Indoor Digital Signage

CITY OF MADISON
REQUEST FOR PROPOSALS
RFP #: 15038-0-2026-BG
Title: Indoor Digital Signage
City Agency: Monona Terrace
Due Date: Friday, June 12th, 2026
2:00 PM Central Time
Our Madison - Inclusive, Innovative, & Thriving

REQUEST FOR PROPOSALS RFP 15038-0-2026-BG
1 OPPORTUNITY AND WELCOME
Thank you for your interest in bidding on a City of Madison contract opportunity. The City's mission is to
provide the highest quality service for the common good of our residents and visitors.
The City of Madison Monona Terrace is seeking proposals from qualified vendors for Indoor Digital
Signage.
The vendor shall provide a turnkey digital signage solution for Monona Terrace / City of Madison that
includes cloud-hosted digital signage software, full hardware replacement, installation, integration with
Momentus Enterprise v.25 via the City's existing API license, user onboarding, and ongoing maintenance
and support for a five-year subscription term. The solution should be designed to meet the City's goals
while allowing the vendor to apply its expertise in the recommended system architecture, implementation
approach, and support model.
Thank you for considering this opportunity to work with the City and further our mission!
2 IMPORTANT INFORMATION
DEADLINE FOR PROPOSALS: Friday, June 12th, 2026 at 2:00 PM Central Time.
The City will not accept late proposals. Any changes to the deadlines will be posted as an addendum on
the bid distribution websites listed below. See Section 3.1 for instructions for using these websites.
RFP NAME: Indoor Digital Signage
DEADLINE FOR The deadline for questions is Thursday, May 21st, 2026 at 2:00 PM Central
Time. Questions and/or inquiries must be submitted by email.
QUESTIONS:
CITY'S ANSWERS The City's answers to your questions will be posted as an addendum by
Wednesday, May 27th, 2026. You must check the bid distribution websites
POSTED BY:
for any addendums.
DUE DATE FOR Friday, June 12th, 2026
PROPOSALS: 2:00 PM Central Time
BID DISTRIBUTION https://vendornet.wi.gov/Bids.aspx
WEBSITES:
https://www.demandstar.com/
Brittany Garcia
Purchasing Services
210 Martin Luther King, Jr. Blvd. Room 407 City-County Building
CONTACT
Madison, WI 53703-3346
INFORMATION:
Phone: (608) 608-243-0529
Email: bids@cityofmadison.com
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REQUEST FOR PROPOSALS RFP 15038-0-2026-BG
Table of Contents
1 OPPORTUNITY AND WELCOME .................................................................................................... i
2 IMPORTANT INFORMATION ........................................................................................................... i
3 HOW TO FIND RFP DOCUMENTS AND CONTACT THE CITY OF MADISON ............................ 1
Official Bid Distribution Websites - IMPORTANT ............................................................... 1
Contact Information ............................................................................................................. 1
4 OUR PURCHASING VALUES ......................................................................................................... 2
Local Preference Purchasing Policy ................................................................................... 2
Equity in Contracting ........................................................................................................... 2
Equitable Hiring & Affirmative Action Plan .......................................................................... 2
Limitations on Nuclear Weapons Producers ....................................................................... 2
Sweatfree Purchasing ......................................................................................................... 2
5 SCOPE OF WORK AND REQUIRED INFORMATION ................................................................... 3
Project Planning and Management ..................................................................................... 3
Cloud CMS and Software Subscription............................................................................... 3
Momentus Enterprise Integration ........................................................................................ 3
Hardware Replacement and Deployment ........................................................................... 3
Installation and Site Work ................................................................................................... 4
Connectivity and Technical Coordination ........................................................................... 4
Training and Onboarding .................................................................................................... 4
Maintenance and Support ................................................................................................... 4
Compliance and Administrative Requirements ................................................................... 4
Acceptance and Turnover ................................................................................................... 5
Required Information and Content of Proposals - Qualifications and Technical
Experience (65% of Total Score) ..................................................................................................... 5
