RFP 26-19 USM Softball Complex Videoboard Project

Agency:	University of Southern Mississippi
State:	Mississippi
Type of Government:	State & Local
Posted Date:	Jan 15, 2026
Due Date:	Feb 12, 2026
Solicitation No:	RFP 26-19
Original Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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THIS IS NOT

AN ORDER

REQUEST FOR BIDS/PROPOSALS COVERSHEET

THE UNIVERSITY OF SOUTHERN MISSISSIPPI

Procurement and Contract Services

118 College Drive #5003, Hattiesburg, Mississippi 39406-0001

Date: January 15, 2026

Name: ____________________________________

Company: _________________________________

Address: __________________________________

City/State/Zip:______________________________

TERMS - Bidder should state terms of sale. Our terms are 2% ten days, net 45 days.

These terms will apply per Mississippi law.

AWARDING CONTRACT - Cash terms will not be used as a basis for awarding

contracts; however, the University will accept cash discounts when earned.

BID No. 26-12

THE UNIVERSITY OF SOUTHERN MISSISSIPPI is considering

the purchase of the following item(s). We ask that you submit your

bid and retain one copy for your files. Right is reserved to accept or

reject any part of your bid. Your quotation will be given

consideration if received in Bond Hall, Room 214 on or before:

2:00 p.m. CST

February 12, 2026

Buyer: Deidre Edwards

ITEM

QUANTITY

UNIT PRICE

TOTAL NET PRICE

DESCRIPTION

RFP 26-19

RFx: 3160007843

University of Southern Miss Softball Complex

Videoboard Project

PROPOSAL MUST BE RETURNED TO THE UNIVERSITY IN

ACCORDANCE WITH THE SPECIFICATIONS. RFP NUMBER AND

DATE OF BID OPENING MUST BE SHOWN ON THE OUTSIDE OF

THE ENVELOPE IF USING THAT METHOD.

We quote you as above-F.O.B. The University of Southern Mississippi. Shipment can be made in

days from receipt of

order. DATE ______________ TERMS _____________________________________________

Return quotation to Procurement Services at above address.

AA/EOE/ADAI

Signature Required__________________________________________

The University of Southern Mississippi

Request for Proposals # 26-19

University of Southern Miss Softball Complex Videoboard Project

1.0 Introduction

Southern Miss Athletics is soliciting proposals from qualified videoboard and display partners

for the design, fabrication, installation, and integration of a new videoboard at the University of

Southern Mississippi Softball Complex.

The objective is to enhance fan experience, support modern game-day operations, and create

new branding and sponsorship opportunities—while allowing flexibility for innovative and

creative vendor solutions.

2.0 Specifications

Preliminary Display Specifications

▪ Approximate Size: ~12 feet tall x 24 feet wide

▪ Preferred Aspect Ratio: 16:9

▪ Display Capability: Full-motion video (live feed, replay, graphics, sponsor content)

▪ Outdoor Performance: Best clarity suitable for daytime and nighttime competition

▪ Viewing Optimization: Designed for primary seating and general-admission sightlines

Structural & Installation Considerations

▪ Existing Infrastructure: Must utilize existing structural steel supports

▪ Engineering Scope: Structural analysis, mounting design, and load calculations to be

included

▪ Turnkey Delivery: Design, fabrication, delivery, installation, testing, and commissioning

Branding & Aesthetic Elements

▪ Top-of-Board Branding Area: Dedicated space above the active display for Southern

Miss branding and fixed logo or header element

▪ Design Alignment: Must align with Southern Miss Athletics’ black-and-gold brand

standards

▪ Creative Flexibility: Vendors encouraged to propose unique framing, trim, or

architectural treatments

Sponsor Integration Opportunities

Proposals should include conceptual options for sponsor incorporation, such as integrated

digital sponsor features, in-video rotations and animations, and scalable or future-ready

sponsor inventory.

Game-Day Operations & Technology

▪ Pitch Clock Compatibility: System should be designed to incorporate or be readily

adaptable for any future NCAA-approved pitch clock requirements

▪ Operating Equipment: Vendor to provide all necessary operating equipment required to

run the videoboard

▪ Connectivity: Vendor to run fiber from the videoboard to the press box, including all

terminations and testing

▪ System Integration: Compatibility with live video, replay, graphics, and future

enhancements

Power Requirements

▪ Vendors must clearly identify all power requirements, including voltage, amperage,

load, and special electrical needs

▪ Southern Miss Athletics will work collaboratively with the selected vendor to provide

appropriate power to the videoboard location

Proposal Considerations

Vendors should include conceptual renderings, technical specifications, power and connectivity

requirements, installation timeline, warranty and service options, and optional upgrades or

future-proofing recommendations.

Project Objective

Deliver a modern, flexible, and visually impactful videoboard solution that enhances the

Southern Miss Softball fan experience while supporting evolving game-day and NCAA

operational requirements.

