RFP 2026-0026 Procurement & Installation of Operations Video Wall

REQUEST FOR PROPOSAL
FOR
Procurement & Installation of Operations Video Wall
(RFP 2026-0026)
PROPOSAL SUBMITTAL DEADLINE
5:00 P.M. (EST)
Friday, September 11, 2026
LOCATION:
SAVANNAH AIRPORT COMMISSION
400 AIRWAYS AVENUE
SAVANNAH, GA 31408
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REQUEST FOR PROPOSAL
Procurement & Installation of Operations Video Wall
(RFP) 2026-0026
PURPOSE OF PROPOSAL
The Savannah Airport Commission (SAC) is soliciting proposals from qualified firms
for the procurement, delivery, installation, configuration, and commissioning of a video
wall for the Airport Operations Center at Savannah/Hilton Head International Airport.
The selected contractor shall provide a complete turnkey solution, including all
equipment, hardware, mounting systems, cabling, software, programming, testing,
training, and any other components necessary to provide a fully operational video wall
system. The proposed solution shall enhance the Airport Operations Center's ability to
monitor airport operations, security systems, weather conditions, flight information,
and other critical operational data through a centralized, high-resolution display.
Proposals for this project will be received by the Savannah Airport Commission until
5:00 P.M. (EST), September 11, 2026, at which time they will be opened by the
Commission's Purchasing Manager, whose contact information is below. All
responses to this proposal must be submitted through
https://savannahairport.bonfirehub.com/, and will not be accepted via email or
mail.
Christy Dixon, A.A.E., NIGP-CPP
Purchasing Manager
cdixon@flySAV.com
TABLE OF CONTENTS
Airport Overview pg. 3
RFP Timeline pp. 4-5
Cone of Silence pg. 5
Contract Terms pg. 5
Scope of Services & Technical Specifications pp. 6-11
Submittal Instructions pp. 11-13
Required Forms pg. 14
Evaluation Criteria & Award pp. 14-18
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Request for Proposals
Procurement & Installation of Operations Wall
(RFP 2026-0026)
For Savannah Airport Commission
Airport Overview
The Savannah/Hilton Head International Airport (the "Airport") is operated by
Savannah Airport Commission, a public body corporate organized under the laws of
the State of Georgia (Georgia Code L-1952, Section 13) ("Commission"), and an
operating agency of the City of Savannah. Commission consists of five members,
appointed by the Mayor and Aldermen of the City of Savannah, for a term of five
years.
The Commission is responsible for the improvements, maintenance, and operation of
the Airport, and it is authorized to enter into contracts for the rental of buildings, land,
office space and other property; to adopt rules and regulations for the operation of
the Airport; and to have control, custody and direction of all lands, properties and
improvements affixed thereto by the actions of the General Assembly, and to have
general direction of the same. The Commission meets monthly, usually at 9:00 a.m.
on the first Wednesday of each month, in the Commission Conference Room,
located on the third floor of the terminal building at 400 Airways Avenue, Savannah,
Chatham County, Georgia. The Commission acts by and through its Executive
Director and staff on all matters pertaining to the management and operations of the
Airport.
The Airport is a 3,681-acre site located approximately eight miles northwest of the
business district of Savannah, only 45 minutes from Hilton Head Island, South
Carolina, and less than two hours from the Golden Isles at Brunswick or Charleston,
South Carolina. The following major airlines serve the airport: Allegiant Air, American
Airlines, Avelo Airlines, Breeze Airways, Delta Air Lines, JetBlue Airways, Southwest
Airlines, Sun Country Airlines, and United Airlines. Collectively these airlines, along
with affiliated regional air carriers, transported approximately 4.1 million passengers
in 2025.
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RFP Timeline Summary:
The Commission reserves the right to modify this timeline at any time.
Contact Person: Christy Dixon
E-mail: CDixon@flySAV.com
Mandatory Preproposal A mandatory Pre-Proposal Meeting will be held on August 13, 2026, at 1:30 PM
Meeting Information (EST) at the following location:
Savannah Airport Commission
640 Gulfstream Road
Savannah, GA 31408
All interested proposers are required to attend the pre-proposal meeting to be
eligible to submit a proposal response. A virtual attendance option will be available
via Microsoft Teams for those unable to attend in person.
Proposers must RSVP to Melanie Freeman via email (as provided below) by 5:00
PM (EST) on August 12, 2026, indicating whether they will attend in person or
virtually. Upon RSVP for the virtual meeting, a Microsoft Teams link will be provided.
A site visit will be conducted upon request immediately after the preproposal
meeting.
Email: mfreeman@flysav.com
Additional Site Visit: An additional site visit is scheduled for Wednesday, August 19, 2026 @ 10:30 AM
(EST). Please contact Melanie Freeman via email (as shown below) to RSVP for the
additional site visit.
Email: mfreeman@flysav.com
Note: Site visits are not mandatory.
