Municipal Digital Kiosk Program

TOWN OF BROOKLINE
Massachusetts
DEPARTMENT OF FINANCE
333 Washington Street
PURCHASING DIVISION Brookline, MA 02445
617-730-2195
Fax: 617-264-6446
www.townofbrooklinemass.com
TOWN OF BROOKLINE / PURCHASING DIVISION
INVITATION TO BID OR REQUEST FOR PROPOSALS
Sealed bids/proposals for furnishing the following to the Town of Brookline, MA will be received at the
Town of Brookline, Town Hall, Purchasing Division 333 Washington St., 2nd Floor, Room 212, Brookline, MA
02445, until the time specified for the bid/proposal opening at which time bids will be opened publicly and
proposals in confidence, in accordance with provisions of M.G.L. c. 30B.
Reference Bid/Proposal Opening
Item or Service Department Number Date and Time
Municipal Digital Kiosk Program Selectboard P-27-04 Wednesday August 5,
2026 at 12:00 p.m.
Specifications and bid/proposal forms may be obtained at the Purchasing Division or by calling (617) 730-2195.
Bid/proposal forms may be downloaded at: http://www.brooklinema.gov/Bids.aspx
Bid/proposal shall be submitted on the form furnished and in sealed envelope, and marked on the outside with the
item title, reference number and bidder's name. Contract awarded pursuant to the Invitation to Bid or Request for
Proposals will be subject to provisions of the Town of Brookline By-Laws Article 4.4 Fair Employment Practices
with regard to Contracts, relating to non-discrimination in employment, and Article 4.8 Living Wage By-Law,
relating to wages paid to employees. The Town reserves the right to accept any bid/proposal in whole or in any
part, and to reject any or all bids/proposals if it shall be deemed in the best interest of the Town to do so.
Richard M. Saville, Chief Procurement Officer
July 22, 2026

Town Hall, 2nd Floor
Richard Saville
333 Washington St.
Chief Procurement Officer
Brookline, MA 02445
617-730-2020
REQUEST FOR PROPOSAL
Municipal Digital Kiosk Program
P-27-04
Proposal Procedures
Competitive sealed proposals are invited in accordance with the provisions of Massachusetts
General Laws c. 30B.
Procedures under this invitation require separate and confidential submission of pricing and a
separate submission of a technical proposal. Technical proposals will be evaluated without
knowledge of prices by a committee appointed by the Chief Procurement Officer. The Chief
Procurement Officer will determine the most advantageous proposal after taking into consideration
the evaluation of technical proposals made by the committee together with a consideration of
prices.
Any questions regarding the scope of service or availability of referenced materials please contact:
Melanie Otsuka, Assistant Town Administrator for Operations, 617-730-2211,
MOtsuka@BrooklineMA.gov
Any questions concerning this RFP or procedures, must be submitted in writing to:
Richard Saville, Chief Procurement Officer, 333 Washington Street Brookline, MA 02445
Telephone: 617-730-2195, Email: RSaville@BrooklineMA.gov
Award, payment and performance obligations shall depend on the availability and appropriation
of funds. Award of a contract may be subject to the approval of the Town of Brookline Select
Board.
Proposal Submission
Town of Brookline
Town Hall, Purchasing Division
333 Washington St., 2nd Floor, Room 212
Brookline, MA 02445
The deadline to submit bid proposal is Wednesday August 5, 2026 at 12:00 p.m. at which
time they will be opened in accordance with MGL Chapter 30B, Section 6 (d). Proposals
received after that date and time will be rejected.
Proposals must be submitted to the Brookline Purchasing Division:
Town of Brookline
Town Hall, Purchasing Division
333 Washington St., 2nd Floor, Room 212
Brookline, MA 02445

It is the sole responsibility of the Proposer to ensure that the proposal arrives on time at the
designated place.
