City of Nashua Purchasing Department

Administrative Services Division 229 Main Street - Nashua, NH 03060

RFP 0053-032526 Design and Installation of a Permanent Outdoor Sound System 229 Main Street • Nashua, New Hampshire 03061 • Phone (603) 589-3330 • Fax (603) 589-3233

(603) 589-3330

Email: purchasing@nashuanh.gov

March 9, 2026

Subject: Request for Proposals RFP 0053-032526 Design and Installation of a Permanent Outdoor Sound System

The City of Nashua, NH, herein referred to as “the City”, is seeking proposals from qualified vendors to design, supply and install a permanent outdoor sound system for Renaissance Park located in downtown Nashua. The Scope of Work for this project may be found in Exhibit A of this request.

The City, through the Mayor, who is the awarding authority and reserves the right to reject any and all proposals or parts of proposals; to waive any defects, information, and minor irregularities; to accept exceptions to these specifications; to award contracts or to cancel this request if in the City’s best interest.

INFORMATION FOR PROPOSERS:

The City is now accepting submittals electronically via Bonfire. Please review the electronic documents linked here, Bonfire Vendor Registration and Bonfire Vendor Submission for more information. We strongly recommend that you give yourself sufficient time and at least one (1) business day before due date to begin the uploading process and finalize your submission. Copies are also available on the City’s website in the Purchasing section within the

Bids section. If a vendor chooses to submit their proposal outside of Bonfire, the following are alternate options:

If a vendor chooses to submit their proposal outside of Bonfire, the following are alternate options:

Paper: Submission one (1) copy and one digital copy on a USB drive in sealed envelope(s) or package(s) clearly marked "RFP053-032526" Proposals must be submitted in the format provided and address the item(s) specified in the RFP package.

Regardless of the method of submission, proposals must be received no later than 3:00pm on Wednesday, March 25, 2026 in the Purchasing Department; City Hall, 229 Main Street, Room 11, Nashua, NH 03061. Postmarks or other timestamps will not be accepted in lieu of actual delivery. Vendors can use whatever delivery mechanism they choose as long as it remains clear that the vendor is responsible for submissions prior to the date and time.

The time of receipt shall be considered when a proposal has been officially documented by the Purchasing Department, in accordance with its established policies, as having been received at the location designated above.

The City accepts no responsibility for mislabeled mail. Any and all damage that may occur due to shipping shall be the vendor’s responsibility.

Further details are available on the City's web site, www.nashuanh.gov, under Services; Bid Opportunities; Current Bids and on the Bonfire website; (Refer to Document RFP0053-032526 Design and Installation of a Permanent Outdoor Sound System).Proposals will be opened in public on the due date and time. Results of the proposal opening will be posted on the City's website, www.nashuanh.gov, under Services; Bid Opportunities; Bid Results;

(Refer to Document RFP0053-032526) within twenty-four (24) hours of the opening.

Please note paper copies of proposal documents are not available in the City’s Purchasing Office.

https://nashuanh.bonfirehub.com/portal/?tab=openOpportunities https://www.nashuanh.gov/DocumentCenter/View/28837/Bonfire-Process-Overview---Vendor-Registration https://www.nashuanh.gov/DocumentCenter/View/28838/Bonfire-Process-Overview---Vendor-Submission

The City assumes no liability for the payment of costs and expenses incurred by any party in responding to this invitation for proposals. All proposals become the sole property of the City of Nashua. This request for proposals is not a contract and alone shall not be interpreted as such but rather serves as an instrument through which proposals are solicited.

The timeline for this project is as follows:

Projected Timeline Date

Optional Pre-Proposal Meeting Via Zoom

Thursday, March 12, 2026, 3:00 pm

Deadline for Vendor Questions Monday, March 16, 2026, 10:00am

Vendor Question Answers Posted Thursday, March 19, 2026, 3:00 pm

Proposals Due Wednesday, March 25, 2026, 3:00 pm

Vendor Interviews tbd

An optional pre-proposal meeting will be held on Thursday, March 12, 2026 at 3:00 pm via Zoom. The purpose of the meeting is to discuss the City’s proposal objectives and relevant information concerning the site and context for development and to answer questions regarding this RFP. Attendance at this meeting is optional, but we encourage you to attend.

