Procurement, Installation, and Commissioning of Outdoor Electronic LED Billboards 152 views

INVITATION TO BID

Reference No.: MOH/NCB/DHPE- 06-2026

Project Name: PROCUREMENT, INSTALLATION AND COMMISSIONING OF OUTDOOR ELECTRONIC LED BILLBOARDS

Dear Sir/Madam:

You are hereby invited to be a Bidder in the Tender described herein. The Gambia Public Procurement Act defines a Tender as a type of Bid and anyone submitting a Tender or other Bid is known as a Bidder. Under the Tender process, there will be a public opening of all bids received at the place and at the time stated in paragraph 8 below. 

The Ministry of Health has budgeted funding for the PROCUREMENT, INSTALLATION AND COMMISSIONING OF OUTDOOR ELECTRONIC LED BILLBOARDS and intends to place a Contract for the supply and delivery of these goods.

The goods to be supplied shall be:

OUTDOOR ELECTRONIC LED BILLBOARDS.

The MOH now invites sealed Bids from eligible Bidders for the supply of OUTDOOR ELECTRONIC LED BILLBOARDS 

The deadline for submission of inquiries and for requests for clarifications is 24th July 2026. 

Interested eligible Bidders may obtain further information from Procurement office, MOH, The Quadrangle, Banjul and inspect the Bid documents in the same office.

A complete set of Bid documents in English language may be purchased by interested Bidders starting from the 24th June 2026 on the submission of a written application to the above and upon payment of a non-refundable fee of D5, 000.00

Bids must be addressed and delivered to Chairperson/PS, Contracts Committee, Ministry of Health, The Quadrangle Banjul on or before 27th  July 2026 on 12:00pm and must be accompanied by a bid security of 2% of the total bid amount.

Bids will be opened in the presence of Bidder or their representatives who choose to attend at 12:30pm on the 27th July 2026 at Conference Room, Ministry of Health, The Quadrangle, Banjul.

Background and Context

The Ministry of Health seeks to strengthen public communication, awareness, and behavioral change initiatives through modern digital channels. Social and Behavioral Change Communication (SBCC) and Risk Communication and Community Engagement (RCCE) are critical approaches to ensuring that citizens are informed about available services and health interventions.

To enhance nationwide outreach, the Ministry intends to deploy outdoor electronic LED billboards in strategic locations across the country to support:

• Public health awareness campaigns 
• Emergency communication 
• Government information dissemination 

Objective of the Assignment

The objective is to procure, install, and commission ten (10) outdoor electronic LED billboards, including all supporting infrastructure, control systems, and software, ensuring high reliability, energy efficiency, and centralized content management.

Scope of Work

The Contractor shall provide a complete turnkey solution for the supply, installation, integration, and commissioning of outdoor LED billboards.

Supply of Equipment

The Contractor shall supply:

• Outdoor LED display panels (modular system) 
• LED modules, receiving cards, sending cards 
• Power supply units (high-efficiency type) 
• Media player(s) and control system 
• All internal cabling (power + signal) 
• Surge protection and grounding equipment 
• Mounting frames and cabinet structures 
• Spare parts (as specified) 

All components must be:

• New (not refurbished) 
• From the same production batch (for display uniformity) 
• Certified to declared international standards 

Installation and Integration

The Contractor shall:

• Construct foundations and structural supports 
• Install LED cabinets and align panels precisely 
• Implement full electrical wiring and grounding 
• Install control systems and communication interfaces 
• Configure networking (LAN / 4G / Wi-Fi) 
• Integrate CMS with all billboard units 

Commissioning

The Contractor shall:

• Perform full system calibration (brightness, color uniformity) 
• Configure automatic brightness adjustment 
• Test remote connectivity and CMS functionality 
• Conduct full operational testing

Training

Provide structured training covering:

• CMS operation and scheduling 
• Content upload and emergency override 
• Basic troubleshooting and diagnostics 

Documentation

Provide:

• Technical manuals 
• System architecture diagrams 
• Electrical schematics 
• As-built drawings 
• Maintenance procedures 

Technical Requirements

General Display Requirements

• Application: Outdoor (direct sunlight, dust, rain exposure) 
• Display Size: 4m (W) × 3m (H) minimum 
• Orientation: Portrait 
• Viewing Distance: Minimum optimal visibility from 40 meters 
• Continuous operation: 24/7 duty cycle 
• System architecture: Fully integrated (display + control + power + communication) 
• Multi-site centralized control capability 
• Operational uptime: ≥ 99% availability 

Visual and Performance Specifications

To ensure high visual quality and long-term reliability:

