Project Information

Bid Title

Athletic Digital Display

Issuing Agency

Truman State University

Location

Missouri

Published Date

Apr 10, 2026

Closing Date

Apr 23, 2026

Government Level

State & Local

Status

Closed

Ref. #

SP26-08

Original Source

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Bid Documents

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Project Description

Project	Addendum/Additiona	Project Name	Date Due	Buye
SP26-08	Addendum 1	Athletic Digital Display	Thursday, April 23, 2026 @ 2 PM Central Time	Sarah Jones

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Truman State University

McClain Hall 106

100 E. Normal Ave.

Kirksville, MO 63501

Phone: (660) 785-4159

Email: sjones@truman.edu

REQUEST FOR PROPOSALS (RFP) – APRIL 2, 2026

PROJECT SP26-08 ATHLETIC DIGITAL DISPLAY

Submittals from minority, women and disadvantaged business enterprises are encouraged.

SUBMITTAL DEADLINE

2:00pm Central Time

Thursday, April 23, 2026

DELIVERY BY MAIL

Truman State University

Attn: Sarah Jones

100 East Normal Ave

Kirksville, MO 63501

SUBMIT

One (1) Electronic copy via thumb drive

or email to sjones@truman.edu

DELIVERY BY HAND

Truman State University

Purchasing Department

106 McClain Hall

(corner of Franklin and Normal)

Truman State University (Truman) is requesting proposals from qualified vendors to provide and install a digital display at

its athletic facility in Kirksville, Missouri. Proposals are to be delivered to the Purchasing Department at Truman until 2:00

PM CT, April 23, 2026, at which time the names of those vendors submitting proposals will be read aloud. No other public

disclosure will be made until after the award of the contract.

RFP documents are available at http://businessoffice.truman.edu/purchasing/bids/OpenBids.asp. A notification of intent to

respond to this RFP is located immediately below. This page must be submitted to notify Truman of your interest in this

project and your plan to submit a proposal. This form is also required if you wish to receive (1) answers to questions

regarding the RFP and (2) any RFP addenda. RFP addenda will be issued if there is a change to the specifications or closing

date/time of this RFP.

____ YES

____ NO

INTENT TO RESPOND STATEMENT

our organization plans to submit a response to this solicitation for proposals:

NO RESPONSE STATEMENT

our organization is not submitting a response for the following reason(s):

฀ Do not offer this commodity or equivalent

฀ Schedule would not permit us to perform

฀ The project is too small

฀ The project is too large

฀

Insufficient time to respond

฀

Cannot meet delivery requirements

฀

Licensing restrictions (please explain)

฀

Other reasons

Name of Organization:

Contact Name:

Contact Address:

Contact Phone Number: ___________________________________________________

Contact Email Address: ___________________________________________________

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TABLE OF CONTENTS

Intent to Respond .................................................................................................................................................1

Part I – Overview .................................................................................................................................................2

Part II – Specifications and Requirements ...........................................................................................................2

Part III – Proposal Evaluation and Award ...........................................................................................................3

Part IV – Contractual Agreement.........................................................................................................................6

Part V – Truman State University Proposal Certification....................................................................................9

Part VI - Exhibits:

A: Truman’s Display Location & Sample Decorative Enclosure...................................................................10

B. Vendor Prepared Product Description .......................................................................................................11

C: Vendor Prepared Qualifications.................................................................................................................11

D: Vendor Prepared Pricing Schedule ............................................................................................................11

__________________________________________________________________________________________

PART I – OVERVIEW

Founded in 1867, Truman is Missouri’s selective public liberal arts and sciences university. Truman primarily serves full-

time undergraduate degree seeking students in a residential environment. Truman offers numerous bachelors, masters, and

minor degrees in addition to certificate programs. Truman is accredited by The Higher Learning Commission has been

recognized as the number one Midwest regional public university in U.S. News & World Report’s "Best Colleges"

publication for more than twenty consecutive years. In addition to being recognized scholars, Truman students and alumni

are known as contributors to their communities, creative problem solvers and goal-oriented professionals. More information

about Truman is available at www.truman.edu.

PART II – SPECIFICATIONS AND REQUIREMENTS

Truman seeks a single vendor to provide and install a digital display and decorative disclosure highlighting its athletic Hall

of Fame recipients. The digital display will be located on the first floor of Persing Arena in Kirksville, Missouri. The

selected vendor will be required to provide a new and current model touchscreen display and enclosure complete with digital

media player, software, wiring and mounting materials, installation, training, and warranty.

