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Contract for Services to a Kansas or Missouri Business to Equip
a Designated Conference Room with Enhanced Technology

Audio Visual Improvements for Boardroom

Agency Type:

Foundation / Corporation

Funding Source:

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Mid-America Regional Council (MARC)

Deadline Date:

01/14/22 4:00 PM CDT


Request a Grant Writer

Contract for services to a Kansas or Missouri business in eligible locations to enhance the audiovisual capabilities of the primary meeting room at the funding source's office. The selected vendor will install a complete working system with easy-to-use technology that will facilitate participation for both in-person and remote attendees. Eligible businesses are located in the Kansas City metropolitan area, which includes Cass, Clay, Jackson, Platte, and Ray Counties in Missouri; and Johnson, Leavenworth, Miami, and Wyandotte Counties in Kansas.

MARC is requesting proposals for audiovisual improvements in its main meeting room (Boardroom) to facilitate hybrid meeting participation. The ideal solution will allow effective use of the room for meetings consisting of in-person attendees and/or remote attendees participating through online-meeting platforms or by phone. The Boardroom has a functioning audio system consisting of ceiling mounted speakers and a podium microphone. It has a projector and projector screen controlled by an AMX display panel built into the podium.

MARC’s role in the region is as a convener of people, facilitator of collaboration, conveyor of key information and a mechanism for feedback and exchange. Consequently, it is imperative that their conference center provide for maximum participation and engagement in a variety of formats for a variety of meeting types and sizes. MARC is interested in the systems and equipment necessary to accomplish the functionality to address hybrid meeting needs but is also interested in innovative alternatives that provide for even greater engagement capacity.

The general objective of this project is to make sure the room is equipped with all required components to have effective hybrid meetings by ensuring that room participants can hear online participants clearly and can be heard by online participants clearly from all locations in the room. In addition, room participants should be able to easily read shared documents/presentations on the screen and see video shots of remote participants at the same time. Remote participants should be able to see closeup video shots of anyone speaking in the room with the ability to see the entire room when nobody is speaking. Implemented technology should be intuitive and easy to operate by nontechnical users.

Project Execution:

  • Vendor shall provide all installation labor to install and guarantee successful system outcomes.
  • Vendor will be required to provide a fully installed, working system; no omissions or ambiguities shall condition this specification or allow further compensation to the vendor.
  • All installation is to occur during normal business hours.

For a list of desired features and functionalities for the new system, see

The contract will be awarded based on a combination of the following criteria:

  • Solutions that best meet General Objectives
  • Effective demonstration of similar installations and/or proof of concept
  • Qualifications of the vendor
  • Presence in Kansas City Metro area
  • Price
  • Ability to obtain equipment and install in a timely manner

GrantWatch ID#:

GrantWatch ID#: 200502

Additional Eligibility Criteria:

The successful vendor will be based in the Kansas City metropolitan area in order to provide timely service and warranty operations should the need arise and will have been in business for a minimum of five (5) years.

Applicants must provide a minimum of three references where they have provided similar equipment and installations.

Pre-Application Information:

Closing Date and Time for Proposals: January 14, 2022, by 4 pm CDT

Vendors may schedule site visits by making prior arrangements with Sasan Baharaeen. All questions regarding this Request for Proposals (RFP) should be directed to Sasan Baharaeen by email by January 7, 2022.

Note: It is the responsibility of the vendor to verify the receipt of proposals or any related electronic communication by MARC staff as there is always the possibility of emails getting blocked by MARC’s firewall/spam filter. To confirm receipt, you may contact MARC, or contact the staff member named in the RFP.

Vendor Information:

Contact Information:

Before starting your grant application, please review the funding source's website listed below for updates/changes/addendums/conferences/LOIs.

Responses can be submitted in print or electronic formats.

Printed responses should be delivered to:
Sasan Baharaeen
Mid-America Regional Council
600 Broadway, Suite 200
Kansas City, MO 64105

Electronic submittals should be emailed in PDF format to Sasan Baharaeen at

All questions regarding this Request for Proposals (RFP) should be directed to:
Sasan Baharaeen
Information Technology Program Director

600 Broadway, Suite 200
Kansas City, MO 64105

Grant Coverage Areas:

Kansas City metropolitan area

URL for Full Text (RFP):

Geographic Focus:

USA: Kansas: Johnson, Leavenworth, Miami, and Wyandotte Counties;   Missouri: Cass, Clay, Jackson, Platte, and Ray Counties

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