Amphitheater Audio, Visual, & Lighting at Ft. Mellon Park
| Agency: | City of Sanford |
|---|---|
| State: | Florida |
| Type of Government: | State & Local |
| NAICS Category: |
|
| Posted Date: | Sep 29, 2025 |
| Due Date: | Oct 21, 2025 |
| Solicitation No: | IFB 24/25-33 |
| Original Source: | Please Login to View Page |
| Contact information: | Please Login to View Page |
| Bid Documents: | Please Login to View Page |
Main
Agency
City of Sanford
City of Sanford
Status
Active
Active
Fiscal Year
2025
2025
Title
Amphitheater Audio, Visual, & Lighting at Ft. Mellon Park
Amphitheater Audio, Visual, & Lighting at Ft. Mellon Park
Number
IFB 24/25-33
IFB 24/25-33
Type
Invitation to Bid
Invitation to Bid
Department
Economic Development
Economic Development
Online Submissions
Yes
Yes
Project Estimate
Piggyback Solicitation
No
No
Insurance Required
No
No
Bid Bond Required
No
No
Bid Bond Amount
Performance Bond Required
No
No
Performance Bond Amount
Construction Bond Required
No
No
Construction Bond Amount
Scope of Services
The City is pleased to process a formal sealed bid for the Amphitheater Audio, Visual & Lighting Project at Fort Mellon Park. The City seeks to establish a one-time purchase amphitheater audio, visual, and lighting for the City’s Ft. Mellon Park. In addition, the City is seeking a highly qualified registered vendor with the State of Florida (sunbiz). The scope of work includes supplying and installing complete amphitheater audio, visual, and lighting,
The City is pleased to process a formal sealed bid for the Amphitheater Audio, Visual & Lighting Project at Fort Mellon Park. The City seeks to establish a one-time purchase amphitheater audio, visual, and lighting for the City’s Ft. Mellon Park. In addition, the City is seeking a highly qualified registered vendor with the State of Florida (sunbiz). The scope of work includes supplying and installing complete amphitheater audio, visual, and lighting,
Dates(All times are listed as
EST
)
Broadcast Date
9/2/2025 8:00 AM EST
9/2/2025 8:00 AM EST
Question End Date
10/14/2025 2:00 PM EST
10/14/2025 2:00 PM EST
Due Date
10/21/2025 2:00 PM EST
10/21/2025 2:00 PM EST
Bid Opening Date
Pre-Bid Meetings
Total: 0
(All times are listed as
EST
)
| Date | Time | Mandatory | Location |
Shortlist Meeting
Total: 0
(All times are listed as
EST
)
| Date | Time | Location |
Documents
Total: 4
Quote/Bid
Quote/Bid Items
Additional Quote/Bid Items Fields
Quote/Bid Items
Total: 0
| # | Required | Group | Make | Model | Description | Quantity | Unit of Measure | Price/ Percent | Type |
Delivery Date
None
None
Required Files to be Uploaded by the Vendor
None
None
Shipping
None
None
Terms and Conditions
None
None
Include Shipping in Price of Items
No
No
Display Bid Tabulation to Vendors
No
No
Display Vendor Submissions to Vendors
No
No
View Vendor Submissions while Bid Solicitation is Active
No
No
Allow Options File to be Updated after Due Date
No
No
Allow Post Due Date Submission
No
No
Questions & Answers
Total: 77
| Question | Date Asked | Answer | Date Answered |
| When can plan holders expect to see proposed venue drawings and or a complete scope of work with build of materials? Thank you. | 9/2/2025 2:33:17 PM | See Addendum #1 | 9/3/2025 4:21:16 PM |
|
Thank you for addendum 1. Unfortunately, this is still insufficient information. Can the entire planset be uploaded?
