VIDEO_CAPTURE-STREAMING_RA_BID_PACKET_20262 (1).pdf

Smith County School District

John King, Superintendent

212 Sylvarena Avenue/P.O. Box 308

Raleigh, Mississippi 39153

601.782.4296

To: Prospective Bidders

From: Robert Miles, Purchasing Agent/Operations Director

Smith County School District

P.O. Box 308

Raleigh, MS 39153

601-782-4296

Date: August 19, 2026

Notice of Solicitation of Bids for Reverse Auction

Unpriced Bid Proposals Bid Opening/Reverse Auction

Date: Friday, September 4th, 2026 Date: Tues., September 8th, 2026

Time: 10:00 am, CST Time: 10:00 am, CST

Location: Smith County School District Location: Smith County School District

Central Office Central Office

212 Sylvarena Ave., Suite C 212 Sylvarena Ave, Suite C

Raleigh, MS 39153 Raleigh, MS 39153

Bid Items

Bid Number: 012026-004

Description: SCSD Automated Athletic Video Capture, Coaching Video Management and

Livestreaming Services

Procurement Schedule

Release of Bid: August 19, 2026

Advertisement Publication Dates: August 19, 2026 & August 26, 2026

Deadline for Questions/Clarifications September 2, 2026, 12:00 pm CST

Unpriced Bid Proposals Septebmer 4, 2026, 10:00 am CST

Reverse Auction for Approved Bidders September 8, 2026, 10:00 am CST

Anticipated Board Approval September 14, 2026

Purchase Order Issued Immediately Following Board Approval

Instructions and Terms for Reverse Auction Event

Unpriced Proposals will be received by the Smith County School Board of Education, 212

Sylvarena Ave., Suite C, Raleigh, MS 39153 or electronically at www.centralbidding.com, at the date and time specified on the BID NOTICE. Neither dating of the unpriced proposal form, nor placing it in the mail by this date will meet legal requirements. All unpriced proposals must be received at the Board of Education or electronically at www.centralbidding.com on or before the date and time specified in the Procurement Schedule. The Smith County School Board of

Education reserves the right to reject any and/or all unpriced proposals received, and to waive any and all informalities.

1. All unpriced proposals submitted shall be typed. Any changes that are made in writing must be initialed. No changes shall be allowed after the unpriced proposals are opened.

The Smith County School District (hereafter, the District) shall not be responsible for any errors or omissions. Unpriced proposals may be hand delivered, delivered by mail, or submitted electronically at www.centralbidding.com. Paper unpriced proposals must be submitted in a sealed 8” x 10” or larger envelope. The envelope or shipping package must be labeled as follows, or the bid may be rejected:

Attn: Robert Miles

SCSD Automated Athletic Video Capture, Coaching Video Management and

Livestreaming Services

#012026-004

September 4th, 2026

Name of company or person submitting bid

2. Any unpriced proposals received after the opening date or time shall be refused, marked “Late Unpriced Proposal”, and returned to the bidder unopened. For this purpose the official time for the unpriced proposal opening shall be based upon the time as indicated by the Central Office of the District. It is solely the responsibility of the bidder to ensure unpriced proposals are received prior to the opening date and time.

3. Unpriced proposals may be modified or withdrawn by written notice from the bidder, if received by the Purchasing Agent prior to the date and time set forth in the BID

NOTICE. In order to modify an unpriced proposal, the bidder must submit a new unpriced proposal with the words “Modified Unpriced Proposal” shown in the lower left corner of the sealed envelope or shipping box. The original unpriced proposal remains the property of the District. Telephone modifications or withdrawals will not be accepted. If a bidder withdraws an unpriced proposal, all documents shall remain the property of the

District.

4. All items contained in this unpriced proposal are to be per specifications, unless otherwise allowed in writing by the District Purchasing Agent prior to the scheduled opening.

