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Award of Contract to Clark Productions, Inc., for Audio Visual Design, Installation and Implementation Services for 5th Judicial Circuit Courtrooms Project (Contract No. 25-RFP01060/CT; Amount: $1,756,843.69)
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BRIEF OVERVIEW
The Procurement Department issued Request for Proposals (RFP) No. 25-RFP01060/CT on August 6, 2025, at the request of the Judicial Fifth Circuit for Audio Visual (AV) Design, Installation and Implementation Services for the 5th Judicial Circuit Courtrooms.
The Procurement Department placed the legal advertisement in the Hernando Sun on August 8, 2025, the Tampa Bay Times on August 10, 2025, and the OpenGov website on August 6, 2025. The solicitation was sent to three thousand eight hundred (3,800) matching vendor/contractors from the website. The solicitation document was downloaded by fifty- four (54) vendor/contractors and two (2) submissions were received.
The Procurement Department reviewed and evaluated submissions to determine if submissions were responsive and responsible. The Procurement Selection Committee (PSC) met on October 22, 2025, to evaluate the proposals. The committee included George Welsted, Hernando County Director of I.T.; Jeremy Moore, Fifth Judicial Circuit Due Process Manager; Elizabeth Bene, Fifth Judicial Circuit Court Program Specialist I; John Neander, Fifth Judicial Circuit Trial Court Technology Officer; and Andy Nelson, Fifth Judicial Circuit Distributed Systems Network Coordinator. The PSC consensus scoring evaluation resulted in the following scores:
Firm Total Score (Max Score: 100)
Clark Productions, Inc. 89.9
AVI-SPL, LLC 73.2
A Notice of Intent to Award the contract to Clark Productions, Inc., dated October 27, 2025, was posted to the OpenGov website. The award is for a three (3) year term with two (2) one (1) year unilateral renewals. No challenges to the Notice of Intent to Award were received.
The Chief Procurement Officer has reviewed this requirement for conformance to Procurement Ordinance and Purchasing Policies and Procedures.
During the first year of the agreement, expenses will cover the AV equipment upgrade of two (2) courtrooms in the amount of $556,843.69. The remaining $1,200,000.00 will be budgeted in years two (2) and three (3).
Expenses for these projects are included in the approved budget. Subsequent years costs will be based on the cost of the equipment and labor to upgrade the AV systems in the remaining courtrooms. Any quotes received for future work above ABR will be brought to the Board for approval.
FINANCIAL IMPACT
Funding in the amount of $556,843.69 is available in the following:
Expense:
Fund: 1481 - Court Improvement Fund, Department: 02311 - Court Improvement Fund, Account: 5606201 - Buildings-Construction and/or improvement
CIP Project 112198 - Government Center Courtroom Refresh, approved in FY 26 budget.
LEGAL NOTE
In accordance with Part II, Chapter 2, Article V of the Hernando County Code of Ordinances.
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RECOMMENDATION
It is recommended that the Board approve and authorize the Chairman’s signature on the attached agreement to Clark Productions, Inc., for Audio Visual (AV) design, installation and implementation services for 5th Judicial Circuit Courtrooms, Contract No. 25-RFP01060/CT, in the estimated contract amount of $1,756,843.69.
It is further recommended the Board approve and authorize Task Order 1 to upgrade Courtrooms D and E in the amount of $556,843.69.
It is further recommended the Board authorize the Chief Procurement Officer to approve change orders as they become necessary and required up to budgeted amounts.