Ed Pastor Gym Rear Projection Screen, Short-Throw Projector, Electrical, and Low-Voltage Installation RFP

Ed Pastor School Gymnasium Rear Projection Screen, Short-Throw Projector, Electrical, and Low-Voltage Conduit Installation

Issuing Organization: Gadsden Elementary School District No. 32

Department: Technology Department

Project Location: Ed Pastor School Gymnasium / Stage

RFP / Quote Number: EPS-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 a recessed rear projection screen installed in a T-bar / ceiling tile area, short-throw projector installation at the back of the stage, required electrical infrastructure, low-voltage conduit pathways, and integration pathways to the existing audio rack / A/V equipment area.

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/stage environment that supports assemblies, presentations, instructional activities, parent/community meetings, and district events. The District now requires installation of a rear projection screen and short-throw projector system positioned within the stage area.

This installation is different from standard wall or high-ceiling gym projection work. Both the screen and projector are located on or within the stage area. The projection screen is intended to be a recessed rear projection screen in the T-bar / ceiling tile area. The projector is a short-throw projector located toward the back of the stage, positioned before the solid curtain that divides the stage from the gym.

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: Ed Pastor School
• Installation area: Gymnasium stage
• Projection screen type/location: recessed rear projection screen in the T-bar / ceiling tile area of the stage
• Projector type/location: short-throw projector at the back of the stage, before the solid curtain that divides the stage from the gym
• Projector and screen are both located in the stage area.
• Existing/related A/V equipment location: stage-side audio rack / A/V area shown on the Ed Pastor device location drawing
• Vendors must verify ceiling tile/T-bar conditions, recessed screen requirements, throw distance, curtain clearance, structural mounting, electrical power, low-voltage pathway, lift/access, and safety conditions before submitting final pricing.
• Final screen size, exact placement, projector model, lens/throw requirements, image geometry, and control method must be discussed and verified during the walkthrough.

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: Ed Pastor Gym Device Location drawing attached in the Word document and available as a PDF reference download.

• Attachment: Ed Pastor Gym 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 Recessed Rear Projection Screen Installation

The vendor shall:

• Provide and/or install a rear projection screen as specified by the District or proposed by the vendor.
• Verify that the proposed screen type, size, mounting method, viewing area, and location are appropriate for rear projection in the stage environment.
• Install the screen as a recessed installation in the T-bar / ceiling tile area, subject to field verification.
• Provide all required mounting hardware, brackets, supports, fasteners, controls, trim, and accessories.
• Confirm T-bar/ceiling tile structure, surrounding conditions, and any required reinforcement or support before installation.
• Install the screen securely, safely, level, and in compliance with applicable building and safety requirements.
• Provide screen control wiring, switches, relays, remote/control interfaces, or integration components as needed.
• Coordinate final screen location with the District before installation.

3.2 Short-Throw Projector Installation

The vendor shall:

• Provide and/or install a short-throw projector as specified by the District or proposed by the vendor.
• Locate the projector at the back of the stage, before the solid curtain that divides the stage from the gym, subject to field verification.
• Provide projector mounting hardware, brackets, supports, protective hardware, and all necessary accessories.
• Confirm throw distance, lens requirements, image size, brightness, mounting height, alignment, clearance from curtain travel, and rear-projection compatibility.
• Ensure the projector is suitable for stage/gym lighting conditions and intended use.
• Provide necessary cabling, signal connections, control wiring, power coordination, and accessories.
• Align, focus, configure, keystone/geometrically correct if required, and test the projected image on the rear projection screen.
• Confirm that projector placement does not create safety hazards, does not interfere with curtain operation, and does not interfere with stage or gym operations.

3.3 Electrical Work

The vendor shall provide all electrical work required to safely power and operate the rear projection screen, short-throw 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 recessed rear projection screen motor/control system if motorized or powered.
• Power for the short-throw projector and related A/V components.
• 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 rear projection screen location to the short-throw projector location.
• Low-voltage pathway from the rear projection screen/short-throw projector area to the existing audio rack / A/V equipment area.
• 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/stage environment.

3.5 Integration With Existing Audio / A/V Equipment Area

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

The vendor shall:

• Identify required audio/video/control connections between short-throw 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:

• Recessed rear projection screen location in the T-bar / ceiling tile area of the stage.
• Ceiling tile/T-bar conditions, structural requirements, trim/finish needs, screen clearance, and any required reinforcement.
• Short-throw projector location at the back of the stage before the solid curtain that divides the stage from the gym.
• Projector mounting method, throw distance, lens requirements, image requirements, cable routing, and clearance from the curtain.
• Electrical panel availability and required power pathways.
• Low-voltage conduit routes.
• Route to the existing audio rack / A/V equipment area.
• Lift access and work area constraints.
• Any ceiling, wall, structural, fire-stopping, stage, curtain, or access limitations.
• Any school schedule constraints that may affect installation.

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:

• Rear rear projection screen and related components.
• Short-throw short-throw 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 short-throw projector model/type or installation approach.
• Electrical approach.
• Low-voltage conduit/pathway approach.
• Connection approach to the existing audio rack.
• Control method for screen/short-throw 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:

• Rear rear projection screen operates safely and reliably.
• Screen is professionally recessed/finished in the T-bar / ceiling tile area as approved by the District.
• Short-throw projector placement does not interfere with the solid curtain, stage operations, or gym operations.
• Short-throw short-throw 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/short-throw projector and existing audio rack / A/V equipment area.
• 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 - Ed Pastor School Gym Rear Projection Screen Short-Throw 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 short-throw projector option.
• Laser short-throw projector option.
• Enhanced control system.
• Additional input wall plates.
• Wireless presentation capability.
• Additional conduit capacity for future expansion.
• Extended warranty or service plan.
• Protective short-throw 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 Ed Pastor School gymnasium stage rear projection screen and short-throw projector system to be safely operated, properly powered, connected to necessary low-voltage pathways, and integrated or prepared for integration with the existing audio rack / A/V equipment area.

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.