CITY OF DANIA BEACH, FLORIDA

Audio Visual (AV) Services

CITY REQUEST FOR PROPOSAL (“RFP”) NO. 26-021

Prepared by:

City of Dania Beach, Florida

100 W. Dania Beach Boulevard

Dania Beach, FL 33004

Friday, August 21, 2026

Request For Proposal (“RFP”) No. 26-021

Table of Contents

1. NOTICE TO PROPOSERS

2. PROPOSAL SUBMISSION

3. INSTRUCTIONS TO PROPOSERS

4. SUBMISSION OF PROPOSALS

5. QUALIFICATIONS OF PROPOSALS

6. SCOPE OF WORK

7. PROPOSAL REQUIRMENTS

8. EVALUATION CRITERIA

9. EVALUATION CRITERIA RANKING

10. AWARD OF AGREEMENT

11. PUBLIC RECORDS

12. INSURANCE REQUIREMENTS

13. INDEMNIFICATION

14. INDEPENDENT CONTRACTOR

15. DEBARMENT AND SUSPENSION

16. SCRUTINIZED COMPANIES

17. VERFICATION OF EMPLOYMENT ELIGIBILTY

18. DELIVERIES

19. WARRANTIES

20. SAFETY STANDARDS

21. INSPECTION

22. NON-DISCRIMINATION AND EQUAL OPPORTUNITY

EMPLOYMENT

23. TAXES

24. PERMITS, FEES AND NOTICES

25. PERFORMANCE

26. TERMINATION OF CONTRACT

27. SUCCESSORS AND ASSIGNS; ASSIGNMENT; SUBLETTING

28. EMPLOYEES OF THE PROPOSER

29. LITIGATION

30. OTHER GOVERNMENTAL ENTITIES

31. UNBALANCED PROPOSAL PRICING

32. BUDGETARY CONSTRAINT

33. CONTINGENT FEES PROHIBITED

34. CONE OF SILENCE

35. SPECIAL CONDITIONS

36. PROPOSER SUBMISSIONS

Attachments:

A - Term_Contract_Agreement_(General_or_Professional_Services)_

1. NOTICE TO PROPOSERS

INVITATION TO BID FOR

"Audio Visual (AV) Services"

26-021

NOTICE IS GIVEN that the City of Dania Beach, Florida (the “City” or “Owner”) will be accepting sealed

Bids for its “Audio Visual (AV) Services, 26-021”.

Bids will be accepted on the City's e-Procurement Portal at https://procurement.opengov.com/portal/daniabeachfl until Monday, September 21, 2026, at 10:00 am. Bids received after this time will be rejected.

All submissions will remain confidential and exempt from public record disclosure requirements until the response opening is conducted.

PROJECT DOCUMENTS

Documents may be obtained from https://procurement.opengov.com/portal/daniabeachfl/projects/275974.

BID DOCUMENTS

Bids must be submitted electronically on the City's e-Procurement Portal at https://procurement.opengov.com/portal/daniabeachfl, the City’s designated electronic bidding system.

The City of Dania Beach reserves the right to reject any and all proposals, with or without cause, to waive any informality in a proposal, to terminate the process or re-advertise and solicit new or additional proposals, and to make awards in the best interest of the City.

Pursuant to Florida law, all Bids are exempt public records until thirty (30) days after opening, or award of bid, whichever is sooner. In the event presentations are necessary, all non-presenting bidders will be required to exit the room during the presentations of each of the other bidders as portions of selection committee meetings at which presentations are made are exempt from Florida’s public meeting laws.

All Proposers are advised that the City has not authorized the use of the City seal or logo by individuals or entities responding to City bids.

Published on: Friday, August 21, 2026

2. PROPOSAL SUBMISSION

Proposals must be submitted electronically on OpenGov, the City’s designated electronic bidding system. All bid document files must be clearly labeled 26-021 Audio Visual (AV) Services

Pursuant to Florida law, all Proposals to this RFP are exempt public records until thirty (30) days after opening, or award of Proposal, whichever is sooner. In the event presentations are necessary, all responders will be required to exit the room during the presentations of the other responders as portions of selection committee meetings at which presentations are made are exempt from Florida’s public meeting laws.

Proposals will be publicly opened and read aloud on Monday, September 21, 2026, at 10:00 am using the

Microsoft Teams online meeting platform. Below you will find the link to access this meeting on the above referenced date and time in the

Release Project Date: August 21, 2026

Question Submission Deadline: September 14, 2026, 12:00pm

Proposal Submission Deadline: September 21, 2026, 10:00am

Bid Opening Link (Non-Mandatory): https://teams.microsoft.com/meet/21270687

2096264?p=AupPQ1rgv1NC0JiqKj

Virtual - Microsoft Teams

Meeting ID: 212 706 872 096 264

Passcode: PH7ZH2P3

Dial in by phone

+1 929-352-1530,,913028067# United

States, New York City

Find a local number

Phone conference ID: 913 028 067#

Award of Contracts for the Proposals will be made at a subsequent City Commission meeting.

All Proposers are advised that the City has not authorized the use of the City seal by individuals or entities responding to City Proposals.

