AIRPORT DIGITAL DISPLAY

RFP #007-2027
CITY OF SPRINGFIELD, MISSOURI
DIVISION OF PURCHASES
Cindy Scholten, Purchasing Agent Date Issued: July 6, 2026
City of Springfield Email: cindy.scholten@springfieldmo.gov
Division of Purchases Telephone Number: 417-864-1594
218 E. Central
Springfield, MO 65802
REQUEST FOR PROPOSAL #007-2027
TITLE-SIGNATURE PAGE
The City of Springfield will accept electronically submitted proposals through its' e-bidding service provider, Euna OpenBids (formerly DemandStar),
from qualified persons or firms interested in providing the following:
AIRPORT DIGITAL DISPLAY
PROPOSALS MUST BE UPLOADED INTO THE EUNA OPENBIDS (FORMERLY DEMANDSTAR) E-BIDDING SYSTEM PRIOR TO 3:00 P.M.
(CST) ON WEDNESDAY, JULY 22, 2026. Proposals will be opened by the Buyer listed above. Only the names of Offerors will be read aloud publicly
at the specified proposal opening date and time via teleconference. To participate, dial (605) 313-9683. Then, enter access code 3394500.
* Proposals shall be submitted on the forms provided and may be manually, electronically, or digitally signed by the individual authorized to
legally bind the company. Offeror must complete, execute, and submit all Pages identified with "RETURN THIS PAGE" of this RFP
document to be deemed responsive and considered for award. Failure to do so may render your proposal non-responsive.
* Proposals received after the opening date and time shall not be considered.
* The attached Terms and Conditions shall become part of any contract resulting from this request for proposal.
* The cutoff for any questions pertaining to this RFP is July 13, 2026, at 5:00 P.M. (CST). Any questions shall be submitted in writing to the
buyer identified above.
* HAND DELIVERED, FAXED, OR EMAILED PROPOSALS WILL NOT BE ACCEPTED.
A pre-proposal conference is scheduled for Thursday, July 9, 2026, at 9:00 A.M. (CST). The pre-proposal conference shall occur in person in the
Board Room at Springfield-Branson National Airport, 2300 N. Airport Blvd, Springfield, MO 65802. Following the conference, attendees can tour
the facility. All interested Offerors are encouraged to participate.
The undersigned certifies that they have the authority to bind the Offeror in a contract to supply the service or commodity in accordance with all terms and
conditions contained herein. Please type or print the information below.
Offerors are REQUIRED to complete, sign, and return this form with their submittal.
NOTE: All businesses doing business in the State of MO should be registered with the Missouri Secretary of State. Upon MO registration, a charter
number is issued and should be identified below. If your business is exempt, the exemption number should be referenced below, in lieu of a charter
number.
Company Name Authorized Person (Print)
Address Signature
City/State/Zip Title
Telephone # Fax # Date Tax ID #
Email Address State of Missouri Charter Number or Exemption Number
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RETURN THIS PAGE

RFP #007-2027
LEGAL NOTICE:
REQUEST FOR PROPOSAL #007-2027
The City of Springfield will electronically accept submitted proposals through its' e-bidding service provider, Euna OpenBids (formerly
DemandStar) from qualified persons or firms interested in providing the following: AIRPORT DIGITAL DISPLAY
VENDOR NOTE 1: To register with Euna OpenBids (formerly DemandStar) go to: https://www.demandstar.com/registration
VENDOR NOTE 2: For information on how to navigate Euna OpenBids (formally DemandStar) go to:
https://network.demandstar.com/agency-support-2/
VENDOR NOTE 3: If you have issues registering or uploading a proposal, please contact Euna OpenBids (formerly DemandStar) toll-
free at (866) 273-1863. Euna OpenBids (formerly DemandStar) office hours are 8:00 A.M. to 7:00 P.M. Central Time, Monday through
Friday. You can also contact the Division of Purchases at (417) 864-1620 or the Buyer stated on the Title-Signature Page of this
solicitation document between the hours of 8:00 A.M. to 5:00 P.M. Central Time, Monday through Friday.
It is strongly recommended that Offerors register with Euna OpenBids (formerly DemandStar) as soon as possible to ensure your ability
to provide a response to this solicitation by the due date and time.
