Addendum 1.pdf

Rev. 07/28/2016-Addendum 1.doc

Finance Department David P. Schmiedicke, Finance Director

City-County Building, Room 406 Purchasing Services 210 Martin Luther King, Jr. Boulevard Madison, Wisconsin 53703 Phone: (608) 266-4521 Fax: (608) 266-5948 finance@cityofmadison.com www.cityofmadison.com/finance/purchasing

DATE: Wednesday, April 8th, 2026

RE: ADDENDUM 1

15027-0-2026-BG

Indoor Digital Signage

Notice to All Bidders:

Please note the following responses to the questions received:

Question 1: Would you consider a quote for the product only?

Answer 1: We do not have enough people to install the product. We will require a quote for both product and installation.

Question 2: Are electrical outlets available at each proposed display location?

Answer 2: Yes, all locations are currently served with electrical or PoE this will be a plug and play swapping out old for new hardware.

Question 3: Are active network drops available at all display locations?

Answer 3: Yes.

Question 4: Will the City provide network switching (including PoE), or should this be included in the bid?

Answer 4: The City will provide.

Question 5: Are there VLAN, security, or network access requirements for signage devices?

Answer 5: The City will provide.

Question 6: Can the City provide drawings or locations for all 42 display endpoints?

Answer 6: Yes

Question 7: What wall types should be assumed (drywall, concrete, glass, etc.)?

Answer 7: Drywall

Question 8: Are there any structural or mounting restrictions within the facility?

Answer 8:

Question 9: Will the City provide API documentation for Momentus integration?

mailto:finance@cityofmadison.com http://www.cityofmadison.com/finance/purchasing

April 8, 2026

4/8/2026-Addendum 1.doc

Answer 9: Yes

Question 10: Will API access credentials and a testing/sandbox environment be provided prior to implementation?

Answer 10: Yes.

Question 11: What specific data fields are expected to be displayed (e.g., room name, event title, time, etc.)?

Answer 11: Large screens – Event Description; dates/times, functions, and room locations. Small room screens - Event Description; function, and time.

Question 12: Is there an existing digital signage system currently in place? If so, is removal and disposal part of the bidder’s scope?

Answer 12: Removal with assistance from the City and disposal by the City.

Question 13: Are bidders responsible for obtaining permits (if required)?

Answer 13: No.

Question 14: Are there specific building or IT compliance standards that must be followed?

Answer 14: Yes, the City will work with the CMS provider on IT compliance.

Question 15: For the 35 meeting room signs (10.1"), what are the primary mounting surfaces (e.g., drywall, glass, stone, or wood)? This determines the specific mounting hardware and labor hours required.

Answer 15: All 35 small-format signs will be wall-mounted using metal housings with mounting plates secured to wooden studs.

Question 16: Does the requirement to "replace all cabling" include pulling new Cat6 through existing conduits, or is the infrastructure currently surface-mounted/accessible?

Answer 16: No. Existing infrastructure is in place. This is a plug-and-play hardware replacement.

Question 17: Will the City be providing the PoE-enabled network switches to power the 35 small-format signs, or should we include the cost of PoE injectors/switches in our "turnkey" hardware bid?

Answer 17: Yes. The City will provide:

● PoE-enabled switches

● Network configuration, VLANs, and security requirements

Question 18: Does the City require the contractor to physically de-install and provide environmental disposal/recycling for the old displays and mounts, or will City staff handle the removal of legacy hardware?’

Answer 18: Removal will be performed by the contractor with assistance from City staff.

Disposal will be handled by the City.

Question 19: Does the City already possess the necessary API license/credentials from Momentus

(Ungerboeck) for third-party integration, or should the procurement of these credentials be factored into our proposal?

Answer 19: Yes, the city already holds the required API license and credentials.

Question 20: Beyond basic event names and times, are there specific "custom fields" or wayfinding elements (e.g., directional arrows) from the Momentus API that must be automated on the displays?

Answer 20: Event descriptions, dates/times, functions, room locations.

Question 21: You mentioned "onboarding for the users." Is the City looking for a one-time live training session, or a 5-year commitment to provide ongoing training for new hires as part of the subscription?

Answer 21: Initial onboarding is required.Ongoing support should allow the City to reach out for assistance over the 5-year license period.

Question 22: For the hardware support plan, does the City require on-site repair/replacement within a specific window (e.g., Next Business Day), or is a "depot" model (shipping faulty units for repair) acceptable?

Answer 22: A depot service model is acceptable (shipping units for repair/replacement).

Question 23: Can the installation of the 42 units be performed during standard business hours, or must work be scheduled after-hours/between scheduled events to avoid guest disruption?

Answer 23: Installation must be scheduled to minimize guest disruption, as the venue operates beyond standard business hours. Work windows will be coordinated accordingly. Ideal dates July 1-3 and maintenance days of July 6-8

Question 24: Will a secure, on-site storage area be provided at Monona Terrace for the 42 displays and mounting hardware during the installation phase?

Answer 24: Yes. A secure staging/storage area will be provided during installation.

Question 25: Should shipping and ancillary costs be listed as a fixed-fee line item, or should they be baked into the unit price of the hardware?

Answer 25: Shipping and related costs should be listed as a separate fixed-fee line item.

Question 26: Is there a Basis of Design for the various displays?

