UU204763112 Outdoor Signage Network Partnership.docx

Request for Proposal For Outdoor Digital Signage Network Partnership

RFP #UU 204763112

Issued 8/21/2025

University of Utah Contact:

Ammi Aldous, Senior Buyer University of Utah Purchasing Dept.

201 S. Presidents Circle Rm.159 Salt Lake City, UT 84112 Tel. (801) 587-0073 E-Mail: aaldous@purchasing.utah.edu

Questions regarding this RFP should be submitted through BidNet Direct (formerly BidSync):

http://www.bidnetdirect.com/utah/universityofutah Solicitation #:UU204763112

In the Question and Answer section

Version: 7.18.2025

TABLE OF CONTENTS

SECTION 1 - PURPOSE OF RFP

1.01 Purpose of RFP

SECTION 2 – RFP DETAILS

SECTION 3 – SCOPE OF WORK

3.01 Detailed Scope of Work

SECTION 4 - PROPOSAL REQUIREMENTS

4.01 Mandatory Requirements

4.02 Evaluated Criteria

SECTION 5 – PROPOSAL RESPONSE FORMAT

SECTION 6 – PROPOSAL EVALUATION

SECTION 7 – GENERAL PROVISIONS

ATTACHMENTS

Attachment A – Revenue Sharing Proposal Form Attachment B – Schedules A – C Exhibit A, University Guidelines, Content Standards, & Policies for Sponsorship and Advertising

Instructions: Vendors must respond to all sections of this RFP, including sections 1 through 7. When a section does not request specific information and you agree to what it contains, you may use language such as “Sections 1.01 through 1.05, Understood and Agreed” in your response. Refer to Section 5 for instructions on how to organize your response.

SECTION 1 – PURPOSE OF RFP

1.01 Purpose of RFP. The purpose of this Request for Proposals (RFP) is to enter a long-term contract with a qualified vendor to (a) operate, maintain, and sell advertising for existing University outdoor media signage assets; and (b) fabricate, install, operate, maintain and sell advertising for proposed outdoor media signage assets as described below:

1.01.1 existing outdoor media signage assets: 4 large format signs, 16 small format signs comprised of 12 interactive kiosks and 4 parking garage signs (please see images and descriptions of existing outdoor media assets on Schedule B);

1.01.2 new outdoor media signage assets that match existing functionality, design, and look and feel of existing outdoor media signage assets: (a) between 5 and 7 large format signs in main campus described on Schedule A, and (b) between 15 and 30 new small format signs on main campus, potential locations indicated on Schedule A.

All existing and proposed media signage assets are collectively hereafter referred to as the “Outdoor Media Network” or “Network” at the University of Utah, hereafter referred to as the “University.” The companies submitting proposals in response to this RFP will hereafter be referred to as “Vendor.”

The award of the resulting contract may be for University-wide use and multiple University locations. The University is examining the feasibility of entering this type of contract and may decide, after reviewing proposals submitted, not to enter into any agreement.

The performance of the contract and all non-commercial programming of the Network will be the responsibility of the University’s Auxiliary Business Development office, hereafter referred to as “ABD”, and the University’s share of revenue generated by the project will be received by ABD.

The intention of this RFP is to create a “University of Light” that utilizes all the media platforms referenced above to create a unified sense of community at the University, promote the University, promote local and student art, enhance safety on campus through the ambient light created by the platforms, and generate revenue for University operations.

1.02 Background. The University is composed of over 70,000 combined students, faculty and administration personnel. The University is the largest employer in the state of Utah and one of the largest economic assets in the region.

The mission of ABD is to support the University in functional and creative ways including ensuring long term viability through generating new revenue, building partnerships and sharing messaging, all while protecting and elevating the University brand. This RFP is intended to obtain a Vendor to serve all those interests.

Finally, it is important that all new and existing signage have a similar look and feel, design and functionality to ensure compatibility across the Network. Display Devices, Inc (hereafter “DDI”) provided fabrication, installation, and maintenance of existing Network equipment on campus and continues to provide such services to the University. The Contract with the awarded Vendor will require the awarded Vendor to work either with DDI or another University-approved vendor capable of fabricating new signage that matches the quality and design of the existing signage to provide fabrication and installation services in connection with this RFP.

1.03 Definitions:

1.03.1 This service is to be obtained for the Auxiliary Business Development Department of the University of Utah, hereafter to be referred to as the “University.”

