USM RFP 26-43 M.M. ROBERTS STADIUM SIGNAGE.pdf

REQUEST FOR BIDS/PROPOSALS COVERSHEET

THE UNIVERSITY OF SOUTHERN MISSISSIPPI

Procurement and Contract Services

118 College Drive #5003, Hattiesburg, Mississippi 39406-0001

Date: May 14, 2026

RFP No. 26-43

THE UNIVERSITY OF SOUTHERN MISSISSIPPI is considering purchasing the following item(s). We ask that you submit your bid and retain one copy for your files. Right is reserved to accept or reject any part of your bid. Your quotation will be given consideration if received in Bond Hall, Room 214 on or before:

2:00 p.m. CST

TERMS - Bidder should state terms of sale. Our terms are 2% ten days, net 45 days.

These terms will apply per Mississippi law. June 3, 2026

AWARDING CONTRACT - Cash terms will not be used as a basis for awarding contracts; however, the University will accept cash discounts when earned. Buyer: Deidre Edwards

ITEM

QUANTITY

DESCRIPTION

RFP 26-43

M.M. Roberts Stadium Signage

UNIT PRICE

TOTAL NET PRICE

PROPOSAL MUST BE RETURNED TO THE UNIVERSITY IN

ACCORDANCE WITH THE SPECIFICATIONS. RFP NUMBER AND

DATE OF BID OPENING MUST BE SHOWN ON THE OUTSIDE OF

THE ENVELOPE IF USING THAT METHOD.

We quote you as above-F.O.B. The University of Southern Mississippi. Shipment can be made in days from receipt of order. DATE ______________ TERMS _____________________________________________

Return quotation to Procurement Services at above address.

AA/EOE/ADAI Signature Required__________________________________________

THIS IS NOT

AN ORDER

Name: ____________________________________

Company: _________________________________

Address: __________________________________

City/State/Zip: ______________________________

The University of Southern Mississippi Request for Proposals (RFP) # 26-43

1.0 Introduction

The University of Southern Mississippi Athletics Department (“Southern Miss”) is seeking qualified vendors to provide design, engineering, fabrication, and installation services for stadium signage associated with a forthcoming long-term naming rights agreement at M.M.

Roberts Stadium.

This project represents a highly visible branding initiative and will serve as the primary physical expression of the stadium naming partner across multiple premium and broadcast-facing locations.

2.0 Specifications

Southern Miss is requesting vendor qualifications and conceptual approaches for the following signage elements:

1. Highway 49 Facing Signage (Primary Exterior Branding)

• Prominent, backlit signage facing U.S. Highway 49

• Must be highly visible at a distance and legible both day and night

• Structural design must account for wind load and stadium integration

• Creative solutions encouraged for scale and impact

2. North End Zone Videoboard (Windscreen Replacement)

• Replacement of existing windscreen material

• Incorporation of co-branded signage (University + Naming Partner)

• Must integrate cleanly with existing videoboard structure

3. South End Zone – Suite Level Ring

• Installation of stadium naming partner signage above suite level

• Includes design, engineering, and backlit fabrication

• Project must incorporate the relocation and integration of the existing Ring of Honor

(currently along east and west sidelines)

• The final design to reflect the arch of the endzone

4. Gate Signage (Primary Entrances)

• New stadium naming signage at:

o Gate 3 o Gate 6

• Consistent branding across both entry points

• Durable materials suitable for high-traffic fan environments

• Will be placed on the brick facade

5. Premium Entry Activation Opportunity (Add Alternate)

• Optional enhanced branding/activation element at south side premium entrances

• Vendors encouraged to propose experiential or sponsor activation concepts

3.0 Vendor Responsibilities

Selected vendor(s) will be expected to provide:

• Creative design concepts and renderings

• Structural engineering and permitting guidance

• Material recommendations (durability, illumination, maintenance)

• Fabrication and production

• Full installation services

• Coordination with the University and third-party partners as needed

• Vendor to provide comprehensive electrical requirements for the project. Property will be responsible for running the required electrical needs based on the mutually agreed upon project.

4.0 Key Considerations

• Solutions must align with a Power 4-caliber visual standard

• Emphasis on premium finishes, visibility, and long-term durability

• Ability to integrate with existing stadium infrastructure

• Flexibility to collaborate with naming rights partner

5.0 Proposal Submission Requirements

Interested vendors should submit the following:

• Company overview and relevant experience (stadium/large-scale signage preferred)

• Portfolio of comparable projects

• Conceptual approach for the outlined signage locations

• Preliminary material and illumination recommendations

• Estimated project timelines

• Budgetary ranges by signage element (high-level acceptable at RFQ stage)

• Key personnel and project management structure

6.0 Evaluation Criteria

Submissions will be evaluated based on:

• Relevant experience and past performance

• Creativity and design approach

• Technical expertise and feasibility

• Ability to meet timeline requirements

• Overall value and cost-efficiency

7.0 Additional Notes

• Included with this document are location mockups- for inspiration, not final design

(Exhibit A).