Where will the air conditioned equipment room be? What is the intended area of coverage for the Public Address system? Is there a area or structure for FOH? Will noise abatement be needed to contain the noise outside of the coverage area? Will front of house items be needed such as a audio and lighting consoles? Will there be conduit for cable pulls to FOH, Cable pulls speaker to amplifiers? These are some of the questions a full set of drawings can answer. |
9/4/2025 9:29:35 AM | The Proposer will be responsible for developing the necessary low voltage shop drawings and submittal for any permits required of the work, as developed in coordination with City Staff function and needs. | 9/8/2025 5:14:00 PM |
| Is the amphitheater existing, a future structure. If future, what is the timeline for construction? | 9/8/2025 5:37:22 PM | An addendum is forthcoming for all questions listed below. | 9/9/2025 7:42:40 AM |
|
Is the concrete wall with Dittmer frame referenced in the addendum drawing L-103 existing or future? If future, what is the timeline for its construction? |
9/8/2025 5:37:37 PM | ||
| Is there an existing or planned integration with the city’s LAN at the equipment head end and video wall to allow for satisfaction of the remote diagnostic and monitoring requirement? | 9/8/2025 5:37:45 PM | ||
| What manufacturers are acceptable for this project? Technical sections of touring riders vary amongst promotion companies that represent the artist’s. There is not a known standard technical touring rider, as indicated in the bid documents, they all vary in some way. Please advise. | 9/8/2025 5:38:24 PM | ||
| Is the truss system currently in place or is it planned for future installation by the city? | 9/8/2025 5:38:32 PM | ||
| Can you release the entire set developed by GAI consultants that includes the Electric plans, including site plan, systems A/V plan, electrical power plan and architectural plan. | 9/8/2025 5:39:39 PM | ||
| Is there a control system requirement for the integration of the a/v, sound and lighting or are these systems to be operated independently? | 9/8/2025 5:39:46 PM | ||
| What number and type of video sources are needed for the video wall? | 9/8/2025 5:39:53 PM | ||
| How many configurable areas of the video wall are needed for video sources? Or is having more than once video source on the video wall all that is needed? | 9/8/2025 5:40:01 PM | ||
| Will the head end equipment rack be located within a conditioned environment? If not, what is the requirement to maintain the electronics internal temperature within manufacturer guidelines? | 9/8/2025 5:40:08 PM | ||
| What are the high voltage requirements for the project or will the city be responsible for providing electrical service to the locations as needed? | 9/8/2025 5:40:23 PM | ||
| Will the city share their design basis for the a/v and lighting specification included In the bid documents? | 9/8/2025 5:40:38 PM | ||
| Will the city release a site plan that indicates where it indicates the location for front of house, stage and “additional zones” as referenced in 2.03 B-I | 9/8/2025 5:40:49 PM | ||
| Can the city identify the location of the key performance areas. | 9/8/2025 5:40:56 PM | ||
| What is the design basis for the Kevlar screen housing and motor and are these materials existing, future or planned? | 9/8/2025 5:41:04 PM | ||
| Who is to provide the screen wall section and slab or does it already existing? | 9/8/2025 5:41:12 PM | ||
| Since a pre-bid is not scheduled to take place, please provide drawings and/or photos of the amphitheater this system is to be installed into. | 9/10/2025 3:20:13 PM | ||
| What are the dimensions of the audience the sound system is intended to cover? | 9/10/2025 3:20:26 PM | ||
| What are the dimensions of the stage? | 9/10/2025 3:20:38 PM | ||
| Is there an existing system in place that needs to be removed? | 9/10/2025 3:20:50 PM | ||
| Is there an existing front of house position? If so, please provide photos and/or dimensions. | 9/10/2025 3:21:06 PM | ||
