RFP - Plainwell Community Schools Digital Signs.pdf

MAIN CAMPUS DIGITAL SIGNAGE

Technology Request for Proposal

Plainwell Community

Schools

Issue Date: 11/10/2026

Project: Main Campus Installation of Three (3) Outdoor Digital LED Monument Signs (2 Double-Sided, 1 Single-Sided) Issuing Organization: Plainwell Community Schools

INSTRUCTIONS TO BIDDERS

Plainwell Community Schools ("Owner") is seeking competitive proposals from qualified sign manufacturers and installation contractors to design, fabricate, deliver, permit, and fully install three (3) matching outdoor digital monument signs: two (2) double-sided units and one (1) single-sided unit.

The objective is to install three uniform, high-visibility electronic message centers to enhance campus communication, display public announcements, and showcase school branding.

1. Vendors can mail or email proposals, proposals must be received by 3:00 PM EST on Friday, December 4, 2026. Late proposals will not be accepted.

2. Send the bid to:

Plainwell Community Schools Attention: Thang Nguyen, Director of Technology 600 School Drive Plainwell, MI 49080

3. Email bid to: thang.nguyen@plainwellschools.org

4. All inquiries concerning this proposal should be directed to Thang Nguyen via email: thang.nguyen@plainwellschools.org so that questions and responses may be shared with all vendors.

5. Company background, state contractor licensing, proof of insurance, and references for at least three (3) similar school district digital sign installations.

6. Cut sheets and technical data for the proposed LED sign brand (Watchfire or equivalent), cabinet materials, exact display dimensions (approx. 87" W), and software platform.

7. Itemized Pricing Schedule (Per Sign & Total for 3 Signs — 2 Double-Sided, 1 Single-Sided):

● LED Display Units & Cabinet Fabrication (Itemized for 2 double-sided and 1 single-sided unit)

● Top School Logo Headers & Custom Artwork

● Brick Masonry Bases & Concrete Footings

● Freight, Crane & Structural Installation

● Software & Initial Training

● Permits & Engineering Fees

8. Estimated timelines for shop drawing approvals, factory lead times, masonry work, installation, and commissioning.

The Plainwell Community Schools Board of Education reserves the right to accept or reject any or all bids, either in whole or in part; to award the contract to other than the low bidder; to waive any irregularities and/ or informalities; and in general to make awards in any manner deemed to mailto:thang.nguyen@plainwellschools.org mailto:thang.nguyen@plainwellschools.org be in the best interest of Plainwell Community Schools.

KEY DATES

● RFP Issue Date: Tuesday, November 10th, 2026

● RFP Due Date: Friday December 4, 2026

● Post-Bid Interviews: December 7 - December 7, 2026

● RFP Award Date (projected) January 18, 2027

SITE LOCATIONS

Plainwell High School 684 Starr Road Plainwell, MI 49080

Plainwell Middle School 720 Brigham Street Plainwell, MI 49080

Starr Elementary 601 School Drive Plainwell, MI 49080

SIGN DIMENSIONS & STRUCTURAL SPECIFICATIONS

Each of the three (3) proposed sign structures must adhere to an overall footprint of approximately 87 inches wide (~87") by approximately 89 inches tall (excluding underground footings) and consist of three vertically stacked sections. Note: Two (2) complete sign structures must be double-sided, and one (1) complete sign structure must be single-sided.

Bidders may propose standard manufacturer cabinet/matrix dimensions closest to 87" wide (approx. 7'3").

Section Height Width Component Description & Technical Specifications

Top Header (School Logo)

24" ~87" (approx.) Internally illuminated cabinet with push-through acrylic graphics, school logo, and lettering (2 double-sided, 1 single-sided).

Weatherproof aluminum construction.

Section Height Width Component Description & Technical Specifications

Digital LED Display 41" ~87" (approx.) 8mm pixel pitch full-color LED Electronic Message Center (EMC) (2 double-sided displays, 1 single-sided display).

High-brightness, auto-dimming, front-service access.

Standard cabinet width around 87".

Masonry Base 24" ~87" (approx.) Reinforced brick masonry base matched to campus building aesthetics; integrated concrete footings engineered to local wind loads.

Total Assembly ~89" ~87" 2 double-sided, 1 single-sided

LED DISPLAY & BRAND REQUIREMENTS

● Preferred Brand: Watchfire Sign Products.

● Alternative Brands: Bidders may submit proposals using alternative top-tier manufacturers (e.g., Daktronics, Vantage LED, Electro-Matic). Alternative bids must include full comparative documentation demonstrating equivalent visual performance, weatherproofing standards, and software functionality.

● Configuration: Two (2) signs configured with double-sided displays; one (1) sign configured with a single-sided display.

● Dimensions: Approximately 41" H × 87" W cabinet footprint (bidders may specify closest standard cabinet/active display size around 87" wide).

● Pixel Pitch: 8mm matrix resolution or better.

● Communications: Integrated wireless broadband bridge, cellular modem, or fiber/ethernet connection per site requirement.

● Software: Support multi-user administrative access, content scheduling, graphic/video playback, emergency message overlays, and lifetime software updates without mandatory ongoing licensing fees (or clearly disclosed annual fees). Option for cloud base CMS

SCOPE OF WORK

The selected vendor shall provide a complete turn-key project including, but not limited to:

1. Engineering & Permitting: Provide engineered shop drawings stamped by a licensed structural engineer adhering to local building and wind-load codes. Obtain all required municipal, zoning, and electrical permits.

2. Site Preparation & Masonry: Construct engineered concrete footings and a 24" H × approx. 87" W brick base for each location using brick types pre-approved by the Owner.

3. Fabrication: Build two (2) double-sided sign cabinets and one (1) single-sided sign cabinet incorporating the 24" logo header and 41" LED display section (approx. 87" overall width).

4. Delivery & Crane/Set Installation: Deliver all materials to site locations and execute full mechanical mounting and sign erection.

5. Electrical: Owner provide

6. Testing & Commissioning: Test LED display modules, diagnostic systems, auto-dimming sensors, and communication hardware.

7. Training & Support: Provide hands-on or virtual software training for administrative staff.

WARRANTY & SERVICE REQUIREMENTS

Proposals must detail warranty coverage, which at a minimum must include:

● Parts Warranty: 5-year full replacement warranty on all LED modules, power supplies, controller cards, and logo cabinet components.

● Labor Warranty: Minimum 5-year on-site service labor warranty.

● Vandalism & Weather Resistance: Conformal coating / encapsulation protecting circuit boards against moisture, salt, temperature extremes, and UV degradation.

● Technical Support: U.S.-based phone and remote technical support available during standard business hours.

SIGN LOCATION

Plainwell Community Schools