CITY OF SANTA MONICA

SANTA MONICA PUBLIC LIBRARY MLK AUDITORIUM AUDIO-

VISUAL ENHANCEMENTS

Library

RELEASE DATE: January 12, 2026

DEADLINE FOR QUESTIONS: January 26, 2026

RESPONSE DEADLINE: February 12, 2026, 3:00 pm

APPROVED FOR ADVERTISEMENT

City of Santa Monica

Santa Monica Public Library MLK Auditorium Audio-Visual Enhancements

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

Santa Monica Public Library MLK Auditorium Audio-Visual Enhancements

1 Introduction

1.1 Summary

The City of Santa Monica (the "City") is seeking proposals from qualified audio-visual (AV) contractors to design, furnish, install, program, and commission enhancements to the Martin Luther King, Jr. (MLK) Auditorium at the Santa Monica Public Library, located at 601 Santa Monica Boulevard.

1.2 Background

The Martin Luther King, Jr. Auditorium, located within the Santa Monica Public Library’s Main Branch at 601 Santa Monica Boulevard, serves as one of the City’s primary public gathering spaces. The Auditorium hosts a wide variety of events throughout the year, including author talks, film screenings, community meetings, youth programs, and City-sponsored presentations. It is a vital venue for civic engagement, learning, and cultural exchange in Santa Monica.

The Auditorium’s current audio-visual (AV) system was installed more than a decade ago and has become increasingly difficult to maintain and operate due to aging components and limited compatibility with modern technology. As the Library expands its hybrid programming and community outreach, reliable AV capabilities have become essential to ensuring accessibility and a high-quality experience for both in-person and remote audiences.

This project represents the first phase of a broader effort to modernize the MLK Auditorium’s technology infrastructure. The City seeks to enhance the functionality, usability, and flexibility of the space by upgrading core projection, audio, and control systems while laying the groundwork for future expansion. The ideal solution will improve performance, reduce maintenance needs, and allow Library staff to easily operate the system during public events with minimal technical assistance.

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.

Project Contact:

Daniel Soto Principal Administrative Analyst 601 Santa Monica Blvd Santa Monica, CA 90401

Santa Monica Public Library MLK Auditorium Audio-Visual Enhancements

Email: daniel.soto@santamonica.gov Phone: (310) 458-8919 Procurement Contact:

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

Library

Department Head:

Erica Cuyugan Director of Library Services

1.4 Timeline

Proposal Calendar

The following is a list of key dates:

Release Project Date January 12, 2026

Job Walk (Mandatory) January 22, 2026, 10:00am 601 Santa Monica Boulevard, Santa Monica, CA 90401 North Entrance of Main Library, adjacent to the surface lot Attendees are to meet and sign in at this location

Question Submission Deadline January 26, 2026, 3:00pm

Question Response Deadline January 30, 2026, 3:00pm

Proposal Submission Deadline February 12, 2026, 3:00pm

2 Term

The City is inviting proposals from qualified persons or firms for a firm-fixed contract for a term of one (1) year, with no options of renewal.

mailto:daniel.soto@santamonica.gov tel:(310)458-8919 mailto:tina.saloutos@santamonica.gov tel:(310)458-8281

Santa Monica Public Library MLK Auditorium Audio-Visual Enhancements

3 Scope of Work

3.1 Scope of Work

Scope of Work

The selected vendor shall provide all labor, materials, equipment, programming, and related services necessary to design, furnish, install, and commission audio-visual (AV) enhancements at the Martin Luther King, Jr. Auditorium, located within the Santa Monica Public Library at 601 Santa Monica Boulevard.

The purpose of this project is to modernize the Auditorium’s existing AV system to improve performance, reliability, and ease of use for public programs, film screenings, and civic events, while ensuring the new system components are scalable and reusable in a future full-system upgrade. Pricing must be inclusive of prevailing wage.

1. System Design and Coordination

A. Conduct a site review of the existing AV infrastructure to verify integration points, power, conduit, and network requirements.

B. Develop a system design that maximizes reuse of existing equipment where feasible and ensures forward compatibility with future upgrades.

C. Submit design drawings, equipment submittals, and control/interface mockups for City approval prior to procurement.

D. Coordinate with City staff and other trades as necessary (e.g., electrical, IT, facility management).

2. System Installation

The contractor shall install and configure the following components in accordance with AVIXA and manufacturer best practices:

A. Projection System

I. Provide and install one high-brightness laser projector (minimum 10,000 lumens, WUXGA resolution, 4K support) with a suitable long-throw lens for projection booth mounting.

