CITY OF SANTA MONICA

CITYWIDE AUDIO-VISUAL SYSTEMS INTEGRATION,

MAINTENANCE, AND SUPPORT SERVICES

Information Services Department

RELEASE DATE: July 7, 2026

DEADLINE FOR QUESTIONS: July 20, 2026

RESPONSE DEADLINE: August 3, 2026, 3:00 pm

APPROVED FOR ADVERTISEMENT

City of Santa Monica

Citywide Audio-Visual Systems Integration, Maintenance, and Support Services

Table of Contents

1. Introduction

2. Term

3. Scope of Work

4. Questions and Answers

5. Vendor Questionnaire

6. Evaluation Criteria

7. Award Process

8. Terms & Conditions

Attachments:

A - Proposer Checklist

B - CSA Prevailing Wage Template

C - CSA Insurance Template

D - Prevailing Wage Job Acknowledgement - April 2024

Citywide Audio-Visual Systems Integration, Maintenance, and Support Services

1 Introduction

1.1 Summary

The City of Santa Monica (the “City”) is seeking proposals from qualified audio-visual (AV) systems integrators to provide comprehensive, citywide AV services in support of conference rooms, event spaces, and other City facilities.

1.2 Background

The City of Santa Monica relies on audio-visual (AV) technology to support daily operations, public meetings, collaboration among staff, training activities, and community facing events across a variety of City facilities. AV systems are utilized in conference rooms, meeting spaces, public facing environments, and other operational areas throughout the City.

The City maintains multiple facilities with varying operational and technical needs, ranging from standard meeting spaces to higher use and more specialized environments. Existing AV systems and equipment may vary by location and may include a combination of legacy and newer technologies requiring ongoing support, maintenance, upgrades, and integration services.

1.3 Contact Information

Any inquiries or requests regarding this procurement should be submitted via OpenGov. Other City officers, agents, employees or representatives do not have authority to respond on behalf of the City. Contact with unauthorized City personnel during the selection process may result in disqualification.

Tina Saloutos Principal Buyer 1685 Main St Santa Monica, CA 90401 Email: tina.saloutos@santamonica.gov Phone: (310) 458-8281 Department:

Information Services Department

Department Head:

1.4 Timeline

Proposal Calendar mailto:tina.saloutos@santamonica.gov tel:(310)458-8281

Citywide Audio-Visual Systems Integration, Maintenance, and Support Services

The following is a list of key dates:

Release Project Date July 7, 2026

Question Submission Deadline July 20, 2026, 3:00pm

Question Response Deadline July 27, 2026, 3:00pm

Proposal Submission Deadline August 3, 2026, 3:00pm

2 Term

The City is inviting proposals from qualified persons or firms for a firm-fixed contract for an initial term of five (5) years.

3 Scope of Work

3.1 Scope of Work

Provide professional AV services to support the City of Santa Monica’s conference rooms, event spaces, and other City facilities. Services will be requested on an as-needed basis and may vary in size, complexity, and duration. The scope of work may include, but is not limited to, the following:

A. As-Needed and Miscellaneous Services

1. Small-scale AV requests or one-off installations

2. Support for meetings or events, as requested

3. Other AV-related services consistent with the intent of this RFP

B. AV System Design and Consulting

1. Assessment of existing AV systems and spaces

2. AV system design and engineering services

3. Recommendations for equipment, configurations, and standards

4. Integration planning with existing AV, IT, and network infrastructure

5. Preparation of system documentation, drawings, and specifications, as applicable

C. Installation and Integration Services

Citywide Audio-Visual Systems Integration, Maintenance, and Support Services

1. Installation and integration of AV equipment, including displays, video walls, projectors, audio systems, microphones, control systems, and related components

2. Mounting, cabling, termination, and connection of equipment

3. Removal, replacement, or reconfiguration of existing AV equipment

4. System programming, configuration, testing, and commissioning

5. Coordination with City staff and other trades, as required

D. Maintenance and Support Services

1. Preventative maintenance and system health checks

2. On-call and as-needed support services

3. Troubleshooting and repair of AV systems and components

4. Firmware and software updates

5. Replacement of failed or outdated equipment, as requested

6. Remote and on-site support across City facilities

E. Upgrades, Refreshes, and Improvements

1. Incremental upgrades to existing AV systems

2. Conference room and event space refreshes

3. Expansion or modification of existing systems to meet evolving needs

4. Integration of new technologies with existing AV environments

F. Project Management, Coordination, Training, and Documentation

1. Project planning and scheduling related to AV services

2. Site visits and job walks, as required

3. Coordination with City departments, facilities staff, and other stakeholders

4. Oversight and coordination to support the successful execution of requested services

5. End-user training for City staff, as requested

6. System administrator or technical training, as requested

7. Delivery of system documentation, reference materials, and other documentation necessary to support operation and maintenance

3.2 Minimum Qualifications

A. Experience

1. Minimum of five (5) years of experience providing audio-visual (AV) systems integration, installation, maintenance, and support services for conference

Citywide Audio-Visual Systems Integration, Maintenance, and Support Services rooms, meeting spaces, event environments, or similar operational environments

B. Staffing

1. A minimum of two (2) technical personnel available to support the City

2. A minimum of one (1) project manager, account manager, or primary point of contact who will be responsible for coordinating services and communications with the City.

