RFQ #24-020 - Auditorium Audio Visual Equipment Preventative Maintenance and Repair Services

The California Secretary of State's Office is seeking a qualified contractor to provide Auditorium Audio Visual Equipment Preventative Maintenance and Repair Services through RFQ #24-020. The procurement targets comprehensive maintenance and repair services for AV equipment in the agency's 256-seat auditorium located at their Sacramento headquarters. Specific services include quarterly inspections, preventative maintenance, and as-needed repairs for equipment such as Shure microphone systems, QSC audio processors, and AMX video systems. Contractors must have a minimum of 5 years of experience performing similar services and provide a 2-business day response time for unscheduled repairs, along with unlimited telephone/chat support during business hours. The quote submission deadline is February 26, 2025, at 4:00 PM, with an anticipated contract period from March 2025 through February 29, 2028. Award will be made to the responsive and responsible bidder offering the lowest cost based on a provided cost worksheet formula, with all labor, tools, materials, equipment, and travel costs to be included in the contractor's pricing.

The procurement includes a mandatory 3% Disabled Veteran Business Enterprise (DVBE) participation requirement that cannot be waived, providing opportunities for veteran-owned businesses. This is noted as a new service requirement with no incumbent contractor currently performing these services. Parts and materials are not included in the base contract and will be estimated on a case-by-case basis when repairs are needed. The contract covers services specifically for the Secretary of State's office, spanning jurisdictions including Sacramento County and San Francisco City. While specific budget ranges are not explicitly detailed in the solicitation, the procurement suggests a comprehensive service contract focused on maintaining critical audio-visual infrastructure with potential for ongoing maintenance and repair work over the three-year contract period.