Council Chamber AV Upgrades.pdf
PDF 173 KB Posted
- Attached to
- Annual Streets Program FY 26/27
- Solicitation number
- 26-12
- Issued by
- Riverside County, California
About this file
This is a bid solicitation document from the City of Palm Springs, California for the replacement and upgrade of the Council Chamber audio-visual system. The City seeks qualified firms to design and install a fully integrated, broadcast-grade AV system that supports in-person attendance, hybrid participation, and public streaming of council meetings. The solicitation (Invitation #26-12) was posted on May 14, 2026, with a mandatory site walk and pre-bid meeting scheduled for May 26, 2026 at 10:00 AM at City Hall (3200 E. Tahquitz Canyon Way, Palm Springs, CA 92262). Attendance at the site walk is required for all interested bidders. The bid submission deadline is June 11, 2026 at 2:00 PM (PDT) through the PlanetBids vendor portal. The project must be completed before August 26, 2026, to accommodate the resumption of City Council meetings following the summer recess (July 9 through August 25, 2026). Bidders must submit seven required attachments (Attachments A through G) as part of their response.
The award will be made on a lump sum basis to replace the City's aging legacy AV system, which relies on proprietary software and hardware with limited manufacturer support and increasing operational instability. The new system must integrate Zoom Room functionality, Granicus One Agenda Management and voting systems, and support streaming to multiple platforms including YouTube, Swagit, and PEG channels, while providing accessibility features and overflow room operation. The system must enable one-person operational control and improve overall reliability and standardization across City facilities. The procurement is categorized under multiple NAICS codes including electrical contractors, audio and video equipment manufacturing, and professional technical services. Contact for questions is Tabitha Richards at 760-322-8368 or procurementcontracting@palmspringsca.gov, with a Q&A deadline of May 28, 2026 at 4:00 PM (PDT).
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Other files
| File | Type | Posted |
|---|---|---|
| Annual Streets Program FY 26-27.pdf | ||
| CRC Feasibility Study.pdf | ||
| On-Call Plumbing Services.pdf |
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Text version
City of Palm Springs
Opportunity Detail
Council Chamber AV Upgrades 26-12
Title Council Chamber AV Upgrades Invitation # 26-12
Posting Date 05/14/2026 4:33 PM (PDT) Project Stage Bidding Bid Due Date 06/11/2026 2:00 PM (PDT)
Response Format Electronic
Type Bid Response Types Line Items
Attachment A (required) Attachment B (required) Attachment C (required) Attachment D (required) Attachment E (required) Attachment F (required) Attachment G (required)
Type of Award Lump Sum
Categories 238210 - Electrical Contractors and Other Wiring Installation Contractors 334310 - Audio and Video Equipment Manufacturing 541990 - All Other Professional, Scientific, and Technical Services 561110 - Office Administrative Services 561990 - All Other Support Services 335932 - Noncurrent-Carrying Wiring Device Manufacturing 519190 - All Other Information Services 561499 - All Other Business Support Services
Department Procurement Address 3200 E. Tahquitz Canyon Way
Palm Springs, California 92262
County Riverside
Bid Valid Liquidated Damages Estimated Bid Value Start/Delivery Date
5/20/26, 12:49 PM PlanetBids Vendor Portal https://vendors.planetbids.com/portal/47688/bo/bo-detail/142113#bidInformation 1/4
Pre-Bid Meeting Information
Online Q&A
Contact Information
Description
Project Duration
Pre-Bid Meeting Yes Meeting Type Onsite
Date & Time 05/26/2026 10:00 AM (PDT) Address 3200 E Tahquitz Canyon Way
Attendance Required Yes Additional Details Site Walk (Mandatory):
A Site Walk will be held as follows:
Date: May 26, 2026 Time: 10:00 am PDT Location: 3200 E Tahquitz Canyon Way, Palm Springs, CA 92262 (City Hall) - Interested participants who wish to submit a Bid are required to attend the site walk.
All Bidders are required to attend this site walk to learn more about the requirements of this solicitation.
Walk Through – Please arrive at City Hall by the 10:00 am PDT start time at the main entrance (reception area).
Online Q&A Yes Q&A Deadline 05/28/2026 4:00 PM (PDT)
Contact Info Tabitha Richards 760-322-8368 procurementcontracting@palmspringsca.gov
Bids to City of Palm Springs Owner's Agent Procurement & Contracting
Scope of Services The City of Palm Springs is requesting Bids from qualified firms to provide the City with provide a fully integrated council chamber audio visual system. The City of Palm Springs requires an audio visual system designed to support in-person, hybrid, and broadcast-based public meetings, providing a seamless and user-friendly experience for Council member, staff and the public.
Other Details The City of Palm Springs currently utilizes an aging City Council Chamber audio/visual (AV) system originally deployed under prior Council Chamber modernization efforts. The existing system relies heavily on proprietary https://vendors.planetbids.com/portal/47688/bo/bo-detail/142113#bidInformation 2/4
Search & Bid on Thousands of Contracts software, specialized hardware components, and legacy integration platforms that now have limited manufacturer support, reduced parts availability, and increasing operational instability.
Over time, the existing environment has become increasingly difficult to maintain and support. Several core system components are approaching or have exceeded recommended service life, including control systems, audio processing components, video routing infrastructure, cameras, displays, and associated meeting technologies.
Of particular concern is the City’s existing proprietary Votelynx-based control and voting environment, which is dependent upon aging Windows-based systems and software platforms with limited vendor support and constrained upgrade paths. The current architecture requires significant operational oversight, complex troubleshooting procedures, and increased staff intervention during public meetings.
In recent months, the City has experienced an increasing frequency of system failures and operational disruptions impacting Council meetings and other public events.
Due to the critical public nature of City Council meetings, the operational reliability of the Council Chamber system is essential. The City requires a modernized solution that improves system stability, simplifies operations, supports hybrid public participation, and aligns with current industry standards for municipal legislative chambers and broadcast-capable meeting environments.
Notes The Contractor shall replace the existing legacy environment with a modern, fully integrated, broadcast-grade audio/visual system that supports:
1. In-person and hybrid public meetings
2. Zoom Room functionality
3. Granicus One Agenda Management and voting integration
4. Streaming to PEG, YouTube, Swagit and other public platforms
5. Accessibility and assistive listening requirements
6. Overflow room operation
7. One-person operational control workflows The AV system shall improve long-term reliability, reduce operational complexity, standardize technology platforms across City facilities, and provide a scalable foundation for future Council Chamber technology needs.
City council will be on recess starting July 9, 2026, and continuing through August 25, 2026. All work testing, training etc. MUST be completed to accommodate the August 26, 2026, City council meeting. If work can be done before July 9, 2026, that will not affect the existing AV system, Contractor shall coordinate with City to do so.
Special Notices Local Programs & Policies www.vendorline.com
5/20/26, 12:49 PM PlanetBids Vendor Portal https://vendors.planetbids.com/portal/47688/bo/bo-detail/142113#bidInformation 3/4 https://vendor.planetbids.com/ https://vendors.planetbids.com/portal/47688/bo/bo-detail/142113#bidInformation 4/4
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