P27-30 Public Address System - BGR

Request for Bids (RFB) Purchasing Department
Public Address System - BGR 73 Harlow Street
Bid No. P27-30 Bangor, ME 04401
Issue Date: October 1, 2026
I. Introduction
The City of Bangor (City) requests bids for the replacement of the Public Address System (PA) at the
Bangor International Airport (BGR). This project includes design, procurement, and installation of
hardware, programming, commissioning, and training.
II. General Information
Available at the following web address: www.bangormaine.gov/bids on the City's website. By
submitting a response to this solicitation, the Proposer accepts the responsibility for downloading,
reading, and bidding by the terms and conditions set forth in the City's "General Information for
Vendors."
In your bid, please specify whether you currently have, or are in the process of developing, a
domestic violence policy. If you do not have such a policy, let us know if you would like to receive a
copy of the City of Bangor's policy as a reference.
All deadlines are listed in Table 1.
TABLE 1
Action Date Time Section #
Post Date Oct. 1, 2026
Prebid Meeting and Site Visit (mandatory) October 13, 2026 8:00 AM IX
Questions Due October 20, 2026 3:00 PM IV
Final Addendum October 28, 2026 4:30 PM IV
Submission Due November 4, 2026 2:00 PM III
Bid Opening November 4, 2026 2:00 PM III
Bid Hold/Award before February 2, 2027 4:30 PM VI
Construction Completion March 31, 2027 4:30 PM XI
III. Submission
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For consideration, submit the Bid Form (page 8) and all materials requested in Section XIII.
Submission Requirements electronically or in an envelope via submission methods listed below. The
envelope or subject line must be clearly marked as " P27-30: Public Address System-BGR."
Submissions must be received by 2:00 P.M. on November 4th at 2PM.
Submission of documents can be completed by:
A. Emailing to bids@bangormaine.gov; or
B. Hand Delivery to Customer Service, 73 Harlow Street, Bangor, ME; or
C. US Post Office addressed to 73 Harlow Street, Purchasing Department, Bangor, ME 04401
(items must be received by the deadline); or
D. All Other Delivery Services to City of Bangor: Purchasing Department, 73 Harlow Street,
Bangor, ME 04401 (Bid must be received by the deadlines).
All submissions should reference "P27-30: Public Address System-BGR." Bids will be publicly opened
at the time stated above in the Paul Bunyan Room (first floor by the side elevator), 73 Harlow Street,
Bangor, Maine. Failure to do so may result in disqualification.
A tabulation of all received bids will be posted on the City's website as soon as possible after the
opening date. Visit www.bangormaine.gov/bids for results. The "Show Closed/Awarded/Cancelled
Bids" box must be checked to see the bid information.
IV. Questions
Any questions must be directed in writing to bids@bangormaine.gov no later than 4:30 P.M. on the
date in Table 1 with the label "Questions P27-30" in subject line. Failure to do so may result in your
questions being unanswered.
The City will provide a response by 4:30 P.M. on the date in Table 1. This response will be in the form
of an addendum, accessible on the City's website. Notifications will be sent to those who have signed
up to receive notifications at www.bangormaine.gov/bids through NotifyME. Notifications will be
sent when new addenda are released.
V. Late Bids
It is the responsibility of the Proposer(s) to see that their bids have sufficient time to be received by
the Purchasing Department before the submittal deadline. Any bid, portion of a bid, or requested
bid revision received at the City Purchasing Department after the time and date specified will be
returned to the Bidder unopened or, if by electronic submission, deleted without being opened.
VI. Withdrawal of Bids
No Proposer may withdraw their bid for a period of ninety (90) days from the date of opening. All
bids shall be subject to acceptance by the City during this period.
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To withdraw a bid prior to the opening, the Proposer shall request the withdrawal in writing. All costs
associated with the withdrawal (i.e., mailing fees) will be borne by the Proposer.
VII. Rejection
The City reserves the right to reject any bids, waive any informalities or defects in bids, or accept a
higher-cost bid if it is deemed to be in the best interest of the City. The City also reserves the right to
request clarification of any details from the successful Proposer. The evaluation of bids and
determination of the award will be at the discretion of the City and its judgment shall be final and
without right of recourse by any Proposer.
VIII. Information for Bidders
A. Tax Exclusion: All Federal and State taxes must be excluded from the bid price. Upon request,
a tax exemption certificate for the City of Bangor shall be furnished to the successful
Proposer.