NOTE: Price proposals must be kept entirely separate from technical proposals. Failure to follow
this instruction will result in rejection of the proposal. In addition to the submitted hardcopies, the
technical proposal and price proposal shall be submitted electronically on a flash drive as 2
independent documents.
Five (5) copies (1 original and 4 copies) of each proposal shall be submitted as follows:
Price proposal shall be submitted on the form furnished and sealed in an envelope marked:
Proposal Envelope A - Price Proposal
Municipal Digital Kiosk Program
Reference #P-27-04
Proposer's Name ___________________________________________________________
Technical proposal shall be submitted separately, sealed in an envelope marked:
Proposal Envelope B - Technical Proposal
Municipal Digital Kiosk Program
Reference #P-27-04
Proposer's Name ___________________________________________________________
Proposers should note the following items:
Rejection of Proposals
The Town of Brookline reserves the right to accept or reject any and/or all proposals received
pursuant to this request, if it is in the Town's best interest to do so.
Incurring Costs
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The Town of Brookline shall not be liable for any costs or obligations incurred by prospective
Proposer's prior to the execution of this Contract.
Addenda to Proposal
If it becomes necessary to revise any part of this proposal, an addendum will be provided to all
prospective Proposers who received the proposal.
Any interpretations of the RFP and supplemental instructions will be in the form of written
addenda to the RFP specifications. Requests for clarification or any questions about information
contained in the RFP should be addressed in writing to the Purchasing Division.
Acknowledgement of receipt of any addenda must be included in the submitted RFP.
Questions
Questions will be accepted until Monday, July 29 at 12:00 pm. If answers are deemed necessary,
questions and answers will be compiled and sent as an addendum to all Proposers who requested
a copy of the RFP before the proposal submittal deadline.
Disclosure of Proposal Contents
All materials, including any payment information, submitted are subject to public information law
requirement, become the property of the Town of Brookline and will not be returned. The Town
of Brookline reserves the right to use any and all ideas presented in any reply to this Proposal.
Selection or rejection of the proposal does not affect this right.
In their response to this RFP, proposers MUST submit documents signed in ink in all places
requested. Failure to do so may result in the Proposal deemed non-responsive. The Town reserves
the right to waive minor informalities regarding signatures.
Overview
This Request for Proposals (RFP) seeks a qualified vendor to provide a comprehensive, turnkey
digital kiosk program for the Town of Brookline, including the design, permitting, installation,
operation, maintenance, advertising management, and eventual removal of interactive kiosks.
Proposers must demonstrate the functionality, accessibility, durability, and security of their kiosk
systems while outlining content management, privacy protections, revenue-sharing, installation,
and maintenance plans. The program is intended to enhance wayfinding, public communications,
economic development, and community engagement while supporting local businesses and
municipal messaging. Proposals will be evaluated on system quality, proposer experience,
financial value, privacy practices, operational approach, branding capabilities, municipal
experience, and references. The Town anticipates awarding an initial three-year contract, with
possible two (2), one (1) year contract extensions (5 years total), following a competitive evaluation
process that may include interviews.
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Scope of Services
The selected Proposer shall provide a turnkey kiosk program, including design, permitting,
installation, operation, maintenance, advertising management, and eventual removal.
Proposal Requirements
Proposals must include the following components:
Product Specifications
Provide detailed information on the proposed kiosk system, including:
* Physical Design: Dimensions, materials, durability, weather resistance, vandalism
mitigation, thermal management (i.e. cooling/heating)
* Hardware Components: Screens, touch capability, accessibility features, sensors,
connectivity, power source, backup battery
* Software Platform: User interface, content management system (CMS), remote
management capabilities, software longevity/updates schedule
* Features: Wayfinding, maps, local business directories, multilingual capabilities, Wi-Fi
(if applicable), emergency messaging
* Accessibility: ADA compliance, audio features, height/visibility considerations
* Customization/Branding: Ability to reflect Town identity and neighborhood context
Product and Program Benefits
Describe the benefits of the program for key stakeholder groups, including:
* Local Businesses: Advertising opportunities, analytics, etc.