Proposals must be received electronically in the City's e-bidding service provider Euna OpenBids (formerly DemandStar) by 3:00 P.M. (CST),
on WEDNESDAY, JULY 22, 2026. Proposals will be read aloud publicly at the specified opening date and time via teleconference. To
participate, dial (605) 313-9683. Then, enter access code 3394500.
Proposal documents and any addendums are available via the following methods:
1. By accessing the City's e-bidding service, Euna OpenBids (formerly DemandStar):
https://www.demandstar.com/supplier/bids/agency_inc/bid_list.asp?f=search&mi=548029
2. By accessing the Division of Purchases' webpage: https://www.springfieldmo.gov/bids.aspx
A pre-proposal conference is scheduled for Thursday, July 9, 2026, at 9:00 A.M. (CST). The pre-proposal conference shall occur in
person in the Board Room at Springfield-Branson National Airport, 2300 N. Airport Blvd, Springfield, MO 65802. Following the
conference, attendees can tour the facility. All interested Offerors are encouraged to participate.
A site tour will be conducted immediately following the conference. All interested Offerors are encouraged to attend.
Prevailing Wage is applicable on public works construction projects valued at more than $75,000.00, such as bridges, roads, and
government buildings. All wages paid for public works construction projects valued at more than $75,000.00 under this Contract shall
comply with requirements of the prevailing wage law of the State of Missouri, Secs 290.210 and 290.230 et seq., RSMo., as amended
by the Division of Labor Standards, State of Missouri, and regulations promulgated by the Division of Labor.
For any contract for services greater than $5,000, the successful Offeror shall comply with 285.530, RSMo., as amended, and (1)
provide by sworn affidavit affirmation that it does not knowingly employ any person who is an unauthorized alien and (2) provide
documentation affirming its enrollment and participation in a federal work authorization program with respect to the employees
working in connection with this contract. The required documentation affirming enrollment must be from the federal work
authorization program provider. A letter from the Service Provider reciting compliance is not sufficient. A signed and notarized Work
Authorization Affidavit and the Electronic Signature Page from the E-Verify program shall be provided prior to the issuance of a contract.
TABLE OF CONTENTS
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Cover Title-Signature Page
Legal Notice
Table of Contents
PART I
Description of Project and Services Required
1.0 Introduction
2.0 Scope of Services
3.0 Deliverable Milestone
4.0 Service Levels
5.0 Timeline for RFP Process and Project Completion
PART II
Standard Instructions to Offerors and Conditions of Request for Proposal
1.0 Definitions and Interpretations
2.0 Preparation of Proposals
3.0 Submission of Proposals
4.0 Legal Name and Signature
5.0 Modifications, Corrections, or Withdrawal of Proposals
6.0 Clarification and Addenda
7.0 Responsive and Responsible Offeror
8.0 Reserved Rights
9.0 The Right to Audit
10.0 Right to Protest
11.0 Ethical Standards
12.0 Applicable Law
13.0 Jurisdiction
14.0 Collusion
15.0 Conflict
16.0 Debarment and Suspension Status
17.0 RFP Forms
18.0 Payment Terms
19.0 Regulations
20.0 Proposal Opening
21.0 Request for Additional Information
22.0 Contract Documents
23.0 Ownership of Documents
24.0 Confidentiality of Documents
25.0 Equal Opportunity Clause
26.0 Business License
27.0 Nonresident/Foreign Contractors
28.0 Certificate of Compliance with Section 34.600 RSMo., et seq. (Anti-Discrimination Against Israel Act)
29.0 Local Preference
PART III
Format, Content, and Submission of Proposals
1.0 Forms and Attachments
2.0 Proposal Due Date
3.0 Addenda
4.0 Selection Process
5.0 Awards
6.0 Budgetary Constraints
7.0 Order of Precedence
8.0 Affidavit for Service Contracts
9.0 Open Competition
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10.0 Additional Purchases by Other Public Entities
11.0 Work Authorization Affidavit and E-Verify
12.0 Insurance Requirements
13.0 Compliance
14.0 Safety Training Equipment
15.0 15.0 License and Permits
16.0 Sample Contract
17.0 Renewal Option
18.0 Prevailing Wage
19.0 Bonds
20.0 Questions Regarding Specifications or Proposal Process
21.0 Criteria for Award
Enclosure I, Proposal Ranking Score Sheet
Enclosure II, Interview Ranking Score Sheet
Enclosure III, Table of Contents for Submittal
Form No. 1: Provider Profile
Form No.2: Key Outside Consultants
Form No. 3: List of References and Experience
Form No. 4: Personnel Qualifications
Form No. 5: Project Approach Narrative
Form No. 6: Pricing
Form No. 7 Affidavit of Compliance
Form No. 8 Certification Regarding Potential Conflicts of Interest
Form No. 9 Certification of Compliance with Section 34.600 RSMo., et. seq.
