SOW Version 1 - USMMA Scoreboard Replacement.pdf

STATEMENT OF WORK

Stadium LED Scoreboard Procurement and Installation

U.S. MERCHANT MARINE ACADEMY, KINGS POINT, NEW YORK 11024

Version: 0001 FY2026

1.0 BACKGROUND

The United States Merchant Marine Academy (USMMA) is an agency of the Maritime Administration (MARAD) managed by the United States Department of Transportation. The USMMA is listed on the National Register of Historic Places. Therefore, all work shall be consistent with the Secretary of the Interior's Standards for the Treatment of Historic Properties (36 CFR part 68). All work shall meet or exceed the standards provided in the Secretary of the Interior’s Standards for Rehabilitation. The contractor shall be aware of the potential presence of hazardous materials in any buildings or structures at the USMMA and is responsible for taking appropriate measures in accordance with all local, state, and federal laws and regulations.

2.0 PROJECT OVERVIEW

The USMMA seeks a qualified and experienced firm to provide a complete, turn-key solution for the design, procurement, and installation of a new stadium-sized LED scoreboard at Tomb Field. The project includes design, engineering, removal of the existing scoreboard, modification of the existing support structure, installation of the new LED scoreboard and control system, scoring and timing system, audio system, instant replay system, and associated components, and the full testing and commissioning of all systems.

3.0 REFERENCES

• Drawing Packet: Stamped_Signed_2021-11-10 Tomb Field - Structurals.pdf

• Drawing Packet: 2021-04-07 Tomb Field - Electrical As Builts.pdf

4.0 SCOPE OF WORK

The Contractor is responsible for all work areas outlined below to deliver a complete and operational turn-key system. Bidders must complete and submit Attachment A with their proposal, detailing the specifications of their proposed equipment.

4.1 Scoreboard Requirements

4.1.1. Screen: Furnish and install one new LED video scoreboard with the following minimum characteristics:

* Dimensions: Approximately 60 feet wide by 30 feet tall.

* Pixel Pitch: 10mm or tighter.

* Surface Mounted Device (SMD) Technology: 3 in 1 High Contrast SMD

* Brightness: Minimum 7000 nits.

* Color Depth: Minimum 16-bit output per color

* Color Temperature: Adjustable from 3200K to 9300K

* Module components shall be 100% solid-state.

* Refresh Rate: Minimum 3,840 Hz.

* Viewing Angles: Minimum 160° Horizontal / 70° Vertical.

* All modules and their components shall be fully encapsulated and sealed to meet IP-67 standards.

* Each LED module shall consist of LEDs with all drive electronics mounted on a single Printed Circuit Board (PCB).

* LEDs shall be auto-inserted in order to maintain quality and uniformity of the LEDs within each LED module.

* Module signal and electrical connections shall be of the positive locking and removable type. Removal of a module from the display shall not require a de-soldering operation.

* All LED display modules in a single display shall be identical in construction and interchangeable throughout the display with the ability to be field calibrated.

* Modules shall be individually attached to the cabinet frame.

* Removal of one or more modules shall not affect the display’s structural integrity.

* Use smart module design to minimize cables needed, reduce potential points of failure and reduce Mean Time Between Failures (MTBF).

* Wiring shall not impede the removal of display modules, power supplies or other display components.

* The manufacturer shall provide an earth-ground lug on the display.

* The failure of a single pixel, module or power supply shall not cause the failure of any other pixel, module or power supply in the display.

* All power supplies shall be regulated, auto-ranging AC to DC power, with protection for the LED pixel, LED display and driver circuitry in the event of power spikes or surges.

* Each power supply and their connectors shall be fully sealed to protect from corrosive environmental factors meeting IP-67 standards.

* Enclosures: IP65 rated front and rear serviceable weatherproof cabinets that enable safe access to all modular assemblies, components, wiring and other materials located within the enclosure.

* All internal display component hardware (nuts, bolts, screws, standoffs, rivets, fasteners, etc.) shall be fabricated from stainless steel, aluminum, nylon, or other durable corrosion-resistant materials suitable for the signage application.

* Display performance may not cause harmful radio, magnetic or electromagnetic interference. The display must accept any interference received, including interferences that may cause undesired operation.

*The display shall be front or rear ventilated with adequate ventilation provided by the use of fans.