1.03.2 The companies submitting proposals in response to this RFP will hereafter be referred to as “Vendor.”

1.03.3 PaymentWorks is a tool the University of Utah uses to ensure vendor onboarding is an orderly, secured, and trackable process. Each newly awarded vendor will be sent an invitation from PaymentWorks in conjunction with the University to a secure PaymentWorks site to enter their account information. More information can be found at https://www.paymentworks.com/.

SUA (single use account) is a virtual payment solution that is processed like a credit card, streamlining the payment process for both buyers and suppliers and is the University of Utah’s preferred payment method. Each payment is given a unique 16-digit account number, which is assigned a credit limit equal to that payment amount. This account number is active for only a defined timeframe and is electronically matched to pre-purchase information. SUA is a virtual card payment just like a credit card. The vendor will receive a 16-digit number which you process like a standard credit card transaction. The acceptance of SUA accelerates payments compared to current payment methods, simplifies the process, eliminates cost of processing checks, and there is no need to store account numbers or other payment information.

SECTION 2 – RFP DETAILS

BidNet Direct customer support may be contacted at (800) 835-4603 or support@bidnet.com for guidance on the BidNet Direct site.

Vendors are responsible for ensuring their BidNet Direct registration information is current and correct. The University and stakeholders shall not be responsible for missing or incorrect information contained in the vendor registration in the BidNet Direct site. Incorrect or missing vendor registration information may result in failure to receive notification from BidNet Direct regarding this procurement.

Proposals received after the due date and time will be late and ineligible for consideration. Following the deadline, the names of those responding to the RFP will be made public.

After the oral presentations and/or product demonstrations are complete, the committee shall be allowed to re-score the technical criteria as needed to reflect the information provided in the presentations or demonstrations. The University reserves the right to reschedule or cancel oral presentations at any time at no cost to the University.

Upon completion of the evaluation process, the University may award the contract (“Contract”) to the highest scoring responsive and responsible supplier.

Upon successful completion and award of this RFP as described above, the University will post notice of an “intent to award” which shall be based upon completion of a mutually agreed upon contract.

SECTION 3 – SCOPE OF WORK

3.01 The University is soliciting proposals relating to the fabrication, installation, operation, advertising sales, service and maintenance of the Network at the current and proposed locations set out Schedules A and B of this RFP. Vendor may propose alternative locations for consideration by the University, but the location and aesthetics of new media assets shall be determined in the University’s sole discretion.

Additional services can be added within the nature and intent of the scope of work, if determined to be fair and reasonable, by amendment, and signed by both parties.

The University is seeking a successful partnership with a Vendor able to demonstrate qualifications, including but not limited to: (i) experience providing similar services for a municipality or college campus; (ii) a history of collaborative working relationships with clients (contact information provided); and (iii) a history of proposing and implementing high quality outdoor media assets.

Quickly address unexpected negative advertiser issues and respond to excessive light complaints.

Referred signage software system will integrate with University's emergency notification system: Rave Alert from Rave Mobile Safety (using Common Alert Protocol or an applicable API).

Will need to provide time allocated to University for use on the Network and plan for integrating University content into Network programming.

Finally, additional benefits provided to the University by virtue of this partnership. For example: student mentoring or internships, educational enhancement, support for community or local art and culture, etc.

Include rank order proposed on-campus large format sign locations (see Schedule A) Acknowledge any outdoor media assets and intent to assume operations, maintenance, and media sales (see Schedule B).

Accept Small Format Sign Functionality Specifications (See Schedule C).

By responding to this solicitation, Vendors are certifying that neither they nor their principals are presently debarred, suspended, proposed for debarment or ineligible for contracting by a governmental entity. Vendor is also agreeing to notify the University within 30 days if suspended, debarred, or declared ineligible for contracting with a government entity. Additionally, Registration in SAM.GOV is required when federal funding sources are being used for payment of services. Vendors must provide a copy of your active registration, including unique entity ID, confirming you have no exclusions. https://sam.gov/content/home By responding to this solicitation, Vendor acknowledges any resulting contract's negotiable terms will be limited by Utah state law.