This RFP contains specific information that must be addressed in the vendor’s proposal response. These specifications will

ensure the vendor furnishes the highest quality products and service. All communications regarding specifications and

requirements should be directed to Truman’s buyer referenced in this RFP, and it is the vendor’s responsibility to ensure

any request for information is received by Truman’s buyer. The vendor may suggest additions or enhancements to the

following requirements. Additions or enhancements, along with their associated costs, should be clearly delineated as

optional in the vendor’s proposal. The following specifications constitute the minimum requirements for this project:

A. Hall of Fame Digital Display and Decorative Enclosure Specification and Requirements

1. The digital display will have the following approximate dimensions.

a. display will be not less than sixty inch (60”) wide touch screen

b. display will have a digital media player

c. display will include accompanying software to catalog content and to operate the digital display

2. The digital display will be encased in a decorative wall enclosure will have the following approximate dimensions:

a. Height: not less than eight feet (8’)

b. Width: not less than five feet (5’)

c. Depth: not more than twelve inches (12”)

3. The decorative wall enclosure will have the following appearance:

a. purple in color with white outlines or trim

b. Truman State University Athletic Hall of Fame will be located at the top of the enclosure

c. “Home of the Bulldogs” and the Bulldog logo will be displayed at the bottom of the enclosure as illustrated in

Exhibit B of this RFP.

d. all colors or logos must adhere to Truman’s brand standards guide

4. The digital display and wall enclosure will include the following features:

a. a brand-new complete unit that has not been previously billed or sold

b. wireless controls

c. a comprehensive warranty of not less than two (2) years on parts and labor.

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B. Shipping and Storage of Digital Display and Wall Enclosure

1. The vendor will make provision to deliver products to Truman’s campus.

2. If the vendor has digital display and enclosure shipped directly to Truman’s campus, the vendor shall make

arrangements to accept the digital display and wall enclosure equipment on Truman’s campus and inspect all

products for damage.

3. The vendor will store and protect all products, and any damage to the digital display or wall enclosure or any

associated equipment prior to, and during installation will be the financial responsibility of the vendor.

4. Truman will not be responsible for storage of the digital display and enclosure unless prior arrangements have been

made with the Athletic Director and a storage facility is available.

D. Subcontractors

Vendors are advised that any person, firm, or other party whom it is proposed to award a subcontract under this contract

must be acceptable to Truman. Subcontractor payments will be the responsibility of the vendor, not Truman. If a

vendor’s subcontractor fails to perform in accordance under the terms of this RFP, then the vendor will complete or pay

to have completed the work which the subcontractor failed to complete at no additional cost to Truman. In the event of

any nonperformance or noncompliance by any subcontractor, the vendor will be directly and wholly responsible for the

nonperformance or noncompliance of its subcontractor and will bear all attributable costs.

E. Scheduling Requirements

Truman requires the project to be complete and the products fully functional no later than August 1, 2026.

F. Insurance Requirements

The vendor, and any subcontractors, will purchase and maintain the following insurance policies:

1. Comprehensive General Liability: Coverage (including products/completed operations liability insurance and broad

form comprehensive general liability endorsement or its equivalent) will have minimum limits of $1,000,000 per

occurrence and $3,000,000 in aggregate.

2. Worker’s compensation insurance as prescribed by the laws of the State of Missouri.

The vendor will provide Truman with certificates of insurance for all required policies within ten (10) days of award

notification naming Truman State University as an additional insured party. Such certificates will provide that Truman

be given at least thirty (30) days prior written notice of any cancellation, intention to not renew, or material changes in

these policies. Failure to provide, and continue in force, the insurance coverages required above will be deemed a

material breach of the contractual agreement resulting in immediate termination of the contractual agreement. Presence

of insurance coverage does not relieve the vendor of responsibilities or obligations assumed by the contractual agreement

for which the vendor may be liable.

PART III –PROPOSAL EVALUATION AND AWARD

A. Preparation of Proposals

1. It will be the vendor’s responsibility to ask questions, request changes or clarification, or otherwise advise Truman

if any language, specifications or requirements of an RFP appear to be ambiguous, contradictory, and/or arbitrary,

or appear to inadvertently restrict or limit the requirements stated in the RFP to a single source. Any and all

communication from proposing vendors regarding specifications, requirements, competitive procurement process,

etc. must be directed to Truman, as indicated on the first page of the RFP. All formal inquiries for significant or

material clarification or interpretation, or notification to Truman of errors or omissions relating to this RFP

document must be submitted in writing and emailed to Sarah Jones, Purchasing Buyer, at sjones@truman.edu.

Submission of questions and subsequent responses will be issued as an addendum to all prospective vendors on file.

