Entertainment System Government Bids & RFPs

The anticipated timeline for a signed agreement is June 30, 2026, with work commencing July 1, 2026, and completion by September 14, 2026. MECA will work with the successful bidder to determine a specific timeline.

The bid notice states that payment terms will be net 30 days from installation and acceptance by MECA.

The bid notice states that a year 1 support program is to be included in the base bid price, and bidders may provide preventative maintenance program details as a separate document.

Proposals will be evaluated based on the following criteria: a the company profile, background, experience, and references of the proposing party b service and support c ability to agree to the requested contractual terms and conditions and d financial considerations. Other criteria may be considered by MECA based on the nature of the proposals received.

Bidders must provide evidence of the following with their proposals: minimum of three 3 years experience with projection mapping systems of the specified types. Experience with at least four 4 NBA/NHL or NCAA Division I arena projects within the last three 3 years. Experience must include professional venue installations and cannot be limited to collegiate experience only. Documentation of up to three 3 non-sports-related projection mapping projects. Maintain a fully staffed and equipped service facility. Adequate regional service organization capable of meeting warranty response requirements 4-hour phone response with 24-hour repair window. Adequate staff and technical experience to perform work on the proposed schedule. Provide key staff resumes. Proof of suitable financial status.

The bid notice states that there will be a mandatory pre-bid meeting on Wednesday, May 27, 2026, at 1:00 PM CST. All bidders who may wish to provide a proposal must be present at this meeting.

MECA may at its sole discretion disqualify any proposal, which it deems incomplete or noncompliant.

The successful bidder must make every effort to be completed by September 14th, 2026. MECA will work with the successful bidder to determine a specific timeline, and work may take place inside of the control room during MECA approved events. Blackout dates for work outside of the control room are August 1, 2026 to August 16, 2026, and September 1, 2026. All work must be scheduled with MECA to accommodate the event schedule, which may require phased completion. The bid notice states, The successful bidder must make every effort to be completed by September 14th, 2026.

The bid notice states, Payment terms will be net 30 days from installation and acceptance by MECA.

The bid notice states, All equipment shall carry a minimum one 1 year manufacturer warranty from the date of final system acceptance. Bidder shall pass through all manufacturer warranties and facilitate claims on MECA's behalf at no charge. Bidder shall provide a minimum one 1 year labor warranty on all installation work covering workmanship defects, incorrect wiring, and programming errors.

The bid notice states, Proposals will be evaluated based on the following criteria: a the company profile, background, experience, and references of the proposing party b service and support c ability to agree to the requested contractual terms and conditions and d financial considerations. Other criteria may be considered by MECA based on the nature of the proposals received.

The bid notice states, Bidder shall have been continuously operating as a professional broadcast and AV systems integrator for a minimum of five 5 years and shall have completed at least three 3 comparable broadcast control room projects professional sports, entertainment, or convention venue within the past five 5 years. Bidder shall be an authorized dealer or integrator for each major manufacturer included in their bid.

The bid notice states, This is a mandatory prebid meeting. All bidders who may wish to provide a proposal must be present at this meeting.

The bid notice states, MECA may at its sole discretion disqualify any proposal, which it deems incomplete or noncompliant.

The bid submission deadline is May 19, 2026, at 11:00 AM, as stated in the notice: deadline: 5 19 26, 11: 00 am.

The bid notice states that the city reserves the right to award the bid other than the lowest bid that in the city's judgment will best serve the public interest: he city s judgement will best serve the public interest.

The bid notice encourages MBES, WBEs, and SBEs to apply: an affirmative action equal opportunity employer mbes wbes and sbes are encouraged to apply.

A mandatory walk-through is scheduled for May 8, 2026, at 10:00 AM, as indicated in the notice: walk thru: 5 8 26, 10: 00 am.

The bid notice does not mention the submission of samples, so the answer is null.

The deadline for questions is May 12, 2026, at 12:00 PM: questions: 5 12 26, 12: 00 noon.