Request for Proposals / Written Quotes

Gymnasium Projection Screen, Projector, Electrical, and Low-Voltage Conduit Installation

Issuing Organization: Gadsden Elementary School District No. 32

Department: Technology Department

Project Location: Arizona Desert School Gymnasium

RFP / Quote Number: ADS-GYM-AV-2026-001

Issue Date: [Insert Issue Date]

Site Walk Date: [To Be Scheduled]

Questions Due: 06/29/2026

Quote / Proposal Due: [Insert Proposal Due Date / Time]

Target Installation Window: Maximum of 3 weeks after District authorization / purchase order, unless otherwise approved by the District

District Contact: Luis D. Ramirez, Technology Director

Email: dramirez@gesd32.org

Phone: 928-920-2788

1. Purpose

Gadsden Elementary School District No. 32 is requesting written quotes/proposals from qualified vendors to provide labor, materials, equipment, installation, electrical work, low-voltage conduit pathways, mounting, configuration, testing, and documentation for a gymnasium projection system installation.

The District is seeking a complete, code-compliant, school-safe installation that includes an 18-foot projection screen, projector installation, required electrical infrastructure, low-voltage conduit pathways, and integration pathways to the existing audio equipment rack.

The selected provider must be able to complete the work in a manner that complies with all applicable requirements for work performed in an Arizona public school district environment.

2. Project Background

The District has an existing gymnasium audio system with an equipment rack containing audio system components. The District now requires installation of a projection screen and projector system that can operate reliably in the gymnasium environment and connect appropriately with the existing audio/video infrastructure.

The project must support safe operation for school assemblies, presentations, instructional events, parent/community meetings, and district activities.

2.1 Known Site Details

The following project location details are provided for vendor planning and must be field-verified during the site walk:

• School: Arizona Desert School
• Installation area: Gymnasium
• Projector location: Gym's high ceiling
• Projection screen location: Gym's west side wall
• Subwoofer power location for ADS: north-east corner of the gym, approximately 20 feet high, at the wall location determined during the walkthrough
• Projection screen measurements and final placement must be discussed and verified during the walkthrough.
• Vendors must verify structural, electrical, conduit, lift/access, mounting, and safety conditions before submitting final pricing.

2.2 Vendor Map / Attachment Downloads

The District has provided a device location drawing for vendor reference. Vendors are responsible for reviewing all provided attachments and field-verifying site conditions during the walkthrough.

Current map attachment status: Device Location drawing attached in the Word document and available as a PDF reference download.

• Attachment: Device Location Drawing PDF

3. Scope of Work

The vendor shall provide a complete turnkey installation. The scope includes, but is not limited to, the following:

3.1 Projection Screen Installation

The vendor shall:

• Provide and/or install an 18-foot projection screen as specified by the District or proposed by the vendor.
• Verify that the proposed screen type, size, mounting method, and location are appropriate for the gymnasium environment.
• Provide all required mounting hardware, brackets, supports, fasteners, controls, and accessories.
• Confirm wall/ceiling structure suitability prior to installation.
• Install the screen securely, safely, level, and in compliance with applicable building and safety requirements.
• Provide screen control wiring, switches, relays, or control interfaces as needed.
• Coordinate final screen location with the District before installation.

3.2 Projector Installation

The vendor shall:

• Provide and/or install the projector as specified by the District or proposed by the vendor.
• Provide projector mounting hardware and all necessary supports.
• Confirm appropriate throw distance, lens requirements, image size, brightness, mounting height, and alignment.
• Ensure the projector is suitable for gymnasium lighting conditions and intended use.
• Provide necessary cabling, signal connections, control wiring, and accessories.
• Align, focus, configure, and test the projected image.
• Confirm that projector placement does not create safety hazards or interfere with gym operations.

3.3 Electrical Work

The vendor shall provide all electrical work required to safely power and operate the projection screen, projector, and related components.

Electrical work may include, but is not limited to:

• New dedicated circuits if required.
• Electrical outlets, junction boxes, raceways, conduit, control wiring, and disconnects as applicable.
• Power for the projection screen motor/control system.
• Power for the projector and related A/V components.
• Power for the subwoofer to be installed on the determined gym wall location. For Arizona Desert School, the planned subwoofer power location is the north-east corner of the gym, approximately 20 feet high, subject to field verification during the walkthrough.
• Proper labeling of circuits, outlets, and equipment.
• Coordination with existing electrical panels and building infrastructure.
• Any required permits, inspections, and approvals from the authority having jurisdiction.

All electrical work must be performed by properly licensed personnel and must comply with applicable electrical codes, building codes, fire codes, and school safety requirements.

3.4 Low-Voltage Conduit and Pathways

The vendor shall install necessary conduit, raceway, pathways, and low-voltage infrastructure to support audio/video and control connectivity.