II. Mount projector on the ceiling in the booth area.

III. Reuse the existing projection screen.

B. Video System

I. Provide a video switching and distribution system supporting:

II. USB-C laptop input with charging at the lectern.

III. HDMI laptop input at the lectern.

Santa Monica Public Library MLK Auditorium Audio-Visual Enhancements

IV. Wireless presentation connectivity.

V. Blu-Ray player located in the control booth.

VI. System must allow seamless source switching to the projector.

C. Audio System

I. Integrate with the existing audio system; vendor may propose replacements as needed.

II. Provide a two-channel wireless microphone system supporting at least four active frequencies.

I. Four (4) handheld wireless microphones.

II. Four (4) lavalier/beltpack wireless microphones.

III. One (1) multi-port charging station.

III. Integrate with existing XLR stage inputs (minimum 8 active channels).

IV. Ensure all components are reusable for future expansion.

E. Control System

I. Replace existing control system with a new touch-panel interface.

II. Minimum 7” touch panel at the lectern controlling:

I. System power, source selection, volume/mute, screen, and Blu- Ray functions.

II. Integration with existing lighting presets.

III. Provide a dedicated control processor.

IV. Ensure control and audio systems operate on isolated AV network switches not connected to the City’s data network.

G. Equipment Rack and Mounting

I. Reuse existing AV rack in the control booth for central equipment.

II. Relocate Blu-Ray player and related devices to the booth rack.

III. Remove obsolete AV components and dispose of e-waste sustainably.

3. Programming, Testing, and Commissioning

A. Program control system and DSP to achieve full functionality and ease of use.

B. Test and verify all inputs, outputs, and signal paths.

C. Calibrate audio levels and confirm operational performance with City staff.

D. Conduct a final acceptance test and obtain City sign-off.

Santa Monica Public Library MLK Auditorium Audio-Visual Enhancements

4. Training and Documentation

A. Provide a minimum of one (1) staff training session (at least one hour) on system operation.

B. Deliver digital copies of all as-built drawings, control programming, DSP configuration, and user manuals.

C. Include all warranty documentation and equipment lists.

D. Optional additional training sessions may be quoted separately.

5. Warranty and Support Services

A. The contractor shall provide a minimum one-year warranty covering all installation workmanship, configuration, and programming from the date of City acceptance.

B. All installed equipment shall carry full manufacturer warranties, and the contractor shall assist the City in registering equipment as needed to activate coverage.

C. During the warranty period, the contractor shall provide technical support for system issues, including remote diagnostics and on-site service when required.

D. Contractor shall respond to warranty or service requests within two (2) business days and coordinate repairs or replacements as necessary.

E. The proposal shall also include optional pricing for extended maintenance or support agreements beyond the warranty period.

6. Project Parameters

A. All work shall comply with applicable codes, prevailing wage requirements, and City standards.

B. All cables shall be neatly dressed, labeled, and terminated.

C. Contractor is responsible for coordinating electrical and conduit work with City trades.

D. All new components shall be designed for reuse and future system expansion.

7. Optional Add-Ons (Alternate Pricing)

Contractors shall provide separate, itemized pricing for the following optional components, designed for future integration:

A. Speaker System Upgrade – Column-array speakers, ceiling subwoofers, DSP with Dante capability.

B. ADA-Compliant Lectern – Sit/stand lectern with installation and removal of old lectern.

Santa Monica Public Library MLK Auditorium Audio-Visual Enhancements

C. Assistive Listening System – ADA-compliant RF or IR solution with headsets and transmitters.

D. PTZ Camera – High-definition PTZ camera with integration options for touch-panel control and future streaming compatibility.

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;

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 Company Overview*

Provide a brief overview of your company, including the number of years in business, office location(s), primary business focus, and areas of specialization in audiovisual system integration.

*Response required

Santa Monica Public Library MLK Auditorium Audio-Visual Enhancements

5.1.3 Relevant Project Experience*

Describe your firm’s ability to fulfill the scope of work set out in the RFP. Include the following information:

1. Minimum of five (5) years of continuous experience in the design, installation, programming, and commissioning of integrated AV systems of similar size and complexity.

2. Demonstrated experience with public sector or institutional clients (e.g., cities, libraries, schools, universities).

3. At least three (3) completed projects within the past five (5) years that include comparable auditorium, municipal, or institutional AV system installations (projection, audio, and control integration). For each project, include:

1. Client name and location

2. Project scope and key

3. omponents (projection, audio, control, etc.)