5. All unpriced proposals shall be prepared using the unpriced proposal form(s) provided.

Qualification of Bidders

Unpriced proposals will be evaluated by staff of the District. All bidders submitting acceptable specifications will be invited to participate in the electronic reverse auction. The District reserves the right to extend the auction date if necessary to complete the pre-qualification process.

Method of Bidding

Priced bids for a total of 3 years of service from approved bidders will be accepted during an electronic reverse auction bid event that has a starting date and time of Tuesday, September 8th, 2026 at 10:00 am, CST. Bids will only be accepted in an electronic process hosted by Central

Bidding and the supplier must complete the free registration at:

https://www.centralauctionhouse.com/registration.php to participate in this Electronic Reverse

Auction Bid Process. For any questions relating to the electronic submittals and/or bidding process, please call Central Bidding at 225-810-4814.

Term of Bid and Prices

The bidder agrees that all goods and/or services awarded under this process will be available for purchase at the price bid during the reverse auction process, from the approval of the award by the Smith County Board of Education for a period of sixty (60) days from the date of the reverse auction. Should any item become unavailable at the specifications listed in the bid during this term, the vendor may request in writing to substitute a similar item with specifications equivalent to or better than the original at the same price or reduced price. In each case, the District, and only the District, will decide if the substitute item meets or exceeds the specification. All substitutions will require approval in writing from the Purchasing Agent of the District. The

Smith County School Board of Education reserves the right to reject any and/or all submissions, to waive any and all informalities, request clarification from vendors, and to accept any offer deemed in the district’s best interest.

Purchases Orders, Invoices, and Payment Terms

The Smith County School District requires that Purchase Orders be issued before any items are ordered or delivered. The Smith County School District shall not be responsible for any products delivered without an approved Purchase Order, and/or without a signed acknowledgement of receipt by a District employee at time of delivery. The awarded bidder shall provide accurate, legible, and timely documentation, such as invoices, credits, and statements as requested by the

District. The bidder shall include packing slips with all shipments detailing all items included in each shipment.The three year service period will be divided into 3 annual payments. The awarded bidder agrees to invoice for services provided annually. The awarded bidder agrees to receive payment within 45 days from the date of receipt of a properly submitted invoice, or within 45 days after inspection and approval of the goods or services by Smith County Schools, whichever is later. In the event of a dispute, the awarded bidder agrees Smith County Schools shall pay only the amount not disputed, as per Miss. Code Ann. 31-7-305. The District requires the attached W-9 form be completed and included in your bid submission.

Budgetary/Funding Constraints

The District reserves the right to reduce or increase the quantity or retract any item from the bid without any obligations or penalty based upon availability of funds. The District intends to award all items in the reverse auction in its entirety to one vendor, however the District reserves the right to award items to individual bidders if it deems such is in the best interest of the District.

Either party may cancel the contract between the winning bidder and the District by giving a 30 written notice to the other party.

Questions/Request for Clarifications

Any questions regarding the terms, specifications, or conditions of this reverse auction process must be submitted by email to Robert Miles, Purchasing Agent for the District at robert.miles@smithcountyschools.net. All questions will be answered via email. Should the

District deem the response to any question or clarification would be beneficial to all interested parties, the response will be posted to the reverse auction site at www.centralbidding.com. No response will be provided for questions received after the deadline, as noted in the procurement schedule previously listed.

Governing Law

This agreement shall be governed by and in accordance with the laws of the State of Mississippi.

The venue for the resolution of any dispute shall be Smith County, Mississippi. The bidder expressly agrees that under no circumstances shall the District be obligated to pay attorney fees or the cost associated with any legal action initiated by the bidder.

Insurance Requirements

The awarded bidder will be required to present the District with a certificate of coverage documenting liability insurance and workers’ compensation insurance coverage of $1,000,000 per occurrence and listing the District as certificate holder for each policy. This certificate must be presented to the District prior to approval of the awarded bidder by the Smith County Board of Education. The policy must remain in effect during the entire term as defined above.