Required pathways include, but are not limited to:

• Low-voltage pathway from the projection screen location to the projector location.
• Low-voltage pathway from the projection screen/projector area to the existing audio equipment rack.
• Conduit or pathway needed to support signal, control, and future serviceability.
• Pull strings in conduits for future cabling.
• Proper separation between low-voltage and electrical power in accordance with applicable code.
• Labeling of conduit endpoints, cable pathways, and termination locations.

The District expects the installation to be clean, serviceable, protected, and suitable for long-term use in a school gymnasium.

3.5 Integration With Existing Audio Equipment Rack

The vendor shall coordinate with the District to connect, route, or prepare infrastructure between the new projection system and the existing audio equipment rack.

The vendor shall:

• Identify required audio/video/control connections between projector, screen, and rack.
• Provide appropriate cabling or conduit pathways for future cabling if cabling is not included.
• Avoid disrupting existing audio system functionality.
• Label all new connections and pathways.
• Test system operation with the existing rack as applicable.
• Document any required follow-up work or limitations discovered during installation.

3.6 Finishing, Cleanup, and Restoration

The vendor shall:

• Restore affected work areas to a clean and professional condition.
• Patch or finish penetrations as required.
• Remove packaging, debris, unused materials, and installation waste.
• Ensure all installed components are secure, clean, labeled, and ready for District use.
• Provide a final walkthrough with District personnel.

4. Vendor Responsibilities

The vendor is responsible for:

• Site verification and field measurements.
• Confirming structural, electrical, and low-voltage requirements before installation.
• Providing all labor, materials, lifts, ladders, tools, equipment, mounting hardware, conduit, raceway, cabling, terminations, labels, and accessories required for a complete installation.
• Coordinating any required permits or inspections.
• Complying with school safety and access requirements.
• Protecting District property during installation.
• Maintaining a safe work area at all times.
• Coordinating work schedule with the District to avoid disruption to instruction, student activities, and school operations.
• Providing documentation, warranty information, and final as-built notes.

5. School District Compliance Requirements

The selected vendor must comply with all applicable federal, state, county, municipal, and local requirements for work performed on Arizona public school district property.

Requirements may include, but are not limited to:

• Arizona Registrar of Contractors licensing requirements applicable to the work performed.
• Applicable electrical licensing requirements.
• National Electrical Code / NFPA 70 requirements as adopted by the applicable authority.
• Applicable building, fire, life safety, and accessibility codes.
• OSHA workplace safety requirements.
• Local authority having jurisdiction requirements.
• District site access, visitor, safety, and scheduling procedures.
• Background check / fingerprint clearance requirements if required by District policy or law based on work location, student proximity, or schedule.
• Insurance and indemnification requirements required by the District.
• Compliance with all applicable procurement, public records, conflict-of-interest, and vendor responsibility requirements.

The vendor shall identify any permit, inspection, access, licensing, or compliance requirement that must be completed before work begins.

6. Required Vendor Qualifications

Vendors must demonstrate that they are qualified to perform the work. Proposal responses should include:

• Company name, address, primary contact, email, and phone number.
• Years of experience performing A/V, electrical, and low-voltage installations.
• Arizona license numbers relevant to the work, including ROC license information where applicable.
• Confirmation that electrical work will be performed by properly licensed personnel.
• Experience working in schools, public agencies, gymnasiums, auditoriums, or similar environments.
• References for similar projects.
• Proof of insurance or ability to provide insurance certificates upon request.
• Warranty terms for labor and installed equipment.
• Identification of any subcontractors and the work they will perform.

7. Site Walk / Field Verification

A site walk / walkthrough is required or strongly recommended before final quotes are submitted. The site walk date is currently to be scheduled by the District.

During the site walk, vendors should verify:

• Screen location and mounting conditions on the gym's west side wall.
• Projector location on the gym's high ceiling, mounting method, throw distance, and image requirements.
• Subwoofer power location on the determined gym wall; for Arizona Desert School, the planned location is the north-east corner of the gym at approximately 20 feet high.
• Electrical panel availability and required power pathways.
• Low-voltage conduit routes.
• Route to the existing audio equipment rack.
• Lift access and work area constraints.
• Any ceiling, wall, structural, fire-stopping, or access limitations.
• Any school schedule constraints that may affect installation.
• Measurements and final placement for the 18-foot projection screen on the west side wall.

Failure to verify site conditions will not relieve the vendor of responsibility for providing a complete and functional installation.

8. Proposal / Quote Response Requirements

Each vendor response must include:

8.1 Pricing

Provide itemized pricing for:

• Projection screen and related components.
• Projector and related components.
• Mounting hardware and supports.
• Electrical labor and materials.
• Low-voltage conduit, raceway, cabling, and terminations.
• Integration with the existing audio rack.
• Lift or special equipment costs.
• Permits or inspection fees, if applicable.
• Labor.
• Travel or mobilization charges.
• Optional recommended upgrades.
• Taxes, if applicable.
• Total project cost.