C. Licensing and Certifications

1. Proposers must possess a valid California contractor license applicable to the services being provided under this RFP, such as a C-7 Low Voltage Systems Contractor license, C-10 Electrical Contractor license, or other appropriate license classification.

2. Proposers must be registered with the DIR

3. Proposers must upload the completed prevailing wage job acknowledgement

4 Questions and Answers

Vendor Queries Due Questions must be submitted online in the “Q&A” tab. The City will only accept or respond to questions submitted through the online vendor portal.

One question per submittal. (This does not mean one question per vendor.) Submittals containing multiple questions will not be answered.

5 Vendor Questionnaire

5.1 Proposal

5.1.1 Letter of Transmittal*

Please upload your letter of Transmittal as a PDF here. Make sure to include the following items.

A. Identify the submitting organization;

B. Identify the name, title, telephone and fax numbers, and e-mail address of the person authorized by the organization to contractually obligate the organization;

C. Identify the name, title, telephone and fax numbers, and e-mail address of the person authorized to negotiate the contract on behalf of the organization;

Citywide Audio-Visual Systems Integration, Maintenance, and Support Services

D. Identify the names, titles, telephone and fax numbers, and e-mail addresses of persons to be contacted for clarification;

E. Be signed by the person authorized to contractually obligate the organization;

F. Acknowledge receipt of any and all amendments to this RFP.

*Response required

5.1.2 Qualifications*

Provide a brief summary of your company’s history, its capabilities, and its recent relevant experience (last five years). Also, describe your demonstrated experience with similar projects and qualification including professional licenses and certifications.

Include a description of your experience providing ongoing maintenance and support services for AV systems, including remote and on-site support capabilities.

*Response required

5.1.3 Key Personnel*

Describe the project team composition and include resumes of key personnel. Identify the personnel who will be responsible for project management, service coordination, maintenance, and support activities. Proposed members should be available for the duration of the agreement. The City must be promptly notified of any changes in key personnel prior to award.

*Response required

5.1.4 Does the proposer have a minimum of two (2) technical personnel available to support the City?*

☐ Yes

☐ No

*Response required

5.1.5 Does the proposer have a minimum of (1) project manager, account manager, or primary point of contact to support the City?*

☐ Yes

☐ No

*Response required

5.1.6 Years of Experience*

Does the proposer have a minimum of five (5) years of experience providing audio-visual (AV) systems integration, installation, maintenance, and support services for conference rooms, meeting spaces, event environments, or similar operational environments?

☐ Yes

☐ No

*Response required

Citywide Audio-Visual Systems Integration, Maintenance, and Support Services

5.1.7 References*

List a minimum of three (3) references for whom comparable services were provided to in the last five (5) years. Include the name of the firm, name of the contact, telephone number of the contact, email address of contact (if available), brief description of the services provided and your firm’s role, and the start and completion date.

*Response required

5.1.8 Work Plan*

Describe your understanding of the services and approach. Include deliverables, milestones, assumptions, and identify potential risks that could delay work. List any resources you expect the City to provide. Additionally, describe your approach to providing ongoing maintenance and support services, including:

• Typical maintenance and support practices;

• Ability to provide on-site and remote support;

• Ability to accommodate expedited response needs for break/fix requests;

• Typical response and turnaround times for routine and escalated service requests; and

• Factors that may affect response times.

*Response required

5.1.9 Cost Proposal*

Provide your proposed pricing structure for the services described in this RFP, including hourly rates for all applicable personnel classifications that may perform work under the contract. Hourly rates should include fringe benefits, indirect costs, overhead, and profit.

Additionally, describe how labor, materials, equipment, travel, reimbursable expenses, and other applicable costs are priced. Identify any markups, minimum charges, after-hours rates, emergency response rates, or other assumptions that may affect pricing for as-needed services.

*Response required

5.2 Other Required Responses

5.2.1 Business License Requirements

WHO NEEDS A BUSINESS LICENSE?