Price Proposal (30% of Total Score) ................................................................................... 5
Local Preference (5% of Total Score) ................................................................................. 5
Evaluation and Award Process ........................................................................................... 5
6 HOW TO SUBMIT YOUR PROPOSAL ........................................................................................... 7
Proposal Checklist .............................................................................................................. 7
Submit your Proposal by the Deadline................................................................................ 7
Format ................................................................................................................................. 7
Questions ............................................................................................................................ 8
Addendum (Changes or Clarifications to this RFP) ............................................................ 8
Multiple Proposals ............................................................................................................... 8
Changing or Withdrawing your Proposal ............................................................................ 8
Correcting Errors in your Proposal after the Due Date ....................................................... 8
No Exceptions from Bidders ............................................................................................... 9
You are Responsible for all of your Costs in Making a Proposal ........................................ 9
Public Records and Trade Secrets ..................................................................................... 9
7 RULES FOR THE SELECTION PROCESS .................................................................................. 10
8 LEGAL CONTRACT REQUIREMENTS ........................................................................................ 11
Sample Contract ............................................................................................................... 11
Affirmative Action Requirements for Contractors .............................................................. 11
Insurance .......................................................................................................................... 11
Sample Contract
Form A: Price Proposal (excel spreadsheet) and Signature Affidavit
Form B: References
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REQUEST FOR PROPOSALS RFP 15038-0-2026-BG
Form C: Vendor Profile
RFP 15038.docx Page iii

REQUEST FOR PROPOSALS RFP 15038-0-2026-BG
3 HOW TO FIND RFP DOCUMENTS AND CONTACT THE CITY OF MADISON
Official Bid Distribution Websites - IMPORTANT
The City of Madison posts all requests for proposals (RFPs), addendums, updates, awards, and
announcements on two websites: VendorNet and DemandStar. Both sites are free to register for City of
Madison bids.
These two websites are the only places to get the official RFP and updates to the RFP.
Updates and addendums will only be posted on these websites. It is your responsibility to check the
websites for updates and "addendums." An addendum is a document that answers questions from
bidders. It could make important changes to the RFP. If the addendum requires a response, and you
fail to respond to it, you could be disqualified.
State of Wisconsin State of Wisconsin and local government bid network. Registration is
VendorNet System free. Search for City of Madison in the Agency search field.
VendorNet link https://vendornet.wi.gov/Bids.aspx
DemandStar by Onvia National bid network. Free subscription is available. Sign up for the
free "Basic Plan" and select Wisconsin Association for Public
Procurement (WAPP) as the agency to access City of Madison RFPs.
DemandStar link https://www.demandstar.com/app/agencies/wisconsin/city-of-madison-
purchasing-services/procurement-opportunities/573ff565-ce2b-4c75-
86ec-401cd5abf736/
Register on DemandStar www.demandstar.com/app/registration
Contact Information
City of Madison Purchasing Brittany Garcia
Contact (Buyer) Purchasing Services
210 Martin Luther King, Jr. Blvd. Room 407 City-County Building
Madison, WI 53703-3346
PH: (608) 608-243-0529
bids@cityofmadison.com
Questions about Affirmative Contract Compliance, Department of Civil Rights
Action Plans 210 Martin Luther King, Jr. Blvd. Room 523 City-County Building
Madison, WI 53703
PH: (608) 266-4910
dcr@cityofmadison.com
Email note Some email to the City gets lost in "spam."
If you send the City an email and you do not hear back within 3 days,
please call the Buyer at (608) 608-243-0529.
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REQUEST FOR PROPOSALS RFP 15038-0-2026-BG
4 OUR PURCHASING VALUES
Local Preference Purchasing Policy
The City of Madison gives preference to local vendors and suppliers. You must be registered with the City
as a local vendor by the RFP due date to get preference points. Learn more and register at the City of
Madison website: www.cityofmadison.com/finance/purchasing/local-businesses/register-business/
If you are a local vendor, be sure to complete the Local Vendor section on Form C.