8.2 Technical Approach

Describe:

• Proposed screen model/type or installation approach.
• Proposed projector model/type or installation approach.
• Electrical approach.
• Low-voltage conduit/pathway approach.
• Connection approach to the existing audio rack.
• Control method for screen/projector operation.
• Any assumptions or exclusions.

8.3 Schedule

Provide:

• Estimated lead time for equipment.
• Estimated installation duration.
• Earliest available installation date.
• Any school schedule requirements or restrictions.
• Expected downtime or access needs.
• Confirmation that the vendor can complete installation within the District target installation window of 3 weeks maximum after authorization / purchase order, unless otherwise approved by the District.

8.4 Warranty and Support

Provide:

• Equipment warranty information.
• Labor warranty period.
• Support process after installation.
• Response time for warranty issues.
• Any recommended maintenance.

8.5 Exceptions

Clearly list any exceptions, exclusions, assumptions, or items not included in the quote.

9. Minimum Installation Expectations

The final installation must meet the following minimum expectations:

• Projection screen operates safely and reliably.
• Projector displays a properly aligned and focused image on the screen.
• Electrical installation is code-compliant and professionally labeled.
• Low-voltage pathways are clean, accessible, labeled, and serviceable.
• Pathway exists between screen/projector and existing audio equipment rack.
• No exposed unsafe wiring.
• No unsupported cable runs.
• No disruption to existing audio system unless approved by the District.
• All work areas are clean after installation.
• District receives basic operational training.
• District receives final documentation and warranty information.

10. Documentation Required at Project Closeout

Before final payment, the vendor shall provide:

• Final invoice with itemized cost breakdown.
• Equipment model numbers and serial numbers.
• Warranty documentation.
• Basic user operation instructions.
• Electrical circuit information and labels.
• Low-voltage pathway documentation.
• As-built notes showing conduit/pathway routes and endpoint locations.
• Permit and inspection documentation, if applicable.
• Confirmation that system testing was completed.

11. District Evaluation Criteria

The District may evaluate proposals based on factors including, but not limited to:

• Total cost.
• Completeness of proposed solution.
• Vendor qualifications and licensing.
• Experience with school district or similar public-sector installations.
• Understanding of electrical and low-voltage requirements.
• Quality of proposed equipment and installation approach.
• Installation timeline and ability to meet District scheduling needs.
• Warranty and support terms.
• References and past performance.
• Compliance with District safety, access, and procurement requirements.

The District reserves the right to select the proposal that is most advantageous to the District, not necessarily the lowest-cost proposal, subject to applicable procurement requirements.

12. General Terms and Conditions

• The District reserves the right to reject any or all proposals.
• The District reserves the right to waive informalities or irregularities when permitted.
• The District reserves the right to request clarification from vendors.
• The District reserves the right to negotiate final scope, schedule, and pricing where allowed.
• Vendor must not begin work until a purchase order or written authorization is issued by the District.
• Vendor is responsible for complying with all applicable laws, codes, licensing, safety rules, and District requirements.
• Vendor must protect District property and repair any damage caused by vendor work.
• Vendor must coordinate work with District staff and avoid disruption to school operations.
• Vendor must maintain confidentiality and avoid photographing or sharing student, staff, security, or facility-sensitive information without District authorization.

13. Proposal Submission Instructions

Submit proposals by email to:

Luis Ramirez

Technology Director

Gadsden Elementary School District No. 32

Email: dramirez@gesd32.org

Subject line:

Proposal - Arizona Desert School Gym Projection Screen Projector Electrical Low Voltage Installation - [Vendor Name]

Proposal deadline:

[Insert Proposal Due Date and Time]

Late proposals may not be considered unless permitted by District procurement procedures.

14. Vendor Questions

All questions must be submitted in writing by:

06/29/2026

Questions should be sent to:

dramirez@gesd32.org

The District may issue written clarifications or addenda if needed.

15. Optional Alternates

Vendors may include optional alternates if they improve system reliability, usability, serviceability, or long-term value.

Optional alternates may include:

• Higher-brightness projector option.
• Laser projector option.
• Enhanced control system.
• Additional input wall plates.
• Wireless presentation capability.
• Additional conduit capacity for future expansion.
• Extended warranty or service plan.
• Protective projector cage if appropriate for the gym environment.
• Additional integration with the existing audio system.

Optional alternates must be priced separately from the base proposal.

16. District Requested Outcome

The District is seeking a reliable, professional, school-compliant installation that allows the gymnasium projection screen and projector system to be safely operated, properly powered, connected to necessary low-voltage pathways, and integrated or prepared for integration with the existing audio equipment rack.

The final result must be clean, safe, serviceable, documented, and ready for District use.

17. Procurement / Legal Review Notice

This draft is intended as a Technology Department scope and quote/RFP document. Before official release, the District should review it through the appropriate business office, procurement, legal, or administrative approval process to confirm required terms, thresholds, forms, insurance language, governing law, and Arizona school district procurement requirements.