Led Screen Government Bids & RFPs

All post-event work must be completed by December 1, 2026. The successful company or team should be prepared to begin work immediately.

Proposals will be evaluated based on provider capabilities to satisfy requirements, demonstrated related experience and qualified staff (35%), technical approach including proven plan to meet deadlines (35%), cost proposal (20%), and three references for clients from projects/events held within the last three years (10%).

Eligible companies must have 3 years in business, and key staff, particularly the project manager, must have 5 years of experience. Proven experience at this level of production is required.

One onsite walk-thru with GWCC, ARC staff, and ARC event contractor is planned.

Respondents are prohibited from contacting ARC staff, board members, or consultants regarding this solicitation outside of the formal Q&A process. Violation of this provision may result in rejection of the submittal.

Compensation for the services is not expected to exceed $70,500.

The RFB submission deadline is May 27, 2026, at 10:00 AM. The delivery time for the videoboard itself is not explicitly stated as a fixed deadline but will be a factor in the award, and if not stated, delivery is expected within two weeks (10 business days) of the order.

The bid notice states that SCS requires Net 30 terms from the date of the invoice. Final payment will not be processed until 100% of the work is complete and SCS has signed off on the project.

The bid notice indicates that SCS will select a firm determined to be the best value, interest, and best solution for SCS. General criteria include the ability to meet specifications, experience, and competitive pricing.

Bidders must be reputable companies regularly engaged in providing the necessary goods and services, possess a valid Tennessee business license and a Sumner County business license on file with SCS, and may need a State of Tennessee contractor license in the respective field. Evidence of these licenses must be provided within ten working days following notification of award.

The bid notice mentions that any alterations to the document made by the bidder may be grounds for rejection of submission, cancellation of any subsequent award, or any other legal remedies available to the Sumner County Board of Education. In case of bidder default, SCS may procure services from other sources and hold the defaulting bidder responsible for any resulting costs. If the awarded bidder violates terms, they may be disqualified.

The bid notice does not mention a mandatory or optional site visit, implying it is not a requirement.

The bid notice states that samples of items when called for must be furnished free of expense, but this RFB does not explicitly call for samples of the LED videoboard.

Any questions concerning the submission documents must be received by the purchasing supervisor no less than ninety-six (96) hours before the bid opening date. Protests can be made to the purchasing supervisor and/or the Sumner County Board of Education.

Risks for disqualification include making alterations to the RFB document, unauthorized contact with SCS employees other than the purchasing supervisor, failure to provide required information or licenses, and submitting late or non-conforming bids.

The bid notice states that the city is seeking proposals from qualified companies. However, specific qualification criteria are not detailed in the provided text.

The bid notice states that the government shall consider capability statements if interested, as this notice is not a request for competitive proposals. The requirement is for authorized approved vendors to perform services for brand name equipment. The procurement is on a basis of other than full and open competition.

The bid notice states that NMRC requires that all contractors doing business with the acquisition office must be registered with the Systems for Award Management (SAM). No award can be made unless the vendor is registered in Systems for Award Management. In order to register with SAM and to be eligible to receive an award from this acquisition office, all offers must have a unique entity identification number (UEI).