Form No. 10 Certification of Signature Authority Form
Form No. 11 Sample Performance Bonds
Form No. 12 Sample Payment Bond for Labor and Materials
Form No. 13 Statement of "No Proposal"
PART IV
Insurance Requirements
PART V
Standard Terms and Conditions
PART VI
Technical Requirements
PART VII
Software as-a-Service Terms and Conditions
ATTACHMENTS
Current Prevailing Wage and Incremental Increase No. 33
EXHIBITS
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PART I
DESCRIPTION OF PROJECT AND SERVICES REQUIRED
1.0 INTRODUCTION/DESCRIPTION OF PROJECT/SERVICES:
The City of Springfield Springfield-Branson National Airport ("SGF" or "Airport") is seeking proposals from qualified firms for the
procurement, configuration, and installation of seven (7) LED digital signs to be installed in the Airport terminal (detailed in
Exhibit A). The signs shall include Content Management System (CMS). The capabilities of the equipment needed are further
detailed in the Scope of Services below. The Service Provider shall furnish all necessary labor, material, tools, equipment,
hardware, software, and training to install and maintain the content management system and supporting hardware at SGF.
The system shall be designed in a way that features a modern and intuitive user interface. CMS should be presented via a
graphical or web-interface design so it will function for non-technical users with as little manual intervention as possible.
Specifically, a modern hosted or cloud-based (no on-site primary server) solution is required, with system configuration and
content management done through a secure web interface or software client accessible by authorized users on the appropriate
data network.
In addition to the procurement and installation of the hardware, SGF is seeking proposals for a five-year maintenance agreement,
also detailed in the Scope of Services.
2.0 SCOPE OF SERVICES
2.1 SPRINGFIELD-BRANSON NATIONAL AIRPORT SECURITY REQUIREMENTS
2.1.1 The Service Provider shall adhere to all Federal and State regulations and ordinances and the Airport Security Plan
as amended.
2.1.2 Service Providers working on site are required to obtain a SIDA/Non-Movement Area Badge. The badge fee of
thirty dollars ($30.00) per badge shall be the responsibility of the Service Provider. All personnel must obtain an
Airport Identification Badge prior to work being performed. Airport Identification Badge fees are non-refundable.
2.1.3 Service Providers working on site are required to have a valid state-issued driver's license.
2.1.4 Service Providers on site are required to complete a fingerprint background check to screen for Disqualifying
Criminal Offenses in accordance with Transportation Security Regulation 1542.209(d). The fee of fifty dollars
($50.00) per background check shall be the responsibility of the Service Provider.
2.1.5 Service Providers on site are required to complete an online training course provided by the Springfield-Branson
National Airport.
2.2 SYSTEM REQUIREMENTS AND SCOPE OF SERVICE
2.2.1 Provide, configure, and install seven (7) LED digital signs, at prescribed locations. The Airport will evaluate the cost
per display from each bidder and will determine how many displays and sizes with assistance from the successful
bidder. Proposed locations:
2.2.1.1 Terminal Front - Two (2) indoor LED displays approximately 100"H by 200"W or similar.
2.2.1.2 Pre-security - One (1) indoor LED display approximately 80"H by 120"W or similar.
2.2.1.3 Gate 1 Wall - One (1) indoor LED display approximately 100"H by 60"W or similar.
2.2.1.4 Column Wraps Gate 4, between Gate 5/7, between Gate 8/10) - Three (3) indoor LED display column wraps
approximately 82"H by 152" W or similar.
