How to bid on Upgraded Conferencing Systems for the City of Philadelphia

What the City of Philadelphia is buying

The City of Philadelphia is seeking a contractor to furnish and install an upgraded video conferencing system in a 13th-floor conference room at 1101 Market Street. This project includes providing a 65-inch LCD display, an articulating mount, and a video conference sound bar. The contractor will also install wall connections for laptops, a wall control interface, and integrate city-provided equipment such as a mini PC, wireless mouse, and keyboard.

Additionally, the scope of work involves furnishing and installing sound-dampening tiles on specific interior walls, inside the door, and on I-beams within the conference room. This is a micro purchase, and the award may be made for the entire project or by individual line items to the lowest responsive and responsible bidder. Vendors must quote all items to be eligible for an award.

Key dates and what happens at the deadline

This solicitation was published on July 30, 2026. The deadline for submissions is August 13, 2026, at 11:59 PM ET. All responses must be submitted before this time. After the deadline, the City of Philadelphia will review the submitted quotes to determine the lowest responsive and responsible bidder for either the whole project or individual line items.

Who this opportunity suits

This opportunity is suitable for businesses specializing in audio-visual equipment installation, particularly those with experience in video conferencing systems and commercial display setups. Firms that also offer interior sound treatment or acoustic panel installation will find this bid relevant. The project involves furnishing and installing specific equipment and integrating existing city-provided components, making it ideal for vendors with technical expertise in these areas.

How to respond to this solicitation

To access the full solicitation documents, you need to view the original source on the PHLContracts portal. The bid's detail page is publicly accessible, and the documents are listed there for viewing without needing to sign in. The solicitation number is B2727659.

If you wish to submit an electronic quote, you will need to register a free vendor account on the PHLContracts portal. Alternatively, you can follow the specific submission directions provided within the bid documents. Ensure your submission is completed before the August 13, 2026, 11:59 PM ET deadline. For questions, you can contact Donna LaMotta.

Tips for preparing a competitive response

When preparing your response, ensure you quote every item as required to be eligible for an award. Clearly detail the specifications of the 65-inch LCD display, articulating mount, and video conference sound bar you propose. Provide clear descriptions of the wall plate with HDMI and USB-C, the wall control unit, and the sound-dampening tiles, including their color options (black or off-white).

Highlight your experience with similar installations, especially those involving integration of owner-furnished equipment. Pay close attention to the installation requirements for the sound-dampening tiles on specific walls, the door, and I-beams. A well-organized and thorough quote that directly addresses all aspects of the scope of work will demonstrate your capability to meet the City's needs.