Equity in Contracting
The mission of the City of Madison is to provide the highest quality service for the common good of our
residents and visitors. The City's values include
* Equity - fairness, justice and equal outcomes for all, and
* Shared prosperity - where all are able to achieve economic success and social mobility.
It is our goal to spend money equitably, including among businesses owned by women, people of color,
and small businesses. Our contractors should reflect shared dedication to equity in their work and
employment practices, and we invite you to become part of this mission!
Equitable Hiring & Affirmative Action Plan
Affirmative Action Plan The City of Madison values diversity in hiring and contracting. We expect our
contractors to do the same. Contractors with 15 or more employees and more than $50,000 in annual
contracts with the City (each calendar year) must submit an Affirmative Action Plan.
Information about the Affirmative Action Plan and how to comply is found here:
https://www.cityofmadison.com/civil-rights/contract-compliance/affirmative-action-plan/vendors-suppliers
Or call the Affirmative Action Division at (608) 266-4910.
See Section 13. B. of the Sample Contract for Affirmative Action Plan requirements.
Job Openings in Dane County You must notify the City of openings for jobs in Dane County, Wisconsin
if you have 15 or more employees. You must agree to interview candidates that we refer to you through
our Referrals and Interviews for Sustainable Employment (RaISE) program. Information is here:
http://www.cityofmadison.com/civil-rights/programs/referrals-and-interviews-for-sustainable-employment-
raise-program
The job posting requirement is found in Section 13 A. of the Sample Contract.
Limitations on Nuclear Weapons Producers
It is the City's policy not to make purchases from companies that produce nuclear weapons, or their
subsidiaries. See Common Council Resolution 79719 for more information.
Sweatfree Purchasing
It is the City's policy not to purchase apparel (clothes made from textiles, shoes, footwear) from vendors
who source their materials from sweatshops, where labor practices are inconsistent with international
standards of human rights. See Madison General Ordinances Section 4.25
(https://library.municode.com/wi/madison/codes/code_of_ordinances?nodeId=COORMAWIVOICH1--
10_CH4FI_4.25PRITAP) for more information.
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REQUEST FOR PROPOSALS RFP 15038-0-2026-BG
5 SCOPE OF WORK AND REQUIRED INFORMATION
Project Planning and Management
* Review all project requirements, site conditions, location drawings, and implementation
constraints.
* Coordinate closely with City staff and Monona Terrace representatives throughout design,
procurement, installation, testing, and turnover.
* Develop and manage a project schedule that minimizes disruption to venue operations and aligns
with the City's preferred installation windows (will be arranged around event calendar).
* Identify risks, dependencies, and technical issues early and communicate recommended
solutions.
* Provide a turnkey deployment plan that includes hardware, software, labor, installation, and
support.
Cloud CMS and Software Subscription
* Provide cloud-hosted digital signage software as a five-year subscription.
* Support sufficient user licensing to accommodate current and anticipated City administrative
needs
* Include tools and workflows that allow the City to manage content efficiently over time.
* Deliver a platform that is stable, scalable, and appropriate for public-facing venue signage.
* Include all software licensing, hosting, and subscription costs in the proposal.
Momentus Enterprise Integration
* Integrate the CMS with Momentus Enterprise v.25 using the City's existing API license and
credentials.
* Use the Momentus Enterprise "raw" API to retrieve and display event-related data.
* At a minimum, support event descriptions, dates and times, functions, and room locations.
* If the proposed CMS does not include native Momentus Enterprise integration, provide evidence
of the system's ability to integrate successfully through the API.
* Design the integration to allow for future expansion of data fields and related wayfinding content if
needed.
Hardware Replacement and Deployment
* Replace all existing signage hardware with new commercial-grade displays, media players,
mounting hardware, cabling, and related components.
* Provide hardware suitable for the intended locations, mounting conditions, and operating
environment.
