1-Milford High Football Field Sound System (RFP) (1).docx.pdf

Beaver County School District Request for Proposal-RFP# 26-181

Milford High School Football Field Sound System

General RFP Information

Request for Proposal (RFP) The purpose of this RFP is to solicit competitive proposals from qualified contractors for the design, and installation of a sound system for Milford High School Football Field.

Milford High 62 N. Tiger Blvd Milford, Utah Milford, Utah 84751

Other Requirements Sealed proposals must be submitted in the online system Bonfire or hand delivered to Beaver County School District Office, 291 N. Main Street, Beaver, Utah 84713 with the RFP #26-181 written on the outside of the envelope by March 05, 2026 2:00 pm.

(U3P) Bonfire- Instructions to register and submit proposals are in the link below:

https://purchasing.utah.gov/training/for-vendors-training/

Public bid opening link: March 05, 2026 2:30 PM. (MST) https://us02web.zoom.us/j/2343271099?pwd=K21mckpnVTVsdU5iMkpNanpnTUxTdz09

Right of Rejection (BCSD) is willing to consider any and all proposals that meet the minimum specifications and requirements and reserves the right to accept or reject any or all proposals.

Late Proposals Unacceptable Any proposals received after the deadline will be deemed non-responsive and will not be considered for evaluation.

Clarification of Proposal The district may request formal written clarification of any portion of the proposal at any time.

Beaver County School District Contacts All inquiries and questions relative to this Request for Proposal must be directed to:

Russell Carter, BCSD Facilities Supervisor, 435-310-0085.

Other Contacts Prohibited No Beaver County School District employee or Board Member should be contacted concerning this RFP during the selection process. Failure to comply with this requirement may result in disqualification.

https://purchasing.utah.gov/training/for-vendors-training/ https://us02web.zoom.us/j/2343271099?pwd=K21mckpnVTVsdU5iMkpNanpnTUxTdz09

Amendments to the Request for Proposal Any changes in quantity, specifications, schedules, opening date, corrections or clarifications will be in the form of an addendum. Addendums will be posted in Bonfire. It’s the responsibility of the firm to obtain addendums.

Proposals submittal constitutes implied acknowledgment of all addendums.

SPECIFICATIONS

Project Scope

A. DETAILED SCOPE OF RESOURCES REQUESTED AND COURSES INVOLVED

1. SCOPE

a. Beaver County School District is seeking proposals from qualified Vendors to provide a network based PA system for Milford High School Football Stadium in accordance with the terms, conditions, and specifications set forth in this solicitation.

2. SUMMARY

a. The project's objective is to provide a high quality networked sound system for the Milford High School Football Field located 62 North Tiger Blvd, Milford, UT

b. The system must be a network based system and software accessible for the system administrator.

c. The system must have the ability to expand in future fiscal cycles to support graduation and other community events held on the field.

d. The system must be able to play software loaded messages and music files in various or all zones of the system.

e. The system must be able to push radio announcers audio feed into the sound system for post-game highlights.

f. The system must be able to push all audio into localized FM transmitter to be broadcast to vehicles in close proximity for games and high school graduation.

3. MINIMUM REQUIREMENTS

a. All speaker wiring runs and audio inputs are to be wired to equipment located in the press box on the west side of the field.

b. All speakers should have a quality sound for background music and the power capabilities to be loud enough to provide messaging in case of emergencies.

c. Installation of new outdoor speakers for home stand, field, visitors Including outdoor subwoofers

i. Install speakers along west press box (Home Bleachers)

ii. Install speakers on west home bleachers (light poles)

iii. Install subwoofers along west press box (TBD)

d. New Wiring to New speakers

i. West Penn 4246ABK1000 Cat6 UTP or approved equivalent

ii. West Penn 454BK1000 Audio wire or approved equivalent

iii. West Penn 227BK1000 12G speaker wire or approved equivalent

e. New DSP (Digital Signal Processor) Mixer for system including speaker protection

f. New wireless mic system for referee, keep existing wireless mic system functioning

g. New wireless antenna mounted outside of press box for best reception of wireless mics on field

i. Shure UA844+SWB Antenna Distro or approved equivalent

ii. Audio Technica DFIN Antenna system or approved equivalent

iii. Audio Technica RG8X100 Antenna Cables or approved equivalent

h. New equipment cabinet on wheels installed in closet

i. FM Transmitter for game broadcast in vehicles next to field

j. Audio Input jacks for drill, cheer, game music in press box

k. 2- plug in mic jacks in press box for announcers I. Radio announcers audio feed into sound system for post-game highlights

4. HARDWARE, SOFTWARE, AND ACCESSORIES

a. All necessary hardware, software and accessories for full operation of the system including but not limited to speakers, processors, control panels, microphones, wiring, connectors and stands must be included in the proposal.

i. An itemized pricing list should be included in the proposal.

ii. Proposal must include installation price.

iii. Proposals must include information about warranties of equipment.

iv. Speaker models and other recommended equipment are listed in the

Installed Sound Equipment Recommended Document.