B. Bid Form and Requirements: The Bid Form (page 8) and all materials requested must be
completed and returned with the bid to be considered responsive.
C. Required Insurance: Proposers are required to maintain the following insurance policies
throughout the life of the project and name the City of Bangor as an additional insured where
applicable and may be required to provide proof:
1. Worker's Compensation Insurance Statutory
2. Employer's Liability Insurance $500,000 each accident
$500,000 disease - policy unit
$500,000 disease - each employee
3. Comprehensive Automobile Liability $1,000,000 combined, single limit per
accident
4. Commercial & General Liability $1,000,000 combined single limit
$2,000,000 aggregate
5. Professional Liability (Errors & $1,000,000 combined single limit
Omissions) $2,000,000 aggregate
IX. Pre-Bid Meeting & Site Visit
A. A mandatory pre bid meeting will be held at BGR Airport in the Godfry Conference room.
A remote link for Teams is also provided below for additional participation.
B. A Site visit will immediately follow the Pre bid meeting. A majority of the site will be
walked to show work area existing conditions. Due to site security, some areas of work
will not be accessible during the preseason site visit. A large portion of the work site is
open to the public daily from 5:00 AM - 10:00 PM and contractors can look at the area.
X. Existing Conditions
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A. BGR has an analog paging system that gives public address in the Domestic Terminal and
International Terminal building. The existing paging system is centered on 2 IT racks, one
in each building, Including 6 amplifiers. Inputs are a combination of countertop
Gooseneck microphones and wall mount stations. The analog speakers are connected in
about 25 zones with Ambient Noise Sensors for each area.
XI.Scope of Services
A. The scope of the project is to replace the PA system in parallel to ensure a functioning PA
system working in 2 connected buildings of the BGR campus. The Domestic and
International terminal buildings are located at 287 Godfrey Blvd. The new PA System
design shall be based on Valcom IP6000 Site Manager Intercom IP Paging System. BGR
will consider other systems with comparable capabilities.
B. Key System requirements
i. Fully digital networked paging system compatible with current NIST Cybersecurity
Framework standards.
ii. Localized control equipment located in the Telecom Rooms identified Attachment 1 -
Existing Conditions Map
iii. System must be capable of at least 26 zones or groups for live pages, recorded
announcements and background music. Announcements must be possible in multiple
zones simultaneously.
iv. The System must integrate with the Avaya IP office PBX via SIP for live page inputs.
v. Incorporate at least 250 speakers including in ceiling, pendant mount, and outdoor
speakers. Proposed Speaker locations are noted in Attachment 1 - Existing Conditions
Map. Contractor shall install speakers for full coverage
vi. A UPS power supply to support the system head end equipment.
vii. Wiring from designated IT rack location to speakers using properly rated Red CAT 6
plenum cable or approved alternate.
viii. Provide a sufficient number of compatible patch panels to fit in the designated rack
to receive the expected 250 data runs, plus 20% (300).
ix. BGR will provide the network Switches and patch cables for this system.
C. Installation
i. The system installation is to be conducted in public and non-public areas of the
airport. Non-public areas requires badging in accordance with section XII Badging and
security requirements. Work in areas of passenger activity will be limited to non-peak
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activity times which vary be month. Work unable to be conducted with passengers
around or in the TSA security checkpoint must be conducted after the last departure
of the day and before the checkpoint opens. The time frame is typically 9:00 PM -3:00
AM Daily. All work times must be coordinated in advance with the Airport.
ii. BGR airport must always have a functioning public address system to meet
operational and regulatory needs. The system will be installed in parallel with existing
infrastructure.
iii. Speaker locations within the Checkpoint Renovation area indicated in Attachment 1 -
Existing Conditions Map must be installed with 10 ft of extra cable to allow for
movement as part of the construction phasing process.
iv. Bidder responsible for wire runs, termination, and testing of cable runs. BGR will
install new switches and make patch connections necessary for this project. The
bidder will coordinate the timeline
v. Bidder to conduct initial programming for live page zones, automated
announcements, SIP integration, and other system settings.
vi. At the conclusion of the project, the installer will furnish the airport with:
1. a redline markup of the attached existing condition in digital form indicating
changes made in the upgrade to hardware locations.