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2.2.2 Provide detailed 120VAC power requirements per display including exact power layout and wall/column mount
location needed.
2.2.3 Provide LED sign/display specifications including brightness in NITS (adjustable brightness preferred), pixel pitch,
pixel load, quantity of LED panels and spares (if applicable), size/dimensions of display and any
framing/trim/bezel/shadow gap, max supported frame rate in FPS, supported resolutions, and proposed
mounting systems (structural engineering required).
2.2.4 Must incorporate existing (approximately 25) advertisement TV/Monitor screens into CMS system with the ability
to easily expand.
2.2.5 Shall provide display interfaces that are remotely configurable and only require power and network connectivity.
(Power via power over ethernet (PoE) and Cat6 copper preferred where applicable).
2.2.6 Shall provide easy-to-use web or cloud-based CMS client access to allow the Airport, with the appropriate security
rights to administer, create, edit content, duration, and retrieve necessary metrics for advertisement reporting
with role-based (RBAC) user authentication for user access permissions enforced and logged and multi-factor
authentication (e.g. TOTP) and single sign-on (SSO) capabilities.
2.2.7 Web access (or client) on supported Airport approved browsers Chrome, Edge, Safari, and Firefox and accessible
from Airport approved operating systems and computing devices including Windows PC, Apple, mobile devices,
smartphones, and tablets running manufacturer-supported operating systems (e.g. Windows 11, iOS, macOS,
Android) to allow Airport staff to administer, create, and edit content, duration, and retrieve necessary metrics for
advertisement and performance reporting.
2.2.8 No persistent remote access, VPN, or sessions for vendor support or third-party content providers is acceptable.
2.2.9 In the event of loss of internet connectivity. All displays/signs continue to display last known information without
interruption until internet service is restored.
2.2.10 Network hardware, controllers, or display control devices should reside in a designated Airport network closet
(MDF/IDF), except in rare (Airport IT approved) cases.
2.2.11 Display/signs are to be connected via Cat6 copper ethernet cabling back to network closets via home-run network
drops.
2.2.12 Devices in network closets leverage Airport network switch infrastructure for connectivity which are
interconnected with Airport provided fiber optic infrastructure (single mode fiber).
2.2.13 Display/sign side hardware should be industrial grade, hardwired, and is subject to approval by Airport IT and
should not include commercial or residential video extenders, signal boosters, duplicators, or Wireless/Bluetooth
technologies for display.
2.2.14 Must use the most industrial or professional grade hardware (monitors, network devices, LED display/signs, panels,
video controllers, input cards, and sending cards).
2.3 REQUIREMENT OF SERVICE PROVIDER
2.3.1 Must provide a detailed breakdown of pricing per component (software and hardware), and warranty details.
2.3.2 Must detail per display/sign full power requirements, including circuits, connectors, plugs, surge protection, and
any other requirements.
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2.3.3 Will provide all permits related to design, installation, mounting or other construction required for the project such
as constructing and affixing displays or display housing to the building.
2.3.4 Will provide design documents showing exact location for power and data required per display/sign. Design
documents will require review and approval by Airport Building Maintenance and IT.
2.3.5 Must detail the exact mounting/rigging hardware physical dimensions, weight, power specification and quantity,
and all relevant requirements for each LED sign/display and any framing/trim/bezel/shadow gap around each to
ensure structural compliance, safety, proper fit, and aesthetic compliance.
2.3.6 Must detail/describe the installation process that will be used to ensure that there no impact or down time with
any Airport systems.
2.3.7 Must provide a support contract that includes a description of services provided, such as hosting, maintenance,
repair or replacement of LED panels, calibration, technical support, data feed, and any other components, along
with price details.
2.3.8 Will be responsible for the initial configuration and installation of hardware and software being provided, in
addition to holding two (2) training sessions on the use of the system.
2.3.9 Will provide network architecture specifications, planning, and network diagrams for Cloud connectivity, protocol,
security, and services matrix for Airport IT to review.
2.3.10 Will provide network rack unit, power (including dual power and wattage for uninterruptable power supply (UPS)
calculation), cable quantities, fiber quantities, and space requirements for proposed network closet located
infrastructure controllers, input cards, sending units, or any other required equipment.
