_WEBs Cover Sheet.pdf

REQUEST FOR PROPOSAL

LED Display Systems Modernization

Alaska Airlines Arena at Hec Edmundson Pavilion

Reference#: 1254858-BD Submittal Deadline: September 16, 2026 by 3:00 P.M (Pacific Time)

Workday Strategic Sourcing Event:

university-of-washington.public-portal.us.workdayspend.com

PURPOSE

The University of Washington (“UW”) is soliciting proposals from potential vendors to provide replacement and integration of the arena’s existing video display infrastructure with a new, high-performance LED display system in the Alaska Airlines Arena at Hec Edmundson Pavilion.

This solicitation is open to those vendors who satisfy the minimum qualifications stated herein and who are available for work in Washington State.

SCHEDULE OF ACTIVITIES

The anticipated consultant selection schedule is indicated below. The UW reserves the right to adjust the timetable. Changes to the schedule will be published as an Addendum in the University’s Workday Strategic Sourcing Platform.

Activity Date Solicitation Published August 26, 2026 Optional Pre-Bid Site Walk September 1, 2026; 10:30am-12pm Question Period Closes September 8, 2026; 3 pm PST Addenda Published, if necessary, on or before September 9, 2026 Responses Due September 16, 2026; 3pm PST Clarification requests, if needed, on or before Week of September 21, 2026 Scoring and Final Evaluation and designation of Apparent Successful Bidder(s) Estimated within 5 days post finalization

OPTIONAL PRE-BID SITE WALK

The optional, pre-bid site walk will take place Tuesday, September 1st, 10:30am-12pm; meet at the Hec Edmundson loading dock located on the University of Washington campus, 3870 Montlake Blvd NE, Seattle, WA 98195.

GENERAL INFORMATION

This RFP is being conducted solely through the University of Washington’s Workday Strategic Sourcing system. UW reserves the right to modify the above timeline as needed but will notify all of the Bidders of any modification via the Workday Strategic Sourcing system.

All correspondence and responses must be submitted Via the Workday Strategic Sourcing system

All solicitation documents including attachments, forms, questionnaires, addenda, etc. are published within the solicitation

Click to access the RFP Documents:

university-of-washington.public-portal.us.workdayspend.com

You can view all the documents for this RFP without logging in:

Search for the RFP # Click on the RFP Title Click on Attachments

To bid on the RFP: If you have never utilized the Workday platform, you will need to set up a profile.

Help Documents for setting up Workday profile:

doc.workday.com/user-guide/en-us/strategic-sourcing/supplier-account-setup/gnj1594911610346.html

When setting up your profile you may find it helpful to add additional contacts to one primary profile and avoid multiple duplications of your company profile which can occur when individuals set up separate profiles for the same company. Multiple entries for the same company may result in confusion or system errors with bid submission.

Please ensure that your information is accurate when setting up your profile and verify that your profile’s time zone is correct (important!).

https://university-of-washington.public-portal.us.workdayspend.com/ https://doc.workday.com/user-guide/en-us/strategic-sourcing/supplier-account-setup/gnj1594911610346.html https://doc.workday.com/user-guide/en-us/strategic-sourcing/supplier-account-setup/gnj1594911610346.html

COMMUNICATIONS

The Solicitation Coordinator is the sole point of contact for this Procurement.

This is a public solicitation. Interested Parties must be registered in Workday Strategic Sourcing (“WSS”) and added to this Solicitation event in order to submit questions or communications through the WSS message portal.

Access to the WSS message portal is available only through a bidder login for the Solicitation event. Interested Parties must click “Bid” in WSS in order to access the message portal. Clicking “Bid” does not obligate an Interested Party to submit a response to the solicitation, but it does provide access to the message portal for Solicitation-related communications.

Except for WSS access or login issues as expressly stated below, all questions, requests for information, requests for clarification, and other communications regarding this Solicitation must be submitted through the WSS message portal. This includes questions from Interested Parties and any University requests for clarification, supplemental information, or corrections related to submitted responses.

Solicitation Coordinator:

Brianna Divine Senior Contracts Manager bdivine@uw.edu

Exception for WSS Access Issues: The Solicitation Coordinator may be contacted by email only for issues related to accessing or logging into WSS, including obtaining access to an existing supplier profile. If WSS indicates that a supplier profile already exists for the Interested Party’s firm, the Interested Party should not create a duplicate profile. Instead, the Interested Party must email the Solicitation Coordinator at the email address listed above for assistance with access to the existing profile. Include the solicitation number and title as the subject line of the email.

Communications sent outside of WSS, except for WSS access or login issues as described above, may not be reviewed or considered by the University.

mailto:bdivine@uw.edu