INVITATION TO BID

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September 18, 2026

To: All Interested Parties

From: Hudsonville Public Schools, Project Owners

Cc: Communications by Design, Project Technology Consultants

Re: Request for Quotation

Hudsonville Public Schools (Owner) is requesting proposals regarding a replacement of the pool display board and required software, installation and configuration upgrades to the existing Colorado Timing System. The following provides additional information regarding details of this project. Hudsonville Public Schools invites all interested parties to submit their bid response to this Request for Quotation (RFQ).

This RFQ is being sought for the purposes of gaining knowledge of equipment available, with vendor commitments of their corresponding costs, and should not be construed as intent, commitment or promise to acquire equipment, services, supplies or solutions offered. Upon completion of the RFQ process, Hudsonville Public Schools may, or may not elect to proceed expeditiously with the purchase of a solution based on quotations submitted.

The Owner requests that correspondence and communication during this process be made with its consultant, Communications by Design.

Information provided in response to this RFQ will become the property of Hudsonville Public Schools.

Neither Hudsonville Public Schools, nor it’s consultant will not be responsible in any way for payment for information herein requested, nor shall the Owner become liable for any cost incurred by the vendor in their voluntary response to this request or subsequent clarification activities.

A. Schedule:

1. Request for Bid Distributed: September 18, 2026

2. Pre-Bid Meeting: September 22, 2026 at 1:00pm

3. Intent to Bids Due: September 28, 2026 by 5:00pm (On Communications by Design “Building Connected” Plan Room System)

4. Question and Clarification Deadline: September 24, 2026 by 5:00pm

All RFQ responses must be submitted via Communications by Design “Building Connected” Plan Room by Noon on October 2, 2026.

Questions can be directed to Rebecca Szilagy at rszilagy@cbdconsulting.com

INVITATION TO BID

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We appreciate and look forward to your response to this request.

PRE-BID CONFERENCE

B. A pre-proposal conference will be held. A discussion of the project and review of documents will be followed by a site review and an opportunity to ask questions.

Attendance is highly encouraged for all contractors interested in providing a proposal for any components or portions of this project. Attendance at the pre-proposal conference will be a factor considered during evaluation of bids.

C. Time: 1:00pm September 22, 2026

1. Location:

Hudsonville High School (Main Office) 5155 32nd Avenue Hudsonville, MI 49426

D. Any drawings identified in the table of contents herein will be distributed and reviewed at this conference.

E. Physical building inspections of sites of work will be provided for at this time.

END OF SECTION

SECTION 22 51 00

POOL EQUIPMENT

PART 1 - GENERAL

1.02 DESCRIPTION OF PROJECT

A. Work described herein pertains to the procurement and installation of a new pool display and LED video controller for Hudsonville Public School’s High School. Demolition includes but is not limited to removal of the existing display (OL123M128x224FI). The system is intended to accommodate all MHSAA watersports programs, including, but not limited to competitive swimming, diving and water polo. System shall meet or exceed all MHSAA standards for competitive pool events.

B. Contractor shall advise, coordinate and work cooperatively with Owner representatives and/or owner’s designee related to any installation or special security provisions.

C. The Contractor shall design, engineer, configure, supply, connect, test, document, train Owner representatives and warrant a fully operational and compliant system, complete and with full functionality as specified herein.

D. Contractor shall coordinate their installation with other contractors, Consultant and the Owner as is appropriate.

1.03 WARRANTY

A. Complete installation shall be free from defect and/or failure for a period of one (1) year. Any replacement, upgrade or fix, including labor for any non-conforming or non-operational part of the system shall be fixed and/or replaced at no cost to the Owner.

B. Manufacturer’s warranty shall be provided for all components of the system.

1. Any documents and/or submittals required by individual manufacturers for compliance with the standard and/or applicable extended warranty programs shall be provided and submitted for approval by the Contractor.

2. Contractor shall submit all documents, apply for warranty or extended warranty certification, and provide a Certificate of Warranty or Extended Warranty as may be applicable from the manufacturer prior to project closeout.