Join Zoom Meeting https://us02web.zoom.us/j/6035893330?pwd=YjZ5ZUtSMURySmdBRms1bXBLQ1NUdz09&omn=81347028986

Meeting ID: 603 589 3330 Passcode: 5893333

One tap mobile

+13092053325,,6035893330#,,,,*5893333# US

Vendors are encourage to submit questions via email; however, the City assumes no liability for assuring accurate and complete email transmission/receipt and is not responsible to acknowledge receipt. Inquiries must be submitted in writing, citing the RFP title/number, Page, Section, and must be received no later than Monday, March 16, 2026, by 10:00 am to:

City of Nashua

229 Main Street, Nashua, NH 03060 purchasing@nashuanh.gov

The City will consider all timely-received questions and requests for change and, if reasonable and appropriate, will issue an addendum to clarify or modify this RFP. Answers to vendor submitted questions and other addenda will be posted on the City of Nashua website www.nashuanh.gov, under Services; Bid Opportunities; Current Bids;

(Refer toRFP0053-032526) and on Bonfire no later thanThursday, March 19, 2026 at 3:00 pm

The City hereby notifies all vendors that it will affirmatively ensure that in any contract entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded full opportunity to submit proposals in https://us02web.zoom.us/j/6035893330?pwd=YjZ5ZUtSMURySmdBRms1bXBLQ1NUdz09&omn=81347028986 http://www.nashuanh.gov/ response to this invitation and will not be discriminated against on the grounds of race, color, national origin, sex, age, or disability in consideration for an award.

Pursuant to NRO 5-71 (A), the City of Nashua supports the concept of purchasing products which are biodegradable, can be or have been recycled, or are environmentally sounds. Due consideration will be given to the purchase of such products. If you are proposing any such products which qualify, please so indicate in a cover sheet by item number and description. We are also conscious of energy use and encourage vendors to propose products that are energy efficient.

All proposals are binding for ninety (90) days following the deadline for proposals, or until the effective date of any binding resulting contract, whichever is later.

Proposals must be submitted in the format provided and address the items specified in this request. The City may reject any or all of the proposals on any basis and without disclosure of a reason. The failure to make such a disclosure shall not result in accrual of any right, claim or cause of action by any unsuccessful proposer against The City. The City reserves the right to waive any irregularities when the public interest will be served thereby. The City also reserves the right to negotiate any change or amendment in any proposal without soliciting further requests for proposals if the action is necessary for the best interest of The City.

The City of Nashua will reject the proposal of any vendor who is presently debarred, declared ineligible or excluded by any Federal department or agency, and reserves the right to reject the proposal of any proposer who has previously failed to perform any contract properly for any purchaser, or to complete on time, contracts of a similar nature, who is not in the position to perform the contract, or who has neglected the payment of bills or otherwise disregarded its obligations to clients, purchasers, subcontractors, material men, or employees.

The City is exempt of all taxes. All proposals must be FOB Nashua, NH. All vendors must comply with all applicable Equal Employment Opportunity laws.

Pursuant to NRO 5-78 (F), the Purchasing Manager shall not solicit a bid from a contractor who is in default on the payment of taxes, licenses or other monies due the City. Therefore, this bid request is void as to anyone who is in default on said payments.

Sincerely, Amy Girard City of Nashua Purchasing Manager girarda@nashuanh.gov mailto:girarda@nashuanh.gov

GENERAL REQUIREMENTS

A. To be eligible for an award, a vendor must be deemed "responsible". A responsible vendor:

• has the ability, capacity and skill to provide the goods or services required

• can provide the goods or services within the time frame specified

• has a satisfactory record of integrity, reputation, judgment and experience

• has sufficient financial resources to provide the goods or services

• has an ability to provide future maintenance and support as required

• providing the vendor has provided goods or services to the City, has developed a positive track record with the City

B. The successful vendor will be required to provide the City with certificates of insurance for coverage as listed below and endorsements affecting coverage required by the contract within ten (10) calendar days after the City issues the notice of award. The City requires thirty (30) calendar days written notice of cancellation or material change in coverage. The certificate and endorsements for each insurance policy must be signed by a person authorized by the insurer and who is licensed by the State of New Hampshire. General Liability, Employer’s Liability and Auto Liability policies must name the City of Nashua as an additional insured and reflect on the certificate of insurance:

• General Liability insurance in the amount of $1,000,000 per occurrence and $2,000,000 aggregate

• $1,000,000 Combined Single Limit Automobile Liability (coverage must include all owned, non-owned and hired vehicles)

• Workers' Compensation Coverage in compliance with the State of New Hampshire statutes, $100,000/$500,000/$100,000

• Professional Liability: $1,000,000

All vendors and subcontractors at every tier under this project will fully comply with NH RSA Chapter 281-A, "Workers' Compensation".