Freight, Shipping, and Other Cost

The equipment, commodities, and/or services included in this reverse auction process will be delivered to various schools, offices and/or other locations within the District. Purchase orders will be provided to the awarded bidder detailing the items, quantities, and delivery location of all items. The bidder agrees all shipping, handling, freight, installation (where requested), setup

(where requested), and other costs will be included in the unit prices bid during the reverse auction. No additional amounts beyond the unit price for each item will be included in any invoice. It is the Districts intent to pay the amounts bid as a result of this reverse auction process, without any additional costs included for the duration of the approved agreement.

SCSD Automated Athletic Video Capture, Coaching Video

Management and Livestreaming Services

September 4th, 2026, 10:00 am CST

#012026-004

I / We propose to furnish and deliver the items and services on the unpriced proposal form according to your specifications.

I / We further agree not to request permission to withdraw our bid after the bids have been opened.

This bid consists of (A) the Bid Notice, (B) the Instructions and Terms, (C) the

Required Specifications, and (D) the Unpriced Proposal From.

I / We, the undersigned, do hereby understand, acknowledge, and accept the instructions and terms under which this unpriced proposal was requested by Smith

County School District.

Company Name Authorized Representative Name (Print)

Address Signature

Federal Tax I.D. Number Title

Telephone Date

Fax Email

Return this completed form, the completed unpriced bid proposal form, the completed form W-9, and any additional relevant documentation of your products and services you choose to include with your proposal.

Required Specifications

Product/Service Description The Smith County School District (SCSD or District) invites qualified, responsive, and responsible bidders to provide a complete districtwide solution for automated athletic video capture, coaching-video management, livestreaming, fan access, and optional enhanced broadcast production. The solution will serve the District's three high-school athletic programs at Mize, Raleigh, and Taylorsville.

The base bid includes six permanently mounted automated camera systems: one indoor gym system and one outdoor stadium system at each school. The awarded bidder shall provide all required hardware, licensing, configuration, installation coordination, platform services, training, warranty, support, and transition services necessary for a fully operational solution.

LEVEL OF QUALITY. References to Hudl, Hudl Focus, Hudl TV, or similar products establish the desired level of functionality and compatibility. Approved equivalents are permitted when the bidder demonstrates equal or superior performance and either integrates with the District's existing Hudl environment or migrates District content without loss or additional cost.

District Scope and Locations School / Program Campus Address Indoor Base Unit Outdoor Base Unit

Mize High School 125 School Road, Mize, MS 39116 1 permanent system 1 permanent system

Raleigh High School 491 Magnolia Drive, Raleigh, MS 39153 1 permanent system 1 permanent system

Taylorsville High School 324 Hester Street, Taylorsville, MS 39168 1 permanent system 1 permanent system

Base bid

1. Six permanent automated camera systems: three indoor and three outdoor.

2. Districtwide livestreaming and fan-viewing platform supporting all three schools.

3. Coaching-video management for the District's covered athletic programs, including integration or migration.

4. Automated and enhanced-production broadcast capabilities, administrative controls, revenue reporting, training, warranty, and support.

5. Site assessment, mounting and configuration plan, system commissioning, acceptance testing, and transition assistance.

General Solution Requirements

ID

Requirement

Area Minimum Requirement

G-

Turnkey responsibility

Bidder shall provide a complete, operational solution and identify every District-provided prerequisite. Omitted components reasonably necessary for operation shall be furnished without unapproved additional charges.

G-

All-school coverage

Licensing shall cover Mize, Raleigh, and Taylorsville and permit all District-authorized teams using the covered venues to record and stream games, practices, and scrimmages.

G-

Concurrent operation

Platform shall support at least six simultaneous camera-originated broadcasts and unlimited or clearly disclosed viewer capacity without per-event overage charges.

G-

Existing investment

Bidder shall inventory existing SCSD subscriptions and compatible equipment, apply all available credits, and avoid duplicate charges.

G-

Brand equivalency

An approved equal shall document feature-by-feature equivalency, compatibility, migration, ownership, and total cost. Merely stating “equal” is insufficient.