1. Is this vendor physically located in the City of Santa Monica?

Yes (Vendor must have a City of Santa Monica business license - contact the Business License unit for the appropriate forms. Skip question 2 & continue to “ADDITIONAL REQUIREMENTS” section below)

No (Continue to the next question)

2. Does this vendor physically come into the City of Santa Monica to conduct business and/or make deliveries?

Citywide Audio-Visual Systems Integration, Maintenance, and Support Services

Yes(Vendor must have a City of Santa Monica Out-of City Business License. contact the Business License unit for the appropriate forms. Continue to “ADDITIONAL REQUIREMENTS” section below)

No(STOP, no license needed)

ADDITIONAL REQUIREMENTS:

If this vendor is located in or comes into the City of Santa Monica to conduct business, in addition to having a CITY OF SANTA MONICA BUSINESS LICENSE, they will be required to have insurance (see agreement for descriptions).

The business license documentation is only required from the successful Proposer.

5.2.2 Notice Regarding Disclosure of Contents of Documents*

All responses to this Request for Proposal (RFP) accepted by the City of Santa Monica (City) shall become the exclusive property of the City. All proposals accepted by the City shall become a matter of public record and shall be regarded as public, with the exception of those elements of each proposal which are defined by the contractor as business or trade secrets and plainly marked as "Trade Secret", "Confidential" or "Proprietary". Each element of a proposal which a contractor desires not to be considered a public record must be clearly marked as set forth above, and any blanket statement (i.e. regarding entire pages, documents or other non-specific designations) shall not be sufficient and shall not bind the City in any way whatsoever. If disclosure is required or permitted under the California Public Records Act, or otherwise by law, the City shall not in any way be liable or responsible for the disclosure of any such records or part thereof.

☐ Please confirm

*Response required

5.2.3 Oaks Initiative*

CITY OF SANTA MONICA OAKS INITIATIVE NOTICE

NOTICE TO APPLICANTS, BIDDERS, PROPOSERS AND OTHERS SEEKING

DISCRETIONARY PERMITS, CONTRACTS, OR OTHER BENEFITS FROM THE CITY

OF SANTA MONICA

Santa Monica’s voters adopted a City Charter amendment commonly known as the Oaks Initiative. The Oaks Initiative requires the City to provide this notice and information about the Initiative’s requirements. You may obtain a full copy of the Initiative’s text from the City Clerk.

This information is required by City Charter Article XXII—Taxpayer Protection. It prohibits a public official from receiving, and a person or entity from conferring, specified personal benefits or campaign advantages from a person or entity after the official votes, or otherwise takes official action, to award a “public benefit” to that person or entity. The prohibition applies within and outside of the geographical boundaries of Santa Monica.

Citywide Audio-Visual Systems Integration, Maintenance, and Support Services

All persons or entities applying or receiving public benefits from the City of Santa Monica shall provide the names of trustees, directors, partners, and officers, and names of persons with more than a 10% equity, participation or revenue interest. An exception exists for persons serving in those capacities as volunteers, without compensation, for organizations exempt from income taxes under Section 501(c)(3), (4), or (6), of the Internal Revenue Code. However, this exception does not apply if the organization is a political committee or controls political committees. Examples of a “public benefit” include public contracts to provide goods or services worth more than $25,000 or a land use approval worth more than $25,000 over a 12-month period.

In order to facilitate compliance with the requirements of the Oaks Initiative, the City compiles and maintains certain information. That information includes the name of any person or persons who is seeking a “public benefit.” If the “public benefit” is sought by an entity, rather than an individual person, the information includes the name of every person who is: (a) trustee, (b) director, (c) partner, (d) officer, or has (e) more than a ten percent interest in the entity. Therefore, if you are seeking a “public benefit” covered by the Oaks Initiative, you must supply that information on the Oaks Initiative Disclosure Form. This information must be updated and supplied every 12 months.

• OAKS_INITIATIVE_FORM.pdf

• OAKS_INITIATIVE_FORM_-_Exam...

*Response required

5.2.4 Living Wage Ordinance Certification*

CITY OF SANTA MONICA LIVING WAGE ORDINANCE

Certification for Providers of Services to the City of Santa Monica (Fiscal Year 25/26 – September 8, 2025 through June 30, 2026)

TO BE COMPLETED BY ALL CONTRACTORS PROVIDING SERVICES TO THE CITY

OF SANTA MONICA IN EXCESS OF $54,200

The City of Santa Monica Municipal Code Chapter 4.65, Living Wage Ordinance (LWO), establishes a Minimum Wage of $22.50 for certain employees of contractors providing services to the City where services exceed $54,200 or more and requires that contractors also provide the same health care and other benefits to employees’ same sex spouses and domestic partners as are provided to other employees’ spouses.

An employee covered by the LWO is any person who does not actually work as a manager, supervisor, or confidential employee, and who is not required to possess an occupational license.