4. Project completion date and total contract value

5. Contact information for a client reference

4. Technicians and installers must be manufacturer-certified for any proposed equipment and trained in AVIXA standards for installation and commissioning.

*Response required

5.1.4 Key Personnel*

Identify key members of your project team, including the project manager, lead technician, control programmer, and any subcontractors. Provide a brief summary of each individual’s experience, certifications, and relevant project roles.

*Response required

5.1.5 Understanding of Project Goals*

Explain your understanding of the City’s objectives for this project and describe how your proposed solution supports system modernization, ease of use, and long-term scalability.

*Response required

5.1.6 System Design Concept*

Summarize your proposed system architecture for the MLK Auditorium. Include a brief description of how your solution addresses the required projection, video, audio, and control systems, as outlined in the Scope of Work.

Santa Monica Public Library MLK Auditorium Audio-Visual Enhancements

5.1.7 Integration and Reusability*

Describe how your proposed solution will integrate with existing equipment and infrastructure while allowing for future system expansion or replacement.

*Response required

5.1.8 Control System and User Interface*

Explain your proposed approach to control system design and user interface development. Describe how the touch panel layout will ensure intuitive operation for Library staff.

*Response required

5.1.9 Programming and Testing*

Describe your firm’s process for AV system programming, testing, and commissioning, including quality assurance measures and final acceptance testing procedures.

*Response required

5.1.10 Training and Documentation*

Outline your approach to staff training and documentation delivery, including the number of training sessions, format, and materials provided to end users.

*Response required

5.1.11 Project Management Plan*

Describe your approach to project management, communication, and coordination with City staff. Include anticipated progress meetings, site visits, and reporting methods.

*Response required

5.1.12 Project Schedule*

Provide a proposed project timeline identifying key milestones such as design approval, installation start, programming, testing, and final acceptance.

*Response required

5.1.13 Worksite Coordination*

Explain how you will minimize disruption to Library operations during installation and coordinate with City staff.

*Response required

5.1.14 Warranty Coverage*

Confirm your firm’s ability to meet the warranty and support requirements outlined in the Scope of Work. Describe your service response process, escalation procedures, and available extended maintenance options.

Santa Monica Public Library MLK Auditorium Audio-Visual Enhancements

5.1.15 Post-Installation Support*

Explain your approach to providing post-installation technical support, including response times for service requests during the warranty period and options for extended maintenance agreements.

*Response required

5.1.16 Optional Components*

Describe your ability to provide and integrate any of the optional add-on components (speaker system upgrade, ADA-compliant lectern, assistive listening system, PTZ camera). Indicate how these components could be added later without system redesign.

*Response required

5.1.17 Value Engineering Opportunities*

Identify any cost-saving or value-enhancing alternatives that meet or exceed the specified performance requirements without compromising system functionality or future compatibility.

*Response required

5.1.18 References*

Provide at least three (3) client references for similar AV integration projects, including organization name, project title, contact person, email, and phone number.

*Response required

5.1.19 Cost Proposal*

Provide a proposed total fee outlining the proposal and identify the hourly fee schedule for all personnel to be involved in the project inclusive of prevailing wage. The hourly rates should include fringe benefits, indirect costs and profit. The Consultant should also indicate what percentage of the scope of work is expected to be completed by each individual or pay classification included in fee proposal. Additionally, if applicable, a schedule of reimbursable expenses should be included.

*Response required

5.2 Ability to Fulfill Scope of Work

5.2.1 California Contractors License*

Do you have a current California contractor's license?

☐ Yes

☐ No

*Response required

5.2.2 Please upload a copy of your current California Contractor's License.*

Santa Monica Public Library MLK Auditorium Audio-Visual Enhancements

5.2.3 DIR Registration*

Do you have a current DIR registration number?

☐ Yes

☐ No

*Response required

5.2.4 Please upload a copy of your current DIR Registration.* *Response required

5.2.5 Certifications*

Does your firm or any assigned personnel hold any manufacturer or AVIXA certifications?

☐ Yes

☐ No

*Response required

5.2.6 Please upload a copy of any manufacturer or AVIXA certifications held by your firm or any assigned personnel.*

*Response required

5.2.7 Will you be available for on-site meetings, design review sessions, and acceptance testing as required?*

☐ Yes

☐ No

*Response required

5.2.8 Do you maintain all required insurance and bonding consistent with City standards?*

The Minimum Scope of Limits of Insurance can be found in the section titled Attachments.