2. a list of ceiling tiles modified by type.
vii. Installation, commissioning and training should conclude prior to March 31, 2026
D. Commissioning/Training
i. The commissioning will be conducted in a timeline coordinated with and approved by
the owner.
ii. The commissioning process will include operational testing of each critical action
1. Paging from each location of typical paging needs
2. Recorded announcement playing on a schedule
3. Demonstrating each paging zone
4. Demonstrate live announcement interrupting recording message for the page
zone
5. Demonstrate transfer on to battery backup and hold for 30 min.
iii. Training will include:
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1. A group training for end users including City Staff, Airlines, and other stakeholders.
2. A group training for administrative users including IT for admin user management
of the system.
3. User manual for the system in digital form
4. Written training materials used including slides, or handouts for records.
E. Warranty
i. Manufacture warranty of at least 2 years is required.
ii. Installer warranty on workmanship for at least 1 year is required. The also provides
first 12 months of service on the system.
iii. A system image or backup provided on a device acceptable to the owner for recovery
will be provided to the owners VEEAM backup environment.
XII.Badging and Security requirements
A. Certain portions of the Work will occur within the areas regulated by the Transportation
Security Administration including passenger waiting areas, commercial aircraft ramp, and
baggage conveyer areas, and other secured portions of the terminal. Personnel requiring
unescorted access to these areas shall obtain Airport-issued security identification
credentials and comply with all applicable Airport Security Plan (ASP) requirements.
B. The Contractor shall designate an Authorized Signatory who shall serve as the primary
liaison with the Bangor International Airport Security Office. The Authorized Signatory
shall be responsible for coordinating all badging activities for Contractor and
subcontractor personnel, including applications, training, renewals, audits, access
changes, and badge returns.
C. The Contractor shall determine the number of employees requiring security credentials
and shall ensure compliance with all procedures established by Bangor International
Airport. Current badging requirements and procedures may be found at:
https://flybangor.com/badge-office/
D. Unbadged personnel may enter and perform work within secure or sterile areas only
when continuously escorted and maintained under the positive control of an
appropriately badged individual. Unbadged personnel shall never be left unattended or
permitted to move independently within secured areas.
E. All Contractor and subcontractor personnel shall comply with the Airport Security Plan,
TSA requirements, Owner rules and regulations, security directives, and all training
requirements established by Bangor International Airport. Note that multiple lost badges
may result in the permanent loss of badging privileges.
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F. The Prime Contractor shall be responsible for all costs associated with employee and
subcontractor badging, including application fees, renewal fees, replacement fees, and
any other charges established under the Owner's current fee schedule. The Prime
Contractor shall also be responsible for administering and overseeing all subcontractor
badging activities. The published badge fees at BGR as of July 2026 (subject to change)
are:
Initial Badge Application Fee $100
Lost Badge Fee $100
Non-Returned badge fee $200
All badged personnel will be required to return their badge at the conclusion of the
project.
XIII.Submission Requirements
A. Each submission must include:
i. Bid Form as cover sheet to the bid
ii. Product details on the equipment of the system proposed
1. System head end
2. SIP integration method
3. Speakers
4. battery backup
5. Manufacturer warranty
6. Installation warranty
iii. Qualifications & Experience
1. Similar projects in scale, scope, and location
2. Not to exceed 5 pages
iv. References
1. At least 3 references of customers including contact information.
XIV.Evaluation of Bids
A. Evaluation criteria and scoring will use the following:
i. Price; ranked lowest to highest.
ii. Proposed solution meets specification.
iii. Vendor experienced and qualification for the install.
Award recommendation will be based on the lowest prices meeting requirements ii-iii and
responsiveness.
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Bid Form
Bid Form
Public Address System - BGR Bid Deadline:
Bid No. P27-30 2:00 P.M., Wednesday,
November 4, 2026
Notes: The bid must include this Bid Form. Failure to comply will result in disqualification. Price must
include all miscellaneous charges: fuel, transportation, etc. No other charges will be accepted.
Business Name:
Contact Name/Title:
Street Address:
City, State Zip:
Telephone Number:
Email Address:
Do you currently have, or are you in the process of, developing a domestic violence policy?
Yes / No
Item Description Unit QTY Price
1 Cost of Speakers Each 250 $
2 Cost of Cables - CAT 6 FT 30,000 $
Cost of system head and
3 Lump Sum $
integration equipment
4 Cost of Installation Lump Sum $
Warranty Information Length (in months or yrs)
5 (be sure to include additional Installation: $
details in submission) Manufacturers:
TOTAL PRICE $
If multiple types of Speakers or cabling, include details on attached sheet as part of bid
submission. For example, Speaker 1A, 1B, 1C Etc.
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