C. On site services provided under the warranty shall be performed by personnel or representatives of Contractor as herein defined and located within physical proximity to provide response levels deemed acceptable to Owner.

D. Contractor shall provide the following response times for all malfunctioning equipment:

1. Eight (8) hours or less for matters that render twenty percent (20%) or more of the system unable to maintain normal functionality.

2. Two (2) business days for matters not meeting the above criteria.

3. Response time shall be measured from the time Contractor is notified by Owner to the time work is begun to resolve the matter.

E. Bidder shall provide current annual maintenance contract pricing for recommended maintenance programs for all equipment following the specified and included one (1) year period. This information will be considered by Owner and Consultant as part of the bid evaluation process.

F. System Warranty shall commence on date of substantial completion as certified by Consultant and provided for herein. Delivery to work site of materials, physical removal from packaging, issuance of Contractor documents including, but not limited to invoices and/or packing slips, or any event or documentation, not specifically provided for herein, shall have no effect on Warranty or System Acceptance by Owner and/or Consultant.

1.04 STORAGE OF MATERIALS

A. All materials shall be secured when not in use by the Contractor.

B. It shall be the Contractor’s responsibility to secure all equipment including material to be installed as part of the contract. No changes shall be made to the contract due to loss or theft of equipment and/or materials not officially accepted by the Owner.

C. Formal receipt of the materials shall not be completed by the Owner until completion of project closeout. The Contractor shall be responsible for all equipment until time of closeout as provided for herein.

1.05 SUBMITTALS

A. Submittals shall consist of, but not be limited to, technical cut sheets and detailed information pamphlets on all components of the system to be installed. All cut sheets and submittals shall be distinctly marked to highlight the actual part number of the item being submitted for approval with Bid Proposals.

B. Shop drawings and diagrams shall be submitted by Bidder for approval by Consultant with Bid Proposals.

1. Shop drawings and diagrams shall show all data relating to structural, electrical, wiring, cross connect, interconnect, equipment arrangement/layout, and any other information deemed significant by the Consultant.

2. No work constituting final installation shall be commenced until after approval of shop drawings by Consultant.

C. Contractor shall provide proof of manufacturer support by photocopy of certification and letter of support from major component manufacturers for this specific project with Bid Proposals.

D. Equipment or material installed for this project that does not have an approved submittal associated with it, will be removed and replaced with acceptable equipment or material as defined by the Consultant. All replacement costs including, but not limited to material and labor, shall be the sole responsibility of the Contractor.

1. The Owner and/or Consultant may notify Contractor of any offending situations under this provision allowing Contractor up to forty-eight (48) hours to correct the situation prior to taking other corrective action.

2. The Owner reserves the right to replace unapproved materials and deduct the costs of doing so as defined herein from any amounts that may be due, or become due Contractor.

E. The Contractor shall submit within ten (10) calendar days after the Notice to Proceed, a schedule that reflects the sequence of activities of the contractor's approach to the execution of and completion of the work. The schedule shall be broken into work areas to provide for a clear identification of the planned progress of the work. Included in the schedule will be a list of tasks with list of deliverables and the percentage of work completed. This schedule shall coincide with progress payments applications dates and projected amounts. All durations shown will be in working days. The timeframe described in the Contractor's Schedule shall represent the Contractor's plan for organizing, directing, managing, controlling, staffing and executing the work required by the Contract Documents. Owner will rely on such schedules to coordinate and otherwise plan related work of Owner personnel, other separate contractors, or the Owner’s routine daily work.

1.06 REFERENCE SPECIFICATIONS

A. All work, products, and materials shall conform with the following standards as applicable for the intended use:

1. IEEE

2. EIA/TIA Commercial and Administration Standards

3. NEC

4. FCC – All Applicable Rules and Regulations

5. UL

6. MOSHA Safety Standards

1.07 CONTRACTOR

A. The Contractor shall accept complete responsibility for the installation, certification and support of the system. Contractor shall be an authorized vendor of all major components.

