26500026 RFP Outdoor LED Sign for Huckleberry Park

TOWN OF CHRISTIANSBURG
PURCHASING OFFICE
100 EAST MAIN ST.
CHRISTIANSBURG, VA 24073
PH: 540-382-9519, EXT. 1135
FAX: 540-382-3762
REQUEST FOR PROPOSAL (RFP)
RFP Number: 26500026
OUTDOOR LED SIGN FOR THE HUCKLEBERRY PARK
April 30, 2026
The Town of Christiansburg does not discriminate against faith-based organizations in
accordance with the Code of Virginia, 2.2-4343.1 or against any bidder or offeror because of
race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state
law relating to discrimination in employment.
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TABLE OF CONTENTS
Section # Description
I. PURPOSE
II. STATEMENT OF NEED
III. INSTRUCTIONS TO OFFERORS
IV. PROPOSAL PREPARATION AND SUBMISSION REQUIREMENTS
V. FORMS
VI. EVALUATION AND AWARD OF CONTRACT
VII. RESERVATION OF RIGHTS
VIII. CONTRACT ADMINISTRATION
IX. PAYMENT PROCEDURES
X. TERMS AND CONDITIONS
ATTACHMENT A: PRICING SCHEDULE
ATTACHMENT B: CONCEPT DESIGN FOR CHRISTIANSBURG HUCKLEBERRY PARK
ATTACHMENT C: RECOMMENDED SPECIFICATIONS FOR CONSTRUCTION OF
MONUMENT OR WALLS AND COLOR SCHEME FOR CASES FOR LED
SIGNS
ATTACHMENT D: SAMPLE CONTRACT
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SECTION I. PURPOSE
The intent and purpose of this RFP is to establish a contract through the competitive negotiations process
for one (1) outdoor LED (light emitting diode) sign (hereafter referred to as LED sign). The location for
the LED sign will be at the entrance of the Town's Huckleberry Park located at 300 Huckleberry Park
Drive, NW in Christiansburg, VA. The Contractor will work with the Town to determine the optimal
placement for the sign. The Contractor will design, engineer, acquire or manufacture, and install the LED
sign.
SECTION II: STATEMENT OF NEED
A. GENERAL:
1. Since the Town already has four LED signs manufactured by THINKSIGN, the Town requires
that the manufacturer of the sign procured from this RFP be manufactured by THINKSIGN. This
requirement is intended to ease the burden of maintaining and/or repairing the LED signs.
2. The contractor will be an experienced and professional installer of LED signs.
3. The monument upon which this LED sign should be installed should be identical in appearance to
the monuments of the four LED signs already installed.
4. The contractor will furnish all equipment, fees, incidentals, labor - including experience, expertise
and knowledge - licenses, materials, software, training, supplies and warranties to complete this
project, as negotiated.
5. The LED sign should be delivered, installed and invoiced by June 30, 2026.
B. SPECIFIC:
1. The contractor should complete the design, engineering and construction of footings and new
monuments or walls and the installation of the exterior LED sign upon the new monument or wall
or pole.
a. The contractor will provide cut sheet and drawings for the LED sign. Cut sheet will include
dimensions of the LED sign (refer to Attachment B, Concept Design).
b. The contractor should comply with the specifications for construction of monuments or walls
and LED sign case, the color scheme for cases and fonts in Attachment C. Dimensions of
monument or wall, and the case may vary from the specifications in Attachment C.
c. The Town of Christiansburg will be responsible for the electric service to the LED sign.
d. Specifications for electrical outlets for the LED sign should be as follows: (1) GFCI
receptacles and related appurtenances, (2) Leviton Smartlook Pro receptacles or equivalent,
(3) receptacle cover should be Intermatic WP1010C metal cover or equivalent, (4) One 50
Amp, 125/250 VAC, 3 Pole, 4 Wire California Style Female Locking Receptacle and related
appurtenances or equivalent. Receptacle should be Cooper CS6369-N or equivalent.