The City Commission of the City of Dania Beach reserves the right to reject any and all Proposals, to waive any informality in a Proposal and to make an award in the best interests of the City.

3. INSTRUCTIONS TO PROPOSERS

The following instructions are given for the purpose of guiding Proposers in properly preparing their Proposals.

These directions have equal force and weight with the specifications and strict compliance is required with all of these provisions.

3.1 Qualifications of Proposers

No Proposal will be accepted from, nor will any contract be awarded to, any person who is in arrears to the City of Dania Beach, upon any debt or contract, or who has defaulted, as surety or otherwise, upon any obligation to the City, or who is deemed irresponsible or unreliable by the City Commission of Dania Beach. Minority, women-owned, and labor surplus area businesses and firms are encouraged to submit Proposals.

3.2 Personal Investigation

Proposers shall satisfy themselves by personal investigation and by such other means as they may think necessary or desirable, as to the conditions affecting the proposed work and the cost. No information derived from maps, plans, specifications, or from the City staff or their assistants shall relieve the Contractor from any risk or from fulfilling all terms of the contract. Before submitting a Proposal, each Proposer must visit the site (if applicable to the project) to become familiar with the facilities and equipment that may in any manner affect cost or performance of the work; must consider federal, state and local laws, ordinances, rules and regulations that may in any manner affect cost or performance of the work, must carefully compare the Proposer's observations made during site visits or in review of applicable laws with the Proposal Documents; and must promptly notify the

Project Contact person of all conflicts, errors and discrepancies, if any, in the Proposal Documents.

The Proposer, by and through the submission of a Proposal, agrees that Proposer shall be held responsible for having examined the facilities and equipment (if applicable); is familiar with the nature and extent of the work and any local conditions that may affect the work, and is familiar with the equipment, materials, parts and labor required to successfully perform the work.

3.3 Inconsistencies

Any seeming inconsistency between different provisions of specifications, Proposal or contract, or any point requiring explanation must be inquired into by the Proposer, in writing, at least ten (10) days prior to the time set for opening Proposals. After Proposals are opened, the Proposers shall abide by the decision of the City Manager or designee as to such interpretation.

3.4 Conflict of Interest

The award of any contract under this RFP is subject to the provisions of Chapter 112, Florida Statutes. Proposers must disclose with their Proposal the name of any officer, director, partner, proprietor, associate or agent who is also an officer or employee of City or any of its agencies. Further, all Proposals must disclose the name of any officer or employee of City who owns, directly or indirectly, an interest of five percent (5%) or more in the

Proposer's firm or any of its branches or affiliate companies.

3.5 Legal Conditions

Proposers are expected to familiarize themselves with the provisions of the laws of the United States and State of

Florida, and with the provisions in the Charter and the ordinances of the City of Dania Beach.

3.6 Forms and Proposals

Proposals will be received until Monday, September 21, 202610:00 am by submission to OpenGov. Each Proposal and its accompanying statements must be made on the blanks provided. The forms must be submitted in good order and with all the blanks filled in.

3.7 1.14 Proposal Bond

N/A

3.8 Filling in Proposals

All prices must be written in the Proposal and also stated in words, and all Proposals must fully cover all items for which Proposals are asked and no other. Proposers are required to state the names and places of residence of all persons interested, and if no other person is interested, the Proposer shall distinctly state such fact and shall state that the Proposal is, in all respects, fair and without collusion or fraud. Where more than one person is interested, it is required that all persons interested, or their legal representative disclose such fact in writing to the

City.

3.9 Proposals Firm for Acceptance

Proposer warrants, by virtue of proposing, that the Proposal and the prices quoted in the Proposal will be firm for acceptance by the City for a period of one hundred twenty (120) days from the date of Proposal opening.

3.10 Unit Pricing; Not-To-Exceed; Negotiated Discounts

A. Unit Pricing as Maximum Rates.

1. The unit prices set forth in this Agreement, including any exhibits, rate sheets, or bid schedules

(collectively, the “Unit Prices”), are established as maximum, not-to-exceed rates for the applicable goods and/or services. The Unit Prices shall not be construed as fixed or minimum charges, and

Contractor expressly acknowledges that the City shall have the right to procure the same goods and/or services at rates lower than the Unit Prices without requiring a formal amendment to this

Agreement.

B. Acceptance of Discounted or Bundled Pricing

1. The City may accept, and Contractor may offer, discounted, promotional, or bundled pricing

(including volume discounts, package pricing, or reduced per-unit rates) for any goods or services within the scope of this Agreement, provided that such pricing does not exceed the applicable Unit

Prices or the total compensation authorized under this Agreement. Acceptance of such discounted or bundled pricing shall not require a written amendment, so long as the scope of services remains unchanged.

C. Authority to Negotiate Pricing Within Approved Limits.

1. The City Manager, or designee, is authorized to negotiate and approve pricing for individual work orders, events, or service requests on a case-by-case basis, based on budgetary considerations and operational needs, provided that:

a. the negotiated pricing does not exceed the Unit Prices; and

b. the total compensation paid under this Agreement does not exceed any applicable not-to-exceed or budgeted amount approved by the City Commission, if required.