2.3.11 Will provide security requirements for networking, protocols, encryption, segmentation, firewall access rules/ports
(TCP/UDP), and any access requirements for review and approval by Airport IT.
2.3.12 Will provide professional installation and mounting as designated by product manufacturers and engineering
including all recommended fasteners and hardware.
2.3.13 Will provide any specific video cabling beyond CAT6 (e.g., COAX, HDMI).
2.3.14 Will provide documentation, drawings, schematics, hardware inventory, and as-builts for project completion
acceptance.
2.3.15 Will provide time for a final walk through and punch-list for project completion acceptance.
2.4 REQUIREMENT OF AIRPORT
2.4.1 Provide necessary power as required by vendor specification for each display/sign (e.g., quantity of 20A 120VAC
circuits with Max power at 120VAC in Amps) in the location as described by vendor design.
2.4.2 Provide necessary conduit and network cabling infrastructure with valid design reviewed and approved by Airport
IT. *Exact location requirements for power and data provided by service provider.
2.4.3 Provide rack space, power, patch panel, cable management, patch cable, UPS, and internet connectivity inside
IDF/MDF closet locations.
2.4.4 Provide rack space, power, patch panel, cable management, patch cable, UPS, and internet connectivity inside
IDF/MDF closet locations.
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2.4.5 Provide conference room at the terminal to allow for required service provider training for CMS system and
components.
2.5 CONSIDERATIONS
2.5.1 Warranty terms and conditions.
2.5.2 On-site and remote technical support provided under service agreement.
2.5.3 Type of end user training provided.
2.6 ADDITIONAL INFORMATION
2.6.1 System expansion - The Airport may choose to add additional displays. Hardware and/or maintenance costs for
additions must be provided.
2.6.2 Network Design - Network requirements and configuration that are related to the functionality of the system must
be provided. Airport IT can provide IP addressing and VLAN detail.
2.6.3 Hardware - The proposal shall include minimum specifications for any hardware, software, or other equipment
required for the smooth operation of the system. The Airport reserves the right to purchase additional hardware
or software from other vendors of its choice. Any change will be reflected in a reduction of the total price and/or
maintenance.
2.6.4 The Service Provider shall not engage in any activity while on City property that may be deemed offensive or unsafe
by the City and complying with all related policies and procedures.
2.6.5 The Service Provider's personnel shall wear distinctive uniforms or identification information that readily identifies
the employee by name.
2.7 SITE MAINTENANCE AND CLEAN-UP
2.7.1 The Service Provider, at its expense, shall clean up and properly dispose of trash and debris generated by the work
involved and shall leave the job site neat and clean on a daily basis.
2.7.2 All possible safety hazards to workers or the public shall be corrected immediately and left in a safe condition at
the end of each workday.
2.7.3 All materials, tools, equipment, etc., shall be removed or safely stored. The City is not responsible for theft or
damage to the Service Provider's property.
2.7.4 Upon completion of the work, the Service Provider shall restore all areas back to original condition.
2.8 SUPPORT HOURS AND RESPONSE
2.8.1 At minimum, the Service Provider shall be available, excepting holidays, Monday - Friday, from 8:00 A.M. - 5:00
P.M.
2.8.2 The Service Provider shall provide at least one phone number which SGF can contact during business hours, and
shall, at minimum, respond no later than the next business day.
3.0 DELIVERABLE MILESTONE
3.1 Installation of the signs shall be completed by November 30, 2026.
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4.0 SERVICE LEVELS
4.1 Monday - Friday, 8:00 A.M. (CST) - 5:00 P.M. (CST) next business day hardware support except for planned maintenance.
4.2 Support for the content management system available 24x7 (provide phone number).
4.3 99.9% uptime (CMS).
4.4 Advanced RMA on hardware:
4.4.1 Priority 1 - Critical outage response time < 2hours acknowledge and assess.
4.4.2 Priority 2 - Medium outage response time < 4 hours acknowledge and assess.
4.4.3 Priority 3 - Low outage response time 8 hours (1 business day) acknowledge and assess.
5.0 TENTATIVE TIMELINE:
5.1 TENTATIVE TIMELINE FOR THE REQUEST FOR PROPOSAL (RFP) PROCESS: The tentative timeline listed below is the City's
estimation of time required to complete the RFP process. All efforts shall be made to abide by this schedule, but it may
change due to different circumstances.