Receptacle Cover should be Cooper 7770 receptacle cover for 50-amp outlet or equivalent.
e. The monument for the LED sign will comply with the Code of the Town of Christiansburg,
Virginia, particularly Article XXIV, and be constructed or installed in accordance with the
appropriate ATSM building standards, at a minimum.
2. The Contractor will coordinate all phases of this project with the Town's Information
Technology, Planning, Public Works Departments and Building Inspectors to avoid conflicts and
issues with the design, engineering, construction and installation of the LED sign.
3. The Contractor will obtain all required permitting for the construction and installation of the LED
sign.
4. All equipment, materials, training, software and warranties will be delivered FOB destination.
5. The contractor will restore LED sign site to a condition equal to, or better than, the condition
prior to the start of the project.
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6. The contractor will have a minimum of five years' experience designing and engineering the
construction of footers and monuments or walls and installing LED signs of the size and scope
noted herein.
7. The Town reserves the right to ask the contractor to provide documentation or other information
to substantiate compliance with any and all the requirements herein. The Town has the sole right
to determine if the documentation or information provided by the contractor is sufficient to
substantiate compliance with any and all requirements herein. The contractor has a maximum of
three (3) working days to provided documents or information after receiving a written request by
the Town for such documentation or information.
8. The LED sign that should include the following:
a. Configuration: Double-sided LED Display that is 5'3" in height and 7'10.5" in width.
b. LED Color: Full Color (both sides)
c. Controller: powerful, rugged IPC to achieve maximum performance and longevity
d. Power supplies: Mean Well brand or equivalent
e. Pixel Configuration: minimum of 1 Red, 1 Green, 1 Blue
f. Color Processing: minimum of 3 billion colors
g. Pixel Pitch: minimum of 10 mm.
h. LED Matrix: minimum of 160 x 240-10MM
i. Grayscale: minimum of 1024 kinds of brightness or changes from black to white
j. Frame Rate: minimum of 30 frames per second
k. Average LED life: minimum of 100,000 usage hours
l. Brightness: minimum of 10,000 nits, and 100 dimming levels
m. Clarity and Readability: AutoShine TM, and Glare-Shield TM or comparable measures or
standards
n. Maximum number of Lines: minimum of 7
o. Maximum Letter per Line: minimum of 25
p. Character sizes: minimum of 6 inches to 60 inches. Fonts to be selected by the Town.
q. Viewing Angle: minimum of 120 degrees horizontally, and minimum of 50 degrees
vertically
r. Operating temperature: minimum range of -30 degrees to 120 degrees F
s. Temperature Probe: Yes
t. Automatic Brightness or Light Sensor: Yes
u. Communications: Cellular
v. Internally illuminated area of LED panels, displaying at least ten inch (10") tall letters
"Christiansburg Huckleberry Park" (refer to Attachment B, Concept Design). Font to be
selected by the Town, after examples are provided by the contractor.
9. Manufacturer of LED sign and components will be ISO 9001; 2008 certified (at a minimum).
Also, the LED signs will be ETL and UL tested, UL Energy Verified, and RoUL HS compliant
(at a minimum).
10. The exterior or outside Sign Face and Case should include the following:
a. Case: (i) weather-proof, (ii) industrial grade, (iii) sleek and thin, (iv) crack- and scratch-
resistant, (v) protection of LED components from debris and vandalism, (vi) require minimal
maintenance over the life of the LED sign.
b. Suggested minimum Dimensions of Case: 5'7" in height and 10'1" in width.
c. Maintenance of LED display and components: Easily serviceable from either side of the
sign. Repair technician should be able to access the components and modules within 30
minutes.
11. The computer software for programming messages and graphics to the LED sign should include
the following at no extra cost:
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a. Software will be easy for a user with no experience or training in programming messages and
graphics on or to an LED sign to create and display messages and graphics on the LED sign.