C. The City also reserves the right to negotiate any change or amendment in any proposal without soliciting further proposals if the action is necessary for the best interest of the City.

D. The City may conduct discussions with responsible vendors prior to selection. Successful vendors shall begin performance upon receipt of an executed contract and a valid purchase order issued by the City.

E. The City may reject any and all responses on any basis and without disclosure of a reason. The failure to make such a disclosure shall not result in accrual of any right, claim, or cause of action by any unsuccessful vendor against the City.

F. After the initial designation of a vendor, City Staff will work with the selected vendor to negotiate final terms and conditions between the City and the successful vendors prior to the Contract Award. A draft contract is attached (Exhibit C).

G. The vendor shall meet all requirements of the Americans with Disabilities Act.

H. The City encourages disadvantaged business enterprise (DBE) participation from contractors and/or subcontractors.

I. The vendor should understand that under the New Hampshire Right-to-Know Law, all documents submitted in response to this request, including financial information, are considered public information and will be made available to the public upon request, unless specifically exempted under the law.

J. Any vendor submitting a proposal may appeal a pending award prior to award by the City. The appellant must:

a. Submit a written protest to the City’s Purchasing Manager within five (5) business days after the proposal opening.

b. Describe, in the written protest, the issues to be addressed on appeal

c. Post, with the written protest, a bond with a surety meeting the requirements of General Condition

5.02 authorized to do business in this state or submit other security in a form approved by the City who will hold the bond or security until a determination is made on the appeal.

d. Post the bond or other security in the amount of 25% of the total dollar value of the appellant’s bid, up to a maximum bond or other security amount of $250,000.00.

e. Not seek any type of judicial intervention until the City has rendered its final decision on the protest.

The City will stop award actions until after the City’s Purchasing Manager has responded in writing to the protest. If the appellant is not satisfied with the response, the appellant may then protest to the Board of Aldermen, who will render a final decision for the City. No award protests will be heard by the Board of Aldermen unless vendor has followed the appeal process.

If an appeal is granted, the full amount of the posted bond or security will be returned to the appellant. If the appeal is denied or not upheld, a claim may be made against the bond for expenses suffered by the City because of the unsuccessful appeal.

The City is not liable for any costs, expenses, attorney’s fees, loss of income, or other damages sustained by the appellant in a proposal appeal process.

K. The City assumes no liability for the payment of costs and expenses incurred by any vendor in responding to this request. All proposals become sole property of The City. This is not a contract and shall not be interpreted as such but rather serves as an instrument through which proposals are solicited.

PROJECT SCOPE

Project area and scope of work is defined in the project scope of work attached as Exhibit A

Working on behalf of the City, the vendor shall be consistent with State and Federal statutes and be an advocate for the City throughout the project.

PROPOSAL PROCESS & RESPONSE

The RFP response should be fully self-contained, concise, and display clearly and accurately the capabilities, knowledge, experience, and capacity of the vendor to meet the requirements of the project and the proposals.

Vendors are encouraged to utilize methods they consider appropriate in communicating the required information.

At a minimum, this will include submission of the information requested below:

A. Vendor description and project team

a. Vendor firm name, business, address, website address and contact information

b. Year established, number of employees, office locations, etc.

c. Vendor firm specialties: list your firm's area(s) of expertise

d. Identify a project manager and all key project personnel and provide their direct contact information. No key staff member will be reassigned without written approval by the City.

e. Identify minority or women owned business status

B. Proposal Sheets Completed proposals sheets must be submitted on vendors company letterhead and must include:

a. Qualifications Statement

b. References: include at least 3 professional references (business name, contact, email address & phone number). References may be contacted as part of our preliminary proposal review to assist project committee in assessing vendor qualifications. Current City of Nashua personnel and elected officials shall not be used as references.

c. City Projects: Provide a list of project awards vendor has received from the City of Nashua in the past 5 years. Please include project detail, City department and City project lead.

d. The Scope of Work section of the proposal should explain the Scope of Work as understood by the vendor and detail the approach, activities and work products. Your proposal shall also include and identify suggested revisions and improvements to the Scope of Work that might benefit the project either in efficiency or financially.

e. Proposals should be inclusive of all costs necessary to execute this project.

f. Any additional information that the vendor considers pertinent for consideration should be included in a separate section of the proposals. The City solicits a statement about why the vendor feels its approach would be the most cost effective to the City.