5. EXISTING INFRASTRUCTURE

a. Power is available in the press box. Please verify the number of circuits and amperage needed at the location within your proposal.

b. There is available rack space available in the press box. A new rack as described in the installed sound equipment is required.

6. INSTALLED SOUND SYSTEM EQUIPMENT RECOMMENDATIONS

a. Mobile Storage Rack

i. Roll-out rotating steel equipment rack (1)- Middle Atlantic WR-24-32 or approved equivalent. This rack is to house the processing core and other rack mounted gear for the major part of the sound system. The roll out and pivot design of the rack is needed due to the limited space in the press box.

ii. 4 Channel Network Power Amplifier

1. Powersoft Quattrocanali 2404 4-Channel Amplifier 600W @ 8

Ohm or approved equivalent. The amplifier must have the ability to receive 4 channels of audio, either at microphone or line level, to be distributed anywhere over the networked audio system.

2. Audio output must be able to run 4 channels or be combinable for 2 channels of bridged output or single channel of quadrupled current output. Independently, each channel must be able to produce 800 watts peak using 70 volt wiring, 600 watts peak at 4 or 8 ohms or 800 watts at 2 ohms. In a two channel bridged mode, the amplifier must be able to produce 1600 watts per output.

iii. 2nd 4 Channel Network Power Amplifier

1. Powersoft Quattrocanali 4804 DSP+D 4-Channel Amplifier 1200W

@ 8 Ohm with DSP and Dante or equivalent. This amplifier must be able to receive 4 channels of audio from the core of the audio system. They must have the ability to receive 4 channels of audio, either at microphone or line level, to be distributed anywhere over the networked audio system. Audio output must be able to run 4 channels or be combinable for 2 channels of bridged output or single channel of quadrupled current output. Independently, each channel must be able to produce 1200 watts peak using 70 volt wiring, 1,200 watts peak at 4 or 8 ohms or 1,500 watts at 2 ohms.

In a two channel bridged mode, the amplifier must be able to produce 3,000 watts per output.

7. PROCESSOR, CONTROLLER AND AUDIO

a. Processor

i. Xilica Solaro FR1 DSP Processor or equivalent. Processor needs functionality that can evolve to meet future requirements, while benefiting from the processing power to drive multiple outputs over an installed CatX network. Processor can offer capabilities including analog audio, USB (with volume/mute HID support), GPIO, relay control and AES/EBU digital audio. Incorporating the optional XC-CTODN module for networked audio, Can handle up-to 64x64 bi-directional channels of audio over Dante, using standard CatX cable with no proprietary switches.

b. Controller

i. Xilica Lucia LUC1 DSP Controller or equivalent. Touch screen controller password protection and restricted access functions to control surfaces -immediately, over the network. Needs to be ideal for controlling audio settings such as volume level, source selection, saved presets and zoning.

c. Microphones

i. Handheld PTT Noise Canceling Paging Microphones (2) - Shure approved equivalent. Must be compatible with standard XLR balanced inputs using a 3 pin XLR connector. This microphone must have a push to talk button to activate it and a coiled cable. Must have noise canceling, so only the user will be heard when making an announcement. Must be compatible with the installed system.

1. One announcer microphone

2. One headset microphone for referee

a. Shure ULXS14 freq G3 Wireless mic system or equivalent

b. Shure SM31FH-TQR Headset mic or equivalent

d. Audio

i. (1) Mic input for announcer

ii. (1) Mic/Line input jack for announcer/ game music

iii. (2) Audio Input jack for cheer and drill

iv. (1) TRS input jack for radio announcers

v. Shure UA844+SWB Antenna Distro or equivalent. Antenna distribution system offers

4-way active antenna splitting and cascade port with different frequency versions available.

vi. Audio Technica DFIN Antenna system or approved equivalent.

vii. Antenna needs to be designed to be used with wireless microphone systems and other

UHF receivers incorporating diversity reception, and comprises orthogonal directional LPDA (log periodic dipole array) and bidirectional dipole elements in order to eliminate multipath fade100' of RG8X100 Antenna Cable

viii. Device for remotely controlling AC power.

viii. A single pole single throw (SPST) low voltage switch with wall plate that features a rocker type activator. Additionally, this switch features a maintained closure and is designed for use in applications that will only have a single switch.