4.1.2. Component Quality: All video block modules shall be from the same production BIN code, not more than 12 months of age at time of contract award and must be guaranteed to be serviceable with the same parts for a minimum of 10 years from the purchase date.

4.1.3. Display Processor and Redundancy: The Contractor shall furnish and install a primary LED display processor required for the operation of the video wall. The Contractor must also provide and install a second, identical processor configured as a redundant, hot-swappable backup to ensure uninterrupted operation in the event of a primary processor failure. The specific make and model of the processor must be identified in the bidder's proposal.

4.1.4. Brightness Control: The LED display system shall be equipped with a comprehensive brightness control system that includes both automatic and manual adjustment capabilities. The system must feature an integrated ambient light sensor that automatically adjusts the display’s intensity in real-time based on environmental conditions to ensure optimal legibility in direct sunlight and prevent excessive glare during evening or overcast conditions. The provided control software must feature a simple, intuitive interface for an operator to manually override the automatic sensor and set the brightness to any specific level at any time, providing full control during live events.

4.1.4. Decorative Truss: Include a decorative truss at the top of the scoreboard structure that features "USMMA" lettering at least three feet in height.

4.1.5 LED Scoreboard Spare Parts: Provide a spare parts package for onsite storage. This package shall include, at a minimum, 5% of all critical components, including but not limited to:

* Display panels/modules/digits

* Power Supplies/PSUs

The onsite repair part package shall also include 3% spare parts stocking levels for the following components:

* LED Drivers/Receiver Cards

* Cables (XLR, Ribbon,DIN)

* Fuses & Horns/Buzzers

* Hardware/Controller Accessories

4.2 Controller and Software

4.2.1 General Requirement: The Contractor shall provide a complete, new, and fully integrated turn-key control system. The system must be a unified, broadcast-quality platform capable of managing all aspects of game-day production for the new LED display.

4.2.2 Video Control and Processing: The system’s video processor and software shall provide, at a minimum, the following capabilities:

* High Dynamic Range (HDR): The system must support the intake and processing of HDR content. It shall have a minimum internal processing depth of 16-bits per color channel to ensure accurate color reproduction, smooth gradients, and preservation of detail in both shadows and highlights.

* Broadcast Integration: The system must be capable of seamlessly accepting multiple live video inputs from video cameras and other sources.

* Content Management: A powerful and intuitive software interface for managing and displaying live video, instant replays, graphic overlays, and pre-rendered animations.

4.2.3 Production and Content Software: The control software suite shall provide robust tools for game-day production and revenue generation, including:

* Sponsorship Management: The ability to partition the screen into multiple, distinct zones for displaying static and video advertisements, along with tools for scheduling ad rotations.

* Content Library: A comprehensive, pre-loaded library of digital content, including virtual scoring, crowd prompts, and customizable team animations and graphics. Provide at least 50 hours of USMMA specific content development.

4.2.4 Documentation and Upgrades: The Contractor shall provide user-friendly operator manuals and video tutorials for all components of the control system: two (2) hard copies and pdf versions available on the company or manufacturer’s website. All operating system upgrades and patches for the control system shall be provided free of charge for the life of the equipment.

4.3 Scoring and Timing Control: The system must include a dedicated, physical (non-PC-based) scoring and timing controller console. This controller must provide:

* Intuitive Interface: Simple to use with clear touchscreen operation and/or tactile buttons, knobs, and faders for the real-time, error-free operation of all standard scoreboard functions (e.g., game clock, play clock, score, down, distance).

* Multi-Sport Capability: Pre-programmed with rule sets and interfaces for multiple sports, including football and lacrosse.

* Data Display: A dedicated, built-in display on the console for at-a-glance confirmation of scoring and timing data before it is displayed on the main scoreboard.

4.4 Integrated Audio System

The Contractor shall provide and install a complete, professional-grade, single-point-source audio system integrated with the scoreboard structure. The system must be designed for a permanent outdoor athletic venue and be capable of delivering clear, intelligible voice and concert-quality music at high decibel levels throughout the facility.

All amplification and processing equipment, including a matrix mixer with digital control, shall be housed in a climate-controlled, weatherproof outdoor enclosure.

At a minimum, the complete, integrated system shall meet the following performance and equipment requirements:

• Main Loudspeakers: Two (2), two-way horn-loaded coaxial loudspeakers, each with a 15-inch woofer and a 3-inch compression driver.