The Living Wage Ordinance applies the services sought pursuant to this bid and bidders are required to prepare and return the Living Wage Certification Form. If the bidder is selected, the bidder must maintain payroll records that include, at minimum, the full name of each employee providing services under the contract, job classification and rate of pay. Bids that fail to include Certification Forms may be considered non-responsive and excluded from further consideration.

https://government-project.s3.us-west-2.amazonaws.com/47043/abd14927-fc28-4c52-b1d3-483bf17bebad_OAKS_INITIATIVE_FORM.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4FHOVL4MV%2F20260707%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20260707T220006Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEK3%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJGMEQCIDTuD%2FF2PzUD3YNB3egzeI%2FVIn15PTkr9QFTaUJ4XClwAiAKpPMiGIEIsk7NNrFbT%2Fp%2FqeSSavcyyEdZ2ZsiBq4IEiqMBQh2EAIaDDg5MjM2NDY4NzY3MiIM7jXsTye0hWNqKwBdKukEVG9r2aE3yWTtIQRIq2FrgE8L3CxW1M4gW%2BOii2JSeWIwPu9v6MhxDd2LeroioJI2hN8xwAkp%2B90iDo3RHiJVnO8VZ1vTQo%2Bryf7oWxotYRT%2FIUfDM%2BVxBcZtcsijSRWhe5G6gT7xMHBDU0Wp%2FKD1LOvGZfZUyJnDwLvckSkO4tZmlLd9INEJSoZS02E3ntObymFKoyew%2FtlTFVe8msrlZJqCKLFYtBQ1gvIUKk7gdgYv7Tskky7Zq16b6U0AfKGiNGHbUJpf3EA4BP4O8jb0DC8xTdcwrYPAbWxaEElFRu0Kb5L5RK5KeTGNKa6bFzaOjFJNTQyHas12mdjfGdJJkOn3eESR7vIUqvbKs7mIyJaylQvofntc6DLAE8dEL1CzyU5LQ0xbCSO7esX7VvLdMNIIBksEGbYl1a29d4WZKNJsMEoM0q2I1%2FEtM5ZvDyAreLi%2FUJg919LhAoeHhFomFLiHk3T3SANJi6D6xaN9je03JGf1kpCALtgro7v0iYxTyVBAganwp79D2SjOvmHhhWGt30RyA4jyM3iEQz1NOuWoxV2P8sByoC1lpuffEeXgnxfAmagH2t4xuxwIzMIrNImCJoGYvevmiDp6kf2PN5kQuU4A%2B9PeH%2FoLx%2BZWmMr%2BI6GnyASx1wMHNPJDNefLLqDjSnX8Kg3gzuKJUTz5wp2eyeHlyiwrECre2p7mIaLeNcQdEneGx4akENS7UPd33U%2BrVa1Pw0BRi3XAoXP6LbzadkEqvDva1gpfulBZA4TclF%2BEu1nRn8fYLUEmkSUCJ%2FeTDl3cbxKIk1QjC1oKraR0O8AH7WlPR2gws8i10gY6mgEr5X%2FiZA7VGL%2BamOdhqIpupCzJh5%2F28bRdlJIufkvd01WN8gzWCLxpaAQWKQmEv6lYUUT3y61yrIpb0HdinEFH69X8hU698uoPqvpxO%2BEbGCVMhQQxitc85Ckv%2BzbOyED99BhBxgzqDdMSeRXPgQY7YkIbZOcgPuk5yuU9lBpnH7PZP0rCYB09Yq0Y2DHZcIvfYnSPgZLdwPBm&X-Amz-Signature=298530ec3c0af631efd5ab9f7701dc6d71370db8f237765d1b1a4ada32f8b8ef&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22OAKS_INITIATIVE_FORM.pdf%22&x-id=GetObject https://government-project.s3.us-west-2.amazonaws.com/47043/3200d340-ceaf-43f6-8fdb-0244a0434690_OAKS_INITIATIVE_FORM_-_Example_revised_06.07.23.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4FHOVL4MV%2F20260707%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20260707T220006Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEK3%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJGMEQCIDTuD%2FF2PzUD3YNB3egzeI%2FVIn15PTkr9QFTaUJ4XClwAiAKpPMiGIEIsk7NNrFbT%2Fp%2FqeSSavcyyEdZ2ZsiBq4IEiqMBQh2EAIaDDg5MjM2NDY4NzY3MiIM7jXsTye0hWNqKwBdKukEVG9r2aE3yWTtIQRIq2FrgE8L3CxW1M4gW%2BOii2JSeWIwPu9v6MhxDd2LeroioJI2hN8xwAkp%2B90iDo3RHiJVnO8VZ1vTQo%2Bryf7oWxotYRT%2FIUfDM%2BVxBcZtcsijSRWhe5G6gT7xMHBDU0Wp%2FKD1LOvGZfZUyJnDwLvckSkO4tZmlLd9INEJSoZS02E3ntObymFKoyew%2FtlTFVe8msrlZJqCKLFYtBQ1gvIUKk7gdgYv7Tskky7Zq16b6U0AfKGiNGHbUJpf3EA4BP4O8jb0DC8xTdcwrYPAbWxaEElFRu0Kb5L5RK5KeTGNKa6bFzaOjFJNTQyHas12mdjfGdJJkOn3eESR7vIUqvbKs7mIyJaylQvofntc6DLAE8dEL1CzyU5LQ0xbCSO7esX7VvLdMNIIBksEGbYl1a29d4WZKNJsMEoM0q2I1%2FEtM5ZvDyAreLi%2FUJg919LhAoeHhFomFLiHk3T3SANJi6D6xaN9je03JGf1kpCALtgro7v0iYxTyVBAganwp79D2SjOvmHhhWGt30RyA4jyM3iEQz1NOuWoxV2P8sByoC1lpuffEeXgnxfAmagH2t4xuxwIzMIrNImCJoGYvevmiDp6kf2PN5kQuU4A%2B9PeH%2FoLx%2BZWmMr%2BI6GnyASx1wMHNPJDNefLLqDjSnX8Kg3gzuKJUTz5wp2eyeHlyiwrECre2p7mIaLeNcQdEneGx4akENS7UPd33U%2BrVa1Pw0BRi3XAoXP6LbzadkEqvDva1gpfulBZA4TclF%2BEu1nRn8fYLUEmkSUCJ%2FeTDl3cbxKIk1QjC1oKraR0O8AH7WlPR2gws8i10gY6mgEr5X%2FiZA7VGL%2BamOdhqIpupCzJh5%2F28bRdlJIufkvd01WN8gzWCLxpaAQWKQmEv6lYUUT3y61yrIpb0HdinEFH69X8hU698uoPqvpxO%2BEbGCVMhQQxitc85Ckv%2BzbOyED99BhBxgzqDdMSeRXPgQY7YkIbZOcgPuk5yuU9lBpnH7PZP0rCYB09Yq0Y2DHZcIvfYnSPgZLdwPBm&X-Amz-Signature=d25db5debfa093bfe74517f1515c5573cd0703562268b4f260e27e01ebae6b8c&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22OAKS_INITIATIVE_FORM_-_Example_revised_06.07.23.pdf%22&x-id=GetObject