* Community Organizations: Access to free or subsidized messaging space
* Residents and Visitors: Information access, engagement, etc.
Advertising and Content Management
* Proposed advertising model and content controls
* Percentage of screen time allocated to:
Municipal messaging
o
Community/nonprofit content
o
Paid advertising
o
* Content review and approval process
Emergency Override Requirement:
The system must allow the Town to immediately override all kiosk displays (100%) for
emergency communications, including public safety alerts.
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Proposed Locations and Network Design
* Review existing locations (Appendix A)
* Evaluate and recommend:
Optimal kiosk placement
o
Network size and density
o
Considerations including pedestrian traffic, ADA accessibility, commercial activity,
o
wayfinding, transit access, and safety
Note: All locations are subject to approval by the Department of Public Works. The Town
reserves the right to modify locations.
Privacy and Data Governance
Provide a comprehensive data privacy and governance plan, including:
* Types of data collected (e.g., pedestrian counts, usage metrics, QR code scans)
* Data storage, retention, and security protocols
* Policies regarding sharing data with third parties
Requirements:
* No facial recognition technology permitted
* No collection of personally identifiable information (PII) without explicit user consent
* Compliance with all applicable privacy laws and Town policies
Data Protection Clause:
Data collected within Brookline shall not be shared with federal or state agencies,
including Immigration and Customs Enforcement, without the express written consent of
the Town.
Costs and Revenue Model
* Detailed cost structure (if any cost to the Town is proposed)
* Revenue-sharing model with the Town
* Projected revenue over the term of the agreement
* Assumptions used in forecasting
Installation and Removal
Provide detailed plans for:
* Installation process, including permitting and construction impacts
* Installation timeline (from contract execution to full deployment)
* Relocation if requested by Town
* Removal process at contract end
* Site restoration procedures
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Requirement:
Upon termination or expiration, the Proposer must remove all equipment and restore sites to
pre-installation conditions at no cost to the Town.
Operations and Maintenance
* Routine maintenance schedule (cleaning, inspections)
* Monitoring and uptime guarantees
* Response times for:
Vandalism
o
Damage
o
System failures
o
Request to relocate a sign
o
* Security measures and incident response
Term of Agreement
* Proposed initial contract term will be three (3) years, with the option for two (2), one (1)
year contract extensions (five (5) years total).
Additional information
* Sample kiosk visuals or renderings
* Innovations or optional features
EVALUATION OF PROPOSALS
The evaluation of the proposals and of the respondents presenting them will be carried out by a
selection committee established by the Chief Procurement Officer, based on recommendations
from the Assistant Town Administrator for Operations. The Selection Committee will make its
decision based on information provided in the response to this RFP and the evaluation criteria
outlined in this section. Failure to provide relevant information may result in a lower ranking
being assessed on the evaluation.
Respondents will be evaluated based on the Comparative Evaluation Criteria listed below. A
further evaluation may occur based on an interview with the Selection Commission. The purpose
of this interview is to clarify the qualifications of the respondents and allow the Selection
Committee to verify its evaluation.
Comparative Evaluation Criteria
Proposals shall be rated according to the following Comparative Evaluation Criteria:
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* Quality and functionality of the kiosk system
* Experience and qualifications of the Proposer
* Financial proposal and revenue-sharing structure
* Economic Development benefit to the Town and community
* Approach to privacy
* Maintenance and operational plan
* Integration of Town brand capabilities
* Prior experience with similar municipal programs
* References from other municipalities
All responsive proposals will be judged against the Comparative Evaluation Criteria detailed
below. The Town will rank each proposal as:
Highly Advantageous - the proposal fully meets and significantly exceeds the standards of the
specific criterion;
Advantageous - the proposal fully satisfies the standards of the specific criterion;
Not Advantageous - the proposal does not fully meet the standards of the specific criterion, is
incomplete, unclear, or both.