Vendor has reviewed, completed and attached Attachment B- Schedules A-C |_| Agree |_| Disagree

New Network equipment installation shall meet University aesthetic and structural quality requirements.

|_| Agree |_| Disagree

New Network equipment will meet or exceed all applicable building/zoning requirements.

|_| Agree |_| Disagree

All advertising content shall comply with the University advertising guidelines set forth in Exhibit A.

|_| Agree |_| Disagree

Vendor shall agree to meet either in person or virtually within two business days of written request of University, and not less than monthly, to discuss any aspect of the agreement.

|_| Agree |_| Disagree

Vendor shall include a University based branding element or mark on each sign in the Network in a size and location mutually agreed upon and documented in all construction and engineering plans.

|_| Agree |_| Disagree

4.02 Evaluated Criteria

4.02.1 Vendor Experience (15 Points)

Vendor description of experience and ability to meet the RFP requirements.

4.02.3 Vendor Client Testimonials (10 Points)

Provide at least three (3) written testimonials from clients who have used services like those required by the University. Include business name and contact person for each reference. The University reserves the right to contact or visit any of the Vendor’s current and/or past customers whether listed as a reference or not, to evaluate the level of performance and customer satisfaction. The University may deem any proposal as “non-responsive” if the submission fails to provide the requested references or upon receipt of a reference check response the University deems as unsatisfactory.

4.02.4 Vendor Installation Plan (10 Points)

Provide a plan for installation of new Network signage components, including potential design ideas, and outline of working relationship with a University-approved signage fabrication and installation vendor.

4.02.5 Vendor Advertising Response Plan (5 Points)

Vendor description of process to quickly address unexpected negative advertiser issues.

4.02.6 Vendor Safety Integration Capability (15 Points)

Vendor description indicating that Vendor’s preferred signage software system will integrate with University's emergency notification system: Rave Alert from Rave Mobile Safety (using Common Alert Protocol or an applicable API).

4.02.7 Vendor Upgrade and Maintenance Plan (10 Points)

Vendor description of plan to keep the Network cutting edge from a technological and aesthetic perspective for the term of the contract, including a Network Upgrade and Maintenance Plan.

4.02.8 Vendor Light Best Practices (10 Points)

Vendor’s demonstration of ability to maintain industry best practices in terms of pitch, lighting and functionality for the Network and description of process to accept and respond to excessive light complaints.

4.02.9 Vendor Time Sharing Plan (10 Points)

Vendor’s description of time allocated to University for use on the Network and plan for integrating University content into Network programming.

4.02.10 Miscellaneous Benefits to University (5 Points)

Vendor description of any additional benefits provided to the University by virtue of this partnership. For example: student mentoring or internships, educational enhancement, support for community or local art and culture, etc.

4.02.11 Vendor Revenue Share Proposal (50 Points)

Vendor’s revenue sharing proposal as described in Section 5.03 below.

SECTION 5 – PROPOSAL RESPONSE FORMAT

(For Revenue Sharing Proposal submission see section 5.03)

Vendor will supply a minimum 15-year revenue projection (with two additional 5-year projections if desired) for existing media assets and new media assets per the following installation schedule:

1. Within one year of execution of the Vendor agreement – 2-3 large format signs and 5-10 interactive kiosks

2. Within two years of execution of the Vendor agreement – 1-2 large format and 5-10 interactive kiosks; and

3. Within three years of execution of the Vendor agreement - 2 large format and 5-10 interactive kiosks.

The response shall also include:

1. Proposed payment to the University for the assumption of existing Network assets’ operation, maintenance, and sales.

2. Proposed shared revenue percentage to University of gross revenue.

3. Proposed annual revenue sharing guaranty to University with consequences for failure to meet guaranty.

4. Estimated annual revenue for potential off-campus locations (non-scored as part of Revenue Sharing Proposal Form).

The revenue sharing proposal must attached as a separate document and identified as “Revenue Sharing Proposal” with your company name in BidNet Direct.

Failure to submit the revenue sharing proposal form included in this RFP may cause your proposal to be deemed “non-responsive.” Incomplete revenue sharing proposal forms will receive zero evaluation points.

SECTION 6 – PROPOSAL EVALUATION

6.01 Proposal Evaluation Criteria. The criteria to be used to evaluate proposals, listed with their relative weight in a 150-point scoring system, are as follows:

· Mandatory Requirements - Responsive / Non-responsive- Vendors who are deemed as “Responsive” to this request shall advance to further scoring as listed below. Vendors who are deemed as “Non-Responsive” shall not advance further in this request.