Citywide Audio-Visual Systems Integration, Maintenance, and Support Services

Please prepare the following certification if you are a contractor engaging in a contract for services with the City of Santa Monica in excess of $54,200.

Your signature on this certification grants the City permission to review any and all payroll books and records and any company documents pertaining to the benefits offered to employees to assure your compliance with the LWO during the term of the contract.

Please direct any questions to:

City of Santa Monica Finance Department Attention: Living Wage Compliance Section 1685 Main Street, Mail Stop 09 Santa Monica, CA 90401

You can also contact staff regarding living wage ordinance questions by e-mail at finance.mailbox@smgov.net or by phone 310-458-8281.

• FY25-26_Living_Wage_Certifi...

*Response required

5.2.5 Certificate of Compliance*

Please upload your completed Certificate of Compliance document here.

• Certification_of_Compliance...

*Response required

5.2.6 Non-Discrimination Policy, Debarment Certification & Non- Collusion Declaration*

Please download the below documents, complete, and upload.

• Proposal_Forms_(10).pdf

*Response required

5.2.7 Levine Act Disclosure Form*

Please download the below documents, complete, and upload.

• Levine_Act_Disclosure_Form.pdf

• Disclosure_Form_cover_memo.pdf

*Response required

5.2.8 Prevailing Wage Job Acknowledgement Form*

Please download the below documents, complete, and upload.

• Prevailing_Wage_Job_Acknowl...

*Response required https://government-project.s3.us-west-2.amazonaws.com/47043/1ce2618b-1a8a-498d-87b2-a26cf4e0ed30_FY25-26_Living_Wage_Certification_Fillable_22.50_9-8-25_to_6-30-26_%281%29.pdf 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Citywide Audio-Visual Systems Integration, Maintenance, and Support Services

5.3 Licenses and Certifications

5.3.1 Please provide a copy of your current DIR registration* *Response required

5.3.2 Proposer must affirm that it and/or its subcontractors hold all licenses required under California law for proposed services, including applicable classifications such as C-7 or C-10, where required.*

☐ Please confirm

*Response required

6 Evaluation Criteria

No. Evaluation Criteria Scoring Method Weight (Points)

1. Cost Up to 20 points may be awarded based on the proposer's pricing structure, including labor rates, fees, markups, pricing assumptions, and overall value to the City.

Points Based 20 (20% of Total)

2. Value Add / Breadth of Service Up to 10 points may be awarded based on the proposer’s ability to provide insight, industry best practices, technical resources, and value-added services.

Points Based 10 (10% of Total)

3. Quality Control Up to 10 points may be awarded based on the proposer’s demonstrated approach to quality control and service delivery.