Quality and Functionality of the Kiosk System
Highly Advantageous: Proposal fully meets and significantly exceeds requirements. System
demonstrates superior functionality, reliability, user experience, innovation, and features that provide
substantial additional value to the Town.
Advantageous: Proposal fully satisfies all requirements and demonstrates a functional, reliable kiosk
system suitable for the Town's needs.
Not Advantageous: Proposal does not fully meet requirements; functionality, reliability, usability, or
system capabilities are unclear, incomplete, or insufficient.
Experience and Qualifications of the Proposer
Highly Advantageous: Proposer demonstrates extensive relevant experience, exceptional qualifications,
and a proven record of successful implementation of similar programs.
Advantageous: Proposer demonstrates adequate experience and qualifications to successfully perform
the work.
Not Advantageous: Proposer's experience or qualifications are limited, insufficient, unclear, or do not
demonstrate the ability to successfully perform the work.
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Financial Proposal and Revenue-Sharing Structure
Highly Advantageous: Proposal provides exceptional financial value, and favorable revenue-sharing to
the Town and community.
Advantageous: Proposal provides reasonable financial value, and acceptable revenue-sharing to the
Town and community.
Not Advantageous Proposal provides limited financial value, and unfavorable revenue-sharing terms to
the Town and community.
Economic Development Benefit to the Town and Community
Highly Advantageous: Proposal demonstrates significant economic development benefits to the Town
and community.
Advantageous: Proposal demonstrates clear economic benefits to the Town and community.
Not Advantageous Proposal provides limited economic benefits to the Town and community.
Approach to privacy
Highly Advantageous: Proposal significantly exceeds applicable privacy standards, incorporating robust
safeguards and best practices.
Advantageous: Proposal fully complies with applicable privacy requirements.
Not Advantageous: Proposal does not clearly provide adequate information regarding privacy.
Maintenance and Operational Plan
Highly Advantageous: Proposal presents a comprehensive, proactive, and highly effective maintenance
and operational strategy with demonstrated ability to ensure long-term performance and responsiveness.
Advantageous: Proposal presents an adequate maintenance and operational plan capable of supporting
ongoing system performance.
Not Advantageous: Proposal provides an incomplete, unclear, or insufficient maintenance and
operational plan.
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Integration of Town Branding Capabilities
Highly Advantageous: Proposal offers extensive customization and branding capabilities that
significantly enhance the Town's ability to maintain a consistent municipal identity.
Advantageous: Proposal adequately supports Town branding requirements and provides appropriate
customization capabilities.
Not Advantageous: Proposal does not adequately support Town branding requirements or provides
limited customization options.
Prior Experience with Similar Municipal Programs
Highly Advantageous: Proposer demonstrates extensive success implementing comparable municipal
kiosk or public information programs in more than five (5) communities, similar in size to Brookline.
Advantageous: Proposer demonstrates extensive success implementing comparable municipal kiosk or
public information programs to three (3) to five (5) communities, similar in size to Brookline.
Not Advantageous: Proposer demonstrates extensive success implementing comparable municipal kiosk
or public information programs to less than three (3) communities, similar in size to Brookline.
References from Other Municipalities
Highly Advantageous: References consistently indicate exceptional performance, responsiveness,
reliability, and successful outcomes on comparable projects.
Advantageous: References indicate satisfactory performance and successful completion of comparable
projects.
Not Advantageous: References are limited, unavailable, mixed, or indicate concerns regarding
performance, reliability, or project outcomes.
Anticipated Schedule and Project Meetings (subject to change)
Bid documents available: July 22, 2026; 10:00 AM
Questions Due: July 29, 2026; 12:00 PM
Proposal Responses due: August 5, 2026; 12:00 PM
Proposal Evaluation August 5-7, 2026
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