• Subwoofer: One (1) subwoofer enclosure containing two (2) 15-inch front-loaded woofers. Frequency Power Handling: Continuous 2 x 1000W, Peak 2 x 4000

• System Performance:

• Frequency Range (-10dB): 30 Hz to 20 kHz

• Maximum SPL @ 1M: 139 dB

• Horizontal Coverage: 100°

• Vertical Coverage: 30°

• Required Accessories:

• Two (2) Dynamic Headset Microphones

• Two (2) Wireless Handheld Dynamic Microphones

• Two (2) Body Packs with wireless transmitters

• One (1) paddle-style antenna for extended wireless range

4.5 Instant Replay Studio System

The Contractor shall provide and install an instant replay and video production system. At a minimum, the system shall include the following features and capabilities:

• An instant replay processor with a capture buffer of at least 30 seconds.

• A multi-channel video switcher supporting at least four inputs, including both HDMI and HDBaseT connections.

• Dual 10-inch integrated high-definition (at least 1080p) video monitors with tabletop rack mount

• The ability to record and stream video in H.264 format simultaneously.

• Dedicated hardware controller with a T-bar, jog/shuttle wheel, and preset buttons for creating replay clips of various lengths.

• Support for HDBaseT technology, allowing video signal, power, and camera control to be transmitted over a single Ethernet cable.

• Professional transition effects, including picture-in-picture (PiP), wipe, mix, and fade.

• Integrated audio mixing capabilities with at least two balanced XLR inputs.

• Hard case with wheels

4.8 Training

4.8.1. Operational Training: Provide comprehensive on-site training for all equipment provided.

4.8.2. Educational Program: Vendor shall provide a curriculum and materials for a student-run game-day production program.

4.9 Installation

4.9.1. Demolition: Remove and dispose of the existing scoreboard and its immediate mounting structure from the primary support piers.

4.9.2. Engineering: All structural work, including modifications and connections, must be accomplished in accordance with drawings approved and stamped by a Professional Engineer licensed in the State of New York.

4.9.3. Structural Modification: Modify the existing primary support structure, as generally shown in the referenced structural drawings, to safely accommodate the new scoreboard panels, decorative truss and audio system.

4.9.4 Install the LED scoreboard, decorative truss, and audio system components in accordance with the approved drawings.

4.9.5. Electrical:

* Provide detailed specifications for the required electrical power supply.

* Connect the new scoreboard to the press box and power systems via the existing conduit pathways detailed in the referenced electrical as-built drawings.

* If fiber-optic cable is not used, separate conduit shall be used to route the power, signal in wires, and signal out wires.

* The scoreboard shall be grounded according to the provisions outlined in Article 250 of the National Electrical Code. The display shall be connected to earth-ground.

* Installation shall conform to Article 600 of the National Electrical Code.

4.9.5.1 OES Game Clock Communications Wiring:

• The Contractor shall inspect, test, and verify the operational status of the existing communications pathway between the OES scoring and timing control system and the existing game clock(s). Any existing communication/control wiring determined to be damaged, degraded, nonfunctional, or incompatible with the new scoring and timing system shall be removed and replaced.

• The Contractor shall furnish and install all required communication/control cabling, connectors, terminations, surge protection devices, and ancillary hardware necessary to provide a complete and fully operational connection between the OES system and all associated game clock displays. New wiring shall be installed within existing conduit systems where feasible. Where existing conduits are damaged, inaccessible, or lack sufficient capacity, the Contractor shall provide and install new conduit and associated fittings.

• All wiring installations shall comply with applicable National Electrical Code (NEC) requirements, manufacturer recommendations, and industry best practices. Upon completion, the Contractor shall perform end-to-end operational testing and demonstrate reliable communication and synchronization between the scoring console, scoreboard, and game clock systems during commissioning.

4.9.5.2 Game Clock Upgrade Option

The Contractor shall evaluate the existing game clock system and provide recommendations regarding retention, refurbishment, or replacement of the equipment based upon the following criteria:

• Availability of OEM replacement parts and manufacturer support.

• Compatibility with the proposed scoring and timing control system.

• Condition and reliability of existing displays, control electronics, and communication infrastructure.

• Remaining useful service life of the equipment.