Easy to use will be measured by how long a novice user employed the Town can utilize the
software to create and display message and graphics on the LED sign. How long in this case
will mean a maximum of 30 to 45 minutes for a message containing a large graphic or
photograph, and three lines of text utilizing three different font sizes. One line of text is
located above the graphic or photograph, using a large font, 25 characters all capitalized or
upper case. Two lines of text are located below the graphic or photograph, the first such line
using the second largest font and 12 characters. The next and last line of text uses the
smallest of the three fonts, 20 characters and a mixture of Upper Case and Lower Case letters
b. Software will operate on Windows 11 platform and be web-browser based.
c. The contractor will install the software on at least three of the Town's computers. The Town
will provide the wireless antennas to connect to the sign. The Public Relations department in
Town Hall should have the ability to program messages and graphics on the LED sign on a
real-time basis from Town Hall.
d. The contractor should supply, install and provide maintenance for the software on the related
computers.
e. Users, designated by the Town, should have access to alter, create, change or delete - in real
time - LED sign messages and graphics via cellphones utilizing Android or Apple operating
systems.
f. Provide pricing for additional copies of software for installation on existing computers owned
by the Town, capable of real-time access and programming of the LED sign via internet
access.
g. System and software upgrades should be provided for a minimum of 5 years.
h. User training will be provided to a minimum of five employees of the Town on the system
and software. Training will be on-line or web-based or telephonic. Operational manuals will
be provided either electronically or a hard-copied document.
i. The software will have the ability to upload and display on the LED sign graphics that
include, but are not limited to, animation, photographs, text and videos. The software should
also provide a library of such graphics for possible display by the Town on the LED sign.
12. Warranties should include the following:
a. Minimum 5-year warranty for the LED signs, components and software.
b. Initial warranty of all provided services, labor and products should be a minimum of two
years after installation is complete. Bidder must be able to service the sign in-house within a
24-hour notice by The Town of Christiansburg. A written statement agreeing to these terms
from the Bidder is required.
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SECTION III: INSTRUCTIONS TO OFFERORS
A. The Town of Christiansburg (Town) is soliciting sealed proposals for the goods and/or services
specified herein and in accordance with all sections of this Request for Proposal (RFP).
B. All Proposals shall be submitted to the Town's Procurement Officer by 3:00 PM EST on Friday, May
22, 2026.
C. Each Offeror is responsible to confirm that his or her sealed proposal was received by the Town prior
to the time and date stated above. Proposals received after the deadline will not be accepted.
Electronic or mailed hardcopy submittals are accepted for this RFP, with the entire submittal being in
a single cohesive PDF file. Submittals shall be prepared simply and economically, providing a
straightforward, concise description of the firm's capabilities to satisfy the requirements of the RFP.
Emphasis should be on completeness and clarity of content. Elaborate brochures and other
representations beyond that sufficient to present a complete and effective proposal are neither
required nor desired. Please do not duplicate information furnished in the RFP in the submittal. All
text in the PDF file shall be searchable using Adobe Acrobat software except within illustrations and
scanned registration documents.
To submit a hardcopy proposal through courier service/mail, proposals should be addressed to Tara
Vance, Procurement Officer, Christiansburg Town Hall, 100 East Main Street, Christiansburg,
VA 24073. Mailed or hand delivered proposals should be submitted in an envelope clearly marked
"RFP 26500026 Outdoor LED Sign for Huckleberry Park". Offeror's name should also be
clearly marked on the outside of the envelope.
To submit an electronic proposal through eVA, refer to the online bidding instructions available at the
following link https://www.youtube.com/watch?v=KSxcAkOekW0. In order to submit an online bid
through eVA the Bidder should be a registered vendor in eVA. The Town is not responsible for
establishing vendors in eVA. Bidders are advised that the process of becoming an established vendor
in eVA may take several days. If the Bidder encounters any issues submitting an online bid through
eVA, the Bidder should contact eVA Customer Care for assistance. Note that eVA will not accept
files larger than 60 MB.