| On page 12 item 2.03 letter B, i, it says to include additional zones. What additional zones are required? | 9/10/2025 3:21:20 PM | ||
| Who will be responsible for the power and conduit systems needed to support these systems? | 9/10/2025 3:22:11 PM | ||
| What is the budget for the project? | 9/10/2025 3:22:24 PM | ||
|
Reference - 2.01 LED Display System
Supplier Experience- Must demonstrate successful LED deployments in harsh outdoor environments and provide USA-based technical support and lifetime warranty service. Question: Most video wall manufacturers will not offer a lifetime warranty on IP Rated video walls that are intended to be used in outdoor environments. Typically, outdoor walls can be warranted for 2 or 3 years, depending on the manufacturer. Extended warranties may be available as well (At an additional cost). 1. Is the standard 2 or 3 year manufacturer`s warranty on outdoor LED parts acceptable? 2. If not, specifically, how many years in total would you like the warranty to include? |
9/16/2025 5:18:36 PM | ||
| What is the rough seating capacity of the amphitheater? | 9/16/2025 5:21:51 PM | ||
| Will the Amphitheater audio system be distributed into other areas of the park with installed landscape audio systems? | 9/16/2025 5:23:42 PM | ||
| A consultant drawing and specification package will be helpful to properly build and price the complete AV system scope for The City of Sanford Ft. Mellon Park. On 9/8/2025, it was indicated that perhaps more information was going to be published. Time is running short to put this professional package together ahead of the EOM deadline. Will this deadline be extended? | 9/16/2025 5:33:31 PM | ||
| Please confirm the City will enforce Florida Executive Order No. 22-216 - no products or software can be manufactured in China. | 9/18/2025 12:19:04 PM | ||
|
Is a 5% bid bond required with our submission or is that a boilerplate inclusion and not applicable to this IFB?
|
9/18/2025 12:20:11 PM | ||
| What are the available electrical service capacities (voltage, amperage, phase) at the location for AV and lighting systems? | 9/23/2025 12:52:21 PM | ||
| Will the City provide an existing network backbone for the LED wall, remote diagnostics, lighting control (Art-Net/DMX), or is a new dedicated AV network expected? | 9/23/2025 12:52:37 PM | ||
| What is the desired physical size and resolution (e.g., 16:9 aspect ratio, full HD) of the LED display? | 9/23/2025 12:52:51 PM | ||
| Will the display be mounted on a structure, freestanding, or flown? | 9/23/2025 12:52:59 PM | ||
| What types of content (video feeds, live camera, media players, signage) will be shown on the LED wall? | 9/23/2025 12:53:07 PM | ||
| Are any video processing or switching systems required? | 9/23/2025 12:53:15 PM | ||
| Please confirm the audience coverage area dimensions and whether zoning is required (e.g., front-of-house, lawn, backstage). | 9/23/2025 12:53:23 PM | ||
| Is there a need for a mix position (front-of-house or remote), and should this include a digital mixing console with remote capabilities? | 9/23/2025 12:53:32 PM | ||
| Please clarify the types and quantities of expected audio sources (e.g., microphones, instruments, playback devices). | 9/23/2025 12:53:40 PM | ||
| Are there existing conduits or speaker mounts available for speaker wiring, or is a full cable infrastructure expected? | 9/23/2025 12:53:47 PM | ||
| Are there specific fixture types requested (e.g., moving heads, wash lights, pars, ellipsoidals) or preferred manufacturers? | 9/23/2025 12:53:55 PM | ||
| Should the lighting system be designed for full theatrical control (via console) or basic pre-programmed presets only? | 9/23/2025 12:54:05 PM | ||
| Is there an existing truss system or roof grid, or does the design need to include self-supporting trusses or poles? | 9/23/2025 12:54:15 PM | ||
| Is dimming via relays acceptable, or are theatrical dimming racks preferred? | 9/23/2025 12:54:23 PM | ||
| Will there be routine access to LED panels, lighting, and speakers for maintenance? If not, should the design prioritize ease of access or remote serviceability? | 9/23/2025 12:54:34 PM | ||