3.0 Point of Contact

For questions, contact the Buyer listed on the Bid Coversheet at:

bids@usm.edu

4.0 Submission Instructions to Bidders

One (1) signed original, two (2) copies, and one (1) portable virus/malware-free electronic

version (USB jump drive) of the sealed bid response (if an electronic copy is not included, USM

reserves the right to request an electronic copy of the exact bid response prior to review of the

bid), subject to the conditions made a part hereof, will be received by 2:00 PM CDT on

Thursday, February 12, 2026 in the USM Procurement and Contract Services office, as indicated

in the General Terms, Conditions, and Instructions to Bidders described herein. It is the

responsibility of the respondent to ensure that the proposal package arrives in the

Procurement and Contract Services Office.

Each bid must be submitted in a sealed envelope bearing on the outside the name “RFP # 26-19

University of Southern Miss Softball Complex Videoboard Project,” the name of the Vendor,

and the opening date specified on the cover sheet.

For regular mail:

The University of Southern Mississippi

Attn: Deidre Edwards, Buyer

118 College Drive, Box 5003

Hattiesburg, MS 39406

RFP 26-19

For FedEx, UPS, or other express couriers:

The University of Southern Mississippi

Attn: Deidre Edwards, Buyer

2609 W. 4th Street

Hattiesburg, MS 39401

RFP 26-19

Hand-carried responses should be brought to:

The University of Southern Mississippi

Attn: Deidre Edwards, Buyer

214 Bond Hall

Hattiesburg, MS 39406

RFP 26-19

As an alternative to traditional sealed proposals in envelopes, the University of Southern

Mississippi is capable of receiving electronic bid responses. While this option is available, it is

not required and we ask that all potential respondents keep in mind that with any electronic

system, there could be delays or glitches with the submission process; therefore the University

highly encourages traditional sealed responses which are either mailed or submitted in person.

Additionally, the University will not be responsible for issues with attempted submissions of bids

using the electronic method.

Should a vendor choose to submit their response electronically, please follow the instructions

below using the following website:

https://www.ms.gov/dfa/contract_bid_search/Home/Sell.

On this site you will find helpful links to procurement opportunities, as well as a link to supplier

registration. If not already registered in this system, potential bidders will first need to click on

‘Supplier Registration’ and follow the steps outlined (a one-time process). Once registered,

suppliers can return to the original website and click on ‘Procurement Opportunities’ where they

can either search by keyword for the bid they desire to respond to or leave the search box blank

and click ‘Search’ for a listing of all current bids and proposals for the various State of Mississippi

offices.

Please note that emailed bids will not be accepted.

Any bid may be withdrawn prior to the scheduled time for the opening of bids or authorized

postponement thereof. Any bid received after the time and date specified will not be

considered.

The University of Southern Mississippi reserves the right to accept or reject any or all proposals

and to waive any formalities.

Vendors are responsible for examining all specifications, terms, conditions, and instructions of

this request. Failure to do so will be at the Vendor’s risk.

In order to ensure all interested bidders receive any addenda that may be issued, proposers

must email their intent to propose using the Intent to Bid link on the USM Bid Listing under RFP

23-20 prior to the deadline to submit:

https://www.usm.edu/procurement-contract-services/current-bids-and-sole-source-notices.php

5.0 USM General Terms, Conditions, and Instructions for Bids/Proposals

1.) Failure to examine any drawings, specifications, and instructions will be at bidder’s risk.

2.) Samples of items when called for must be furnished free of expense and if not

destroyed in testing, will, upon request, be returned at the bidder’s expense. Request

for the return of samples must be made within ten (10) days following opening bids.

Each individual sample must be labeled with bidder’s name and manufacturer’s brand

name and number.

3.) As a public entity of the state, we use sealed bidding to ensure “fair and open

competition” to ensure no one in the buying organization can influence the bidding

process or steer the selection of a particular company by sharing competitive bid

information during the solicitation process. Generally, all bids must remain sealed until

they are opened publicly at the time stated in the notice—advance disclosure of the

terms of a bid may be cause for rejection of said bid. Bidders should never send

advanced copies of a sealed bid via email or screenshots of electronic bids. Bidders

must submit sealed bids to be opened at the time and place stated in the solicitation for

the public opening of bids and must not be revealed to the buyer before that time. Bids

must be signed and sealed with bidder’s name and address on the outside of the

envelope, and the date and time of the bid opening and the bid file number shown in

This page summarizes the opportunity, including an overview and a preview of the attached documents.

RFP 26-19 USM Softball Complex Videoboard Project

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See Also

Solicitation	Submission Deadline	Request Documents and Specifications
RFP 26-19 USM Softball Complex Videoboard Project	2/12/26 2:00 PM	RFP 26-19