G-

No hidden dependencies

Bid shall identify required third-party software, accounts, viewer charges, transaction fees, internet services, and equipment not included in base price.

Technical Specifications

1. Permanent indoor camera systems

ID

Requirement

Area Minimum Requirement

I-

Video quality Minimum 1080p HD recording and livestream output with adaptive delivery suitable for common viewer connections.

I-

Automated capture

AI-assisted automatic action or ball tracking without requiring a camera operator.

I-

Coverage Panoramic capture of the entire playing area; benchmark capability is approximately 180-degree coverage.

I-

Scheduling Automatically records scheduled games, practices, and scrimmages and permits authorized manual start, stop, extension, and cancellation.

I-

Remote control Authorized personnel can monitor status and manually adjust, zoom, or redirect the active view through a secure mobile or web interface without interrupting other recorded angles where supported.

I-

Offline continuity

Camera records locally during an internet outage and automatically uploads when service returns. Bidder shall disclose local storage limits.

I-

Audio Integrated venue audio capture and capability to add announcer or external audio for enhanced broadcasts.

Requirement

Area Minimum Requirement

I-

Scoreboard Automatic or production-software scoreboard overlay when the physical scoreboard is visible or a compatible data source is available.

I-

Network Permanent wired Ethernet connection using Cat5e/Cat6 or better; Wi-Fi-only permanent systems are not acceptable.

I-

Updates Secure, automatic vendor-managed firmware and software updates included during the subscription term.

2. Permanent outdoor camera systems

ID Requirement Area Minimum Requirement

O-

Video quality Minimum 1080p HD recording and livestream output.

O-

Automated tracking AI-assisted automatic action tracking suitable for football, soccer, and other stadium sports.

O-

Coaching and broadcast views

Provides a broadcast view and a wide or tactical coaching view, either simultaneously or from the same recorded event without re-recording.

O-

Scheduling and control

Automatic schedule-based capture plus authorized manual control and status monitoring.

O-

Weather and mounting

Equipment and enclosure rated for permanent outdoor use under manufacturer requirements and secured to an approved permanent structure.

O-

Audio Integrated audio or a dedicated input for press-box commentary and external program audio.

O-

Offline continuity Local recording and delayed automatic upload during internet interruptions.

O-

Network Hardwired network connection. Bidder shall disclose power, surge protection, grounding, cabling, switch, firewall, and bandwidth requirements.

O-

Placement Camera positioned near midfield, normally within five feet of the centerline, at a height and setback approved through the vendor site assessment.

O-

Serviceability Hardware shall support remote diagnostics and prompt replacement without new subscription or reactivation charges after a covered failure.

3. Livestreaming and fan platform

ID Requirement Area Minimum Requirement

S-

Automatic streaming Scheduled events can stream directly from permanent cameras with minimal or no game-day operator action.

ID Requirement Area Minimum Requirement

S-

Event controls District can enable, disable, reschedule, cancel, make free, or monetize each event.

S-

School profiles Dedicated branded profiles for Mize, Raleigh, and Taylorsville, with a districtwide discovery path or landing page.

S-

Discovery Events organized by school, team, sport, date, live status, and archive status;

schedules shall populate upcoming-event information.

S-

Viewer access Viewing through current web browsers and supported mobile applications. Bidder shall list all supported operating systems and versions.

S-

Connected television Applications or supported access for Roku, Amazon Fire TV, Apple TV, and Android TV, or documented equivalent coverage.

S-

Concurrent streams At least six simultaneous District broadcasts with no reduction of school administrative control.

S-

Archives Completed broadcasts automatically archived and available for on-demand viewing.

Bidder shall state archive timing, duration, and storage limits.

S-

Downloads District administrators can download raw coaching video and produced broadcast archives in a common, nonproprietary video format.

S-

Mobile/portable streaming

Platform accepts authorized mobile-device or portable-camera streams for away contests and events outside permanent venues.

