pre-bid_sign_in_sheet.pdf

This is a pre-bid sign-in sheet for the City of Conroe Facilities Department documenting attendees at a pre-bid meeting held on August 11, 2026, at 9:00 AM for the Owen Theatre Marquee project (RFP #0820-2026). The project involves replacement of existing digital signs with full-color LED signs and repair or replacement of neon elements at the Owen Theatre Marquee. The scope requires installation of two LED signs, each approximately 14 feet wide by 4 feet tall, featuring full-color display, minimum 5,000 nits brightness with automatic adjustment, minimum 140-degree horizontal and 70-degree vertical viewing angles, and weatherproofing to withstand 120 mph winds. The LED signs must comply with City of Conroe Ordinance Section 90-13 requirements including static copy display for a minimum of eight seconds with message changes within two seconds and cellular connection with cloud-based content management. Delivery and installation must occur within 60 days of purchase order issuance following permitting. Bids are due August 20, 2026, at 1:00 pm through the OpenGov Procurement Portal.

Bidders must submit pricing on a lump-sum basis for LED sign replacement with delivery and removal/disposal, and separate lump-sum pricing for neon repair or replacement with associated removal and disposal, with all prices all-inclusive of labor, materials, equipment, permitting, and transportation. The City qualifies for Texas tax exemption, so sales tax should not be included in pricing. Contract award will be determined on a best-value basis using weighted evaluation criteria: price (40 percent), technical compliance (30 percent), experience and past performance (10 percent), warranty and support (10 percent), project schedule (5 percent), and references (5 percent). The contract will be issued as a blanket purchase order with no specified term and includes a 30-day cancellation clause for unresolved problems. Bidders must provide five references from similar projects, certificates of insurance meeting coverage limits including $1,000,000 combined single limit for public liability, company background, Form 1295, and statutory compliance certifications. The contractor is solely responsible for obtaining all building permits and inspections with no permit fees charged for work on City property.