Points Based 10 (10% of Total)

4. Responsiveness and Understanding of Needs Up to 10 points may be awarded based on the proposer’s demonstrated understanding of the City’s operational needs and the overall quality, clarity, and responsiveness of the proposal submission

Points Based 10 (10% of Total)

5. Experience / Technical Competence Up to 20 points may be awarded based on the proposer’s demonstrated experience, technical competence, and successful completion of projects of similar scope, size, and complexity.

Points Based 20 (20% of Total)

Citywide Audio-Visual Systems Integration, Maintenance, and Support Services

6. Ability to Meet Work Plans Up to 20 points may be awarded based on the proposer’s demonstrated ability to effectively manage and perform as-needed work assignments and service requests.

Points Based 20 (20% of Total)

7. Stability / References Up to 10 points may be awarded based on the proposer’s demonstrated stability, qualifications, and performance on similar engagements.

Points Based 10 (10% of Total)

7 Award Process

7.1 Selection

The City of Santa Monica, through either the City Council or the City Manager (or his designee) has the sole authority to select the consulting firm and reserves the right to reject any and all proposals. The City reserves the right to approve or reject all sub-consultants and engineers proposed to be retained by the prime consultant. Upon signing of the agreement, no change in proposed personnel or sub-consultants can be made without the City’s review and written authorization.

By submitting a response to this RFP, prospective consultants waive the right to protest after award or seek any legal remedies whatsoever regarding any aspect of this RFP.

The City reserves the right to select any number of finalists. In addition, the City reserves the right to issue written notice to all prospective consultants of any changes in the RFP terms or proposal submission schedule, should the City determine in its sole and absolute discretion that such changes are necessary.

The City reserves the right to request additional information from any proposing consultant and to reject any and all proposals. All original work products, including computer files, shall remain the property of the City.

The City reserves the right to retain an expert to evaluate the proposing consultant’s work or qualifications at all stages in the selection process. Additionally, any contract entered into will be subject to termination at any stage if in the judgment of the City, such termination is in the best interest of the City. In the event such decision is made, appropriate written notice would be given before any termination and the consultant would be compensated on a pro-rata basis for work performed.

The responsible proposer whose proposal is the most advantageous to the City, taking to consideration all the evaluation factors will be recommended for the contract award.

Notwithstanding the Evaluation Team’s selection, the City reserves the right to award this RFP and the resultant Contract in any manner it deems to be in the best interest of the City and make the selection based on its sole discretion. The City is the sole and exclusive judge of quality and compliance with proposal specifications in any of the matters pertaining to this RFP.

Citywide Audio-Visual Systems Integration, Maintenance, and Support Services

7.2 Contract Award and Execution

Selection of a proposer with whom the City enters into contract negotiations with, or a recommendation of an award by the Evaluation Committee or any other party, does not constitute an award of Contract. Once the City formally awards the contract, the successful consultant will be notified to enter into an agreement. If the selected consultant does not enter into the agreement, the City will begin negotiations with the second highest ranking proposing consultant.

Please review all contract forms prior to submitting a proposal. The City of Santa Monica intends to use these forms as the baseline agreements with the successful consultant. The City will not entertain proposals to make material changes to the contract form once the project has been awarded. If you wish to request changes to the contracting forms, you must do so during the proposal process. In addition, the City requires compliance with several other policies and ordinances, proposing consultants will need to complete these Exhibits and submit with their Proposal.

The RFP document and the successful proposal response, as amended by agreement between the City of Santa Monica and the successful consultant, will become part of the contract documents. Additionally, the City of Santa Monica may verify the successful consultant’s representations that appear in the proposal. Failure of the successful consultant to perform as represented may result in elimination of the successful consultant from further negotiation or in contract cancellation or termination.

No oral explanation or instruction of any kind or nature whatsoever given before the award of a contract to a consultant shall be binding. The City of Santa Monica shall not be bound, or in any way obligated, until the City has awarded the contract and all documents have been executed. The proposing consultant may not incur any chargeable costs prior to final contract execution.

8 Terms & Conditions

8.1 Best Qualified Person Or Firm

The award, if any, will be made to the best qualified person or firm(s). In evaluating whether a proposer(s) is (are) the best qualified person or firm(s) pursuant to the Santa Monica Municipal Code, City staff may utilize some or all of the following criteria:

A. The training, credentials and experience of the person or firm;

B. The demonstrated competence, ability, capacity and skill of the person or firm to perform the contract or provide the services;

C. The capacity of the person or firm to perform the contract or provide the service promptly, within the time specified, and without delay;

D. The sufficiency of the person’s or firm’s financial and other resources;

E. The character, integrity, reputation and judgment of the person or firm;

Citywide Audio-Visual Systems Integration, Maintenance, and Support Services

F. The ability of the person or firm to provide such future service as may be needed;

G. The price which the person or firm proposes to charge, including whether the price is fair, reasonable and competitive; and

H. Any other factor which will further the intent set forth in Section 608 of the City Charter.

The City shall have absolute discretion in determining the applicability and weight or relative weight of some or all of the criteria listed above and is not required to select the lowest monetary proposer.

