FLAC_-_RFP_Video_Board_-_final.pdf
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- Solicitation number
- 2025-RFP-152
- Issued by
- New Haven County, Connecticut
About this file
This document is a Request for Proposals (RFP) issued by the City of New Haven, Connecticut, seeking qualified contractors to supply and install a new video board system for the Floyd Little Athletic Center. The project involves removing the existing center-hung scoreboard and replacing it with a comprehensive 4-sided center-hung video board system featuring 2 - 22'x9' and 2 - 15'x9' displays, as well as two 10'x7' wall-hung video board units along the facility's perimeter. The new system must be programmable, suitable for athletic and community events, and include software capable of creating and displaying customizable video content. Contractors are required to provide detailed proposals covering company information, project approach, product specifications, software capabilities, installation timeline, and references.
The RFP outlines specific proposal requirements, including manufacturer cut sheets, mockup images, software demos, and a detailed cost breakdown. Evaluation of proposals will be based on five key criteria: contractor experience (15%), video board system suitability and quality (30%), project timeline (10%), overall cost (35%), and client references (10%). The selected contractor must provide a minimum 5-year warranty on materials and workmanship, with a 7-year warranty specifically on video board hardware components. The proposal also requires the contractor to handle all necessary permits, coordinate with athletic center staff, and provide a student-forward curriculum along with the first year of software license fees and detailed costs for subsequent years of software support.
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Text version
Floyd Little Athletic Center – New Video Board System
Request for Proposals (RFP) – Scope of Work
1. Introduction
The City of New Haven is seeking qualified contractors to provide proposals for the supply of a new video board system in the Floyd Little Athletic Center located at 480 Sherman Parkway New Haven CT. The fieldhouse is a multi-purpose indoor sports facility used by local high school teams, sports leagues, and community groups. The new video board system will feature a 4-sided center-hung video board system that is programmable and suitable for athletic and community events. In addition, it will include two wall-hung video board units along the perimeter of the facility.
2. Scope of Work
The work required for this project includes, but is not limited to, the following:
1. Removal of Existing Center-Hung Scoreboard:
o See included pictures of existing scoreboard.
2. Design of New Center-hung 4-sided Video Board System and Auxiliary Boards o Provide 2 – 22’x9’ and 2 – 15’x9’ displays for the center-hung 4-sided video board system. Dimensions are approximate, similar dimensions may be proposed with justification.
o Provide 2 – 10’x7’ displays for the wall-hung video board system. Dimensions are approximate, similar dimensions may be proposed with justification.
o Provide clear resolution information (eg. similar to a computer monitor) and size of individual pixels in displays o Complete structural analysis of suitability of existing structure and proposed hanging system for proposed system.
o Provide detailed information on electrical and data lines required to be provided (by others) to the general attachment area of the hung video board system.
o Analyze mounting height to minimize interruptions to athletic activities and promote viewability from seating and throughout the facility.
3. Installation of New Video Board Systems:
o Owner to provide electrical/data lines per specification to the vicinity of the mounting points. Contractor to complete final hookups.
o Contractor is responsible for all permits, including state-only fee for a building permit.
o All work shall be carried out in coordination with the Floyd Little Athletic Center staff and Director of Athletics.
4. Software o Contractor shall provide options for software to create and display content on the video board system, suitable for use during live events. Software should be useable by many skill levels with modest, informal training, and capable of creating and displaying highly customizable video content.
o The first year license fees must be included. Include itemized costs for an additional 4 years of software costs.
o Provide a description and costs for software support services.
o Contractor to provide student forward curriculum – provide sample with RFP response
5. Warranty:
o Provide a minimum of 5 years warranty on materials and workmanship.
Minimum warranty on the video board hardware (e.g. the LEDs) is 7 years.
3. Proposal Requirements
Interested contractors must submit a proposal that includes the following:
1. Company Information:
o Name, address, and contact information of the firm.
o A brief history of the company, including relevant experience with athletic video board installations o A minimum of five similar video board installations in the last 5 years, with locations/dates/products/pictures for each.
2. Project Approach:
o Detailed information including manufacturer cut sheets for the products proposed for the facility. In particular, information must include resolution of each display, size of individual pixels, electrical and data requirements, and weights.
o Detailed explanation of video board products proposed and suitability for the proposed use. If more than one option is proposed, provide an explanation of the differences between options.
o Provide mockup images of the proposed products in the facility.
o Provide detailed software overviews and demos of the proposed software functionality.
o Timeline for the project, including milestones and the proposed start and completion dates. Timeline may begin from contract execution as Day 1.
3. Cost Proposal:
o A detailed cost breakdown for your proposal, including any potential options identified. Provide detailed line-item costs.
4. References:
o At least three (3) references from previous clients for similar projects completed in the last 3 years.
4. Evaluation Criteria
Proposals will be evaluated based on the following criteria:
• 15% - Experience and Qualifications of the contractor in performing similar work.
• 30% - Suitability and Quality of Proposed Video Board System, including durability, performance, and safety features.
• 10% - Timeline for completing the project.
• 35% - Cost of the proposed solution, including a breakdown of material and labor costs.
• 10% - References from previous clients.
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