Request for Lighting & Sound Services for Community Wide Special Events

REQUEST FOR PROPOSALS
FOR LIGHTING & SOUND SERVICES FOR
COMMUNITY WIDE SPECIAL EVENTS
City of Dublin
Proposals must be received by: June 4, 2026
Ivan San Pedro, Recreation Supervisor
100 Civic Plaza
City of Dublin, CA 94568

Request for Proposal
For
Parks and Community Services
Overview
This Request for Proposals is for rental, delivery, set-up and tear-down of event-related rental sound and
lighting equipment. Please submit a proposal that includes all associated costs that meet and/or exceeds
the following proposal specifications for sound and lighting equipment for City of Dublin Special Events.
Scope of Work
Bidding company will provide sound and lighting services for the following City of Dublin events and
festivals for Fiscal Years 2026-28:
* General requirements and services for all City of Dublin events and festivals:
* Event dates and times are subject to change at the sole discretion of the City.
* City will provide electrical service. The Contractor shall confirm that electrical capacity is
adequate for the equipment requests for City events and festivals.
* Complete all setup and tear down of all sound and lighting equipment at least two hours prior to
the scheduled sound check.
SCHEDULE OF EVENTS AND GENERAL DESCRIPTION
Event Date General Overview of Services
Required
St. Patrick's Day March 13 - 14, 2027 * Use of equipment for a two-
Celebration day festival
100 Civic Plaza March 11 - 12, 2028 * Expect load-in to span over
two select days as specified
by City Staff
* Three stages for
entertainment
* 20 Festival Tents (10x10)
and (10x20)
* 10 Quick Tops 10x10
* Tables and Chairs
Summer Concert Series Select Thursdays * Bandshell to cover existing
4201 Central Parkway June 2027 - 3 Concerts outdoor Amphitheater
July 2027 - 4 Concerts Stage
August 2027- 1 Concert

June 2028 - 3 Concerts
Splatter 4201 Central Parkway September 11, 2027 * Use of equipment for a one-
day festival
September 12, 2028 * Expect load-in to span over
two select days as specified
by City Staff
* Three stages for
entertainment
* 20 Festival Tents (10x10)
and (10x20)
* 10 Quick Tops 10x10
* Tables and Folding Chairs
Tree Lighting December 2, 2027 * Riser to hold up to 100
100 Civic Plaza performers
November 30, 2028 * Tent with lighting to cover
riser
* Folding Chairs
Park Openings as Dates TBD * Determined by the
Needed nature of the event but
anticipated needs
include:
* Staging
* Festival Tenting
* Folding Chairs
Selection Process
After reviewing the proposals, the City may conduct interviews with qualified businesses. If the
City chooses to conduct interviews, it will notify selected contractors after the proposal submittal
date to arrange an interview time. Determination of the best quote(s) shall be based upon, but
not limited to, the following:
* Cost
* Ability, capacity, and skill of the contractor to deliver all requested rental equipment
* promptly or at the time specified
* Reputation and experience of the contractor
* Previous experience of the contractor with the City
* Previous and existing compliance by the contractor with laws and ordinances
* The quality, availability, and adaptability of supplies
Schedule for RFP Process
May 7, 2026 Request for Proposals mailed to consultants.

June 4, 2026 Proposals are due no later than 4:00 PM on June 4 at the offices of the
City of Dublin, Parks and Community Services Department, 100 Civic
Plaza, Dublin, CA 94568. Late submittals will not be accepted.
June 9, 2026 Interviews (as deemed necessary)
June 11, 2026 Selection
July 21, 2026 City Council Consideration/Approval of Agreement (if required)
August 1, 2026 Agreement Begins
(Tentative dates, subject to change)
Proposal Submission Directions and Requirements
* All submissions must be submitted electronically to ivan.sanpedro@dublin.ca.gov. It is the
responsibility of the submitting vendor to verify the proposal was received.
* Submission must include a completed signature page with a point of contact that is qualified to
submit on behalf of the contacts company.
* Submission must include a complete fee worksheet. If the specific item is not available, please list
NA in the cost column.
Standard Consulting Agreement
It is anticipated that the services covered by the Agreement resulting from this solicitation will be
performed on a time and materials fee basis for a specified scope of work. The term of the agreement will
begin August 1, 2026.
A sample of the City's Standard Consulting Agreement (Agreement), including insurance requirements, is
provided as Attachment A.
If the interested firm desires to take exception to the Agreement and/or insurance requirements, the
interested firm shall clearly identify proposed changes to the Agreement and furnish the reason for these
changes, which shall be included in the qualification. Exceptions will be taken into consideration in
evaluating Proposals. Otherwise, the interested firm is to state in the proposal that the Agreement and
insurance requirements are acceptable.
Consideration for exceptions will not be considered if not included in the submitted proposal.
Conflict of Interest
Proposer agrees that, for the term of this contract, no member, officer or employee of the City of Dublin,
or of a public body within Alameda County or member or delegate to the Congress of the United States,