8.2 Receiving Time / Late Proposals

It is the responsibility of proposer to see that their proposal is submitted with sufficient time to be received by the City prior to the proposal closing time. The receiving time in the City Office will be the governing time for acceptability of proposals.

Late proposals are not accepted.

8.3 Acceptance of Conditions Governing this RFP

Submission of a proposal constitutes acceptance of the Evaluation Factors contained in this RFP.

8.4 Incurring Cost

Any cost incurred by the proposer in preparation, transmittal, presentation of any proposal or material submitted in response to this RFP shall be borne solely by the proposer.

8.5 Prime Consultant Responsibility

Any agreement that may result from the RFP shall specify that the prime consultant is solely responsible for fulfillment of the agreement with the City. The City will make agreement payments only to the prime consultant.

8.6 Sub-consultants

Use of sub-consultants must be clearly explained in the proposal, and major sub-consultants must be identified by name. Prime consultant shall be wholly responsible for the entire performance whether or not sub-consultants are used.

8.7 Amended Proposals

A proposer may submit an amended proposal before the deadline for receipt of proposals. Such amended proposals must be complete replacements for a previously submitted proposal and must be clearly identified as such in the transmittal letter. City personnel will not merge, collate, or assemble proposal materials.

Citywide Audio-Visual Systems Integration, Maintenance, and Support Services

8.8 Proposer’s Rights to Withdraw Proposal

Proposers will be allowed to withdraw their proposals at any time prior to the deadline for receipt of proposals. The proposer must submit a written withdrawal request signed by the proposer’s duly authorized representative addressed to the City Contact.

8.9 Proposal Offer Firm

Responses to this RFP, including proposal prices, will be considered firm for one hundred eighty (180) days after the due date for receipt of proposals or sixty (60) days after receipt of a best and final offer, if one is requested.

8.10 Best and Final Offer

The City reserves the right to request Best and Final Offers from any or all proposers.

This will be the only opportunity to amend or modify proposals based on feedback from the City. Information from competing proposals will not be disclosed to other proposers prior to submission of a Best and Final Offer.

8.11 Living Wage Requirement

Any agreement issued as a result of this Request for Proposal may be subject to the City’s Living Wage Ordinance, Santa Monica Municipal Code Chapter 4.65 (LWO), and its implementing regulations.

8.12 Disclosure of Proposal Contents

All proposals are subject to the provisions of the California Public Records Act, California Government Code section 6250 et seq., and any information submitted with a response is a public record subject to disclosure, unless a specific exemption applies.

8.13 Notice Regarding Disclosure of Contents of Documents

All responses to this Request for Proposal (RFP) accepted by the City of Santa Monica (City) shall become the exclusive property of the City. All proposals accepted by the City shall become a matter of public record and shall be regarded as public, with the exception of those elements of each proposal which are defined by the contractor as business or trade secrets and plainly marked as "Trade Secret", "Confidential" or "Proprietary". Each element of a proposal which a contractor desires not to be considered a public record must be clearly marked as set forth above, and any blanket statement (i.e. regarding entire pages, documents or other non-specific designations) shall not be sufficient and shall not bind the City in any way whatsoever. If disclosure is required or permitted under the California Public Records Act, or otherwise by law, the City shall not in any way be liable or responsible for the disclosure of any such records or part thereof.

Citywide Audio-Visual Systems Integration, Maintenance, and Support Services

8.14 No Obligation

This RFP in no manner obligates the City to the eventual rental, lease, purchase, etc., of any goods or services offered until a valid written agreement is executed by the City and the selected proposer.

8.15 Termination

This RFP may be canceled at any time and any and all proposals may be rejected in whole or in part when the City determines such action to be in the best interest of the City of Santa Monica.

8.16 Sufficient Appropriation

Any agreement awarded for multiple years as a result of this RFP may be terminated if sufficient appropriations or authorizations do not exist. Such termination will be effected by sending written notice to the selected proposer. The City’s decision as to whether sufficient appropriations and authorizations are available will be accepted by the selected proposer as final.

8.17 Errors and Restrictive Specifications

If a proposer discovers any ambiguity, conflict, discrepancy, omission, or other error in the RFP, the proposer should immediately notify the City Contact designated in Section I, B. Without disclosing the source of the request, the City may issue a written addendum to clarify the ambiguity, or to correct the problem, omission, or other error.

If prior to the submission date, a proposer knows of or should have known of an error in the RFP but fails to notify the City Contact of the error, the proposer shall submit their proposal at his, her or its own risk, and, if awarded an agreement, shall not be entitled to additional compensation or time by reason of error or its later correction.