• Southern Miss reserves the right to request additional information or invite select vendors to participate in a subsequent RFP phase.

• Final scope and branding elements will be refined upon execution of the naming rights agreement.

8.0 Timeline

• RFP Release: Thursday, May 14, 2026

• Vendor Submissions Due: Wednesday, June 3, 2026

• Vendor Selection (Estimated): Mid-June 2026

• Project Kickoff: Upon execution of the naming rights agreement

• Substantial Completion Deadline:

o All signage must be installed and operational prior to the first home football game: September 5, 2026, vs. Alcorn State Football

9.0 Point of Contact

For questions, contact the Buyer listed on the Bid Coversheet at:

bids@usm.edu

10.0 Submission Instructions to Bidders

One (1) signed original, two (2) copies, and one (1) portable virus/malware-free electronic mailto:bids@usm.edu version (USB jump drive) of the sealed bid response (if an electronic copy is not included, USM reserves the right to request an electronic copy of the exact bid response prior to review of the bid), subject to the conditions made a part hereof, will be received by 2:00 PM CDT on Wednesday, June 3, 2026 in the USM Procurement and Contract Services office, as indicated in the General Terms, Conditions, and Instructions to Bidders described herein. It is the respondent's responsibility to ensure that the proposal package arrives at the Procurement and Contract Services Office.

Each bid must be submitted in a sealed envelope bearing on the outside the name “RFP # 26-43 M.M. Roberts Stadium Signage,” the name of the Vendor, and the opening date specified on the cover sheet.

For regular mail:

Attn: Deidre Edwards, Buyer

118 College Drive, Box 5003 Hattiesburg, MS 39406

For FedEx, UPS, or other express couriers:

Attn: Deidre Edwards, Buyer

2609 W. 4th Street Hattiesburg, MS 39401

Hand-carried responses should be brought to:

Attn: Deidre Edwards, Buyer 214 Bond Hall Hattiesburg, MS 39406

As an alternative to traditional sealed proposals in envelopes, the University of Southern Mississippi is capable of receiving electronic bid responses. While this option is available, it is not required, and we ask that all potential respondents keep in mind that with any electronic system, there could be delays or glitches with the submission process; therefore, the University highly encourages traditional sealed responses, which are either mailed or submitted in person.

Additionally, the University will not be responsible for issues with attempted submissions of bids using the electronic method.

Should a vendor choose to submit their response electronically, please follow the instructions below using the following website:

https://www.ms.gov/dfa/contract_bid_search/Home/Sell.

On this site, you will find helpful links to procurement opportunities, as well as a link to supplier registration. If not already registered in this system, potential bidders will first need to click on ‘Supplier Registration’ and follow the steps outlined (a one-time process). Once registered, suppliers can return to the original website and click on ‘Procurement Opportunities’ where they can either search by keyword for the bid they desire to respond to or leave the search box blank and click ‘Search’ for a listing of all current bids and proposals for the various State of Mississippi offices.

Please note that emailed bids will not be accepted.

Any bid may be withdrawn prior to the scheduled time for the opening of bids or authorized postponement thereof. Any bid received after the time and date specified will not be considered.

The University of Southern Mississippi reserves the right to accept or reject any or all proposals and to waive any formalities.

Vendors are responsible for examining all specifications, terms, conditions, and instructions of this request. Failure to do so will be at the Vendor’s risk.

In order to ensure all interested bidders receive any addenda that may be issued, proposers must email their intent to propose using the Intent to Bid link on the USM Bid Listing under RFP 23-20 prior to the deadline to submit:

https://www.usm.edu/procurement-contract-services/current-bids-and-sole-source-notices.php

11.0 USM General Terms, Conditions, and Instructions for Bids/Proposals

1.) Failure to examine any drawings, specifications, and instructions will be at the bidder’s risk.

2.) Samples of items when called for must be furnished free of expense and if not destroyed in testing, will, upon request, be returned at the bidder’s expense. Request for the return of samples must be made within ten (10) days following opening bids.

Each individual sample must be labeled with the bidder’s name and the manufacturer’s brand name and number.