Post RFP Notification July 6, 2026
Question Cutoff date July 13, 2026, by 5:00 P.M. CST
Receive Proposals July 22, 2026, at 3:00 P.M., CST
Meet to review week of July 27, 2026
Interviews week of August 3, 2026
Notice of Recommendation for Award August 14, 2026
Notice to Proceed August 20, 2026, contingent on return of paperwork
5.2 TENTATIVE TIMELINE FOR THE PROJECT: The City has developed the following general timeline:
5.2.1 Installation of the signs shall be completed by November 30, 2026.
5.2.2 The service contract shall be effective on December 1, 2026.
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PART II
STANDARD INSTRUCTIONS TO OFFERORS AND CONDITIONS OF REQUEST FOR PROPOSAL
1.0 DEFINITIONS AND INTERPRETATIONS: For the purposes of this solicitation and any resulting contract, the terms "Contractor,"
"Service Provider," "Consultant," "Third Party," "Vendor," or "Supplier" may be used interchangeably. All terms refer to the
individual, partnership, corporation, or entity awarded the contract to furnish the supplies, services, or construction required
herein. Any obligation, restriction, or right applied to one term shall apply equally to all.
2.0 PREPARATION OF PROPOSALS:
2.1 By submitting a proposal, the Offeror certifies that he has fully read and understands the proposal method and has full
knowledge of the scope, nature, and quality of the work to be performed.
2.2 All proposals submitted shall be binding for one hundred twenty (120) calendar days following the opening.
2.3 The City of Springfield does not pay federal excise and sales tax on direct purchases of tangible personal property. Missouri
tax ID #12493651.
3.0 SUBMISSION OF PROPOSALS:
A proposal submitted by an Offeror must (1) be manually, electronically, or digitally signed by the authorized agent of the Offeror
on the Division of Purchases Request For Proposal (RFP) Affidavit of Compliance form; (2) contain all information required by the
RFP; (3) be priced as required; (4) be uploaded into the City's e-bidding service provider, Euna OpenBids (formerly DemandStar),
no later than the exact time and date specified in this RFP via the following link:
https://www.demandstar.com/supplier/bids/agency_inc/bid_list.asp?f=search&mi=548029
(5) include a security deposit if one is required.
3.1 Incurred Expenses: The City is not responsible for any expenses that Offerors may incur in preparing and submitting
proposals called for in this Request for Proposal.
3.2 Late Proposals: Proposals received by the City after the time specified for receipt will not be considered. Offerors shall
assume full responsibility for the timely uploading of the proposals to the location designated for receipt of proposals. All
proposals will be received at the time and place specified and made available for public inspection when a fully executed
contract is in place.
3.3 Completeness: All information required by the Request for Proposal must be supplied to constitute a responsive proposal.
The City of Springfield reserves the right to use any and all information presented in any response to the Request for
Proposal. Acceptance or rejection of the RFP does not affect this right. Offerors are to submit all pages of this RFP identified
with "RETURN THIS PAGE" stated on the bottom right corner of said pages. Failure to do so may render your proposal
non-responsive.
3.4 Errors in Submittals: Offerors or their authorized representatives are expected to fully inform themselves as to the
conditions, requirements, and specifications of this solicitation before submitting their proposals; failure to do so will be at
the Offerors' own risk. In case of an error in the extension of prices in the proposal, the unit price shall govern. Said unit
price shall be utilized by the City to calculate the correct extended price for determining the potential award.
4.0 LEGAL NAME AND SIGNATURE: Proposals shall clearly indicate the legal name, address, e-mail address, and telephone number
of the Offeror (company, firm, corporation, partnership, or individual). The Offerors' legal company name must be identified as
the SAME on their submitted W-9 and Certificate of Insurance (COI). Proposals may be manually, electronically, or digitally signed
above the printed name and title of the signer on the Affidavit of Compliance page. The signer shall have the authority to legally
bind the company to the submitted proposal. Failure to properly sign the TITLE-SIGNATURE PAGE shall invalidate same, and it
shall not be considered for award.
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