C. General Submission Requirements

a. Responses to this RFP shall be submitted on 8.5 inch by 11 inch sheets.

b. If submitting via paper, responses shall be bound.

c. Pages will use one inch minimum margins and font size shall be eleven points (minimum) and should be double-side printed.

d. There is no page limit, however it is noted that relevance and brevity shall be considered during evaluation of the submittals.

PROPOSAL REVIEW/EVALUATION

Proposals shall be evaluated by specific criteria set forth in this RFP. All proposals considered responsive shall be evaluated for completeness of data provided, support for all claims made, and the overall approach taken. The objective is to select a vendor, through the outlined evaluation process, whose proposal is judged to be in the best interest of the City.

A. INITIAL REVIEW-SUBMITTED PROPOSALS

All proposals will be initially evaluated to determine if they meet the mandatory requirements.

1) The proposal must have been received on or before the specified deadline.

2) The proposal must be complete, in the required format, and comply with all the material requirements of this RFP.

3) Vendors must provide references as outlined.

Failure to meet these requirements may result in a rejected proposal. No proposal shall be rejected, however, if it contains a minor irregularity, defect, or variation, if the irregularity, defect, or variation is considered by the City to be immaterial or inconsequential. In such cases, the vendor will be notified of the deficiency and given an opportunity to correct the irregularity, defect, or variation, or the City may elect to waive the deficiency and accept the proposal.

B. CRITERIA FOR SELECTION

All proposals received from vendors will be reviewed and evaluated by a committee of qualified personnel. This committee will recommend for selection the proposal which most closely meets the requirements of the RFP and is the most advantageous to the City. The City of Nashua is not bound to accept the lowest priced proposal if that proposal is not in the best interest of the City as determined by the City. The City reserves the right to accept or reject any and/or all offers, to waive any and/or all formalities, to clarify any discrepancies in the proposal and to award a contract in the best interest of the City.

Contract(s) will be awarded based on a competitive selection of proposals received. A review committee comprised of city stakeholders will be conveyed to evaluate the proposals and provide a recommendation. Below are specifics as to how the proposals are weighed for decision making purposes.

1) Qualifications and experience of project team

2) Past performance and service on similar projects and responses from client references

3) Proposed Project Completion Dates

4) Overall quality of Submission

5) Total cost proposed

6) Classification as a disadvantaged business enterprise

These criteria will be used to evaluate, rate, and rank the proposals received. The City may choose to interview the top three respondents following ranking or immediately select a vendor from the proposals submitted.

Criteria Weight

Qualifications and Experience:

• Respondent must demonstrate adequate experience in the following areas: qualification, general experience and technical competence of the project team

• Experience with similar type/size project

• Feedback from References with projects similar in size & scope

• Expertise and resources that can perform the necessary tasks required to deliver results.

• Proposer must provide information that demonstrates they possess the technical expertise that is required for this scope of work

30%

Overall Impression of Submission

• Organization, clarity, conciseness and thoroughness.

• Approach to the scope of services and statement of works

• Proposed project schedule

10%

Additional Considerations (applicable only when not in conflict with state or federal guidelines)

• Qualification as a DBE

• Qualification of a Local preference

• Use of Environmentally sound products in the proposed solution

10%

Cost Proposal:

Cost proposal should include any payment schedule setting forth the frequency and amount of progress payments, and identifying the tasks and deliverables (“milestones”) to be completed for each payment to be deemed earned.

50%

ADDITIONAL CONSIDERATIONS:

The vendor selected shall be expected to comply with all applicable federal and state laws in performance of services. The consideration of all proposals and subsequent selection of the successful vendors shall be made without regard to race, color, sex, age, handicap, religion, political affiliation or national origin. Services provided by the successful vendor shall be rendered through a Independent Contractor Contract, which has been included (Exhibit C).

Respondent vendors must identify any exceptions or objections it has to the City’s sample Standard Form of

Agreement, General Conditions, Supplementary Conditions documents. Copies are part of this proposal in Exhibit

C.

The City may from time to time revise the above listed documents. The City will not accept or entertain any exceptions or objections to the above listed documents at any time after proposal submittal except and only to the extent the City subsequently makes a material change to a substantive provision of the above listed terms and conditions.

