Indoor Digital Signage

The City of Madison is issuing a Request for Bids (RFB 15027) for an indoor digital signage solution at Monona Terrace, representing a comprehensive turnkey procurement that includes cloud-based software, hardware, installation, and five-year maintenance services. The scope encompasses one Content Management System with unlimited user capability, cloud-hosted digital signage software integrated with the City's Momentus API and EBMS software, 42 total licenses, 35 10.1-inch digital signs with built-in players (400 nits brightness, 24/7 functionality, POE-capable), seven 55-inch digital signs (500 nits, 4K UHD capability), seven media players, hardware cabling, adjustable mounting hardware, and comprehensive five-year support and maintenance. The signage system will display event descriptions, dates, times, functions, and room locations by integrating directly with the City's Momentus event management software, with installation required during a compressed timeline of July 1-3 and 6-8, 2026, to minimize disruption to venue operations. Bidders must submit cost proposals on Form D detailing all labor, materials, installation, cabling, mounting hardware, shipping, and five-year support services as fixed-fee line items. Required qualifications include compliance with insurance requirements (Commercial General Liability minimum $1,000,000, Professional/Technology Errors & Omissions $2,000,000, and Cyber Liability $2,000,000), submission of a Voluntary Product Accessibility Template (VPAT), and initial user onboarding capabilities. The RFB was issued on March 31, 2026, with a questions deadline of April 6, 2026, answers posted April 8, 2026, and bids due April 14, 2026, at 2:00 PM CST submitted electronically to bids@cityofmadison.com. Contract award will be made to the lowest responsible bidder meeting specifications, with evaluation criteria including adherence to the compressed installation timeline and system integration capabilities.

The City of Madison has adopted a local vendor preference policy offering scoring advantages to registered local suppliers in the evaluation process. No specific set-asides or disadvantaged enterprise restrictions are mentioned in the procurement documents. The contract represents a replacement of existing Visix software with new hardware, requiring vendors to remove legacy equipment (existing Seneca and Teguar players) with City assistance, while the City will handle all equipment disposal. All 42 signage locations are existing positions with no new locations added, and the City will provide all necessary network infrastructure including PoE-enabled switches, network configuration, VLAN setup, security requirements, API credentials, detailed site drawings, and a secure staging area during installation. Support requirements include phone and email support during standard business hours (8am-5pm, Monday-Friday) with on-site support available as needed, and a depot service model is acceptable for hardware repairs. The procurement documents do not specify an overall budget value or award amount; however, pricing must be submitted as an all-inclusive, not-to-exceed fixed-fee arrangement with all prices remaining fixed and valid throughout the five-year contract term and any subsequent renewals.