RFP - Audio Visual Services - City EventsRequest for Proposal
Audio Visual Services
Proposal Submittal Deadline
Friday, June 23 by 5:00 p.m. PST
Submissions after the deadline will not be accepted.
78495 Calle Tampico
La Quinta, CA 92253
760.777.7014
jtorres@la-quinta.org
Introduction
The City of La Quinta requests proposals from qualified firms for
the delivery, preparation, design, execution, operation, and strike &
teardown of Audio Visual systems for City events. Through
innovation and creativity, the City strives to enhance the quality of
life for all residents.
The Vision
The City seeks to enhance it’s portfolio of high quality events.
Produce fun, safe, and innovative experiences that propel the City
and people of all abilities can enjoy. Events should incorporate
today’s latest trends and technology that encompass the
surrounding beauty of La Quinta. La Quinta aims to promote
community by allowing residents to mingle and have fun in the
comfort of their community. Events engage with the community
and interact with local families through art, health, lifestyle, and
nature events. La Quinta is a place that strives to become a
beacon of entertainment by providing high quality experiences for
everyone.
Priority List
The City prioritizes audio/visual services in the following order:
1. Audio (Dedicated 20 Amp Circuit)
2. Production Lighting (Dedicated 20 Amp Circuit)
3. Aesthetic Lighting (For Night Events; Dedicated 20 Amp Circuit)
List of Events
The chosen firm must be well versed in dynamic event production
and ensure that the life cycle of each event is successfully
executed. Please advise us on best use of equipment.
Brew In LQ (Night Event)
- Outdoor 4hr Night Event
- 1,500 Guests
- DJs & Bands
- 16ft X 24ft Stage
- Audio Coverage Area 175ft X 150ft
-- Lighting, Stage Design, Audio, and Visual Systems
Christmas Tree Lighting (Night Event)
- Outdoor 2.5hr Night Event
- 750 Guests
- Volcalists
- 16ft X 24ft Stage
- Audio Coverage Area 115ft X 125ft
- Lighting, Stage Design, Audio, and Visual Systems
Veterans Day
- Outdoor 2hr Event
- 400 Guests
- Primary and Guest Speakers
- Powerpoint Presentation
- Audio and Visual Coverage Area 75ft X 60ft
Community Picnic
- Outdoor 4hr Event
- 1,000 Guests
- Volcalists & Bands
- 16ft X 24ft Stage
- Audio Coverage Area 175ft X 150ft
- Stage Design and Audio
September 11 Memorial (Night Event)
- Outdoor 2hr Night Event
- 300 Guests
- Primary and Guest Speakers
- Audio Coverage Area 85ft X 80ft
- Lighting, audio, and visual systems
Budget
Budget not to exceed $20,000. Budget Allocation does not need to
be distributed equally between events.
Estimated Timeline
RFP available on the City’s website or via email June 6
Deadline for written questions regarding RFP June 12 | 12PM
City’s responses to questions due to vendors June 14 | 5PM
RFP Response due date June 23 | 5PM
Interviews of considered vendors June 26-30
To be awarded July
Submission Requirements
Submit proposals electronically via email or thumb drive. All
documents submitted shall be in PDF format. Proposals must bear
electronic signatures. Submit proposals to:
City of La Quinta (or: jtorres@la-quinta.org, Subject RFP AV
Services)
Community Resources Department
Attn: Jaime Torres
78495 Calle Tampico
La Quinta, CA 92253
Submission Restrictions
No oral, text, fax, or telephone proposals or modifications will be
considered. Proposals received after the due date and time will be
returned unopened.
Questions or Requests for Clarification
Any request for clarification or other questions concerning this RFP
or attachments must be submitted via email to jtorres@la-quinta.org
no later than June 12, 2017, at 12:00 p.m. All responses will be
emailed to those on the registration list approximately one week
before the submission deadline.
Proposal Format
Firms are encouraged to keep their proposals brief and relevant to
the specific information requested herein. Proposals should be
straightforward and concise. Proposals must be presented in a
format and order that corresponds to the numbering and lettering
contained herein with minimal reference to supporting
documentation so that proposals can be accurately compared. All
proposals should include the following:
A)
1. Cover letter signed by an official authorized to bind the firm;
2. Printed name, address, phone number, and email address of
firm’s contact person;
3. Location of firm’s main office;
4. A validity statement stating that all information and pricing
provided in the proposal is valid for at least ninety (90) days; and
B) Background on the firm and its experience, which shall include:
1. Number of years in business;
2. Taxpayer identification number;
3. Firm ownership and, if incorporated, the state in which the firm is
incorporated and the date of incorporation; and
4. If the firm is a subsidiary of a parent company, identify the
parent company.
C) 3 References for similar services, which shall include:
1. Client name, client project manager, telephone number and
email address;
2. Project description;
D) Disclosure of any alleged significant prior to or ongoing contract
failures, any civil or criminal litigation or investigation pending,
which involves the proposer or in which the proposer has been
judged guilty or liable within the last five years. If there is nothing to
disclose, Proposer must state as such in writing.
E) Description of Proposer’s warranty/guarantee of work product.
F) Subcontracting any portion(s) of the Scope of Services is not
preferable; however, if a Proposer can demonstrate to the City’s
satisfaction that it is in the best interest of the project to permit a
portion of the service(s) to be subcontracted by Proposer, it may
be considered. Provide details on the role of any subcontractor that
will be used.
G) A statement that, if selected, Proposer will provide the minimum
insurance coverage and indemnification noted in sections 5.0 and
6.0 of the City’s Professional Services Agreement (attachment 2).
H) NON-COLLUSION AFFIDAVIT executed by an official
authorized to bind the firm. (attachment 3)
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