8.18 Legal Review

The City requires that all proposers agree to be bound by the General Requirements contained in this RFP.

8.19 Governing Law

This RFP, and any agreement entered into pursuant to this RFP, are governed by the laws of the State of California.

8.20 Oral Changes and Basis for Proposal

Proposers may not rely upon oral explanations. All changes and addenda will be issued in writing. Only information supplied by the City in writing through the City’s Contact, or in this RFP should be used as the basis for the preparation of proposals.

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8.21 Agreement Terms and Conditions

The agreement between the City and the selected proposer(s) will follow the format specified by the City and contain the terms and conditions set forth in Attachment B, Contractual Services Agreement. However, the City reserves the right to negotiate with a successful proposer the final provisions or provisions in addition to those contained in this RFP. The contents of this RFP, as revised and/or supplemented, and the successful proposal will be incorporated into and become part of the agreement.

Should a proposer object to any of the City’s terms and conditions, as contained in this Section or in Attachment B, that proposer must propose specific alternative language in his, her, or its proposal. Proposer must provide a brief discussion of the purpose and impact, if any, of each proposed changed followed by the specific proposed alternate wording. The City may or may not accept the alternative language. General references to the proposer’s terms and conditions or attempts at complete substitutions are not acceptable to the City and may result in disqualification of the proposer.

8.22 Proposer’s Terms and Conditions

Proposers must submit with the proposal a complete set of any additional terms and conditions that they expect to have included in an agreement negotiated with the City.

8.23 Proposer Qualifications

The City may make such investigations as necessary to determine the ability of the proposer to adhere to the requirements specified within this RFP.

8.24 Right to Waive Minor Irregularities

The City reserves the right to waive minor irregularities and the right to waive mandatory requirements, provided that all of the otherwise responsive proposals fail to meet the same mandatory requirements and/or doing so does not otherwise materially affect the procurement. This right is at the sole discretion of the City.

8.25 Change in Agreement or Representatives

The City reserves the right to require a change in the selected proposer or representatives if the assigned representatives are not, in the opinion of the City, meeting its needs adequately.

8.26 City Rights

The City reserves the right to award the proposal to separate proposers on any of the services as set forth in the proposer’s proposal. It is further understood that if the proposer to whom any recommended award is made fails to enter into an agreement with the City, award may be made to the next best qualified person or firm, who shall be bound to perform as if she, he or it received the award in the first instance.

Citywide Audio-Visual Systems Integration, Maintenance, and Support Services

8.27 Right to Publish

Throughout the duration of this procurement process and agreement term, potential proposers, and proposers, must secure from the City written approval prior to the release of any information that pertains to the potential work or activities covered by this procurement or the subsequent agreement. Failure to adhere to this requirement may result in disqualification of the proposer or termination of the agreement.

8.28 Ownership of Proposals

All documents submitted in response to the RFP shall be become the property of the City of Santa Monica and are subject to the provisions of the California Public Records Act, as described in Section II. A. 11. herein.

8.29 Agreement Award

Proposal will be evaluated by a committee comprised of City staff and may include outside consultants (the “Evaluation Committee”). The Evaluation Committee will make an award recommendation to City staff. City Council may give approval of the agreement and/or direct staff to negotiate the final terms and execute the agreement.

This agreement shall be awarded to the proposer or proposers whose proposal is best qualified, taking into consideration the evaluation factors set forth in the RFP. The most qualified proposal may or may not have received the most points or be the lowest cost proposal. Proposers will be notified when the award is being made or an award recommendation goes to the City Council for approval.

8.30 Protest Deadline

All parties wishing to file a protest shall comply with the procedures set forth in Santa Monica Municipal Code section 2.24.110 found here. Proposer may file a written protest with the Purchasing Agent no more than seven calendar days following the posting of award recommendation on the City’s online vendor portal website.

Protests received after the deadline will not be accepted.

8.31 Records and Audits

The Consultant shall maintain such detailed records as may be necessary to demonstrate its performance of the duties required by this Agreement, including the date, time and nature of services rendered. These records shall be maintained for a period of three years from the date of the final payment under this Agreement and shall be subject to inspection by City. The City shall have the right to audit any billings or examine any records maintained pursuant to this Agreement both before and after payment. Payment under this Agreement shall not foreclose the right of City to recover excessive and/or illegal payments.

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Citywide Audio-Visual Systems Integration, Maintenance, and Support Services

8.32 Enforcement of Agreement/Waiver

A party's failure to require strict performance of any provision of this Agreement shall not waive or diminish that party's right thereafter to demand strict compliance with that or any other provision. No waiver by a party of any of its rights under this Agreement shall be effective unless expressed in writing and signed by the party alleged to have granted the waiver. A waiver by a party of any of its rights shall not be effective to waive any other rights.