• Ability to meet current NCAA, NFHS, and applicable sport governing body timing requirements.

• Visibility and legibility of displayed information from all spectator viewing areas.

• Compliance with current electrical, safety, and installation standards.

• Frequency of maintenance requirements and historical failure rates, if known.

If the Contractor determines that replacement of the existing game clock system is recommended, the proposal shall include a separately priced option identifying:

• Removal and disposal of existing game clock displays and associated equipment.

• Furnishing and installation of new LED game clock display(s).

• New communication/control wiring, fiber-optic cabling, or wireless communication systems, as applicable.

• Mounting hardware, structural modifications, and electrical work required for a complete installation.

• Integration with the proposed scoring and timing control system and LED scoreboard.

• Testing, commissioning, operator training, and warranty support.

The Contractor shall provide a written assessment documenting the basis for the recommendation to retain or replace the existing game clock equipment, including anticipated lifecycle costs, serviceability, parts availability, and operational benefits associated with the proposed solution. The assessment shall clearly identify any risks associated with continued use of the existing game clock system.

4.9.6. Access: Ensure the final installation provides unobstructed access to open cabinet enclosures for rear-entry service.

4.9.7 Inspection: The final installation shall be inspected and approved by a qualified structural engineer.

4.9.8 Site Cleanup and Disposal: The Contractor shall be solely responsible for the legal disposal of all removed materials, including the old scoreboard and its components, all packaging materials such as boxes and containers, and any excess construction materials.

At the conclusion of the work, the Contractor shall perform a thorough cleanup of all affected areas, including but not limited to the area around the new scoreboard structure and the press box. All work areas must be left free of all project-related debris/garbage and returned to a clean and orderly condition.

5.0 FEDERAL PROCUREMENT REQUIREMENTS

5.1 Buy American and Trade Agreements Act Compliance: As a federal procurement, this acquisition is subject to the Buy American Act (41 U.S.C. §§ 8301-8305) and the Trade Agreements Act (TAA) (19 U.S.C. § 2501, et seq.). The Contractor shall ensure and certify that all end products, materials, and components delivered under this contract meet the applicable U.S.-made or designated country end product requirements. The Contractor must provide country of origin information for all major components as part of their proposal.

6.0 OPTIONAL SITE VISIT

6.1 Prospective bidders may attend a site visit to inspect the existing conditions. The site visit will include an inspection of the currently installed scoreboard support structure at Tomb Field and the existing equipment setup in the Brooks Stadium Press Box.

6.2 Date and Time: The date and time of the site visit are To Be Determined (TBD) and will be announced in the formal solicitation.

7.0 PROJECT MANAGEMENT

7.1. Key Personnel: The Contractor must identify, and provide details of the background of a dedicated Project Manager, with at least 10 years of experience in the design, fabrication and installation of similar LED Scoreboards, for this project who will serve as the single point of contact. The Contractor shall also provide the names, roles, and years of experience of the key employees (e.g., Site Superintendent, Lead Installer) who will be responsible for the demolition, structural modification, and installation work for this project.

7.2. Experience and Customer References: The Contractor shall provide customer references for at least three (5) projects featuring a similar LED scoreboard installation that were completed within the last two (2) years. For each reference, the Contractor must provide the project name/location, a brief description of the scope, and a customer point of contact (POC) including their name, title, phone number, and email address.

7.3. Project Schedule: The Contractor shall submit a detailed project schedule including, but not limited to, manufacturing milestones, drawings, removal of existing scoreboard, delivery, installation of new scoreboard and equipment, testing, commissioning, training and acceptance.

7.4. Meetings: The Contractor shall schedule a kick-off meeting no later than 10 days after contract award and bi-weekly progress meetings to be attended by the Project Manager, project team and USMMA.

8.0 SUBMITTALS

The following submittals are required for review and approval by USMMA within 30 days of contract award and shall not proceed with LED Matrix manufacture until the submittal is approved.