D. No Increase Without Formal Amendment.

1. Under no circumstances shall Contractor be entitled to compensation exceeding the Unit Prices or any authorized not-to-exceed amount unless approved by formal written amendment executed in accordance with City requirements.

E. Documentation of Pricing.

1. All negotiated pricing, including any discounts or bundled rates, shall be documented in the applicable work order, purchase order, or written authorization issued by the City. Such documentation shall reflect the agreed-upon pricing and demonstrate compliance with the limitations set forth herein

3.11 Withdrawals

Any Proposer may, without prejudice, withdraw a Proposal at any time prior to the expiration of the time during which Proposals may be submitted. Such request for withdrawal must be in writing and signed in the same manner and by the same person who signed the Proposal. After expiration of the period for receiving Proposals, no Proposal can be withdrawn, modified, or explained. Should Proposer withdraw its Proposal after expiration of the period for receiving Proposals, its bond shall be retained by the City.

3.12 Causes for Rejection

No Proposal will be canvassed, considered, or accepted which, in the opinion of the City Manager, is informal or unbalanced, or contains inadequate or unreasonable prices for any items; each item must carry its own proportion of the cost as nearly as is practicable. Any alteration, erasure, interlineations, or failure to specify Proposals for all items called for in the schedule shall render the Proposal informal.

3.13 Rejection of Proposals

To the extent permitted by applicable state and federal laws and regulations, City reserves the right to reject any and all Proposals, to waive any and all informalities not involving price, time or changes in the work with the

Successful Proposer, and to disregard all nonconforming, non-responsive, unbalanced or conditional Proposals.

Proposals will be considered irregular and may be rejected if they show serious omissions, alterations in form, additions not called for, conditions or unauthorized alterations, or irregularities of any kind. The City Commission reserves the right to reject any Proposal if the evidence submitted by the Proposer, or if the investigation of such

Proposer, fails to satisfy the City that such Proposer is properly qualified to carry out the obligations and to complete the work contemplated. Any or all Proposals will be rejected, if there is reason to believe that collusion exists among Proposers. A Proposal will be considered irregular and may be rejected, if it shows serious omissions, alterations in form, additions not called for, conditions or unauthorized alternates, or irregularities of any kind. The City of Dania Beach reserves the right to reject any and all Proposals, to waive any and all informalities and irregularities, and to accept or reject all or any part of any Proposal as they deem to be in the best interest of the citizens of the City of Dania Beach, or the City may reject Proposals and re-advertise.

3.14 RFP Protest Procedure

After a Notice of Intent to Award a contract is posted, any actual or prospective manufacturer or distributor claiming to be aggrieved in connection with the pending award of the Contract, or any element of the process leading to the award of the Contract may protest to the City Manager. A protest must be filed by 5:00 P.M. on the third (3rd) Business Day after posting of the Notice of Award (excluding the day that the Notice is posted) or any right to protest is waived. The protest must be in writing, must identify the name and address of the protester, and must include a factual summary of, and the basis for, the protest. Filing shall be considered complete when the written protest, together with an RFP Protest Bond, is both timely received by the City Manager’s Office.

An RFP Protest Bond is to compensate the City for the expenses of administering the protest. If the protest is decided in the protester's favor, the entire deposit shall be returned to the protester. If the protest is not decided in the protester's favor, the deposit shall be retained by the City. The deposit shall be in the form of a cashier's check. The amount of the RFP Protest Bond shall be one percent (1%) of the amount of the pending award for which the bidder is protesting, or five thousand dollars ($5,000.00), whichever is less.

3.15 Protest Committee

The Protest Committee shall have the authority to review, settle, and resolve all protests. Members of the Protest

Committee will be appointed by the City Manager. If the Protest Committee determines that the pending award of a contract or any element of the process leading to the award involved a significant violation of law, applicable rule or regulation, all steps necessary and proper to correct the violation shall be taken. If the Protest Committee determines that the protest has merit, the City Manager shall direct all appropriate steps be taken to remedy it.

In the event of a timely protest, the City Manager shall stay the award of the Contract, unless after consulting with the City Attorney and a representative from the City’s Department for which the services are being obtained, the City Manager then determines that the award of the contract is necessary without delay to protect the substantial interests of the City. The continuation of the bid award process under these circumstances shall not preempt or otherwise affect the protest.

3.16 Agreement

The Proposer(s) to whom or to which an award is made shall execute a written agreement to do the work in the form attached to this RFP. The award may be canceled by the City Commission and awarded to the next lowest priced responsible and responsive Proposer. If this occurs, such Proposer shall fulfill every stipulation as if it were the original party to whom or to which an award was made. The Agreement will include specific insurance, performance bond, and indemnification requirements as set forth in the attached specifications. Proposers must submit any questions, issues, or concerns with the terms, language or both in the attached Agreement by the deadline for submitting requests for interpretations.

3.17 Payment

Payment will be made when all work is completed to the satisfaction of the City Manager or designee. Successful

Proposer shall submit invoices regularly, for no more than 30-day periods, as work progresses.