Questions: All questions must be submitted through
https://savannahairport.bonfirehub.com/, and will not be accepted via email or
mail. All questions must be submitted no later than August 21, 2026, by COB
(5:00pm EST). All responses to questions will be provided through
https://savannahairport.bonfirehub.com/ in an addendum by the date noted on
this document.
Deadline for Submitting September 11, 2026, by COB (5:00pm EST)
Proposals:
Submittal Information: All responses to this proposal must be submitted through
https://savannahairport.bonfirehub.com/, and will not be accepted via email or mail.
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RFP Timeline:
ISSUE DATE: July 28, 2026
MANDATORY PREPROPOSAL MEETING August 13, 2026 @ 1:30pm
ADDITIONAL SITE VISIT DATE August 19, 2026 @ 10:30am
WRITTEN QUESTIONS/COMMENTS DUE DATE: August 21, 2026
LAST ADDENDUM RELEASED: August 28, 2026
RFP RESPONSE DUE DATE: September 11, 2026
NOTIFICATION OF AWARD DECISION TO BIDDERS: NLT November 2, 2026
Cone of Silence
Upon issuance of this solicitation and continuing until a final contract award is made
or the solicitation is withdrawn, rescinded, or cancelled, all communications regarding
this solicitation by any Respondent, proposer, bidder, or any of their officers,
employees, agents, lobbyists, or representatives are strictly prohibited, whether direct
or indirect, with any member of the governing authority, evaluation committee, or staff
of the issuing agency, except as expressly authorized in this solicitation. All
communications must be submitted in writing to the Procurement Officer identified
herein. Any violation of this Cone of Silence shall be grounds for immediate
disqualification, rejection of the submittal, or other sanctions permitted by law.
Contract Terms
A formal contract for services will be executed between the Savannah Airport
Commission (SAC) and the selected proposer prior to the commencement of any work.
No services shall begin until the contract has been fully executed by all parties.
Following contract execution, a Notice to Proceed (NTP) will be issued by the
Savannah Airport Commission.
The contractor shall not incur any costs or perform any work in advance of receiving
the official Notice to Proceed. Any work performed prior to contract execution or
issuance of the Notice to Proceed shall be at the contractor's sole risk and expense.
The Commission may adjust contract specifics between renewal periods to
accommodate changing requirements.
Convenience Termination of Contract
The Commission reserves the right to terminate a Contract, in whole or in part, at
any time if it determines that such action is in its best interest. Termination may be
initiated with or without cause, including but not limited to unsatisfactory performance
by the service provider.
In such an event, the Commission will provide the service provider with thirty (30)
days' written notice, specifying the effective date of termination. No penalties or
termination fees shall be due to the service provider as a result of such termination
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Scope of Services & Technical Specifications
The Savannah Airport Commission (SAC) is soliciting proposals from qualified firms to
furnish, deliver, install, configure, integrate, test, commission, and provide training for
a commercial-grade LED Video Wall System for the Airport Operations Center (AOC)
at Savannah/Hilton Head International Airport.
The selected Contractor shall provide a complete turnkey solution, including all labor,
equipment, materials, mounting systems, structural supports, electrical components,
cabling, software, licensing, controllers, encoders, decoders, programming, testing,
commissioning, documentation, training, warranty services, and all other components
necessary to provide a fully functional, mission-critical video wall system.
The existing installation wall is approximately twenty (20) feet wide. The Airport desires
a video wall utilizing a 16:9 aspect ratio with an approximate display size of 16 feet
wide by 9 feet high, while maximizing the available wall space in accordance with
manufacturer recommendations and required viewing distances.
A mandatory escorted site visit will be conducted prior to proposal submission.
Because the installation location is within the Airport's secured area, all attendees shall
be escorted by Savannah Airport Commission personnel throughout the duration of
the visit. Contractors shall comply with all Airport security requirements and
procedures.
The proposed solution shall be specifically designed for continuous 24 hours per day,
7 days per week (24/7/365) operation within a mission-critical Airport Operations
Center.
1. Video Wall Display Requirements
The proposed LED display shall, at a minimum, meet the following requirements:
* Commercial-grade, direct view LED technology designed for continuous 24/7
operation.
* Native 16:9 aspect ratio.
* Approximate finished display size of 16 feet (W) x 9 feet (H).
* Preferred pixel pitch of 1.2 mm or finer. Solutions utilizing 1.5 mm or 1.88 mm
pixel pitch may be proposed; however, the Vendor shall justify why the
proposed solution is the best value based on viewing distance, image quality,
and lifecycle cost.
* Minimum recommended viewing distance of approximately 8 feet while
maintaining exceptional image clarity.
* High-resolution display suitable for detailed operational dashboards, GIS
mapping, CCTV, weather monitoring, flight information, and other mission-
critical applications.
* Factory color calibrated with uniform brightness across the entire display.
* Automatic brightness adjustment is preferred.
* Front-serviceable LED modules/panels to allow rapid replacement without
removing adjacent panels.