B. All work shall be performed and supervised by Project Managers, Engineers and/or Technicians who are qualified to install system and perform related tests as recommended by the manufacturer and in accordance with the manufacturer’s best practices and methods.

Installation and configuration of system and components ahall also comply with all relevant industry standards and best practices.

C. Project Managers, Engineers and Technicians employed on this project shall be properly and fully trained and qualified by the manufacturer on the installation and testing of the equipment and systems to be installed.

D. The Contractor shall have a proven track record in comparable system configuration and installation. This must be shown by the inclusion of references of at least three (3) projects involving the installation of similar systems completed by the Contractor in the prior two (2) years on unaltered forms with the sealed Bid Proposal as provided herein. Bid Proposal Form(s) may be duplicated as required in order to provide adequate space to list required number of reference installations for each division Bidder is responding to.

PART 2 - PRODUCTS

2.01 MANUFACTURERS

A. Acceptable Manufacturers (In alphabetical order):

1. Colorado Timing Systems

B. Supply most current version of all products provided.

1. Manufacturer shall have five (5) years of experience and history manufacturing similar products to those specified.

2. Proposed components shall have been field tested and proven in actual use.

3. Prior and/or old versions of products, unless specifically approved and documented by Consultant and/or Owner shall not be acceptable.

4. In cases where a newer version of hardware or software is available at the time of installation, Contractor shall request clarification from Consultant on which version is to be used.

C. Furnish only new, first class quality materials and equipment.

D. System shall be comprised of interoperable components including, but not limited to, controller, credential sensors and management software integrated into a common working system.

E. System administrator shall be capable of complete system back-up and full system restoration from a previously saved configuration.

F. In the event of a power failure, complete system shall automatically re-initialize and “become active” to the last configuration in use with no human intervention.

G. Contractor will provide all associated licensing for the warranty period.

2.02 POOL EQUIPMENT

A. Contractor shall provide all material and labor for a fully functional system installed in place to include, but not be limited to the following:

1. One (1) full color wall mounted graphics display model number IFL3.9MM1280x768-I

1. Display shall be a full color LED matrix display.

2. Display shall be comprised of RGB LEDs to form pixels.

3. Display shall be capable of 281 trillion shades of color.

4. Display should be capable of 16-bit video processing, 100 levels of dimming capability and allow for Gamma correction.

5. The display shall have built in graphics and animation capability with Windows based software. Graphics and animation shall have the capacity of being displayed on the entire matrix. All MS Windows fonts shall be compatible with the display.

6. Display will allow for front service access

7. Display shall have 3.9mm pixel spacing center to center

8. Must be compatible with CTS competitive timing system

9. Individual event configurations must display swimming, diving, water polo, pace clock, and synchronized swimming functions, competitors’ names, full matrix graphics and animation, live video, and have full advertising capabilities

2. One (1) LED Video Controller

1. Dual zone, Picture in Picture capable with on-the-fly user defined window sizes.

2. Hardware controlled scaling of all video input sources; PC (computer) based scalers are not an acceptable technology.

3. Simple to use menu architecture allowing user to switch between video inputs and layouts with minimal keystrokes.

4. Controller shall have minimum of 5 user defined display layout templates capable of switching between sources as well as zone layouts accessible via controller main menu.

5. Display controller shall accept the following video input signals:

• (1) HD-SDI

• (1) HDMI-4K

• (2) HDMI (supporting HDCP)

6. Display controller shall include following output signals:

• (1) HD-SDI Loop (Follows HD-SDI Input signal)

• (1) HDMI-4K Loop (Follows HDMI-4K Input signal)

• (4) LED Outputs (Primary and (3) backup outputs to LED display

B. Trade-in, equipment/license exchanges or other return allowances may be provided as a voluntary alternate. Trade-in, exchange, or other return equipment allowances shall not be included in base bid amount.