3.) As a public entity of the state, we use sealed bidding to ensure “fair and open competition” to ensure no one in the buying organization can influence the bidding process or steer the selection of a particular company by sharing competitive bid https://www.ms.gov/dfa/contract_bid_search/Home/Sell https://www.usm.edu/procurement-contract-services/current-bids-and-sole-source-notices.php information during the solicitation process. Generally, all bids must remain sealed until they are opened publicly at the time stated in the notice—advance disclosure of the terms of a bid may be cause for rejection of said bid. Bidders should never send advanced copies of a sealed bid via email or screenshots of electronic bids. Bidders must submit sealed bids to be opened at the time and place stated in the solicitation for the public opening of bids and must not be revealed to the buyer before that time. Bids must be signed and sealed with the bidder’s name and address on the outside of the envelope, and the date and time of the bid opening and the bid file number shown in the lower-left corner of the packages, envelopes, express mailing labels, boxes, etc.

4.) In order for your bid to be considered, it must be received and time-stamped in our office by 2:00 P.M. of the bid opening date. It is the responsibility of the vendor to ensure their bid is received within the appointed time. If your bid package is not received in Bond Hall, Room 214, by 2:00 P.M. of the bid opening date, it will not be considered.

If you are delivering your bid, you need to hand-carry the bid package to:

Procurement Dept. (Bid) Bond Hall, Room 214 Hattiesburg, Mississippi

RFP # 26-43

If you are mailing your bid package via U.S. Postal Service, mail to:

118 College Drive #5003 Hattiesburg, MS 39406-0001

If you are express mailing your bid package via Federal Express or UPS, or any other delivery service which requires the use of a physical address, deliver to:

2609 West 4th Street Hattiesburg, MS 39401

5.) Bids or proposals shall not be modified, corrected, altered, or amended after the specified closing time and the opening of such bids, unless otherwise noted in the request for bids or proposals.

6.) The University of Southern Mississippi reserves the right to reject any and all bids, to waive any informality in bids, and, unless otherwise specified by the bidders, to accept any items on the bid. If the bidder fails to state the time within which bids must be accepted, it is understood and agreed that The University of Southern Mississippi shall have 60 days to accept. The University of Southern Mississippi reserves the right to make an award to this bid on an all or none basis, or on a line by line basis, whichever serves the best interest of The University of Southern Mississippi.

7.) Contracts and purchases will be made or entered into with the lowest, responsible bidder meeting specifications.

8.) A written purchase order or contract award mailed or otherwise furnished to the successful bidder within the time of acceptance specified in the Invitation for Bid results in a binding contract without further action by either party. The contract shall not be assignable by the vendor in whole or in part without the written consent of The University of Southern Mississippi.

9.) Bid files may be examined during normal working hours by bid participants. Non-participants will be prohibited from obtaining any information relative to the bid until the official award has been made.

10.) If purchase orders or contracts are canceled because of the awarded vendor’s failure to perform or request for price increase, that vendor shall be removed from our bidders’ list for a period of 24 months.

11.) No addendum will be issued within a period of two (2) working days prior to the time and date set for the bid opening. Should it become necessary to issue an addendum within the two-day period prior to the bid opening, the bid date will be reset giving bidders ample time to answer the addendum.

12.) Alternate bids, unless specifically requested or allowed, will not be considered.

13.) Bid openings will be conducted open to the public. However, they will serve only to open the bids. No discussion will be entered into with any vendor as to the quality or provisions of the specifications, and no award will be made either stated or implied at the bid opening. After the close of the bid opening meeting, the bids will be considered to be in the evaluation process and will not be available for review by bidders. Proposal openings are not required to be open to the public; however, the resulting award is open for public inspection.

14.) Prices quoted shall be firm for the term of the contract or for the stated time of acceptance.

15.) The bidder understands that The University of Southern Mississippi is an equal opportunity employer and, therefore, maintains a policy which prohibits unlawful discrimination based on race, color, creed, sex, age, national origin, physical handicap, disability, or any other such discrimination; and the bidder, by signing this bid, agrees during the term of agreement that the bidder will strictly adhere to this policy in its employment practices and provision of products or services.

16.) Bidders must upon request of The University of Southern Mississippi furnish satisfactory evidence of their ability to furnish products or services in accordance with the terms and conditions of these specifications. The University of Southern Mississippi reserves the right to make the final determination as to the bidder’s ability.

17.) Questions or problems arising from bid procedures should be directed to the Buyer listed on the solicitation at:

118 College Drive #5003

Phone: (601) 266-4131

18.) All items must equal or exceed the specifications listed. The absence of detail specifications or the omission of detail description shall be recognized as meaning that only the best commercial practices are to prevail and that only first quality materials and workmanship are to be used.

19.) It is the intent of the specifications to obtain a product that will adequately meet the needs of the user while promoting the greatest extent of competition that is practicable.

It is the responsibility of the prospective bidder to review the entire Invitation to Bid packet and to notify The University of Southern Mississippi if the Specifications, Instructions, General, or Special Conditions are formulated in a manner which would unnecessarily restrict competition.