No addenda will be issued later than 48 hours prior to the time and date scheduled for the receipt of responses except

an addendum postponing or withdrawing the RFP. Every attempt will be made to ensure that the vendor receives

an adequate and prompt response. However, in order to maintain a fair and equitable procurement process, all

vendors will be advised, via the issuance of an addendum to the RFP, of relevant information related to the RFP.

2. Before submitting a proposal, vendors should become thoroughly familiar with all conditions referred to in this

document, and any addenda issued before the proposal submission date. Failure to do so will be at the vendor’s

risk. Such addenda will form a part of the RFP. It will be the vendor's responsibility to ascertain that the proposal

includes all addenda issued prior to the proposal submission date

3. Unless otherwise specifically stated in the RFP, all specifications and requirements constitute minimum

requirements. All proposals must meet or exceed the stated specifications and requirements.

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4. Prices offered will remain valid for sixty (60) days from proposal opening unless otherwise indicated. If the

proposal is accepted, prices will be affirmed for the specified service agreement period.

5. Only Truman’s written response(s) pertaining to this RFP, or an addendum, are valid.

6. Truman reserves the right to modify or cancel this RFP. Such action will be noted as an addendum.

B. Submission of Proposal and Award

1. A proposal submitted by a vendor must (a) include a signed RFP Proposal Certification executed by the vendor’s

duly authorized representative, (b) contain all information required by the RFP, (c) and be delivered to Truman no

later than the exact opening time and date specified in the RFP.

2. A proposal may also be withdrawn or modified by the vendor provided requests are made in writing before the

RFP opening date and time. Verbal requests to withdraw or modify a proposal will not be honored.

3. Proposal responses must be returned (with all necessary attachments) to Truman on or before 2:00 PM on

Thursday, April 23, 2026. Proposals may be emailed, mailed or delivered in person to the addresses outlined on

the first page of this RFP.

4. All data required herein in order for the vendor’s proposal to be evaluated and considered for award must be

submitted. Failure to submit such data will be deemed a cause for disqualification of a proposal from award

consideration. Responses to this RFP should be submitted in the format specified. Proposals in any other format

will be considered informal and may be rejected. Conditional proposals will not be considered.

5. Contents of any proposal, attachment, and explanation submitted in response to this RFP, except copyrighted

material, will become the property of Truman. All copyrighted material must be clearly marked.

6. If your proposal contains any information you consider to be proprietary, you must place it in a separate envelope

or file if e-mailed and mark it “Proprietary Information.” Truman is the final authority as to the extent of material

considered proprietary or confidential. Pricing information cannot be considered proprietary.

7. Truman reserves the right to reject any or all proposals or any part thereof, or to accept any proposal, or any part

thereof, or to withhold the award and to waive or decline to waive irregularities in any proposal when Truman

determines that it is in their best interest to do so. Truman also reserves the right to hold all proposals for a period

of up to three (3) months after the opening date.

8. After the initial screening process, those vendors whose proposals are selected for further consideration may be

asked to make a presentation to Truman’s selection committee to answer questions in advance of the final selection.

Vendors selected to make a presentation will be contacted to schedule a presentation. The person who will be

directly responsible for servicing the account will be present at this presentation. Vendors are cautioned not to

contact Truman employees concerning this RFP during the evaluation process.

9. Truman reserves the right to consider historic information and fact, whether gained from the vendor’s proposal

response, question and answer conferences, references, or any other source, in the evaluation process. Truman

reserves the right to take such steps as it deems necessary to determine the ability of a vendor to perform the work,

and each vendor will furnish to Truman such information and data for this purpose as it may request. Truman

reserves the right to reject any proposal response where an investigation, or consideration of the information

submitted by such vendor, does not satisfy Truman that the vendor is qualified to properly carry out the terms of

these specifications. It is the vendor’s sole responsibility to submit information related to the evaluation categories,

and Truman is under no obligation to solicit such information if it is not included with the vendor’s proposal

response. Failure of the vendor to submit such information may cause an adverse impact on the evaluation of the

vendor’s proposal. Pursuant to Section 610.021 RSMo, proposals will not be available for public review until after

a contractual agreement is executed or all proposals are rejected. Truman will notify RFP respondents of the vendor

whom has been selected to perform these services. Any award protest must be received within ten (10) days after

the date of notification of award in accordance with the statute.

C. Proposal Opening.

1. Proposal openings are public on the opening date and time specified on the RFP document. Only the names of the

RFP respondents will be read at the opening. Proposal content will not be disclosed.

2. It is the vendor’s responsibility to deliver the proposal to Truman by the opening date and time.

3. Proposals not received by Truman by the opening date and time will be late. Regardless of the degree of lateness

or the reason, including causes beyond the vendor’s control, late proposals will not be opened.

