Request for Proposal (Goods \& Services) Project Name: 2026 Audio/Visual (A/V) Maintenance - 3 Year Contract Date: October 15, 2026
Posted
Oct 15, 2026
Nov 4, 2026
The Illinois Municipal Retirement Fund (IMRF) invites you to submit a bid for a 3-year contract for Audio/Visual (A/V) Maintenance, for our Oak Brook, Illinois and our Springfield, Illinois offices. A. Introduction IMRF is reviewing our current A/V maintenance alternatives. Our current warranties for Oak Brook AV equipment expires December 18, 2026. Our Oak Brook office consists of approximately thirty-four (34) conference and huddle rooms with various A/V products and equipment, as well as Digital Displays installed throughout the facility. Our Springfield office consists of one (1) conference room with a video display and Logitech Tap system with a camera. All Springfield office equipment and the Oak Brook Champaign huddle room will only require one (1) year of maintenance. Please see "Appendix A" for a complete list of rooms, model numbers or make, product descriptions, quantity(s) and original install dates of A/V equipment. Please note: Miscellaneous cables, power filters, storage boxes, etc. are not all included in Appendix A. B. Background IMRF provides employees of local governments and school districts with a sound and efficient system for the payment of retirement annuities, disability, and death benefits. IMRF serves over 3,000 separate units of government, including cities, villages, counties, school districts, townships, etc. Although participating membership exceeds 525,000 active members and retirees, it is still a local program. C. Questions (these questions must be answered as part of your proposal): 1. Provide a "brief" overview of your company profile. 2. Outline and/or provide the type of service program(s)/customer care benefits you offer. You may include service levels, help desk support, and support hours, after-hours support, if any, parts replacement, software upgrades, and/or any advanced support, etc. 3. Provide Time & Material (T&M) costs for both during business hours and after-hours as well as billable offering examples. 4. Provide the number of certified maintenance technicians, the type of certifications, and their years of experience you have in the Chicagoland area. 5. Provide the number of certified maintenance technicians, the type of certifications, and their years of experience you have in the Springfield, IL area. 6. Are your technicians able to program/re-program Crestron touch panels? 7. Provide an outline of who to contact when service issues arise, hours of operation, and how your specific process works to resolve problems. Include service escalation list, if necessary. 8. Does your Total Cost (shown on the Cost Bid Sheet listed below) include annual Preventative Maintenance checks? For each room? If not, please provide it as a separate line item on the Cost Bid Sheet. 9. Provide service exclusions, if any. D. Requirements (information to be provided with bid; failure to provide may result in non-compliant proposal): 1. The length of time that your bid remains valid. 2. A copy of your Service Level Agreement (SLA). 3. A signable contract, including terms and conditions. 4. References (business name, contact information, etc.) of at least 3 organizations, similar in size to IMRF, that you currently have as maintenance customers. 5. Maintenance term dates should be specified on the proposal to begin 12/19/2026 with the agreement terminating on 12/18/2029 for all listed Oak Brook equipment. 6. Maintenance term dates for the Springfield Office Conference Room, Contact Center Wallboards, and Foyer Display should be quoted for just 1 year, 12/19/2026 through 12/18/2027. 7. The bidder understands that there should be no mention of auto-renewal on their proposal. 8. The proposal should include, at a minimum, one (1) Preventative Maintenance (PM) visit per contractual year. 9. Provide unlimited remote help desk support - available 24x7x365. 10. Facilitate repair or replacement of manufacturer programs for applicable hardware, firmware. 11. Conduct software updates and upgrades for hardware covered by manufacturer program during annual visits. 12. Vendor should have an established hardware tracking system for tracking A/V hardware components as any components are replaced. This should include at a minimum part numbers, part descriptions, and serial numbers (if applicable) of covered IMRF assets. 13. It is understood that support for components that are no longer covered under a manufacturer warranty should be done on a best effort basis until the component is replaced. E. Expectations The selected vendor can expect the following from IMRF: • IMRF will provide answers to any and all questions via email to all respondents. IMRF will expect the following from the selected vendor: • Vendor will submit all questions via email to the IMRF procurement contact. • Vendor will meet IMRF's dates as specified in the document. • The quote should be good for a minimum of 60 days from issuance. • The IMRF email address of record for this purchase must be updated to the internal IMRF address after the winning bid has been awarded. F. Timeline • Proposals are due to IMRF by 3:30 PM CDT on November 4, 2026. • Proposal award notification to be sent no later than (NLT) December 11, 2026. Cost Bid Sheet (summary of term requirements) SPRINGFIELD OFFICE • Conference Room — TERM: 12/19/2026 - 12/18/2027 • Contact Center Wallboards — TERM: 12/19/2026 - 12/18/2027 • Foyer Professional Display — TERM: 12/19/2026 - 12/18/2027 OAK BROOK (selected examples) • Boardroom (1-106) — TERM: 12/19/2026 - 12/18/2029 • Multiple huddle and conference rooms and digital displays listed with terms mostly 12/19/2026 - 12/18/2029 (see Appendix A for full listing). Certain rooms (e.g., Champaign 1-115) have 1-year term to 12/18/2027. Additional provisions and contract terms (summarized): • Written bids are required and shall be submitted by email, facsimile, registered mail, certified mail, or hand delivery. • Bids must include the bid specification cost sheet and a completed Verification of "Minority Owned Business", "Disabled Owned Business" or "Woman Owned Business" Status (Exhibit B). • Bid will be awarded by September 10, 2026 (note: award notification timeline in F contradicts; refer to timeline section in document). IMRF reserves the right to award to other than the low bidder or to reject all bids. • Equipment must be new and fully eligible for manufacturer's warranty; deliveries F.O.B. inside delivery, 800 Commerce Drive, Oak Brook, IL 60523; freight should be included in unit price; inside delivery; pallets must be broken down; dock and truck size restrictions noted. • Printing vendors must be pre-qualified through the IMRF Purchasing Department before submitting a bid. • IMRF may terminate any bid award upon thirty (30) days written notice to the successful bidder. • IMRF must comply with the Illinois Freedom of Information Act; documentation submitted may be subject to disclosure as required by law. Exhibits and Terms & Conditions (high level): • Exhibit A contains standard Terms and Conditions including warranties, termination, indemnity, confidentiality, insurance requirements, security breach procedures, nondiscrimination, and applicable law (State of Illinois). • Exhibit B is the Verification form for Minority/Female/Disabled Owned Business status with related statutory definitions. Note: This summary reflects the solicitation content as published in the procurement document. References to the IMRF website, internal email addresses and other contact information appear in the original document but are omitted here.