Answer 26: Yes. A defined Basis of Design is in place, and a City-appointed graphic designer will handle visual content design.

Question 27: How will the 10.1” digital signs be used?

Answer 27:

They will display event-related content, including:

● Event description

● Function

● Time

Question 28: Are the 10.1” digital signs being used for space scheduling/availability or will they be showing content?

Answer 28: No. They are used for content display only, not room booking.

Question 29: How are the 55” displays mounted?

Answer 29:

● Wall-mounted in landscape orientation

● Installed within existing wall recesses

● Designed to accommodate recessed back-boxes

● Typical mounting height: ~5 feet

Question 30: Are there any ADA requirements?

Answer 30: Digital signage software will be required to submit a VPAT (Voluntary Product Accessibility

Template) and SLA / EULA will be reviewed by City Attorney. A separate POS contract between the software co and the City will be agreed upon and signed.

Question 31: Are displays required to be rated for 24/7 use?

Answer 31: No. Displays will operate on a scheduled runtime.

Question 32: Are there drawings indicating signage locations?

Answer 32: Yes. The City will provide detailed drawings for all 42 display locations.

Question 33: Can you provide detail around the requirements for Momentus API integration?

Answer 33: This will be direct API integration, establishing a point to point connection with Momentus API endpoints. City will configure user credentials for API authentication. Will also identify the endpoints that are wanted for signage.

Question 34: What functionality is required for the Momentus API integration?

Answer 34: Software must send POST and GET requests; able to send JSON payload for initial authentication and receive and parse JSON payloads.

Question 35: How will the content be generated for the signage players? Is the expectation that this will be generated by the City of Madison or the vendor?

Answer 35: Momentus will send calendar data to the software running on the players. The in-house designer will create graphics for the software.

Question 36: What forms of content or feeds/remote data integration are required outside of Momentus

(RSS, weather, news, etc)?

Answer 36: RSS and weather may be of interest for future usage cases. At this time Momentus sharing data is the primary goal

Question 37: Should we assume existing display locations and mounting positions remain the same, or will any locations change?

Answer 37: it will all stay the same, no adds or changes to locations.

Question 38: Are there any site restrictions that impact installation (union labor requirements, after-hours work windows, lift requirements, wall types such as concrete, stone, glass, etc.)?

Answer 38: No.

Question 39: Will electrical power already be available at all 55" display locations for the 7 media players?

Answer 39: yes.

Question 40: Are there any target installation dates or project milestones we should plan around?

Answer 40: ideally we would like to start work the first week of July, when we have maintenance day shutdowns planned. July 1-3 and 6-8

Question 41: Are all displays being installed in the same building?

Answer 41: Yes

Question 42: Is there a site map, floor plans, or elevations available for us to review?

Answer 42: Yes

Question 43: Will a lift be required to install any of the displays?

Answer 43:no.

Question 44: Where will the 10.1" displays need to be installed?

Answer 44: they go next to room doors on levels 4, 2, and 1. These will replace the signs currently installed. There is a frame/mount and recess.

Question 45: Where will the 55" displays need to be installed?

Answer 45: There are recesses and wall mounts on levels 4, 2, and 1 in hallways.

Question 46: What is the breakdown of portrait and landscape mounting orientations?

Answer 46: all landscape

Question 47: What adjustability is needed for the 55" display mounts?

Answer 47:

▪ Tilt degree requirements - none

▪ Pop-out or fixed - the recessed displays will need mount that allows us to pull it out to get behind it. (pop out) there are 5 recessed and 2 fixed

Question 48: Are all installation locations replacements, or does it include new signage locations?

Answer 48: All are replacements no new locations

Question 49: What is the estimated timeline for installation work to be completed?

Answer 49: We would like to have it done in a week, July 1-3 and 6-8, although can be flexible based on events.

Question 50: Is Momentus the only content source?

Answer 50: At this time it is, depending on the offerings of the software, we may consider other sources, but it is not essential.

Question 51: What type of information will need to be displayed from Momentus?

Answer 51: Event descriptions, times/dates, functions

Question 52: Do templates need to be created to populate content from the Momentus API? Or will the content be a direct feed from Momentus?

Answer 52: Yes to some degree, the software will need to allow us to format the data coming from Momentus.

Question 53: What is the current system this project will replace?

Answer 53: Visix software with Seneca players, Teguar players

Question 54: Will the awarded vendor be responsible for building the integration between the CMS and Momentus?

▪ What are the required API connections or data feeds needed in the API integration? This is direct API integration, City will provide user authentication, and identify endpoints

▪ How will that data & information be displayed on the screens? Big screens will show the date, the day’s events and their times and functions. Small room screen will say date, name of event, function and time in that room during the time that the function is happening in that room.

Question 55: What level of support is required for this contract?

▪ Phone/Email support during standard business hours (8am - 5pm M-F)

Yes

▪ 24/7 Phone/Email support

Not necessary

▪ On-site support

If necessary

▪ Any other support requirements?

No

Bidders must acknowledge receipt of this addendum accordingly on RFP Form B, Receipt Forms and Submittal Checklist.

Please direct any other questions to the Purchasing contact person below.

Brittany Garcia City of Madison Purchasing Services

PH: (608) 243-0529

bgarcia@cityofmadison.com