2.03 ALLOWANCES

A. Contractor shall include allowances for equipment and/or other contract service reimbursements as required below in base bid lump sum amount(s). Equipment and/or contract services shall be provided and sourced at Owner’s discretion and convenience with full cooperation by Contractor and paid for from successful bidder’s contract in the amount(s) provided for herein. Any allowance amount proving to be excessive for the intended equipment and/or contract services shall be credited to the Owner against contract payment requests.

B. Allowance shall be made in the amount of $5,000.00 for Owner directed infrastructure upgrades.

PART 3 - EXECUTION

3.01 PREPARATION

A. Contractor shall conduct detailed walk-through examination with Consultant and Owner verifying equipment and material locations as well as mounting and placement requirements prior to commencement of other installation activities.

B. Contractor shall ensure all submittals and shop drawings have been provided to, and approval has been obtained from Consultant prior to commencement of any final installation activities.

3.02 DEMOLITION

1. Contractor shall be responsible for removal and disposal of all abandoned pool equipment, computers, cabling, including all connectors, faceplates and connecting cables.

2. Contractors shall remove and dispose of all excess materials and packaging as directed by Owner.

3. Contractor shall supply and install any necessary stainless steel blank plates to cover any abandoned openings.

3.03 INSTALLATION

A. Contractor shall be familiar with the environment where work will be done as specified herein and make every reasonable effort to minimize interference with Owner’s or other contractor’s activities.

B. Contractor shall integrate system components with Owner’s existing Colorado Time System for a fully functional and working system to meet Owner requirements, including, but not limited to all cables, connectors, adapters and upgrades as may be required.

C. Work Areas shall be cleaned at the end of each day. All debris shall be cleared, removed and disposed of in an approved container for the site. All equipment and tools shall be removed from common areas and stored in approved, secure storage locations. Any work that may impede the general use of the space and/or other contractor’s work and cannot be removed shall be flagged and cordoned off by the Contractor prior to their departure.

D. All equipment and materials shall be installed in a neat and workmanlike manner. Best practices installation principles shall be used throughout the project.

E. Contractor is provide and install all necessary mounting equipment to support the new display.

F. The Contractor shall furnish, set in place, and install all equipment necessary for a fully compliant and operational system as specified herein. The installation process includes, but is not limited to the following:

1. Inventory receipt of all components and equipment.

2. Storage of all equipment and components until such time those items are installed according to the specifications.

3. Transport equipment to the Owner’s installation location(s).

4. Assemble, install, configure and test all equipment and components, maintaining accurate inventory records and status documents and discarding packaging.

5. Collect all information necessary to accurately program all system devices to the Owner’s intended use and need.

6. Label all system devices as may be appropriate and required by Owner and Consultant.

7. Complete end user and system administrator training programs as specified herein.

8. Work shall be performed to meet local codes and industry standards including proper grounding and bonding of installed equipment.

G. Worksites include the following:

1. Hudsonville High School 5155 32nd Avenue Hudsonville, MI 49426

H. It shall be the responsibility of the Contractor to repair or replace any damage done to the structure of finishes in the building by the Contractor. If in the course of work, Contractor damages, marks or misplaces any surfaces or access plates/panels the Contractor shall repair and/or replace the surface, plate or panel to the original condition.

1. Final determination as to the damage condition and/or repair/replacement fitness of any surface, plate or panel shall be the sole responsibility of the Contract Consultant.

2. The building and work area shall be returned to its original condition prior to final sign off of the project.

I. Following installation and system “turn-up”, but prior to final acceptance of the system, Contractor shall conduct follow-up interviews with Owner identified administrators and staff to review system functionality, suitability and confirm feature and program fitness for Owner applications.

1. Follow-up interviews shall be fully documented by Contractor and submitted to Owner for approval.

3.04 TESTING

A. In an effort to insure a smooth “turn-up” of the system Contractor shall submit to a thorough testing process as defined herein prior to cut-over.

B. Prior to requesting testing by Consultant, the Contractor shall use adequate means to assure the Work is completed in accordance with the specified requirements, meets the owner’s specific application requirements and is ready for functionality and integrity testing.