3.18 Audit of Contractor's Records

Upon execution of the Contract, the City reserves the right to conduct any necessary audit of the Contractor's records. Such an audit, or audits, may be conducted by the City or its representatives at any time prior to final payment, or thereafter, for a period up to three (3) years. if an audit has been initiated and audit findings have not been resolved at the end of these three (3) years, the records shall be retained by the City until resolution of audit finding. The City may also require submittal of the records, at no cost to the City, from the Contractor, any subcontractor, or both. For the purpose of this Section, records shall include all books of account, supporting documents and papers deemed necessary by the City to assure compliance with the Contract provisions.

Failure of the Contractor or subcontractor to comply with these requirements may result in disqualification or suspension from bidding or proposing for future contracts or disapproval as a subcontractor at the option of the

City. The Contractor shall assure that a subcontractor will provide access to its records pertaining to the services upon request by the City.

3.19 Byrd Anti-Lobbying Amendment, 31 U.S.C. 1352 (as amended)

Contractors who apply or submit a Proposal for an award of $100,000.00 or more shall file the required certification. Each tier certifies to the tier above that it will not and has not used federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any federal contract, grant, or any other award covered by 31 U.S.C. § 1352. Each tier shall also disclose any lobbying with non-federal funds that takes place in connection with obtaining any federal award.

Such disclosures are forwarded from tier to tier up to the recipient.

3.20 City

Failure by City to respond to an inquiry shall not excuse late or incomplete submissions

3.21 Lobbyists

Pursuant to Broward County Ordinance 2011-19, Lobbyists, and any of their principals or employers attending such meeting, are required to complete a Contact Log contemporaneously with a lobbyist meeting. City of Dania

Beach Code of Ordinances, Article XI, “Lobbyist Regulations,” Sections 2-231 through 2-234 require Lobbyists to register with the City PRIOR to engaging in lobbyist activities within the City. Contact with personnel of the

City of Dania Beach other than the City Clerk or designated representative regarding the RFP shall be grounds for elimination and disqualification from the selection process.

3.22 Omission of Details, Variances and Exceptions.

as to any detail, or the apparent omission of a detailed description concerning any point, shall be regarded as meaning that only the best commercial practice is to prevail, and that only material and workmanship of the finest quality is to be used. All interpretations of the specifications shall be made on the basis of this statement.

Omission of any essential details from these specifications will not relieve the Proposer of supplying such services or product(s) as specified.

For the purpose of evaluation, the Proposer must indicate any variance or exceptions to the stated requirements, no matter how slight. Deviations should be explained in detail. Absence of variations, corrections or both will be interpreted to mean that the Proposer meets all the requirements in every respect.

Costs and compensation shall be shown in both unit prices and extensions whenever applicable, and expressed in U.S. Dollars. In the event of discrepancies existing between unit prices and extensions or totals, the unit prices shall govern. All costs and compensation shall remain firm and fixed for acceptance for 120 calendar days after the day of the Proposal opening. The Proposal price shall include all franchise fees, royalties, license fees, etc., as well as all costs for transportation or delivery as applicable within the scope of the solicitation.

3.23 Performance Bond and Insurance

Upon award of a contract, the Successful Proposer, as required within the scope of the solicitation, may be required to submit performance bonds, payment bonds or both. Proposer shall provide certificates of insurance in the manner, form and amount(s) specified.

3.24 Addenda and Interpretations

No interpretations of the meaning of the plans, specifications or other contract documents will be made orally to any Proposer. Prospective Proposers must request from the City Clerk or City designee such interpretation in writing. To be considered, such request must be received at least ten (10) days prior to the date fixed for the opening of responses. Any and all interpretations and any supplemental instructions will be in the form of a written addenda which, if issued, will be sent by certified mail with return receipt requested, to all prospective

Proposers (at the address furnished for such purpose) not later than three (3) days prior to the date fixed for the opening of Proposals. Failure of any Proposer to receive any such addenda or interpretation shall not relieve any

Proposer from any obligation under the Proposal as submitted. All addenda so issued shall become a part of the contract document. Contractor shall verify that it has all addenda before submitting a Proposal.

3.25 Non-Collusion Affidavit

Each Proposer shall complete the Non-Collusive Affidavit form and shall submit the form with their Proposal.

City considers the failure of the Proposer to submit this document may be cause for rejection of the Proposal.

3.26 Public Entity Crimes

Each Proposal shall complete the Public Entity Crimes form. In accordance with Florida Statutes §287.133

(2)(a): A person or affiliate who has been placed on the convicted vendor list following a conviction for public entity crime may not submit a Proposal on a contract to provide any goods or services to a public entity, may not submit a Proposal on a contract with a public entity for the construction or repair of a public building or public work, may not submit Proposals on leases of real property to public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or contractor under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Florida Statutes

§287.017 for Category Two, for a period of 36 months from the date of being placed on the convicted vendor list.

3.27 All Proposals

All Proposals must be submitted electronically on OpenGov.” The Proposal must be signed by one duly authorized to do so, and in case signed by a deputy or subordinate, the Proposer’s principal's properly written authority to such deputy or subordinate must accompany the Proposal. No Proposal will be accepted, for any reason whatsoever, which is not submitted as stated above, within the specified time. Any uncertainty regarding the time a Proposal is received will be resolved against the Proposer.

