Title
Phoenix Convention Center Digital Signage Contract - RFP 24-0397 - Request for Award (Ordinance S-51729) - Districts 7 & 8
Description
Request to authorize the City Manager, or his designee, to enter into a contract with RTS Solutionz, Inc. dba Solutionz to provide digital signage services for the Phoenix Convention Center Department (PCCD). Further request to authorize the City Controller to disburse all funds related to this item. The total value of the contract will not exceed $735,000.
Report
Summary
This contract will provide the design, installation, and ongoing maintenance of a new digital signage system, including approximately 200 media players and a content management system, integrating with the current monitors and housing. Digital signage is strategically located throughout the PCCD client’s contracted space, including meeting room entrances, to support communication and wayfinding and to provide event details to client attendees.
During an Americans with Disabilities Act (ADA) audit in 2024, it was determined that the existing system was not in compliance and it would be cost prohibitive to bring the system into compliance. The existing system is outdated and vulnerable to security issues. The media players run on processors approaching 10 years old that frequently fail, requiring manual updates and intervention by staff, further compromising system reliability and security.
The proposed system will feature an ADA-compliant layout allowing for easy interaction by wheelchair users. Additionally, this new system will integrate with the existing exterior signage system, creating operational efficiencies by managing only one system. Transitioning to this modern system will reduce maintenance costs, improve security, and ensure ADA compliance. The intuitive content management system will provide enhanced functionality, including streamlining of content creation and customization, integration with PCCD in-house event management system, and a virtual concierge that displays advertisements when idle. These features will increase operational efficiency and enhance the overall client and attendee experience.
This item has been reviewed and approved by the Information Technology Services Department.
Procurement Information
A Request for Proposal procurement was processed in accordance with City of Phoenix Administrative Regulation 3.10.
Thirteen vendors submitted proposals deemed responsive and responsible. An evaluation committee of City staff evaluated the proposals based on the following criteria with a maximum possible point total of 1,000:
- System Design and Scalability, Display, and Hardware Quality (0-300 points)
- Content Management System (CMS) Features (0-250 points)
- Price (0-200 points)
- Project Management, Professional Technical Support and Maintenance (0-150 points)
- Documentation and Training (0-100 points)
After reaching consensus, the evaluation committee recommends award to the following vendor:
- RTS Solutionz, Inc. dba Solutionz: 703.60 points
Contract Term
The contract will begin on or about July 1, 2025, for a five-year term with no options to extend.
Financial Impact
The aggregate contract value will not exceed $735,000.
Funding is available in the Phoenix Convention Center Department's operating budget.
Location
100 N. 3rd Street
Council Districts: 7 and 8
Department
Responsible Department
This item is submitted by Deputy City Manager John Chan and the Phoenix Convention Center Department.