20.) It shall be incumbent upon the bidders to understand the specifications. Any requests for clarifications shall be in writing and shall be submitted to our Procurement Services office at least five (5) days prior to the time and date set for the bid opening, unless otherwise noted in the bid or proposal specifications.

21.) The minimum specifications are used to set a standard and in no case are used with the intention to discriminate against any manufacturer. Bidders should note the name and the manufacturer and model number of the product they propose to furnish and submit descriptive literature.

22.) Trade names, brand names, and/or manufacturer’s information used in these specifications are for the purpose of establishing quality, unless otherwise noted. Bids on products of other qualified manufacturers are acceptable, provided they are demonstrated as equal to those specified in construction, design and suitability. Each bidder shall submit with his bid a complete brochure with pictures on each item and shall point out specifically any deviations from the specified items. Failure to do so may disqualify any bid. Please bid as specified or an approved equal.

23.) A copy of the manufacturer’s standard guarantee/warranty shall accompany and become a part of this bid.

24.) There are no federal or state laws that prohibit bidders from submitting a bid lower than a price or bid given to the U.S. Government. Bidders may bid lower than U.S.

Government contract price without any liability as The University of Southern Mississippi is exempt from the provisions of the Robinson-Patman Act and other related laws. In addition, the U.S. Government has no provisions in any of its purchasing arrangements with bidders whereby a lower price to The University of Southern Mississippi must automatically be given to the U.S. Government.

25.) All invoices, unless noted otherwise, are to be billed to:

Accounts Payable 118 College Drive #5104

26.) All equipment bid shall be of current production and of the latest design and construction.

27.) Where all, or part(s), of the bid is requested on a unit price basis, both the unit prices and the extension of the unit prices constitute a basis of determining the lowest responsible and responsive bidder. In cases of error in the extension of price, the unit price will govern.

28.) All bidders/respondents are on notice that USM is a public agency of the State of

Mississippi and is subject to the Mississippi Public Records Act, Miss. Code Ann. § 25-6- 1, et seq. If a public records request is made for any information provided to the USM pursuant to this solicitation, USM shall promptly notify the Disclosing Party of such request. The Disclosing Party shall promptly institute appropriate legal proceedings to protect its information. No party to this agreement shall be liable to the other party for disclosures of information required by court order or required by law. For clarity, documents are not considered public record unless and until an award is made from such solicitation.

29.) Should the University of Southern Mississippi close due to inclement weather conditions, or any other unforeseen events on the bid opening date, sealed bids will open the following business day at the same time and location.

30.) As an alternative to traditional sealed bids in envelopes, the University of Southern

Mississippi is capable of receiving electronic bid responses. While this option is available, it is not required and we ask that all potential respondents keep in mind that with any electronic system there could be delays or glitches with the submission process; therefore the University highly encourages traditional sealed bids which are either mailed or submitted in person. Should a vendor choose to submit their response electronically, please follow the instructions below using the following website:

https://www.ms.gov/dfa/contract_bid_search/Home/Sell. On this site you will find helpful links to procurement opportunities, as well as a link to supplier registration. If not already registered in this system, potential bidders will first need to click on ‘Supplier Registration’ and follow the steps outlined (a one-time process). Once registered, they can return to the original website and click on ‘Procurement Opportunities’ where they can either search by keyword for the bid they desire to respond to or leave the search box blank and click ‘Search’ for a listing of all current bids and proposals for the various State of Mississippi offices. Instructions on how to respond to an RFx in M.A.G.I.C. may be located at the following link:

http://uperform.magic.ms.gov/gm/folder-

1.11.9125?mode=EU&primaryCSH=RFX%2Cresponses

NOTE: If you experience any problems with submitting your response through M.A.G.I.C. Please email the M.A.G.I.C. IT Helpdesk at mash@dfa.ms.gov.

**PLEASE NOTE: EMAILED BIDS WILL NOT BE ACCEPTED, AND IT MAY CAUSE YOUR BID TO BE

REJECTED FOR EARLY DISCLOSURE. **

With regard to construction bids, there is one additional step required during the bid submission process. Along with the bid response and other attachments, contractors will also need to attach their Certificate of Responsibility (COR), or a statement that the bid enclosed does not exceed Fifty Thousand Dollars ($ 50,000.00). If their COR or such statement is not attached, the bid will be invalid and not considered.

AA/EOE/ADAI

https://www.ms.gov/dfa/contract_bid_search/Home/Sell http://uperform.magic.ms.gov/gm/folder-1.11.9125?mode=EU&primaryCSH=RFX%2Cresponses http://uperform.magic.ms.gov/gm/folder-1.11.9125?mode=EU&primaryCSH=RFX%2Cresponses mailto:mash@dfa.ms.gov

Request for Proposals (RFP) # 26-43

Exhibit A: Location Mockups