4. SUBMISSION OF PROPOSALS

A. Proposals must be typed or legibly printed in blue ink. Use of erasable ink is not permitted. All corrections to prices made by the Proposer should be initialed.

B. All Proposals shall be submitted in the English language, and pricing expressed in U.S. Dollars.

C. Proposals must contain a manual signature of a corporate officer or designee with the proven authority to bind the Proposer. The address and telephone number for any communications regarding the Proposal must be included.

D. Proposals shall contain an acknowledgment of receipt of all addenda.

E. Proposals by corporations must be executed in the corporation’s legal name by the President or other corporate officer, accompanied by evidence of authority to sign. Evidence of authority shall be provided on the enclosed Certified Resolution form, or by the company’s own Corporate Resolution.

F. Proposals by partnerships must be executed in the partnership name and signed by a partner, whose title must appear under the signature.

G. Proposals shall be submitted to the Procurement Division on or before the time indicated in the Request for Proposals by the methods described above.

H. In accordance with Florida Statutes, Chapter §119.07(1)(a) and except as may be provided by other applicable state and federal law, the Request for Proposals and the responses to it are in the public domain. However, Proposers are requested to specifically identify in the submitted Proposal any financial information considered confidential, proprietary or both which may be considered exempt under Florida Statute §119.07(t).

I. All Proposals received from Proposers in response to the Request for Proposals will become the property of City and will not be returned. In the event of Contract award, all documentation produced as part of the Contract shall become the exclusive property of City.

J. The Proposer preparing a submittal in response to this RFP shall bear all expenses associated with its preparation. The Proposer shall prepare a submittal with the understanding that no claim for reimbursement shall be submitted to the City for the expense of Proposal preparation, presentation, or both.

5. QUALIFICATIONS OF PROPOSALS

A. Each Proposer shall complete the Proposal’s Qualifications Statement and submit the form with the

Proposal. Failure to submit the Proposer’s Qualifications Statement and the documents required under it may constitute grounds for rejection of the Proposal.

B. As a part of the evaluation process, the City may conduct a background investigation including a criminal record check of the Proposer’s officers and employees, by the Broward County Sheriff’s

Office. Proposer’s submission of a Proposal constitutes acknowledgement of and consent to such investigation. City shall be the sole judge in determining Proposer’s qualifications.

C. No Proposal shall be accepted from, nor will any contract be awarded to, any person who is in arrears to

City for any debt or contract, or who is a defaulter, as surety or otherwise, of any obligation to City, or who is deemed irresponsible or unreliable by City. City will be the sole judge of such determination.

The City reserves the right to make a pre-award inspection of the Proposer's facilities and equipment prior to award of Contract.

D. Employees of the Proposer shall at all times be under its sole direction and not an employee or agent of the City. The Proposer shall supply competent and physically capable employees. The City may require the Proposer to remove an employee it deems careless, incompetent, insubordinate or otherwise objectionable. Proposer shall be responsible to the City for the acts and omissions of all employees working under its directions.

6. SCOPE OF WORK

6.1 Purpose

The City of Dania Beach is soliciting proposals from qualified and experienced contractors to provide audio visual, production, and meeting support services, including labor, repair, supervision, staffing, and equipment.

The scope of requirements includes, but is not limited to, the full completion of production services for City meetings and events, including labor, staffing, equipment, lighting technicians, sound technicians, producers, directors, camera operators, and additional personnel as needed. The Contractor must be capable of providing comprehensive sound, visual, and lighting services for City events of varying sizes.

6.2 SCOPE

A. The City of Dania Beach, Florida (the “City” or “Owner”), is actively seeking proposals from qualified firms for Audio Visual (AV) Services”. The primary purpose of this Contract is to provide audiovisual services in support of the City's special events, community celebrations, ceremonies, festivals, and similar public gatherings. Event dates, times, and locations are subject to change based on the City's operational needs. Upon award, the Contractor will be provided with available event schedules requiring audiovisual support. Scheduled events are typically planned; however, the City reserves the right to add, cancel, reschedule, or modify events as necessary. The Contractor shall receive a minimum of seven (7) calendar days' notice for most special events requiring services under this Contract. However, due to the nature of municipal operations, emergency meetings, special workshops, public hearings, and other unscheduled events may arise. In such instances, the Contractor shall be capable of responding to service requests with as little as three (3) to twenty-four (24) hours' notice, or as soon as reasonably possible. The City does not guarantee a minimum number of events or services to be ordered under this

Contract.

1. Types of Events: The City hosts events in a variety of settings, including Council Chambers, conference rooms, community facilities, and outdoor venues. Events may range from short-duration meetings to extended special events requiring complex production support. Event requirements may include varying setup and breakdown timelines depending on the nature, size, and technical complexity of each event. The Contractor shall coordinate all logistics with City staff in advance of each scheduled event.

