RFP - Municipal Gymnasium Project and Screen System

Andrew Darrow 700 N. Jefferson
Director Junction City, KS 66441
(785) 210-2950
Information Technology
26 August 2026
Request for Proposals / Request for Quotations
Municipal Gymnasium Rear Projection System
Issued by: City of Junction City, Kansas
Department: Information Technology
Project: Municipal Gymnasium Projector and Screen System
Issue Date: August 26, 2026
Proposal Due Date: September 15, 2026 - 10:00 AM
Submission Method: physical copy mailed to City Hall (address above)
Primary Contact: Andrew Darrow, IT Director
Contact Email: Andrew.darrow@junctioncity-ks.gov
Contact Phone: 785-210-2950
1. Purpose
The City of Junction City is requesting proposals and quotations from qualified
audiovisual vendors for the design, procurement, delivery, installation, configuration,
and testing of a rear projection system for use in the City's Municipal Gymnasium.
The proposed system shall include, at minimum:
* Rear projection screen
* Commercial-grade laser projector
* Appropriate projection lens
* Protective rack, enclosure, or mounting solution for the projector
* Required signal cabling and infrastructure
* Integration with the City's existing audio system
* User controls
* Training and documentation
* Warranty and support
The system will be used for municipal events, public presentations, community
programming, meetings, ceremonies, video playback, and other City functions.
2. Background and Existing Conditions
The Municipal Gymnasium includes a stage area with an existing curtain opening. The
City intends to use the stage area for a rear projection system.

Known site conditions include:
Item Existing Condition
Projection type desired Rear projection
Available stage depth Approximately 27 feet from curtain line to back wall
Screen format 16:9 widescreen
Minimum screen size 382-inch diagonal
Existing audio Existing gymnasium audio system to be reused/integrated
Intended projector
Behind the screen on the stage side
location
Projector shall be protected by rack, cage, enclosure, shelf, or equivalent
Desired protection
secure installation method
The selected vendor shall verify all field measurements, mounting conditions, power
availability, structural requirements, signal paths, and existing audio system
compatibility prior to final equipment ordering.
3. Project Objectives
The City's objectives are to obtain a system that is:
1. Large enough for gymnasium viewing
* Minimum 382-inch diagonal, 16:9 format.
2. Appropriate for rear projection
* Designed for the available stage depth and sightlines.
3. Commercial-grade
* Suitable for municipal/public facility use, not consumer or classroom-only
equipment.
4. Low maintenance
* Laser projector preferred/required; no lamp-based projectors.
5. Protected from damage
* Projector shall be mounted or housed in a way that protects it from
accidental impact, tampering, dust, and routine stage activity.
6. Easy for City staff to operate
* Simple source selection, power on/off, volume routing, and basic
operation.
7. Integrated with existing audio
* Video/audio sources shall connect to the existing gymnasium audio
system.
8. Supportable by City IT
* Network-connected devices must meet reasonable municipal
cybersecurity and administrative control requirements.

4. Scope of Work
The selected vendor shall provide a complete turnkey solution including all labor,
materials, equipment, configuration, programming, testing, and documentation
necessary for a fully functional rear projection system.
4.1 Design and Field Verification
Vendor shall:
* Conduct a site visit prior to final design.
* Verify actual stage depth, curtain clearance, screen placement, ceiling height,
wall construction, power availability, and cable routes.
* Confirm final screen size and mounting location.
* Confirm final projector placement, lens throw ratio, vertical offset, and horizontal
alignment.
* Use manufacturer projection calculators to verify projector/lens/screen
compatibility.
* Identify any required electrical work, structural work, lift access, or City-provided
preparation.
4.2 Rear Projection Screen
Vendor shall provide and install or supply a rear projection screen meeting the following
minimum requirements:
Requirement Minimum Specification
Screen type Rear projection screen
Format 16:9 widescreen
Minimum diagonal 382 inches
Screen surface Rear projection material appropriate for gymnasium/public venue use
Viewing area Vendor shall state exact viewable width and height
Frame/system Heavy-duty frame, fixed frame, fast-fold, motorized, or equivalent as proposed
Vendor shall specify whether screen is permanent, semi-permanent, portable, or
Setup
retractable
Gain Vendor shall state screen gain
Viewing angle Vendor shall state usable viewing angle
Storage/protection Vendor shall describe how the screen is protected when not in use, if applicable
The City will consider solutions equivalent to a large-format rear projection screen of
approximately 382-inch diagonal or larger, 16:9 format.
4.3 Projector
Vendor shall provide a commercial/professional laser projector suitable for rear
projection in a gymnasium environment.

Minimum projector requirements:
Requirement Minimum Specification
Projector type Commercial large-venue laser projector
Light source Laser or laser/phosphor
Brightness Vendor shall recommend brightness; 13,000 lumens minimum preferred
Resolution WUXGA minimum; 4K or 4K enhancement preferred
Aspect support 16:9 and common computer/video formats
Lens Interchangeable or appropriate fixed lens verified for the installation
Projection mode Must support rear projection image orientation
Lens controls Powered or adjustable zoom/focus/lens shift preferred
Inputs HDMI minimum; HDBaseT, SDI, or AV-over-IP preferred where appropriate
Network management Ethernet/network control preferred
Operating environment Suitable for public facility/stage environment
Warranty Vendor shall state manufacturer warranty
Vendor shall specify:
* Projector make and model
* Light output rating and measurement standard
* Native resolution
* Light source life
* Noise level
* Lens model
* Throw ratio range
* Expected image size from proposed mounting location
* Expected brightness on screen
* Required ventilation clearances
* Estimated maintenance requirements
4.4 Lens and Throw Requirements
The City has approximately 27 feet of available depth from the curtain line to the back
wall of the stage. Vendor shall verify actual usable throw distance.
The projector and lens must be capable of filling a minimum 382-inch diagonal 16:9 rear
projection screen from the available rear projection distance.
Vendor shall provide calculations showing:
Lens-to-Screen Distance
Throw Ratio =
Image Width
Vendor shall identify:
* Actual lens-to-screen distance used in the design
* Required throw ratio
* Proposed lens throw ratio range
* Vertical and horizontal lens shift requirements
* Whether any digital keystone correction is required