| Should all systems (LED, audio, lighting) be centrally controlled via a touchpanel or unified control system, or is individual system control acceptable? | 9/23/2025 12:54:42 PM | ||
| Is on-site user training required for City staff, and if so, how many staff members and hours are expected? | 9/23/2025 12:54:49 PM | ||
| Provide existing equipment list to be removed | 9/23/2025 12:55:06 PM | ||
| What is the payment structure for this project? (e.g. Net30, progress payments, etc.?) | 9/23/2025 12:55:14 PM | ||
| Is there a project budget estimate? | 9/23/2025 12:55:20 PM | ||
| When is the completion date or period of performance? | 9/23/2025 12:55:28 PM | ||
| Any liquidated damages applicable? | 9/23/2025 12:55:33 PM | ||
| Working hours for this project and if there are any restrictions in terms of scheduling that we need to work around with? | 9/23/2025 12:55:39 PM | ||
| Is preventative maintenance desired? If yes, please provide the preferred frequency of visits (annual, semi-annual, quarterly, monthly). | 9/23/2025 12:55:46 PM | ||
| What is the preferred email/phone response time and on-site response time of the two-year warranty requested? | 9/23/2025 12:55:53 PM | ||
| Is remote access allowed and preferred to be included in the proposal? | 9/23/2025 12:55:59 PM | ||
| Who will have the responsibility for after demolition dry wall, wall Patching, Painting, Fire blocking? | 9/23/2025 12:56:05 PM | ||
| Is overhead cost increase due to project delay caused by client (may it be sudden changes in their schedule, etc.) permissible? | 9/23/2025 12:56:21 PM | ||
| Free Parking? The distance from the jobsite building. | 9/23/2025 12:56:30 PM | ||
| Any storage location or any storage space? | 9/23/2025 12:56:35 PM | ||
| Is there an existing AV system? If there is can we get a copy of the existing system? | 9/23/2025 1:47:45 PM | ||
| The list of requirements seems to be missing sources, distribution system, processors, control system, racking, etc. Is there already an existing system covering these? | 9/23/2025 1:47:54 PM | ||
| How many sources will be displayed in the videowall at a time? | 9/23/2025 1:47:58 PM | ||
| What and how many will be the media sources be? | 9/23/2025 1:48:04 PM | ||
| Are there any existing lighting battens/rigging or mounting points for the new LED lighting? | 9/23/2025 1:48:09 PM | ||
| Will the lighting controllers, cablings, and other accessories be included? | 9/23/2025 1:48:13 PM | ||
| Are there any existing Audio Processors? | 9/23/2025 1:48:18 PM | ||
| Any device that needs to be integrated to the new system? | 9/23/2025 1:48:22 PM | ||
| Who will program/set presets etc. of the lighting system? | 9/23/2025 1:48:37 PM | ||
| Who will handle the fabrication of the LED wall structures/supports? | 9/23/2025 1:48:42 PM | ||
| Can you reconfirm the videowall display size? | 9/23/2025 1:48:49 PM | ||
| Can you share a more detailed floorplan of the whole area? The included attachment seems to not show the entire place you want us to cover. | 9/23/2025 1:49:03 PM | ||
| Who will handle electrical works? | 9/23/2025 1:49:47 PM | ||
| In the bid documents, a 5% bid bond is required; however, there`s no bid bond form and on myvendorlink, it says bid bond is not required. Kindly advise. | 9/29/2025 5:20:30 PM | ||
| Is this a hardcopy or softcopy submission? or is it either? It`s stipulated in the bid documents that it`s a hardcopy submission; however, it`s also possible to submit on myvendorlink (also indirectly stipulated in the bid documents saying that online submissions have risk but implies it`s permissible). Kindly advise. | 9/29/2025 5:23:02 PM |
Commodity Codes
Total: 3
| Code | Description |
| [880-11] | Audio Visual Equipment and Supplies (Not Otherwise Classified) |
| [855-53] | Lighting Systems, Complete |
| [988-54] | Lighting Services for Parks, Athletic Fields, Parking Lots, etc. |
Publications
Total: 1
| Publication | Date |
| Orland Sentinel | 9/2/2025 |
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