2. Requirements of the Contractor: The Contractor must provide trained and qualified technical staff capable of delivering comprehensive audiovisual and production services. Equipment and services may include, but are not limited to:

▪ Flat screen displays, projectors, projector kits, and monitors

▪ Digital recording and playback systems

▪ Audio amplifiers, mixers, and processors

▪ Video switchers and control systems

▪ Wired and wireless microphones

▪ Presentation systems and software (e.g., PowerPoint, PDF presentations)

▪ Cameras and recording equipment

▪ Video editing, voice-over recording, and artists

▪ Laptops and presentation devices

▪ Pre-Production services

▪ Trussing and Lighting packages

▪ Network and communications

▪ Livestreaming and recorders

▪ Presentation accessories (remotes, keyboards, pointers)

i. The Contractor shall have a minimum of three (3) years of demonstrated experience providing comparable services to a governmental or similarly sized public agency.

ii. The Contractor shall provide technical expertise, troubleshooting, and ongoing support for all audiovisual systems, including sound, video, lighting, and presentation systems.

iii. The Contractor shall be responsible for the installation, configuration, and safe operation of all required cabling and connectivity for AV systems.

iv. The Contractor shall provide support for live presentations, digital recording, and broadcast or streaming services as required.

v. The Contractor is encouraged to propose innovative solutions, technologies, and value-added services that enhance the quality, efficiency, or public engagement of City meetings and events.

vi. Due to the critical nature of these services, the Contractor must have the capability to mobilize and commence work within three (3) hours of notification for emergency or non-scheduled events.

vii. All work shall comply with applicable National Electrical Code (NEC) standards and all

Federal, State, and Local regulations.

3.

4. Event Program/Performance Requirements: The Contractor shall adhere to all City-approved event programming, production plans, and technical directives provided by the City’s designated representative.

▪ The Contractor shall follow City-approved scripts, run-of-show documents, and production instructions for all events.

▪ The Contractor shall ensure all audio, visual, lighting, and presentation systems are fully tested and operational prior to the start of each event.

▪ Where special production elements are requested (e.g., lighting effects, staging enhancements, or specialty event features), the Contractor shall implement such elements in accordance with City direction.

▪ The Contractor shall perform a full system test and event run-through prior to each meeting or event, at a time coordinated with City staff in advance.

▪ The Contractor shall be fully set up and operational no later than one and one-half (1.5) hours prior to each event start time. This includes testing of all microphones, speakers, displays, cameras, and presentation systems.

▪ The Contractor shall remain on-site for the duration of each event to monitor systems, provide technical support, and resolve any issues that may arise.

▪ Breakdown and removal of equipment shall commence promptly following event conclusion and shall be completed the same day, unless otherwise directed by the City.

5.

6. Technical Requirements: The City utilizes a variety of AV configurations depending on the event type and location. Typical requirements may include multi-screen display systems, projection capabilities, audio reinforcement systems, podium and table microphones, and integrated presentation systems. Specific configurations will be determined by the City based on event needs.

Contractors shall provide scalable solutions capable of supporting both small meetings and large-scale public events. Contractors may be required to support multi-location or hybrid events, including simultaneous audio and video distribution between venues or virtual platforms.

7. Working Hours: The standard workweek shall be Monday through Friday, 8:00 a.m. to 5:00 p.m., excluding City holidays. However, the Contractor shall be required to provide services outside of standard business hours, including evenings, weekends, and holidays, as needed to support scheduled events. No additional charges shall apply for work performed outside standard hours unless otherwise specified in the pricing structure. Payment shall be based on approved hourly rates and/or contract pricing terms. Travel time shall not be billable.

8. Response Time for Non-Scheduled Events: The Contractor shall be capable of responding to and commencing services within three (3) hours of notification for emergency or unscheduled events.

Failure to meet response requirements may result in the use of alternate service providers or contract remedies as determined by the City.

9. Pricing Structure: The Contractor shall provide a detailed pricing schedule, including, at a minimum:

▪ Hourly labor rates by position/classification

▪ Equipment rental rates (à la carte pricing)

▪ Rates for services outside of standard business hours

▪ Optional or specialty service pricing (if applicable) o Equipment pricing shall include, but is not limited to:

▪ Video equipment (monitors, cameras, projectors, tripods)

▪ Projection systems and screens

▪ Audio systems (microphones, mixers, speakers, amplifiers)

▪ Lighting equipment

▪ Electrical support (cabling, power distribution, extension systems)

▪ Computer and presentation equipment

▪ Event accessories (podiums, staging elements, draping, visual aids)

10. Contractors are encouraged to identify any bundled pricing options or value-added service packages that may provide cost efficiencies or enhanced service delivery.

11. As Needed Audio Visual (AV) Services: Public information meetings, workshops, and other municipal meetings requiring audiovisual support shall be provided on an as-needed basis and shall be considered secondary to the City's special event requirements.

The Contractor shall not apply a markup exceeding ten percent (10%) on any subcontracted work, materials, equipment, or services provided under this Contract. All cost proposals, change orders, and invoicing must reflect this markup limit. Any amount above the 10% maximum will not be considered for reimbursement by the City.

A. It shall also be the Proposer's responsibility to visit the proposed event or meeting site to become thoroughly familiar with the nature and extent of the Work to be performed and all local existing site conditions, and to make his or her own estimate of the facilities and difficulties attending the execution of the Work; no allowance shall be made by the Owner for the Proposers failure to do so.