8.1. Shop Drawings: Detailed drawings of the scoreboard, mounting structure, decorative truss, and connections.

8.2. Product Data: Manufacturer's specifications for the LED display, controller, and all major components.

8.3. Structural Calculations: Stamped by a Professional Engineer licensed in New York, including wind load analysis.

8.4. Electrical and Data Diagrams: Data flow diagrams and complete wiring diagram from the power source to the display.

8.5 LED display control software operator’s manual

8.6 LED display installation and maintenance manual

8.5. Site-Specific Installation Safety Plan.

9.0 TESTING, COMMISSIONING AND ACCEPTANCE

Upon completion of the installation, the Contractor shall conduct a comprehensive on-site acceptance test with Government representatives to demonstrate that the entire system meets all specified requirements. The test shall, at a minimum, include the following procedures:

9.1. System Burn-In: The fully installed system shall be operated continuously for a "burn-in" period of no less than 48 hours prior to final acceptance testing.

9.2. LED Video Display: Provide a test and commissioning procedure for approval.

Conduct a formal acceptance test, in accordance with the approved procedure, in the presence of a USMMA representative. The test will include, at a minimum:

* Demonstration of full functionality of all specified hardware and control software, including content playback, scoring integration, and scheduling

* Test of the display's brightness, color uniformity, and viewing angles.

* A test for defective or "dead" pixels. The display shall have no more than 0.0001% of its total pixels defective upon completion.

* Verification of the redundant backup processor's functionality via a simulated failure of the primary processor.

9.3 Scoring and Timing Control Testing

*Demonstration of the control console's ability to accurately display and manage game information for all specified sports (e.g., football, soccer, lacrosse).

*Verification that the main game clock, play clock, and other timing functions are accurate and responsive to operator commands.

*Confirmation that scores, statistics, and other data entered on the control console are displayed correctly on the LED video board in the designated scoreboard zones.

9.4 Integrated Audio System: Testing shall include the following:

* Demonstration of the system's ability to produce clear, intelligible audio at various volume levels from all specified input sources (wireless microphones, headset microphones, playback audio from the video system).

* A walkthrough of the seating areas to confirm even and consistent sound coverage without excessive loudness or dead spots.

* Verification of the functionality of all wireless microphone systems, including range and clarity.

9.5 Instant Replay System Testing

*Verification of video signal integrity from all four (4) inputs (both HDMI and HDBaseT).

*Demonstration of the simultaneous recording and streaming functions.

*A comprehensive test of the instant replay functionality, including clip creation using controls and preset buttons.

* Verification of the audio mixing capabilities through the XLR inputs.

9.6. Acceptance: Final acceptance will be granted upon the successful completion of all tests and the correction of any identified deficiencies.

10.0 OPTIONAL ITEM:

10.1. Preventative Maintenance Agreement: Provide a separately priced option for a yearly on-site preventative maintenance and service agreement.

11.0 DELIVERABLES & PROJECT CLOSEOUT

11.1. A fully installed, tested, and commissioned LED scoreboard system, scoring and timing control system, integrated audio system, and instant replay system.

11.2. Operation & Maintenance Manuals: Three (3) complete sets of O&M manuals containing all product data, and warranty information.

11.3. As-Built Drawings: Final as-built drawings of the installation, including structural and electrical systems, stamped by a Professional Engineer.

11.4. A complete spare parts package as specified.

11.5. All operator manuals, start guides, and training materials.

11.6 Deliverables – Standards and AQL

Deliverable Standard AQL

Kickoff Meeting 10 business days after award zero deviation Project Engineering Design Drawings Stamped by a Professional Engineer licensed in New York

30 business days after contract award 10 business days

Full system test and Commissioning

5 business days before acceptance 3 business days

Trash removal At time of acceptance zero deviation System Training and Manuals Submission 3 days after Acceptance zero deviation

Acceptance

After Full system test and commissioning 14 business days zero deviation

As-Built Drawings Stamped by a Professional Engineer licensed in New York

10 Business days after Acceptance 10 business days

12.0 WARRANTY AND SUPPORT

12.1. Warranty:

1) Provide a comprehensive minimum 5-year manufacture warranty against defects in material and 1 year installation workmanship from the date from acceptance. Parts requiring replacement under warranty shall be shipped via standard surface freight the same day when requested before 3:00PM, with any expedited shipping costs to be the owner’s responsibility.

2) Provide a comprehensive minimum 1-year installation service warranty

12.2 Parts Availability Guarantee: Replacement parts are guaranteed to be available for ten

(10) years which include extended warranty from acceptance of the installation.

12.3. Technical Support: Provide toll-free technical assistance. All service calls must receive a response within 24 hours.