D. An optional pre-proposal meeting shall occur on Friday, May 8, 2026 at 10:00 AM, EST at the
Christiansburg Huckleberry Park, 300 Huckleberry Drive, NW, Christiansburg, VA (meet in
the gravel overflow parking lot at the main entrance). This meeting will be an opportunity for
potential proposers to ask questions, seek clarification about the RFP and inspect or visit the job or
work site. Those planning to attend the pre-proposal meeting should email Tara Vance by Thursday,
May 7, 2026 at tvance@christiansburg.org.
E. Questions will be received by Tara Vance, Procurement Officer, until Monday, May 11, 2026, 5:00
PM, EST. Questions will be answered in the form of an Addendum to be posted no later than
Tuesday, May 12, 2026, at 5:00 PM, EST. Questions received less than eight (8) days prior to the
date for opening of proposals may not be answered.
F. The Offeror awarded the contract resulting from this RFP will be required to provide the Procurement
Officer copies of their current or unexpired business license, contractor's license, and certificate of
insurance prior to the contract being awarded.
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G. Any revisions or corrections to the Request for Proposal will be in the form of an Addendum, which
will be posted to the Bids and RFPs section of the Town's website at www.christiansburg.org/bids.
H. Address all inquiries and correspondence regarding this RFP to:
Tara Vance
Procurement Officer
Email: tvance@christiansburg.org
Phone: 540-585-7605
Fax: 540-382-3762
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SECTION IV: PROPOSAL PREPARATION AND SUBMISSION REQUIREMENTS
A. GENERAL REQUIREMENTS
1. In order to be considered for selection, proposers shall submit a complete response to this RFP.
One (1) original proposal shall be submitted as noted in Section III.
2. The offerors shall not distribute their proposals to any other persons or organizations.
3. Proposals and the General Information Form shall be signed by authorized representatives of
offerors. All information requested should be submitted. The Procurement Officer will review all
proposals to ensure required information is included. Failure to submit all information requested
may result in a request to submit the missing information. Proposals which are substantially
incomplete, or lack key information, may be rejected as incomplete. Mandatory requirements are
those required by law or regulation or are such that they cannot be waived and are not subject to
negotiation.
4. Proposals will be reviewed and evaluated by a Committee as designated by the Town.
5. Proposals should be prepared simply and economically, providing a straightforward, concise
description of capabilities to satisfy the requirements of the RFP as set forth in the Statement of
Need. Emphasis should be placed on completeness and clarity of content.
6. Proposals should be organized in the order in which the requirements are presented in the RFP
(Section II, Statement of Need, Items A and B). Proposals should contain a table of contents
which cross references the RFP requirements. Information which the offeror desires to present
that does not fall within any of the requirements of the RFP should be inserted at an appropriate
place or be attached at the end of the proposals and designated as additional material. Proposals
that are not organized in this manner risk elimination from consideration if the evaluators are
unable to find where the RFP requirements are specifically addressed.
7. Proposals should be bound or contained in a single volume where practical. Electronic
submissions in PDF form are preferred. All documentation submitted with the proposal should
be contained in that single volume.
8. Ownership of all data, materials and documentation originated and prepared for the Town
pursuant to the RFP shall belong exclusively to the Town and be subject to public inspection in
accordance with the Virginia Freedom of Information Act. Trade secrets or proprietary
information submitted by offerors shall not be subject to public disclosure under the Virginia
Freedom of Information Act; however, the offerors must invoke the protections of Section 2.2-
4342D of the Code of Virginia, in writing, either before or at the time the data or other materials
to be protected and state the reasons why protection is necessary. The proprietary or trade secret
material submitted must be identified by some distinct method such as highlighting or underlining
and must indicate only the specific words, figures, or paragraphs that constitute trade secret or
proprietary information. The classification of an entire proposal document, line-item prices
and/or total proposal prices as proprietary or trade secrets, is not acceptable and will result in
rejection of the proposal.