C. Testing Procedures

1. Prior to system “turn-up”, Contractor shall submit a written request to Consultant indicating they have completed full and final configuration of the system, and are ready to have system integrity and functionality tested.

2. Within reasonable time after receipt of request, Consultant will provide a test schedule and coordinate testing date(s) with Owner and Contractor.

3. Should Consultant determine the Work is not acceptably configured or not of adequate integrity:

1. Consultant promptly will so notify Contractor, giving reasons therefore and providing sufficient details to allow Contractor to make corrective actions.

2. Contractor shall then expeditiously remedy the deficiencies and notify Consultant in writing when ready for re-testing.

3. Consultant will schedule re-test of the Work.

4. Excessive re-testing of Work may result in fees being assessed Contractor.

4. Should Consultant and Owner concur the Work is configured properly and system integrity is as required:

1. Consultant will review Contractors detailed “turn-up” plan, and upon finding it acceptable issue a memorandum of Testing Completion to Owner and Contractor after which system “turn-up” can proceed.

3.05 DOCUMENTATION

A. Contractor shall provide Owner with complete as-built drawings, owners manuals of all equipment installed, warranty and maintenance information and other information the Contractor, Consultant and/or Owner deem necessary. Documentation shall also be provided in a digital format in file formats and on media as specified by Owner and/or Consultant.

B. Contractor shall be responsible for providing thorough, timely documentation on all hardware, software. Documentation shall include, but not be limited to:

1. Equipment description.

2. Equipment make.

3. Model number.

4. Software release.

5. Date installed.

6. Manufacturer's warranty.

7. Maintenance contract terms.

8. Verification of maintenance contract engagement.

9. Telephone numbers for service and support.

10. Detailed technical support and service procedure instructions.

11. All product (hardware and software) manuals and manufacturer supplied documentation, including, but not limited to owner manuals, system administrator manuals and configuration guides. Where number of duplicate copies for particular manual or documentation item could be reasonably considered excessive, Contractor shall request direction from Owner and Consultant.

12. Photocopy of original invoice listing make and model for all components and equipment from individual manufacturer(s), distribution source(s), or authorized agent(s) to establish manufacturer warranty start date for potential use after end of contract warranty provisions.

13. As built drawings for complete system.

14. System Configuration Report.

15. Complete inventory of installed hardware and system software. Hardware inventory shall include, but not be limited to, model numbers, serial number, physical installation location and software/firmware options.

3.06 TRAINING

A. Contractor shall provide training for the Owner designated system administrator(s). Owner shall designate up to two (2) administrators to be trained. Training shall be a minimum of two (2), two (2) hour session(s) in length, at the convenience of the Owner personnel, and of sufficient duration to satisfactorily complete training on all system administration functions including, but not limited to:

1. Full operational training for Owner designated system operators.

1. Training shall include, but not be limited to, the following:

1. Setting up all system components from storage.

2. Fully operating an compliant swim meet.

3. Fully operating an water polo match.

4. Appropriately securing and storing system components.

2. Basic trouble shooting of the installed system and components including diagnostic and problem resolution actions.

3. System back-up and restore functions and procedures for all system parameters and configurations.

4. Review of system alerts, logs and monitoring of configuration parameters including, but not limited to, configuration changes and device status.

3.07 SCHEDULE, MEETINGS AND PLANS

A. Schedule

1. Work Commences: Upon Purchase Order or Notice to Proceed after Board Approval on October 26, 2026

2. Substantial Completion of Project: March 31, 2026

3. Project Close-out: After completion of Required Training per Section 3.05

B. Planed sequence of operations shall be established by the Contractor within the guidelines established by the Owner, as required herein and as required to meet schedules.

C. All work shall be coordinated with Owner’s designated personnel on site.

D. Project progress meetings shall be held, but not limited to, weekly at a site and time identified as convenient for Owner and as required herein. Meetings will be attended as required herein.