Vendor_Questionnaire_-_MLK_Auditorium_AV_Upgrades.docx

Vendor Questionnaire - Santa Monica Public Library MLK Auditorium Audio-Visual Enhancements

1. 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.

2. Relevant Project Experience Describe up to three (3) completed projects within the last five (5) years that demonstrate your firm’s experience with comparable auditorium, municipal, or institutional AV installations. For each project, include:

· Client name and location

· Project scope and key components (projection, audio, control, etc.)

· Project completion date and total contract value

· Contact information for a client reference

3. 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.

4. Licensing and Certifications List all applicable California contractor licenses, DIR registration number, and any manufacturer or AVIXA certifications held by your firm or assigned personnel.

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.

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.

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

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.

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.

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.

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.

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

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

14. Warranty Coverage Describe your warranty coverage for installation workmanship and confirm that all installed equipment will carry full manufacturer warranties.

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.

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.

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.

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.