D. Evaluation / Award

1. Any clerical error, apparent on its face, may be corrected by Truman before the contractual agreement award. Upon

discovering an apparent clerical error, Truman will contact the vendor and request written clarification of the

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intended proposal. The correction will be made in the notice of award. Examples of apparent clerical errors are:

(a) a misplacement of a decimal point and/or (b) an obvious mistake in designation of unit.

2. Awards will be made to the vendor whose proposal complies with the requirements of the RFP as outlined in Part

II, and is the best and lowest proposal considering:

a. The ability of the proposed product to meet the requirements of this RFP including, but not limited to, the

product’s quality, features, ease of use and warranty (submit as Exhibit B: Product Description).

b. Vendor qualifications and demonstrated ability to meet the requirements of this RFP (submit the following items

as Exhibit C: Vendor Qualifications):

i. Provide a general overview of your organization, including parent and/or subsidiary companies.

ii. Describe the vendor’s experience in providing similar products and services to other clients.

iii. Provide the name, title, address, phone number and email address of the vendor’s primary contact.

iv. Provide no less than three (3) customer references with contact, position, phone number and e-mail.

c. Pricing for all aspects of the requirements specified in this RFP (submit as Exhibit D: Pricing). Any pricing

information submitted by a vendor, but not reflected on the pricing page, will be subject to evaluation if deemed

to be in Truman’s best interest.

d. All other evaluation criteria specified in the RFP and any subsequent negotiations.

4. In the event all RFP respondents fail to meet the same mandatory requirement in an RFP, Truman reserves the right,

at its sole discretion, to waive that requirement for all proposals and to proceed with the evaluation.

5. Truman reserves the right to waive any minor irregularity or technicality found in any individual proposal.

6. Negotiations may be conducted with those vendors who submit potentially acceptable proposals. Proposal revisions

may be permitted for the purpose of obtaining best and final offers. In conducting negotiations, there will be no

disclosure of any information submitted by competing vendors.

7. Any award of a contractual agreement will be made by written notification from Truman to the vendor.

8. Truman reserves the right to request written clarification of any portion of a vendor’s response to verify intent.

However, vendors are cautioned their response may be accepted without further clarification.

9. Missouri Preference: Proposals are being sought from Missouri and out-of-state companies. As a public institution,

Truman must follow State of Missouri laws and regulations regarding the procurement of services. Section 34.073

RSMo states that Missouri state government agencies shall give preference to contractors, corporations, or

individuals doing business as Missouri contractors, corporations, or individuals, or which maintain Missouri offices

or places of business, when the quality of performance promised is equal or better and the price quoted is the same

or less. In assessing value, Truman may consider the economic impact to the State of Missouri for Missouri

contractors or products versus the economic impact of services or products generated from out of state. This

economic impact may include the revenues returned to the state through tax revenue obligations. Vendors must

provide the following information as it relates to this RFP:

a. A description of the proposed services that will be performed and/or the proposed products that will be provided

by Missourians and/or Missouri products.

b. A description of the economic impact returned to the State of Missouri through tax revenue obligations.

c. A description of the vendor’s economic presence with the State of Missouri (e.g., type of facilities: sales office;

sales outlets; divisions; manufacturing; warehouse; other including Missouri employee statistics).

d. If any products and/or services offered under this RFP are being manufactured or performed at sites outside the

continental United States, the vendor must disclose such fact and provide details with their proposal.

10. Supplier Diversity: The State of Missouri is committed to fostering supplier diversity in state contracting. If a

respondent is certified:

a. Minority Owned Business Enterprise (MBE) under § 37.020(3) RSMo,

b. Women Owned Business Enterprise (WBE) under § 37.020(6) RSMo,

c. Service-Disabled Veteran Owned Business Enterprise (SDVBE) under § 34.074 RSMo, or

d. Veteran Owned Business Enterprise (VBE),

Vendors may outline your qualification in the proposal response. Other bidders are encouraged to engage certified

MBEs, WBEs, SDVBEs and VBEs in the performance of services for Truman, and proposals may include a

diversity participation plan (maximum 2 pages) detailing: (1) proposed certified M/WBE/SDVBE/VBE contractors,

their roles, and estimated contract value percentage; (2) evidence of outreach to certified contractors; and (3)

strategies for meaningful involvement. However, the absence of such documentation will not disqualify a bid.

Truman may monitor a vendor’s compliance in meeting diversity participation levels committed to in the awarded

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Commodity Codes

• NAICS 339950Sign Manufacturing

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