8. AUDIO OUTPUT, HIGH FIDELITY, FULLY WEATHERIZED OUTDOOR SPEAKERS

a. Full Range Long Throw Outdoor Speakers

i. Danley OS80 or approved equivalent. These speakers must be able to produce 130 db SPL with the operating frequency range of 113 Hz to 18 kHz=/- 3 db. They must have a 80 degree conical coverage pattern. The nominal impedance must be 8 ohms and be able to handle a 400 watt continuous and 800 watts program signal. Danley PMK-HD Pole mount bracket or approved equivalent.

b. Full Range Medium Throw Outdoor Speakers

i. Danley OS12CX or approved equivalent. These speakers are to have a

90 degrees coverage pattern. They must have a frequency operating range of 69 Hz to 21.7 kHz=/- 3 db. They must be capable of a 125 db SPL peak output. The nominal input impedance must be 8 ohms and be able to handle 300 watts continuous and up to 1,200 watts peak with an industrial mounting system including safety cables.

c. Short Range Throw Outdoor Speakers

i. Danley GO2 8CX or approved equivalent. Outdoor commercial short range minimum 120 db peak coverage 320 watts Cont. 1280 watt peak with industrial mounting system including safety cables.

d. Subwoofer Outdoor Speakers

i. Danley THMini15-EW Subwoofer Subwoofer or approved equivalent minimum 138 db peak coverage 1000 Watts Cont. 4000 Watts Peak with industrial mounting systems including safety cables.

Required Furnishings The firm must furnish all equipment, materials, labor, tools, transportation, supplies and incidentals necessary to complete the entire project as described in the specifications and drawings (if applicable).

Mandatory Pre-Bid Site Visit

● Mandatory site visit to discuss what needs to be completed will be on February 23, 2026 and February 24, 2026 at 10:00 am. The general contractor or a representative of the company must be present during one of these site visits to be eligible to give a proposal. The site visit will originate at Milford High School Football Field at 10:00 both days.

● Please call Russell Carter (facilities supervisor) if you have any questions concerning the proposal or site visit.

● Access to the location for site inspection and/or for project completion must be arranged through the project coordinator, Ian Spaulding 435-590-5337

Evaluation Criteria BCSD will be evaluating prospective proposals based upon the following criteria:

● The firm and its agents must be approved, authorized and licensed by the State of Utah.

● A minimum of 3 professional references will be required. Poor references may be deemed cause to reject a proposal. Preference may be given for references that had similar work provided to K-12 School Districts.

● Total cost of project.

● Proposed timeline of project.

● Quality of products to be used on project

Scoring Criteria

● Total proposed cost of project 60%

● Proposed timeline 10%

● References 15%

● Quality of products 15%

Firm Proposal An official of the firm must sign proposals, if the proposer is a company to a contract. Conditions must be firm for a period of thirty (30) days from the due date of this RFP.

Conflict of Interest Disclosure

All proposals must list agent or other relationships between the proposer and any company, contractor, or other agency where the potential for a real or perceived conflict of interest may arise in the course of providing assistance to the Beaver County School District.

Change Orders No payments will be made to the contractor for additional work or materials unless a change order has been signed and executed. Any change which increases the contract amount shall be subject to prior written certification that the change order is within the determined project or contract budget.

Conflict with Submittals and Inconsistencies In the event of conflict with submittals or inconsistencies in proposal documents, this document will take precedence.

Award or Rejection of Proposals The award of the services shall not be based solely upon the firm’s price. The firm’s qualifications, subcontractors list, cost breakdown, proposed construction schedule, quality of products proposed, and firm’s project references shall be considered in awarding the proposal. The owner however, reserves the right to reject any or all proposals.

Consideration, Award and Rejection of Proposals All proposals must be able to demonstrate that they are responsible, competent contractors with the resources to complete a project of this type and magnitude and must be prepared to provide documented proof of such upon request such as past performance history, organization, equipment and demonstrated ability to perform and complete the project in the manner and within the time limit specified will be elements along with the dollar amount of the proposal, which will be considered by BCSD in the letting of the proposal.

The award, if any award is made, will be on an all or nothing basis. BCSD reserves the right to reject any and all proposals by reason of this paragraph. Proposals shall be irrevocable for a period of 60 days from the proposal’s due date.

