respondents shall be in accordance with Texas Education Code Chapter 44, if applicable, and Texas Government Code 2254. 

REGION 9 ESC RESERVES THE RIGHT TO REJECT ANY OR ALL RESPONSES AND TO WAIVE IRREGULARITIES OR INFORMALITIES AS MAY BE DEEMED IN ITS BEST INTEREST.

WAIVER OF CLAIMS:  BY TENDERING A RESPONSE TO THIS REQUEST FOR PROPOSALS, THE PROPOSER ACKNOWLEDGES THAT IT HAS READ AND FULLY UNDERSTANDS THE REQUIREMENTS FOR SUBMITTING A RESPONSE, AND THE PROCESS USED FOR SELECTING A PROVIDER.  FURTHER, BY SUBMITTING A RESPONSE, THE PROPOSER FULLY, VOLUNTARILY AND UNDERSTANDINGLY WAIVES AND RELEASES ANY AND ALL CLAIMS AGAINST REGION 9 ESC, OR ANY OF ITS DIRECTORS, OFFICERS, AGENTS AND/OR EMPLOYEES THAT COULD ARISE OUT OF THE ADMINISTRATION, EVALUATION, OR RECOMMENDATION OF ANY RESPONSE SUBMITTED TO THIS REQUEST FOR PROPOSALS.

SCHEDULED SITE VISITS – Proposers Encouraged to Attend

Option 1:  Option 2:  Option 3: 
Date:  Tuesday, September 23, 2025  Date:  Wednesday, September 24, 2025  Date: Thursday, September 25, 2025 
Time:  11:30 AM  Time:  3:00 PM Time:  11:00 AM

 

 

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.