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REQUEST FOR PROPOSALS RFP 15038-0-2026-BG
* Use the City's existing infrastructure where applicable, while supplying any new hardware
necessary for a complete system replacement.
* Include all equipment required for a complete, operational, and supported signage solution.
Installation and Site Work
* Remove existing hardware with assistance from City staff.
* Install new displays and related equipment in the designated locations using approved site
conditions and existing infrastructure where available.
* Coordinate installation activities to reduce disruption to guests and operations.
* Complete installation, cleanup, and turnover in a professional manner.
* Include all installation labor, project labor, and associated site work in the proposal.
Connectivity and Technical Coordination
* Coordinate with City IT staff on network access, VLANs, security requirements, and any other
technical standards necessary for deployment.
* Confirm compatibility with the City's electrical and network environment.
* Support any required configuration, testing, and commissioning needed to bring the solution into
service.
* Work within the City's compliance and security framework.
Training and Onboarding
* Provide initial onboarding for City users and administrators.
* Train users on content management, scheduling, system administration, and routine operation.
* Deliver documentation and support resources that enable the City to manage the system
effectively.
* Ensure the City can use the CMS independently after implementation.
Maintenance and Support
* Provide a maintenance and support plan covering both hardware and software for the full five-
year term.
* Support troubleshooting, issue resolution, and replacement or repair workflows.
* Offer a depot service model or equivalent support approach acceptable to the City.
* Describe all support coverage, response expectations, and service assumptions in the proposal.
Compliance and Administrative Requirements
* Provide accessibility documentation, including a VPAT, for the proposed software solution.
* Support review of the SLA, EULA, and related contract terms by the City Attorney.
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REQUEST FOR PROPOSALS RFP 15038-0-2026-BG
* Coordinate with the City on IT and security compliance requirements.
* Comply with any permitting or administrative requirements handled by the City.
* Separate shipping, freight, and other related costs as distinct fixed-fee line items.
Acceptance and Turnover
* Test all hardware, software, and Momentus integration functionality before final acceptance.
* Verify that displays are functioning correctly and that event data is populating as expected.
* Address punch-list items and finalize turnover documentation.
* Support the City through final implementation and go-live.
Required Information and Content of Proposals - Qualifications and Technical
Experience (65% of Total Score)
The vendor should clearly describe how its solution meets the City's goals, including product selection,
integration approach, implementation plan, support model, and any assumptions or requirements. The
proposal should be specific enough to demonstrate capability, but flexible enough to allow the vendor to
propose the most effective solution based on its expertise.
Price Proposal (30% of Total Score)
Please complete Excel Worksheet Form A - Price Proposal. When sending your submission, do not
convert it to a pdf. Send it back as an Excel file.
* Hourly Rates - Provide an hourly rate schedule by personnel
* Equipment Rate Sheet
Local Preference (5% of Total Score)
To be identified as a local business, the Vendor must have a physical address within Dane County and be
listed here: https://www.cityofmadison.com/finance/purchasing/local-businesses. Visit here to complete
the forms necessary to be considered a local business:
https://www.cityofmadison.com/finance/purchasing.
Evaluation and Award Process
The Selection Committee will review and rank cost proposals separately. It will select the proposal which
best combines the necessary qualifications with value for expenditure of public funds. After determining
that a proposal satisfies the mandatory requirements stated in the RFP, the evaluators shall use both
objective and subjective analysis to award the contract to the best and lowest proposal. An interview
and/or demonstrations may be conducted with the Vendor. Qualification factors will be weighted as
shown.
Experience with Momentus Enterprise Integration and API Implementation 20%
CMS Usability, UX & Workflow Efficeincy 15%
Ongoing Maintenance, Support, and Customer Care 10%
Project Planning & Installation 8%
Training, Documentation, and User Onboarding 5%
Experience with Similar Public Venue 4%
Hardware
3%
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REQUEST FOR PROPOSALS RFP 15038-0-2026-BG
Cost Proposal 30%
Local Preference 5%
100%
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