Any firm that does not perform in an exemplary professional manner for BCSD or if their work quality is less than exceptional will be notified of the problem and will not be invited to send in a proposal on any additional BCSD jobs or perform any additional work for BCSD, until they have demonstrated to BCSD satisfaction that the cause of the problem(s) has been corrected.

Inspections Firms must be prepared, willing and accommodating to on-site inspections of all work at any time, by a BCSD representative, during job progress.

Insurance/ Liability/ Safety/ Security The firm must secure and maintain liability insurance (general and auto) of one million dollars each occurrence and three million dollars general aggregate ( or more as may be required in the project manual on contract) against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder. The contractor’s commercial general liability policy must include builders risk insurance and completed operations coverage to guarantee recovery of damages to the work in progress during construction. Insurance must be maintained for the duration of the project.

Contractor must provide proof of insurance (policy or endorsement) upon demand by BCSD and agrees to at all times, protect, indemnify, defend and hold harmless BCSD and BCSD employees from any and all claims.

BCSD will assume no liabilities for the contractor including any of the contractor’s representatives, employees or properties.

Contractor shall at all times maintain safeguards for safety and protection and keep the work area in a neat, clean, safe and secure condition to avoid injury, risk of loss, theft, vandalism or sabotage. Any damages occurring during the completion of this project, incidental or otherwise to BCSD or adjacent properties must be repaired at the firm’s expense to the owner’s satisfaction.

Hold Harmless The Contractor agrees to defend, indemnify and hold the owner harmless from any liability or claim for damage because of bodily injury, death, property damage, sickness, disease or loss and expense arising from the Contractor’ arising out of or related to the performance of the construction contract. Each Contractor is acting in the capacity of an independent contractor with respect to the owner. The Contractor further agrees to protect, defend and indemnify the owner from any claims by laborers, subcontractors or materialmen for underpaid work or labor performed or materials supplied in connection with the construction contract.

Laws/Codes Firms must abide by all federal, state and local laws including, but not limited to employment laws such as Americans with Disabilities Act and e-verify and meet or exceed all applicable building codes and Utah State energy code requirements. Undocumented (illegal immigrant) labor will not be allowed to work on BCSD property. Any contract that might arise from a request for proposal will be governed by Utah State Laws.

Licensing Proposals must meet all current licensing requirements of the City, County and State of Utah to do the type of work required under this proposal including the proper license classifications with a sufficient monetary limit as established and issued by the division of occupational and professional licensing, state department of commerce, as legally required by state code title 58, chapter 55. Licensing must be current and valid at the date of proposal opening.

Payment Payments will be made no more than once per month for work completed and will not be made until a final inspection and approval (signing of the invoice) is made by Russell Carter (Facilities Director). No “draws” or prepayments will be allowed.

Subcontractors BCSD reserves the right to reject any subcontractor. BCSD may withhold awarding the contract to a proposal if any other proposed subcontractors are considered by BCSD to be unqualified. Subcontractors must be held by the general to all requirements listed herein. A list of subcontractors and their licensing classification will be required. Proposals shall certify that all subcontractors are licensed as required by state law.

Terms and Conditions In the event of breach, the prevailing party will be entitled to attorney’s fees, regardless of whether the issue is brought to court. BCSD requests assignment of rights to recover damages from any antitrust violations. BCSD is a governmental entity and as such we do not waive any rights granted under the governmental immunity act of Utah {Utah code title 63g, chapter 07}.

Contractor & Worker Background Checks If contractor work occurs during the school year when school is in session, the contractor will be required to have all workers for the project complete a background check before working on the project. This is a student safety requirement, refer to this link for more information:

Employee/Volunteer Background Checks, ID Badges, & Duty to Report Arrests & Convictions.

NOTE: THE USE OF ALCOHOL, TOBACCO OR E-CIGARETTES ON BCSD PROPERTY IS PROHIBITED.

Warranty Contractor warrants all equipment, materials and labor furnished or performed will be free from defects for a minimum period of twelve (12) months (unless longer as listed in the technical specifications or drawings) from date of discovery or when discovery should have been made. Upon notice from BCSD of any defect during the applicable warranty period, the affected item, parts or work shall be redone, redesigned, repaired or replaced by the contractor ( at the contractor’s expense) at a time acceptable to BCSD.

● All warranty information must be submitted to Beaver County School District.

● There must be a final cleaning of the surrounding area affected by the work done.

● Instructions given to district personnel in regard to proper usage of equipment.

● Inspection and sign off of the sound system by maintenance personnel or principal.

Liquidated Damages & Penalties for Late Completion The contractor will be charged the following penalties for delayed completion beyond the agreed upon completion date of the project.