B. Proposals will be considered if submitted by a qualified firm who or which have experience, including similar previous work in the provision of the requested services. Firms offering full service will receive the highest consideration.

C. Applicants should include all items listed in the (PROPOSAL REQUIRMENTS) section in the submitted proposal.

1. Any other information that the firm feels is relevant to assist the City in evaluating the firm's qualifications.

2. If the firm to whom or to which an award is made fails to agree, the award may be annulled, and the agreement offered to the next most qualified firm.

7. PROPOSAL REQUIRMENTS

Proposers should include the following information in their proposal submittal. Proposal tabs should be listed in the same order as seen below.

A. Executive Summary - Summarize the business entity, its background, main office(s), and office location that will service this contract. Identify the officers, principals, supervisory staff, and key individuals who will be directly involved with the work and their office locations. The executive summary should also summarize the key elements of the proposal.

B. Firm Experience and Qualifications - Proposers shall demonstrate relevant experience providing audio visual, production, and event support services for governmental or similarly sized public sector clients. Evaluation will consider organizational capacity, years in operation, experience supporting public meetings and special events, and references. Emphasis will be placed on proven ability to deliver reliable services in both routine meeting environments and complex, high-visibility municipal events.

C. Technical Approach - Proposers shall clearly describe their overall approach to delivering the required services, including staffing, equipment deployment, event preparation, and on-site execution.

Submissions should demonstrate understanding of municipal meeting environments, emergency response capabilities, and adaptability to varying event sizes. Evaluation will consider quality control procedures, coordination with City staff, and the ability to ensure seamless execution of scheduled and unscheduled events.

D. References - Five (5) references should be included with the following information:

1. Provide names of each entity for which the work was performed.

2. Name of Contacts, Addresses, telephone numbers, and email address of a Contact who is capable of explaining and confirming the firm’s capacity to complete the services sought in this RFP successfully.

3. Brief description of the scope of work.

4. Amount of initial contract award

E. Pricing - Proposers shall submit a complete pricing structure including hourly labor rates, equipment rental rates, and any additional allowable costs. Evaluation will consider clarity, competitiveness, and cost-effectiveness relative to the proposed technical approach and service offerings. While pricing is an important factor, it will be evaluated in conjunction with technical criteria to determine the most advantageous proposal for the City.

F. Value-Added Services and Innovation - Proposers are encouraged to identify any additional services, technologies, or innovative solutions that enhance the City’s meeting and event experience. This may include livestreaming, advanced production support, event graphics, accessibility enhancements, or staging improvements. Evaluation will consider how these offerings improve public engagement, operational efficiency, and overall event quality beyond the minimum requirements outlined in the

Scope of Services.

G. Project Team and Staffing Qualifications (Resumes) - Proposers shall provide information on key personnel assigned to the contract, including qualifications, experience, and relevant expertise.

Evaluation will consider staff availability, technical proficiency, and ability to support both routine and emergency events. Emphasis will be placed on consistency of assigned personnel, responsiveness to scheduling demands, and overall capability to provide professional, reliable on-site support throughout the contract term.

1. NOTE: The City expects those personnel listed to be those who will actually be performing the

Audiovisual services.

H. Equipment, Technology, and System Capability - Proposers shall detail the audiovisual, lighting, and production equipment and technology available to support City events. Evaluation will consider system quality, scalability, redundancy, and compatibility with modern presentation and streaming platforms.

Responses should demonstrate the ability to support both basic meeting needs and enhanced production requirements, including multi-screen setups, recording capabilities, and hybrid or virtual event functionality.

I. Licensing and Certifications - Proposers shall include any professional certifications or licensing, i.e Low-voltage license (limited energy), Certified Technology Specialist (CTS), etc.

Summary of Documents to Be Submitted with Proposals. The following is a summary of documents required to be submitted for this Proposal. Failure to include a technical Proposal, cost Proposal, Proposal surety (if required below), or any other document that, by its omission, may prejudice the rights of other possible Proposers or respondents, may result in immediate rejection of a Proposal.

The Forms are as follows:

o Proposer’s Qualifications o Public Entity Crimes Form (must be notarized) o Non-Collusion Affidavit (must be notarized) o Drug-Free Workplace Certification o Acknowledgement of Addenda o References o Certification to Accuracy of Proposal (must be notarized) o Affidavit of Compliance with Anti-Human Trafficking Laws (must be notarized) o General Certificate of Insurance (COI)

Other forms or documents:

o which, by their nature do not impact price or the Proposer’s cost of doing business should accompany the Proposal; but must be provided within three (3) business days of the City’s request to be considered responsive.

o The City reserves the right to request the most recently completed audited financial statement, or other approved documentation to verify financial viability

8. EVALUATION CRITERIA

Evaluation of the responses will be conducted by an Evaluation Committee composed of City staff, or other persons selected by the City Manager or designee. Proposals shall be evaluated based upon the information and references contained in the responses as submitted. The Evaluation Committee will evaluate all responsive proposals at duly advertised public evaluation meetings in accordance with Florida law. The City reserves the right to award the contract to the Proposer which will best serve the interest of the City. The scoring of the

Proposals by the Evaluation Committee will be based on a point total and not a percentage factor.