12.4. Game Day Support: Provide on-site support from a qualified technician for the first home game event after installation.

12.5. Diagnostics: The system must include a remote diagnostics feature that enables identification of the root causes of scoreboard and control system operational issues.

12.6. Technical Warranty Service Providers: The Contractor must provide detailed information for at least three (3) authorized technical service providers who are certified to perform warranty work on the proposed equipment in the Kings Point, NY area. For each service provider, the following information must be submitted with the proposal:

* Company Name and physical service location address.

* Point of Contact information (Name, Title, Phone Number, Email Address).

* Number of years the company has been an authorized service provider for the proposed manufacturer's equipment.

12.0 PLACE OF PERFORMANCE

United States Merchant Marine Academy Capt. Harvey J. Tomb Field 300 Steamboat Road, Kings Point, NY 11024

13.0 PERIOD OF PERFORMANCE

All on-site work, including installation, commissioning, and initial training, must be completed no later than 04 September 2026.

ATTACHMENT A: BIDDER'S TECHNICAL SPECIFICATION COMPLIANCE FORM

The compliance form has been updated to include specifications for the instant replay and audio systems.

Instructions: Bidders shall complete this form to provide the specifications for the proposed equipment. The stated values will be considered binding and will be verified during acceptance testing.

Specification Item Minimum Requirement Proposed Equipment Specification

LED Video Display

Manufacturer -

Model Number -

Country of Origin (for TAA/BAA) U.S. or Designated Country

Physical Pixel Pitch (mm) 10mm or tighter

Surface Mounted Device Technology

3 in 1 High Contrast SMD

Brightness (Nits) 7,000

Dimming Auto-adjustment from 1%-100%;

software backup

Active Display Area (H x W) ~30 ft x 60 ft

Pixel Matrix (H x W) -

Display Processor (Manufacturer/Model)

Redundant Backup Processor Provided

Yes

Color Depth / Grayscale (bits) 16-bit

Color Temperature Adjustable from 3200K to 9300K

Refresh Rate (Hz) 3,840

Horizontal Viewing Angle (Degrees)

Vertical Viewing Angle (Degrees)

LED Lifetime (Hours to 50% Brightness)

100,000

LED Diode Manufacturer -

LED Diode Type (e.g. SMD 3-in- 1)

Contrast Ratio -

Power Requirement (VAC, Watts

- Max)

Power Factor -

Cabinet Material (e.g.

Aluminum)

Weatherproof

Service Access Front and Rear

Ingress Protection (IP) Rating IP67 for modules and power supplies, IP65 for cabinets

Operating Temperature Range (°F or °C)

-4°F to 122°F

Weatherproofing Tested per ASTM B-117 to a continuous 95°F, 7.2pH salt fog

Country of Origin (for TAA/BAA) U.S. or Designated Country

Controller and Software Manufacturer, Model no. and software version

USMMA specific content development

50 Hours

Scoring and Timing Control Manufacturer and Model No.

BAA / TAA Compliant Yes

Instant Replay System

Video Inputs Minimum 4 channels (including

HDMI and HDBaseT)

Monitors Dual 10-inch integrated high-definition (at least 1080p) video monitors

Streaming/Recording Simultaneous H.264 streaming and recording

Replay Buffer 30-second minimum

Replay Controller Dedicated hardware with T-bar and jog/shuttle wheel

HDBaseT Support Yes

Audio Inputs Minimum 2 balanced XLR

BAA / TAA Compliant Yes

Integrated Audio System

System Type Single-point-source, horn-loaded, scoreboard-mounted

Main Loudspeaker

Configuration Two (2) 2-way coaxial drivers with

15" LF and 3" HF

Subwoofer Configuration Dual 15" front-loaded woofers

Frequency Range (-10dB) 30 Hz - 20 kHz

Max SPL @ 1M 139 dB

Horizontal Coverage 100 degrees

Vertical Coverage 30 degrees

Cabinet Weatherproof aluminum

Amplification/Control

Enclosure Climate-controlled, weatherproof

Audio Accessories Two (2) wireless handheld microphones, two (2) body packs, and one (1) paddle-style antenna

Warranty Available for 10 years extended Warrant

Parts & Labor Warranty (Years) 5 years – Parts and defects;

1 year installation workmanship.