● 0 -14 Days: $250.00 per day

● 15-21 Days: $500.00 per day

● 22 -28 Days: $1,000 per day

● 29 plus Days: $1,500.00 per day

Other Information BCSD will not be liable for any cost incurred in preparation of a response to this proposal. The district reserves the right to reject any and all proposals. The district retains sole discretion to accept the proposal it considers most favorable to its interest. BCSD further reserves the right to reject all proposals and seek new proposals when such a process is in the best interest of the district.

The district will not be liable and will not pay for any cost related to the gate installation. BCSD reserves the right to waive or modify any other foregoing requirements when it appears to be in the best interest to do so.

Nothing contained herein shall relieve any contractor from the obligation to comply with all other documents or requirements connected with the proposal process and awarding of the contract to the satisfaction of BCSD.

Notice to Proceed After the proposal deadline the results will be emailed to you with an awarded letter or rejected letter. Notice to proceed will be in the form of a contract or purchase order from the BCSD purchasing department. Do not proceed without a signed contract or purchase order.

https://docs.google.com/document/d/14quGEPAI7Jdg0k9pmmWhV89XzcXQRkNONMWAwA0EXLQ/edit

Service Dates/Deadlines Site work may commence as early as March 15, 2026. Work must be substantially completed by June 20th, 2026. Priority will be given to a company who can complete the project in a timely manner. We would like this work to be completed throughout the school year with minimal distractions to the school. A schedule must be approved before commencing work by BCSD Facilities Director, Russell Carter via email russell.carter@beaver.k12.ut.us or via phone 435-438-2291.

Tax Exempt Forms Please note that sales made to Utah School Districts are exempt from sales tax according to Utah Code 59-12-104. The vendors must use tax exempt form TC721G when purchasing supplies or materials for Beaver County School District projects. A tax exempt form will be provided upon request. Subcontractors must obtain tax forms from the Contractor.

Please Note:

● BCSD will award a contract to the contractor who meets the specification.

● BCSD is a tax exempt institution.

● BCSD will not accept late submissions.

● All submissions must be uploaded in the Bonfire system or hand delivered to Beaver County School

District Office in a sealed envelope by March 05, 2026 at 2:00 p.m. (MST).

● All costs must be included in your proposal.

All questions must be asked and answered through the Bonfire System. Please DO NOT message the buyer via email or phone. Reason being it makes it so everyone gets the same information and all questions and answers are open to the public through the Bonfire Q&A Board.

Thanks for your interest in doing business with Beaver County School District!

mailto:russell.carter@beaver.k12.ut.us http://le.utah.gov/code/TITLE59/htm/59_12_010400.htm http://le.utah.gov/code/TITLE59/htm/59_12_010400.htm

PROPOSAL SHEET

Project: Design, and installation of Milford High School Football Field Sound System

Name of Firm:____________________________________________Date:___________________

Phone #:_____________________________Email:______________________________________

The undersigned in response to the “Notice to Contractors” and in accordance with the “Instructions to firm’s” in compliance with your Request for Proposal and having examined the contract documents and the site of the proposed work and being familiar with all the conditions surrounding the construction of the proposed project, including the availability of labor, hereby proposes to furnish all labor, materials and supplies as required for the work in accordance with the contract documents as specified and within the time set forth and at the price stated below. This price is to cover all expenses incurred in performing the work required under the contract documents of which this proposal is a part.

Design, and installation of Milford High School Football Field Sound System

Base Proposal: For work on the project listed above and described in the specifications and contract documents, I/We agree to perform for the sum of:

Written Amount:

(In the case of discrepancy, written amount shall govern)

COMPLETION DATES

I/We guarantee that the work to complete the design and installation of the Milford High School Football Field Sound System will be complete according to the following schedule.

The project will be started by:_________________________________________________

The entire project is to be completed by:________________________________________

This means total completion, with no outstanding punch list items.

The undersigned contractor’s license number for Utah is__________________________

Signature___________________________________

Title of Office________________________________

(Seal)

Legal Address______________________________________________________________

Contractor’s License Number________________________

If Corporation, organized under the Laws of the State of ___________.

ATTACH SPECIFICATION SHEET

The district is looking for quality commercial grade products/fixtures. Please attach a specification sheet for all products/fixtures you are proposing to use for this project.

Attachment A - Costs & Fees

Milford High School Football Field Sound System

Respondent Company Name:________________________________

Sound: _________________________________________________

Product(s) to be Used: Listed below

Proposed Bid

Product Unit Cost Total Cost

A.DETAILED SCOPE OF RESOURCES REQUESTED AND COURSES INVOLVED