• Pixel Pitch: 10mm (P10) 
• LED Type:
  SMD 3-in-1 (SMD2727 or SMD3535 only)
  Vendor must specify: 
  • LED brand 
  • Wire type (gold/copper) 
  • Encapsulation quality 
• Brightness:
  Minimum 7,000 cd/m² (nits)
  Must maintain readability under direct sunlight 
• Brightness Control: 
  • Automatic ambient light sensor (multi-level adjustment) 
  • Manual override capability via CMS 
• Contrast Ratio: ≥ 5,000:1
  (Use of physical masks/louvers required) 
• Refresh Rate: ≥ 3,840 Hz
  (No flicker under camera recording) 
• Viewing Angle: 
  • Horizontal ≥ 140° 
  • Vertical ≥ 120° 
• Color Processing: 
  • 14–16 bit gray scale 
  • Full RGB true color rendering 
• Uniformity: 
  • Brightness uniformity ≥ 95% 
  • Chromatic uniformity consistent across modules 
• Dead Pixel Rate:
  ≤ 0.01% at delivery 

Power & Energy Efficiency

Given operational cost sensitivity:

• Input Voltage: 220V AC ±10%, 50/60 Hz 
• Maximum Power Consumption: ≤ 800 W/m² 
• Average Power Consumption: ≤ 300 W/m² 
• Efficiency Technologies (Required): 
  • High-efficiency switching power supplies 
  • Power Factor Correction (PFC) 
  • Preferred: Common cathode technology 
• Power Factor: ≥ 0.95 
• Thermal Management: 
  • Passive cooling preferred (fan less aluminum design) 
  • If fans used: thermostatically controlled 
• Protection: 
  • Surge protection devices (SPD) 
  • Proper grounding system (earthling) 
• Verification Requirement:
  Vendor must submit measured power consumption reports, not theoretical estimates. 

Environmental & Physical Specifications

Environmental Protection

• Ingress Protection: 
  • Front: IP65 minimum 
  • Rear: IP54 minimum 
• Operating Temperature:
  -20°C to +60°C 
• Humidity:
  10% to 90% RH 
• Weather Resistance: 
  • Rainproof 
  • Dustproof 
  • UV-resistant coating 

Mechanical Construction

• Cabinet Material: 
  • Die-cast aluminum or equivalent lightweight alloy 
• Corrosion Protection: 
  • Anti-rust and anti-corrosion treatment 
• Structural rigidity suitable for outdoor mounting 

Serviceability

• Front and/or rear maintenance access 
• Modular design: 
  • LED modules 
  • Power supplies 
  • Receiving cards 

All must be:

• Easily replaceable without dismantling full structure 
• Hot-swappable where possible 

Structural and Civil Works

• Support structure: 
  • Galvanized steel 
  • Anti-corrosion treated 
• Wind Load Resistance:
  ≥ 150 km/h 
• Foundation: 
  • Reinforced concrete 
  • Designed and certified by structural engineer 
• Safety: 
  • Maintenance ladder/platform 
  • Compliance with national safety standards 
• Deliverables: 
  • Structural design drawings (pre-installation) 
  • As-built drawings (post-installation)

Control System & Integration

To ensure reliable operation, scalability, and remote management, the system shall include a robust and industry-proven control and communication architecture.

Control System:

Industry-standard LED control system (e.g., Nova Star, Color light, or equivalent approved).

• Must support synchronous and asynchronous operation modes 
• Must include dedicated sending and receiving cards 
• Must support high refresh rate (≥ 3840 Hz) and high gray scale processing 

Media Player:

• Industrial-grade, cloud-compatible media player 
• Support both synchronous (live feed) and asynchronous (stored content) playback 
• Minimum internal storage: 64GB 
• Must support offline playback in case of connectivity failure 

Connectivity

The system shall support multiple redundant communication methods:

• 4G/5G cellular connectivity 
• Wi-Fi (802.11 standard) 
• Ethernet (RJ45, preferred primary connection) 
• HDMI and USB for local input and maintenance 

Remote Management & Configuration:

• Full remote configuration capability for brightness, scheduling, and diagnostics 
• Secure remote firmware and software updates 
• Ability to reboot and control system remotely

Diagnostic Capabilities:

Real-time monitoring system must include:

• LED module failure detection 
• Power supply status monitoring 
• Temperature monitoring per cabinet/module 
• Signal transmission (ribbon cable) fault detection 
• Automatic fault alerts and reporting 

Integration Capability:

Software Licensing, Ownership & Integration Capability:

• The Content Management System (CMS), media player software, and control system software shall be provided with a perpetual, non-exclusive, non-transferable license for unlimited use across all deployed billboard units.

• No mandatory recurring license fees shall apply to core system functionality unless explicitly stated in the financial proposal.
• The Ministry of Health shall be granted full administrative access to all systems, including CMS, media player, and control interfaces.
• The system shall support open standards and interoperable APIs to enable future integration with government digital platforms including and emergency broadcast systems if required.
• The solution shall not be dependent solely on vendor-hosted infrastructure; an option for local or client-controlled deployment must be provided.
• All configuration files, system credentials, and access documentation must be handed over at commissioning.

