Digital Signage Solution

The Inland Empire Utilities Agency is issuing a Request for Proposal to acquire and implement a comprehensive digital signage system across conference rooms, building directories, and optional office signage, with an emphasis on real-time booking displays, room availability, scheduled meetings, and building navigation, all integrated with Microsoft 365. The project also includes installing synchronized IP clocks in eight conference rooms to ensure consistent and accurate timekeeping throughout the facilities. Vendors are expected to assess the most effective solutions, oversee installation, and provide ongoing support and training. The contract, with an estimated value between 500,000 and 1.5 million dollars, will be managed under a formal agreement that details scope, payment terms, and contractual obligations, including provisions for scope amendments and CPI-based price adjustments. The procurement process is structured around a detailed evaluation framework prioritizing prior experience, compliance, contract management, and technical implementation, with cost serving as a secondary factor. Proposals are to be submitted electronically by December 4, 2025, via PlanetBids, with a mandatory site visit scheduled for November 12, 2025. The contract will be administered by a designated Contract Administrator, with invoice processing requiring adherence to specified formats and submission procedures. The project’s scope encompasses installation, integration, and support services, with performance monitored through inspections and acceptance criteria, though explicit inspection standards are not detailed. The agency emphasizes compliance with federal, state, and local regulations, including safety, ADA, and cybersecurity standards, and requires vendors to submit various certifications and forms, such as IRS W-9, debarment, lobbying, and conflict of interest disclosures. While the documents outline extensive contractual and procedural requirements, specific details regarding the contract type, performance timelines, and detailed pricing remain to be finalized upon proposal acceptance.