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* Modular construction allowing replacement of individual panels or LED modules
while minimizing operational downtime.
2. Video Wall Reliability and Lifecycle
The Vendor shall provide detailed information regarding the expected operational life
of the display, including:
* Estimated LED lifespan.
* Brightness degradation over time.
* Expected operating hours before brightness falls below eighty percent (80%) of
original output.
* Expected LED failure rate.
* Manufacturer's published reliability data.
* Recommended preventive maintenance schedule.
The Airport expects the display to maintain at least 80% of its original brightness
throughout its published operational life. Vendors shall clearly define the expected
operating hours and percentage of brightness retention.
3. Spare Parts
The Vendor shall recommend the appropriate quantity of spare LED panels and/or
modules the Airport should purchase and maintain onsite.
The recommendation shall include:
* Quantity of recommended spare panels.
* Quantity of spare power supplies.
* Spare receiving cards or other critical components.
* Estimated replacement time for failed components.
* Expected availability of replacement components throughout the system
lifecycle.
The objective is to minimize downtime by allowing Airport personnel or the Vendor to
quickly replace failed components.
4. Power Requirements
The proposed system shall operate using standard 110-120 VAC electrical service
whenever possible. If the proposed solution requires a different electrical service, the
Vendor shall:
* Identify the required electrical service.
* Explain why standard 110-120 VAC cannot be utilized.
* Identify any additional electrical infrastructure required.
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5. Installation Requirements
The Vendor shall be solely responsible for:
* Site verification and field measurements.
* Structural evaluation of the installation location.
* Furnishing and installing all wall mounting systems.
* Mounting hardware.
* Structural supports.
* Power distribution equipment.
* Signal cabling.
* Network cabling.
* Cable management.
* Equipment racks (if required).
* Configuration.
* Programming.
* Testing.
* Commissioning.
* Final cleanup.
The completed installation shall present a clean, professional appearance with no
exposed wiring.
6. Video Wall Management System
The Vendor shall provide a complete video wall management platform capable of
supporting mission-critical operations.
The management system shall:
* Support a minimum of sixteen (16) simultaneous input sources.
* Support native 4K input resolution.
* Allow multiple sources to be displayed simultaneously.
* Allow operators to create custom display layouts.
* Allow displays to be resized into any user-defined configuration.
* Allow drag-and-drop movement of display windows.
* Save and recall predefined layouts.
* Support emergency display presets.
* Allow multiple users with appropriate permissions.
The Airport Operations Center will determine which input sources will be displayed.
7. KVM Functionality
The proposed system shall include Keyboard, Video, and Mouse (KVM) capabilities
allowing authorized operators to control connected computers directly from the video
wall management interface.
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The Vendor shall describe:
* Number of supported KVM endpoints.
* Supported operating systems.
* Remote control capabilities.
* User authentication.
* Licensing requirements.
8. User Interface
The Vendor shall provide an intuitive user interface for managing the video wall.
The Vendor shall explain:
* How users create custom layouts.
* Whether control is available from desktop computers, tablets, or both.
* Whether operator workstations are included.
* Whether tablets are included.
* Hardware warranty for any supplied control devices.
* Software licensing requirements.
9. System Architecture
The Vendor shall provide a complete architecture diagram illustrating:
* Video wall controllers.
* Encoders.
* Decoders.
* Operator workstations.
* Network topology.
* Data flow.
* External integrations.
* Cloud-hosted services (if applicable).
The Vendor shall identify any cloud-based components and explain their function.
10. Network Requirements
The Vendor shall provide detailed network information including:
* Unicast and multicast communication methods.
* Required bandwidth per source.
* Aggregate bandwidth estimates.
* Network scaling as displays increase.
* VLAN requirements.
* Required ports and protocols.
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The solution shall operate within the Airport's segmented VLAN network architecture.
11. Security Requirements
The proposed system shall support enterprise security standards, including:
* Microsoft Active Directory and/or Microsoft Entra ID integration.
* Role-Based Access Control (RBAC).
* Secure authentication.
* User permissions.
* Audit logging.
* Exportable event logs.
* Administrative activity logging.
* CVE & Patch Management
The Vendor shall describe the cybersecurity measures incorporated into the solution
to protect the system from unauthorized access and support Airport IT security
standards.
12. Future Expansion
The proposed solution shall support future expansion beyond the Airport Operations
Center. The Vendor shall describe how the system can be expanded to support
campus-wide distribution of content to additional Airport facilities, including televisions,
displays, projectors, or other network-connected display devices without requiring
replacement of the core video wall management platform.
13. Training
The Vendor shall provide comprehensive on-site training for Airport personnel
covering:
* Daily operation.
* Layout creation.
* Source management.
* Troubleshooting.
* Preventive maintenance.
* System administration.
Training materials and user documentation shall be provided in both electronic and
printed formats.
14. Warranty and Support
The Vendor shall provide a minimum eight (8) year manufacturer warranty covering
the LED display panels, controllers, processors, and all major system components.
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