B. SPECIFIC PROPOSAL REQUIREMENTS
Proposals should be as thorough and as detailed as possible so that the Town may properly evaluate
your capabilities to provide the required services. Offerors are required to submit the following
information/items as complete proposals:
1) Transmittal Letter
2) Table of Contents
3) Corporate Registration Form (Section V, Item 1)
4) General Information Form (Section V, Item 2)
5) A description of the Offeror's company, including type of business (corporation, partnership, etc.)
and names of owners or corporate officers.
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6) Years of experience; (a) determining the optimal placement for LED signs, (b) designing or
engineering LED signs, and (c) installing LED signs. (2 page limit)
7) Please provide a minimum of three (3) recent references, similar to the Town, for whom you have
provided the type of services described herein. Include the date(s) services were furnished, the
client name, address and the name, phone number and email address of the individual the Town
has your permission to contact. (1 page limit)
8) Provide a proposed agreement with specifications for LED signs, faces, sign cases, software, for
installation of LED sign on a monument, and information about warranties as presented in the
Statement of Need (Section II, A and B). (5 page limit)
9) The Town is requiring Offerors to address each item in the Statement of Need (Section II, A and
B). The Offeror could list each specific item and state either "agree" or disagree". If the Offeror
"disagrees" with an item, he or she could supply an alternative, space permitting.
10) Pricing (use Attachment A as a guideline)
a. Provide the price, size (length, width, depth), manufacturer and model number, suggested
location of the LED sign, and the cost for and type of installation (monument, or pole) for the
LED sign.
b. (i) length in years and type of warranties (full or limited) for LED sign, and (ii) any
warranties for the type of installation. (iii) Please state if warranties are for defects in
materials and workmanship, if full warranties are offered.
c. (i) the maximum number of computers upon which the software can be installed, at no
additional cost, (ii) the cost per additional software license, (iii) the length of time in years the
contractor will provide maintenance and upgrades to the software, at no additional cost, and
(vi) the cost of maintenance and upgrades to the software, if any.
11) If the total cost of the project exceeds the Town's budget for the LED sign and monument, then
the Town shall ask each contractor with whom the Town decides to negotiate to present a
document listing discrete project tasks the Contractor will perform and the estimated cost of each
discrete task. The Town and Contractors shall negotiate tasks the Town can perform to reduce
the cost of the LED sign.
12) Submit signed acknowledgement(s) of any addenda that may be issued by the Town.
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SECTION V FORMS
1. CORPORATE REGISTRATION FORM
Pursuant to Virginia Code 2.2-4311.2 each Operator organized or authorized to transact business in
the Commonwealth of Virginia pursuant to Title 13.1 or Title 50 of the Code of Virginia, (1950), as
amended, or as otherwise required by law, is required to include in its bid or proposal its Virginia
State Corporation Commission (SCC) Identification Number. Any Bidder or Operator that is not
required to be authorized to transact business in the Commonwealth of Virginia as a domestic or
foreign business entity under Title 13.1 or Title 50 or as otherwise required by law is required to
include in its bid or proposal a statement describing why the Bidder or Operator is not required to be
so authorized.
Bidders or Operators should complete the following:
1. Operator is a Virginia business entity organized and authorized to transact business in Virginia and
such bidder's SCC Identification Number is __________________________.
2. Operator is an out-of-state (foreign) business entity authorized to transact business in Virginia and
such bidder's SCC Identification Number is ___________________________.
3. Operator does not have an Identification Number issued to it by the SCC and such bidder is not
required to be authorized to transact business in Virginia by the SCC for the following reason(s):
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
Please attach additional sheets of paper if you need more space to explain why such Operator is not
required to be authorized to transact business in Virginia.
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