S-

Accessibility Bidder shall describe WCAG conformance, keyboard navigation, screen-reader support, caption capabilities, and accessibility support for public viewing pages.

S-

Media rights District retains its media rights subject to applicable MHSAA or third-party rights-holder rules. Bidder shall disclose any license claimed in District content.

4. Enhanced broadcast production

ID

Requirement

Area Minimum Requirement

P-

Production software

Include or separately identify software capable of producing an enhanced broadcast using the permanent camera feed.

P-

Graphics School logos, team names, player information, lower thirds, score, clock, and custom District graphics.

P-

Advertising Sponsor logos, taglines, still advertisements, video advertisements, and scheduled commercial breaks.

P-

Audio Live commentary, external microphones, music or prerecorded audio where the District possesses necessary rights, and adjustable audio levels.

P-

Video sources Multiple camera angles, external video inputs, prerecorded clips, and common IP or RTMP-compatible sources.

Area Minimum Requirement

P-

Replay Instant replay or replay-clip functionality for enhanced productions.

P-

Student use Interface suitable for supervised student production and commentary, with role-based access preventing unauthorized account or financial changes.

P-

Output Produced stream can be sent to the awarded fan platform and, when permitted, an additional District-authorized destination.

5. Coaching-video management and compatibility

ID

Requirement

Area Minimum Requirement

C-

Automatic library delivery

Recordings automatically populate the correct school and team coaching library without manual download, conversion, or re-upload.

C-

Users and roles District, school, team, coach, athlete, and approved staff roles with administrator-controlled permissions.

C-

Video tools Clip creation, playlists, notes, drawings or annotations, sharing controls, and athlete-highlight workflows.

C-

Storage Bidder shall state annual upload hours, total retained storage, overage costs, archive duration, and treatment of livestream versus coaching-video storage.

C-

Existing Hudl integration

Native integration with existing SCSD Hudl accounts is preferred. If not native, bidder shall migrate all requested video, folders, teams, rosters, schedules, permissions, and available metadata at no additional charge.

C-

No content loss Migration plan shall preserve original resolution and organization to the maximum technically possible and include District acceptance before legacy access is discontinued.

C-

Export District can export its videos and reasonably available metadata during the contract and for at least 30 days after termination without an export fee.

Monetization, Sponsorships, and Reporting

Requirement

Area Minimum Requirement

M-

District choice SCSD determines whether each broadcast is free-to-view, pay-per-view, or included in a subscription or pass.

M-

Price controls Bidder shall disclose all minimum and maximum prices. District shall select offered prices within disclosed platform limits.

Area Minimum Requirement

M-

Revenue share District share shall be not less than 60% of Shared Revenue as defined in the bid. Bidder shall clearly define the calculation.

M-

Deductions Disclose all transaction, credit-card, tax, refund, chargeback, currency, platform, and viewer-service fees and whether each is deducted before revenue sharing.

M-

Local sponsorships

SCSD retains 100% of revenue from sponsorships and advertisements secured by the District or its schools.

M-

Vendor advertising

Bidder shall disclose whether vendor-sourced ads, watermarks, preroll, midroll, or display advertising may appear and whether SCSD may approve or disable them.

M-

Reporting Event-level and school-level reports showing sales, viewers, passes, gross collections, refunds, taxes, fees, shared revenue, District percentage, and payout.

M-

Payment Payments by ACH or check at least quarterly and within 60 days after quarter-end. Bidder shall disclose any threshold, hold, forfeiture, or documentation requirement.

Network, Installation, and Acceptance

1. Bidder site assessment and installation plan Before installation, the awarded bidder shall examine each venue and deliver a written camera-ready plan identifying:

A. Approved mounting location, height, setback, structural attachment, field of view, scoreboard visibility, and service access.

B. Electrical outlet, surge protection, grounding, UPS, Ethernet cable, switch port, VLAN, DHCP, firewall, content-filter, SSL-inspection, NTP, and allow-list requirements.