· Evaluated Criteria (4.02.1 - 4.02.11)

· 4.02.1 Vendor Experience – 15 points

· 4.02.2 Vendor Team – 10 points

· 4.02.3 Vendor Client Testimonials – 10 points

· 4.02.4 Vendor Installation Plan – 10 points

· 4.02.5 Vendor Advertising Response Plan – 5 points

· 4.02.6 Vendor Safety Integration Capability – 15 points

· 4.02.7 Vendor Upgrade and Maintenance Plan – 10 points

· 4.02.8 Vendor Light Best Practices – 10 points

· 4.02.9 Vendor Time Sharing Plan – 10 points

· 4.02.10 Miscellaneous Benefits to University – 5 points

· 4.02.11 Vendor Revenue Share Proposal – 50 points

1. All proposals will be reviewed to determine their responsiveness to the requirements of the RFP. Non-responsive proposals (those not conforming to minimum RFP requirements) shall be eliminated from further consideration. Each Vendor bears the sole responsibility for the items included or not included in the response submitted by that Vendor. The University reserves the right to disqualify any proposal that includes significant deviations or exceptions to the terms, conditions and/or specifications in this RFP at any time the deviations or exceptions are discovered.

2. Proposals will be reviewed and evaluated by the evaluation committee based upon the quality of information received and the information that supports the respondent’s ability to meet or exceed the technical requirements stated in the RFP and is subject to all advancement criteria or multi-stage process stated. Proposals may be deemed non-responsive and disqualified at any stage of the process the disqualifying factor is discovered.

3. Oral or product demonstrations may be required from eligible proposals to supplement their written proposal. These presentations may be scheduled, if required, by the Purchasing Department after proposals are received and prior to the award of the Contract. If requested, Vendors may present their proposed solution either on-person or through an on-line demonstration.

Alternatively, the University may choose to make an award directly from the responses received.

The University will be the sole judge as to the overall acceptability of any proposal or to judge the individual merits of specific provisions within competing offers.

4. Upon request, a Best and Final Offer (BAFO) may be requested as part of this process from responsive and responsible proposals received.

SECTION 7 - GENERAL PROVISIONS

a) Commercial General Liability insurance with per occurrence limits of at least $1,000,000 and general aggregate limits of at least $2,000,000.

Such insurance policies shall be endorsed to be primary and not contributing to any other insurance maintained by the University.

If applicable, Vendor shall maintain and provide evidence of an employee dishonesty (fidelity) bond or other form of surety in the minimum amount of $100,000 which guarantees that the bond or surety will reimburse the University for any pecuniary loss that may be sustained by any act of fraud, dishonesty, forgery, theft, embesslement, malfeasance, or misappropriation on the part of Vendor, or any of its employees, officers, directors, agents, contractors or subcontractors directly or indirectly. This bond shall be issued by a responsible surety company authorized to do business within the State of Utah, and shall be subject to the reasonable approval by the University ast to form and content.

Vendor’s insurance carriers and policy provisions must be acceptable to the University’s Risk and Insurance Manager. The University of Utah shall be named as an additional insured on the Commercial General Liability, and if applicable, Aircraft Liability, and Liquor Liability insurance policy by endorsement. Vendor will cause any of its subcontractors, who provider materials or perform services relative to this contract, to also maintain the insurance coverages and provisions listed above.

If the coverage’s described above are not in place at the time a proposal is submitted, Vendor should describe in detail what types and levels of coverage are in place currently, and clearly indicate Vendor’s ability and willingness to obtain the above listed coverage’s if required by the University.

Vendor shall submit certificates of insurance as evidence of the above required insurance to the University prior to the commencement of this Contract (mail to: University of Utah Purchasing Department, Attn: Associate Director of Procurement and Contracting Services, 201 S. Presidents Circle Rm 159, Salt Lake City, UT 84112. Such certificates shall indicate that the University will be given thirty (30) calendar day’s written notice prior to the cancellation of coverage.

University carries insurance through the State Risk Manager of the State of Utah up to the limits required by the State Risk Manager of the State of Utah and applicable law. Nothing in the Contract shall require University to carry different or additional insurance, and any obligations of University contained in the Contract to name a party as additional insured shall be limited to naming such party as additional insured with respect to University’s negligent acts or omissions.

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