No. Evaluation Criteria Scoring Method Weight (Points)

1. Firm Experience and Qualifications

This criterion evaluates the Proposer’s demonstrated ability to perform services similar in scope and complexity to those required by the City.

Evaluation will consider:

• Minimum of three (3) years’ experience providing audio visual and/or production services for governmental or public sector clients

• Experience supporting public meetings, commissions, boards, and special events

• Demonstrated capability to support both indoor and outdoor venues

• References from comparable municipal or large-scale clients

• Stability, staffing capacity, and organizational structure

Points Based 25 (25% of Total)

2. Technical Approach

This criterion evaluates the Proposer’s understanding of the City’s needs and their proposed methodology for delivering services.

Evaluation will consider:

• Approach to supporting City meetings and special events

• Staffing plan, including roles of technicians, production staff, and on-site support

• Equipment deployment strategy and scalability for varying event sizes

• Ability to support hybrid, live, and recorded event formats

• Response strategy for scheduled and emergency (short-notice) events

• Quality control procedures (testing, run-throughs, setup verification, etc.)

Points Based 30 (30% of Total)

3. Equipment, Technology, and System

Capability

This criterion evaluates the quality, modernity, and sufficiency of proposed equipment and technology solutions.

Evaluation will consider:

• Audio, visual, lighting, and production equipment inventory

• Capability to support multi-screen, multi-camera, and hybrid events

• Availability of backup/redundant systems

• Integration with presentation platforms (PowerPoint, PDF, streaming platforms, etc.)

• Ability to scale equipment for small meetings through large public events

• Compliance with applicable technical and safety standards

Points Based 15 (15% of Total)

4. Value-Added Services and Innovation

This criterion evaluates enhancements beyond the minimum requirements that improve event quality, efficiency, or public engagement.

Evaluation will consider:

• Livestreaming and recording capabilities

• Multi-camera production and switching

• Event graphics, overlays, and branding support

• Advanced lighting design or staging enhancements

• Accessibility enhancements

(captioning, assistive listening, etc.)

• Event production planning assistance and pre-event consultation

• Innovative technologies or approaches not explicitly required in the Scope

Points Based 5 (5% of Total)

5. Project Team and Staffing Qualifications

This criterion evaluates the qualifications and availability of assigned personnel.

Evaluation will consider:

• Qualifications and certifications of key personnel

• Experience of on-site technicians and production staff

• Availability for evenings, weekends, and emergency response

• Organizational capacity to meet City scheduling demands

• Continuity of staff assigned to City events

Points Based 10 (10% of Total)

6. Pricing Proposal

This criterion evaluates the overall cost structure and competitiveness of pricing.

Evaluation will consider:

• Hourly labor rates by position

• Equipment rental rates (a la carte pricing)

• Clarity and completeness of pricing schedule

• Cost-effectiveness relative to scope and services offered

• Optional or bundled pricing efficiencies (if provided)

Points Based 10 (10% of Total)

7. References

Listing of comparable projects of municipalities or public agencies for which they have successfully performed similar services.

Points Based 5 (5% of Total)

9. EVALUATION CRITERIA RANKING

Evaluation of the responses will be conducted by an Evaluation Committee composed of City staff, or other people selected by the City Manager or designee. Responsive proposals shall be evaluated based upon the information and references contained in the responses submitted. The Evaluation Committee will evaluate all qualified, responsive proposals at duly advertised public evaluation meetings in accordance with Florida law.

Proposers with the highest-ranked submittals may be asked to make a detailed presentation of their product/service to the Evaluation Committee.

The City will utilize a Best Value Scoring process when evaluating proposals. The Best Value Scoring will require the Evaluation Committee to assign a composite score rank, based on the Committee's determination of the relative overall value of the Proposer's response. Composite scores will rank responses from 1 (1st place), 2

(2nd place), and so on, for the total number of responses under consideration. The Evaluation Committee will evaluate and rank responsive, qualified Proposals received on the basis of the criteria below:

# CRITERIA

1 Firm Qualifications: Experience in field, workload of current projects.

2 Approach: Understanding the scope of work, ability to comply with the full scope of work, technical soundness of Proposal.

3 Price Proposal: Estimated total cost of project

4 References

10. AWARD OF AGREEMENT

10.1 AWARD OF PROPOSAL

The City Commission will award the Proposal to the most responsible and responsive Proposer that meets the qualifications identified in Section 5, entitled Qualification of Proposers taking into consideration price and the evaluation criteria. The awarded Proposer must have satisfactory references.

10.2 CONTRACT AWARD AND EXECUTION

A. The City will publicly open and announce all proposals received in accordance with the terms stated in the RFP advertisement. The City will verify that all Proposers have properly completed and executed the required solicitation forms and submittals; review each proposal for accuracy and compliance with RFP requirements; prepare a summary of all responsive proposals; and evaluate proposals based on the criteria and weighting outlined in the RFP document. The evaluation process may include a review committee scoring, reference checks, clarification requests, and/or presentations or interviews if deemed necessary.