The submission must declare that it is made without collusion with any other person or entity submitting a proposal pursuant to this RFP.

Disclosure of any potential conflict or statement that there are none to the best knowledge of the vendor(s). Also, vendor(s) should state its intention to conform to the no conflict provisions of the RFP.

Prospective applicants who have any questions regarding this opportunity may contact:

Amy Girard | Purchasing Manager City of Nashua | Administrative Services Division 229 Main Street | Nashua, NH 03060 Email: purchasing@nashuanh.gov Ph: 603-589-3332

Exhibit A

Scope of Work

Design and Installation of a Permanent Outdoor Sound System Renaissance Park – City of Nashua, New Hampshire

1. Project Overview

The City of Nashua seeks proposals from qualified vendors to design, supply, and install a permanent outdoor sound system for Renaissance Park located in downtown Nashua. The purpose of the system is to support public events, small performances, community gatherings, and announcements throughout the park.

Due to the length and layout of Renaissance Park, sound currently does not carry well across the space. The system must therefore provide consistent, intelligible audio coverage along the full length of the park without excessive volume in any single area.

The selected contractor will be responsible for evaluating the park layout, designing a complete system, and installing a durable, weather-resistant sound system suitable for year-round outdoor use in New England conditions.

Scaled drawings of the park layout and available electrical infrastructure will be provided in Exhibit B to assist proposers.

Install to be completed by May 22, 2026

2. Project Objectives

The project aims to:

• Provide clear, evenly distributed audio coverage throughout the full length of Renaissance Park

• Support a variety of uses including public announcements, music playback, and small live performances

• Integrate speakers into existing park infrastructure such as light poles, planted areas, or other unobtrusive locations

• Utilize equipment designed for permanent outdoor installation in a four-season climate

• Minimize visual impact within the park’s landscape and placemaking elements

• Provide a system that is reliable, easy for City staff to operate, and adaptable for future programming needs

3. Contractor Responsibilities

The selected contractor shall provide all labor, equipment, materials, and services necessary to design and install a complete, operational sound system. Responsibilities include, but are not limited to, the following:

3.1 Site Assessment

• Review provided drawings and electrical infrastructure plans

• Conduct a site visit to evaluate park dimensions, terrain, and sound propagation conditions

• Assess potential speaker mounting locations including light poles, planted areas, or other landscape features

• Identify any electrical or connectivity considerations

3.2 System Design

Develop a comprehensive sound system design that includes:

• Speaker placement plan covering the entire length of the park

• Acoustic coverage modeling to ensure consistent sound distribution

• Recommendations for speaker types and quantities

• Wiring or wireless transmission strategy

• Amplification and control systems

• Integration with existing electrical infrastructure

• Weather protection and mounting methods

The system may be wired or wireless, provided the design ensures reliability and consistent sound quality.

Designs must prioritize durability, minimal visual intrusion, and ease of maintenance.

3.3 Equipment Specifications

All proposed equipment must:

• Be designed for permanent outdoor installation

• Operate reliably in New England climate conditions, including snow, ice, rain, humidity, and temperature fluctuations

• Be corrosion-resistant and UV-resistant

• Include appropriate environmental protection ratings (e.g., weatherproof or marine-grade equipment)

Speakers and mounting hardware must be designed to withstand wind loads and winter conditions.

3.4 Installation

The contractor shall:

• Supply all necessary equipment, wiring, mounts, and hardware

• Install speakers and system components in accordance with the approved design

• Coordinate installation with the City to minimize disruption to park use

• Ensure all installations comply with applicable electrical codes and safety standards

• Protect existing park infrastructure and landscaping during installation

3.5 System Integration and Testing

Upon installation, the contractor shall:

• Configure the system for optimal sound coverage

• Perform acoustic testing and calibration

• Verify functionality across the full park area

• Adjust system settings to eliminate dead zones or excessive volume areas

3.6 Training and Documentation

The contractor shall provide:

• Basic training for City staff on system operation

• Operating instructions and system documentation

• Equipment manuals and warranty information

• As-built drawings showing equipment locations and connections

4. Optional Enhancements (If Proposed)

Proposers may optionally include recommendations for additional system features such as:

• Zoned audio control

• Wireless microphone capability

• Bluetooth or mobile device connectivity

• Event control panels or centralized control locations

• Future system expansion options