Content Management System (CMS)

The Contractor shall provide a centralized, secure, and scalable CMS for managing all billboard content.

Architecture:

• Web-based CMS accessible via standard browsers 
• Cloud-hosted or on-premise deployment (to be specified by client) 
• Centralized control of all billboard locations 

Multi-Site Management:

• Ability to manage multiple billboards from a single dashboard 
• Grouping of displays by location or function 

Core Functional Features:

• Content scheduling (date/time-based playlists) 
• Real-time content publishing 
• Emergency override broadcasting (highest priority content interruption) 
• Preview and simulation before publishing 
• Playback logs and reporting 

User Management:

• Role-Based Access Control (RBAC) 
• Multiple user roles (e.g., Admin, Editor, Viewer) 
• Audit logs for all user activities 

Supported Content Formats:

• Video: MP4, AVI (H.264 or equivalent codecs) 
• Images: JPEG, PNG 
• Text: Static and scrolling messages 
• Support for mixed-media playlists 

Security Requirements:

• HTTPS secure access 
• Encrypted communication between CMS and displays 
• User authentication and password policies 
• Protection against unauthorized access 

System Reliability:

• Automatic content recovery after power/network failure 
• Local content caching for uninterrupted playback 

Structural & Civil Works

All structural and civil works shall ensure safety, durability, and compliance with national engineering standards.

Support Structure:

• Fabricated from galvanized steel 
• Anti-corrosion treated for outdoor environments 
• Designed to support full load of display and accessories 

Wind Load Resistance:

• Structure must withstand wind speeds of ≥ 150 km/h 
• Structural calculations must be provided 

Foundation Design:

• Reinforced concrete foundation 
• Designed and certified by a licensed structural engineer 
• Soil condition considerations must be incorporated 

Installation Requirements:

• Proper alignment and leveling of display 
• Secure anchoring and vibration resistance 

Access and Safety:

• Provision of maintenance ladder and/or platform 
• Compliance with occupational safety standards 
• Safe access for technicians during maintenance 

Compliance:

• All civil works must comply with national construction and safety regulations 
• Contractor responsible for all permits and approvals (if applicable) 

Deliverables:

• Structural drawings (pre-installation) 
• As-built drawings (post-installation) 

Warranty, Support & Maintenance

To ensure long-term reliability and cost control, the Contractor shall provide comprehensive warranty and support services.

Warranty:

• Minimum 3-year comprehensive warranty 
• Covers all components including: 
  • LED modules 
  • Power supplies 
  • Receiving/sending cards 
  • Control system 
  • Cabinet structure 

Spare Parts Provision:

• Minimum 3%–5% spare parts package 
• Must be from the same production batch 
• Includes: 
  • LED modules 
  • Power supplies 
  • Signal and power cables 

Technical Support:

• 24/7 remote technical support 
• Access to vendor technical helpdesk 

Service Level Agreement (SLA):

• Remote response time: ≤ 4 hours 
• On-site intervention: ≤ 48 hours (where required) 
• Fault resolution tracking and reporting required 

Maintenance Requirements:

• Preventive maintenance guidelines must be provided 
• Firmware/software updates included during warranty period 

Vendor Submission Requirements

Vendors must submit complete documentation to enable transparent and objective evaluation.

 Itemized Cost Breakdown: 

• Separate pricing for: 
  • LED display hardware 
  • Control systems 
  • CMS/software 
  • Spare parts 
  • Shipping/logistics 
  • Installation and civil works 

Total Cost of Ownership (TCO): 

• 3-year operational cost estimate 
• Based on: 
  • Average consumption: 300 W/m² 
  • Usage: 18 hours/day 
• Must include electricity cost assumptions 

Component Origin Disclosure:
Vendors must specify: 

• LED lamp brand (e.g., Nation star, King light) 
• Driver IC brand (e.g., Macro block) 
• Power supply brand (e.g., Mean Well) 

Technical Documentation: 

• Product datasheets 
• Certifications (CE, FCC, IEC) 
• Factory Acceptance Test (FAT) reports

References: 

• Minimum three (3) similar completed projects 
• Include client name, location, and contact details 

Implementation Methodology: 

• Work plan and timeline 
• Installation approach 
• Risk mitigation strategy 

Procurement Evaluation Weighting

Evaluation shall be based on the following weighted criteria:

• Initial Purchase Cost: 40% 
• Operational Efficiency & Lifecycle Cost: 30%
  (Energy consumption, warranty, maintenance requirements) 
• Technical Compliance & Performance: 20%
  (Resolution, brightness, refresh rate, system robustness) 

We look forward to a successful execution of this arrangement. 

Sincerely,

……………………

Fatoumatta Jaiteh

For: Permanent Secretary