Vendor shall procure and maintain for the duration of the Agreement insurance against claims for injuries to persons or damages to property that may arise from or in connection with the performance of the work hereunder by the Vendor, its agents, representatives, employees or subcontractors.

☐ Yes

☐ No

*Response required

5.3 Other Required Responses

5.3.1 Business License Requirements

WHO NEEDS A BUSINESS LICENSE?

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

Santa Monica Public Library MLK Auditorium Audio-Visual Enhancements

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?

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.

5.3.2 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

5.3.3 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 Public Library MLK Auditorium Audio-Visual Enhancements

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.

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

5.3.4 Living Wage Ordinance Certification*

CITY OF SANTA MONICA LIVING WAGE ORDINANCE

Certification for Providers of Services to the City of Santa Monica (Fiscal Year 24/25 – July 1, 2024 through June 30, 2025)

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 $20.32 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.

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Santa Monica Public Library MLK Auditorium Audio-Visual Enhancements

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.

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.

• FY24-25_Living_Wage_Certifi...

*Response required

5.3.5 Certificate of Compliance*

Please upload your completed Certificate of Compliance document here.

• Certification_of_Compliance...

*Response required

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

Please download the below documents, complete, and upload.

• Proposal_Forms_(10).pdf

*Response required

5.3.7 Levine Act Disclosure Form*

Please download the below documents, complete, and upload.

• Levine_Act_Disclosure_Form.pdf

• Disclosure_Form_cover_memo.pdf 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Santa Monica Public Library MLK Auditorium Audio-Visual Enhancements

*Response required

6 Evaluation Criteria

Optional Interviews or Demonstrations

The evaluation procedure will be a two (2) phase process.

a) The first phase will identify proposals technically qualified to perform the work. Price proposals will be opened only from the proposals that are deemed technically qualified (short-listed) to perform the work.

b) The second phase will select the three (3) highest ranking proposals from those short-listed proposals following an additional evaluation which may include, but not limited to: on-site interviews, demonstration testing, and evaluation of performance.

c) The same evaluation criteria shall be used for each phase; however scoring is not cumulative from the first phase to the second (i.e., an independent score will be developed in the second phase for Proposers using the same evaluation criteria).

No. Evaluation Criteria Scoring Method Weight (Points)

1. Technical Approach and System Design Up to 30 points may be awarded based on the evaluation of the proposer’s technical understanding and design approach.

Points will be based on the scalability, reliability, and future reusability of the proposed equipment and architecture, the approach to minimizing disruption to Library operations during installation.

Points Based 30 (30% of Total)

2. Qualifications and Experience Up to 25 points may be awarded based on the proposer’s relevant experience and demonstrated ability to successfully complete similar projects.

Points will be based on the experience and certifications of key personnel, the quality of past project examples, and feedback from client references demonstrating performance, reliability, and customer satisfaction. Experience with comparable AV integration projects for auditoriums, municipal facilities, or similar venues will be preferred.

Points Based 25 (25% of Total)

Santa Monica Public Library MLK Auditorium Audio-Visual Enhancements

3. Product Quality and Technical Merit Up to 20 points may be awarded based on the quality, suitability, and innovation of the proposed equipment and system components.

Thoughtful equipment selection, energy efficiency, sustainable disposal practices, and compatibility with future upgrades will be preferred.

Points Based 20 (20% of Total)

4. Cost Proposal and Value Up to 15 points may be awarded based on the proposer's cost competitiveness.

Points will be based on pricing that provides the best long-term value to the City, rather than lowest cost alone.

Points Based 15 (15% of Total)

5. Project Schedule and Support Services Up to 10 points may be awarded based on the proposed project timeline and post-installation support plan.

Points will be based on the proposer’s ability to meet project deadlines, staffing availability, flexibility in scheduling installation around Library operations, the quality of the training plan, warranty coverage, and availability of ongoing support and maintenance services.

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.

Santa Monica Public Library MLK Auditorium Audio-Visual Enhancements

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.

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.

Santa Monica Public Library MLK Auditorium Audio-Visual Enhancements

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;

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.

Santa Monica Public Library MLK Auditorium Audio-Visual Enhancements

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 consultants 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.

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.

Santa Monica Public Library MLK Auditorium Audio-Visual Enhancements

8.12 Disclosure of Proposal Contents

All proposals are subject to the…