C. Minimum and recommended dedicated upload bandwidth per camera and for simultaneous enhanced broadcasts.

D. District work, third-party contractor work, lifts, poles, conduit, trenching, or structural modifications not included in the base bid.

E. Implementation sequence, outage requirements, safety controls, and proposed acceptance-test date.

2. Installation responsibilities The bidder shall furnish camera hardware, manufacturer mounting equipment, power supplies, configuration, calibration, secure account setup, schedule integration, testing, and training. All exclusions shall be stated on the Exceptions Form. Work requiring a Mississippi license shall be performed by appropriately licensed personnel. The contractor shall protect District property and repair damage caused by its work.

3. Acceptance testing A system is accepted only after SCSD verifies the following at each venue:

A. Camera is securely installed, online, correctly framed, calibrated, and visible in the management application.

B. A scheduled and manual recording completes and uploads to the correct team library.

C. A livestream displays at 1080p when network conditions allow, carries usable audio, and appears on the correct school profile.

D. Free and test-paywall controls, archive access, download, roles, graphics, scoreboard, and revenue reporting operate as bid.

E. District administrators receive system documentation, asset information, warranty details, training, and support contacts.

SCSD may withhold acceptance and payment for a materially incomplete system until deficiencies are corrected. Acceptance does not waive warranty rights or latent defects.

Information Security, Privacy, and Data

D-

FERPA and law Comply with FERPA and applicable federal and Mississippi student-privacy, records, accessibility, and security requirements.

D-

Encryption Encrypt District data and credentials in transit and at rest using current industry standards.

D-

Access control Role-based access, least privilege, strong authentication, and MFA for District administrative accounts. Describe SSO options and cost.

D-

Security assurance Provide a current SOC 2 Type II report or comparable independent assessment under reasonable confidentiality protections upon request.

D-

Incident notice Notify SCSD without undue delay and no later than 72 hours after confirming an incident affecting District data; cooperate with investigation, notification, and mitigation.

D-

Data use Do not sell District or student data. Disclose subprocessors, hosting regions, analytics, advertising, AI processing, model training, and any secondary use of video or user data.

D-

Public/private control

Only District-authorized events and content may be made public. Coaching and practice video shall be private by default unless an authorized administrator changes access.

D-

Retention/deletion State retention periods. On termination, permit export for at least 30 days and securely delete District data within an agreed period, except where law requires retention.

D-

Viewer data Disclose ownership, collection, advertising use, retention, and sharing of viewer and subscriber information.

D-

Terms precedence Click-through or online terms shall not supersede the executed SCSD contract, this RFB, or applicable public-law requirements.

Training, Support, Warranty, and Service Levels

ID

Requirement

Area Minimum Requirement

T-

Training Initial live training for District administrators, athletic directors, coaches, and production operators; provide reusable online guides and recordings.

T-

Gameday support

Live telephone or real-time support during typical SCSD event periods, including evenings and weekends. Bidder shall state exact support hours.

T-

Critical response Target live response within 15 minutes for an active-event failure and continuous reasonable effort through restoration or workaround.

T-

Routine response Target response within four business hours for noncritical issues.

T-

Hardware warranty

Repair or replacement for covered hardware failure throughout the contracted subscription or stated warranty term; disclose exclusions and shipping responsibility.

T-

Replacement Covered permanent-camera failure replacement shipped no later than the next business day after remote diagnosis, or bidder shall state a superior service commitment.

T-

Account management

Named account contact and escalation path for billing, support, privacy, security, and service performance.

T-

Availability State monthly platform-availability commitment, maintenance windows, status-page capability, credits, and exclusions.

Contract and Commercial Terms

1. Initial term: From Notice to Proceed through June 30 of the following fiscal year, unless a different term is stated in the final award.

2. Renewals: Up to four additional one-year renewals at SCSD's sole option, subject to Board approval, satisfactory performance, pricing terms, and annual appropriation. No automatic renewal is authorized.

3. Pricing: All prices include freight, ordinary delivery, licenses, configuration, required platform fees, warranty, and support unless specifically itemized as an exclusion.

4. Price increases: Bidder shall state a fixed maximum annual renewal increase. Unstated increases are not permitted.

5. Ownership: Bidder shall state whether each camera and accessory is sold, leased, loaned, or subscription-dependent and what happens at expiration or termination.

6. Non-appropriation: SCSD may terminate without penalty if funds are not appropriated or lawfully available for a future fiscal period.

7. Termination: SCSD may terminate for material breach after reasonable notice and opportunity to cure, or for convenience upon 30 days written notice, subject to payment for accepted services through termination.

8. Order of precedence: Executed SCSD contract; RFB and addenda; awarded bid and written clarifications; then vendor terms, except that applicable law always controls.

9. Governing law and venue: Mississippi law; venue in a court of competent jurisdiction serving Smith County, Mississippi.

10. Public records: Bid and contract records may be disclosed under applicable public-records law.

Bidder shall clearly identify claimed confidential material and provide the legal basis; SCSD cannot guarantee nondisclosure.

11. Taxes and invoices: SCSD is tax-exempt. Payment follows District purchasing procedures after receipt of a correct invoice and acceptance of goods or services. No work begins without required authorization.

12. Assignment: No assignment or material subcontracting without prior written District approval.

Bidder remains responsible for subcontractors and subprocessors.

Bidder Qualifications and Required Response

Minimum qualifications A. At least three years of experience providing automated sports capture or livestreaming services to K-12 schools, colleges, or comparable organizations.

B. At least three references for similar multi-venue implementations completed or actively supported within the last five years.

C. Financial and operational capacity to support SCSD throughout the proposed term.

D. Authorized right to sell, license, install, support, and warrant all proposed products and services.

E. No current debarment, suspension, unresolved conflict of interest, or legal restriction preventing a Mississippi public-school contract.

Additional Specifications

The Smith County School District is requesting an all-inclusive solution including all applicable taxes, shipping costs, configuration of equipment, technical support and represent complete product for delivery. All equipment included in vendor’s proposal must be new equipment purchased from an authorized reseller. No grey market, third party, or used equipment will be considered.

The above specified equipment does not include every part, piece, and accessory necessary for the system to be fully functional. Please ensure that all bids include all support, warranty, etc necessary for a total solution. Please ensure any ineligible items are clearly marked as ineligible on the bid. If any item quoted is partially eligible, please provide cost allocation showing the eligible amount and the ineligible amount with justification for the cost allocation method.

Bids for all equipment must include cost of configuration or any other required items or systems necessary for the operation of the machines. Bids should also include any necessary accessories, parts or components required to make the system work.

Other Considerations

The Smith County School District welcomes proposals that may not meet these specifications exactly. However, such proposals must explain in detail how the alternative proposal will meet the general specifications of this Reverse Auction and why the District should consider such an alternative. If the explanation and reasoning satisfy both the District Administration of the Smith County School District, then the proposal will be considered as if it meets specifications.

All delivery must be completed by October 1st, 2026

SCSD Automated Athletic Video Capture, Coaching Video

Management and Livestreaming Services September 4th, 2026, 10:00 am CST

#012026-004

Unpriced Proposal Form

Acknowledgments

(Mark the appropriate column right) Yes No Notes

All equipment and components included in this proposal meet the specifications as listed.

I/We understand that the bid is for 3 years of service that will be broken up in

3 annual payments.

A form W9 was completed by the bidder and included in this proposal.

I/We understand the proposal submitted does not included pricing. Pricing will be submitted during the reverse auction event.

I/We have included any additional documentation of our products and/or services deemed relevant with our proposal.

I/We understand that complete equipment packages and services must be delivered and operational by October 1, 2026 or sooner.

Company Name Authorized Representative Name (Print)

Address Signature

Federal Tax I.D. Number Title

Telephone Date