during his/her tenure or for one year thereafter, shall have any direct interest in the contracts or any
direct or material benefit arising therefrom.
Proposers must provide a list of any potential conflicts of interest in working for the City of Dublin. This
must include, but is not limited to, a list of your firm's clients who are the following: Private clients located
or operating within the City of Dublin limits, Dublin San Ramon Service District, US Army Camp Parks
and/or the County of Alameda, and a brief description of work for these clients. Proposers must also
identify any other clients (including public entities), that may pose a potential conflict of interest, as well
as a brief description of work you provide to these clients.
This list must include all potential conflicts of interest within the year prior to the release of this RFQ as
well as current and future commitments to other projects.
Principals and those performing work for City of Dublin may be required to submit a California Fair Political
Practices Commission (FPPC) Form 700: Statement of Economic Interests documenting potential financial
conflicts of interest. For additional information, proposers should refer to the FPPC website at
http://www.fppc.ca.gov/Form700.html.
Equal Employment Opportunity
Proposer shall not, on the grounds of race, color, sex, age, religion, national origin, ancestry, physical
handicap, medical condition, or marital status either discriminate or permit discrimination against any
employee or applicant for employment in any manner prohibited by Federal, State or local laws. In the
event of Proposer non-compliance, the City of Dublin may cancel, terminate or suspend the Contract in
whole or in part. Proposer may also be declared ineligible for further contracts with the City of Dublin.
Proposer shall take affirmative action to ensure that applicants are employed, and that employees are
treated during their employment, without regard to their race, religion, color, sex, or national origin. Such
action shall include, but not be limited to the following: employment, upgrading, demotion or transfer;
recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of
compensation; and selection for training, including apprenticeship. Proposer and its sub-consultants shall
post in conspicuous places, available to all employees and applicants for employment, a notice setting
forth the following provisions [29 U.S.C. 623, 42 U.S.C. 2000, 42 U.S.C. 6102, 42 U.S.C. 12112, 42
U.S.C. 12132, 49 U.S.C. 5332, 29 CFR Part 1630, 41 CFR Parts 60 et seq.].
Governing Law
This RFP summarizes the applicable laws and governance; when in conflict applicable State/Federal
guidelines shall apply. The contract and legal relations between the parties hereto shall be governed and
construed in accordance with the laws of the State of California.
Insurance Requirements
The Contractor shall provide insurance coverage as follows in conformance with the City of Dublin's
requirements:
General Liability Insurance $1,000,000
Automobile Liability Insurance $1,000,000

Professional Liability Insurance $1,000,000
Workers' Compensation Insurance $1,000,000
References
Contractor must include three (3) references for which the company has provided services similar to those
described in this RFP. Reference information shall include: Name, Address, Contact, Title, Phone Number,
and Term of the Contract.
Review and Selection Process
The City reserves the right to make the selection based on its sole discretion. A subcommittee selected by
City Staff will evaluate proposals provided in response to this RFP. The subcommittee will use a forced
ranking process (please see Attachment B, Forced Ranking Rating Sheet, for further detail). Informal
interviews may be conducted by City staff, and may include more than one firm that has submitted a
Proposal.
Based on input from this review process, a recommendation will be made to the City Manager. The City
Manager will make a recommendation to the City Council for award of contract services.
The City reserves the right to award a contract to the firm(s) that the City feels best meets the
requirements of the RFP. The City reserves the right to reject any and all Proposals prior to execution of
the Agreement, with no penalty to the City.
Selection of Consultant
Submitted Proposals will be evaluated and scored using the following criteria:
* Qualifications and specific experience of key project team members.
* Quality and completeness of the proposal.
* Experience with engagement of similar scope and complexity.
* Satisfaction of previous clients.
* Cost of providing the consultant services for this project.
FEE WORKSHEET

SUMMER CONCERT SERIES (For 2027)
Qty Description COST
Provide all front-line equipment
- Speakers, cords, microphones, stands, etc.
Light Package
- Up-lighting for musicians
On Site Sound Technician
- One 120-minute set
- Provide DJ/ emcee services, crowd-friendly music between sets
Per Concert Cost $
(please describe) Other Fees $
TOTAL $
SPLATTER
Qty Description Cost
1 Main Stage Performances $
- 4 to 10- piece bands City provided
- 32' x 20' covered performance area City provided
- Raised 36" stage
Provide all front-line equipment
- Speakers, cords, microphones, stands, etc.
Light Package City provided
On Site Sound Technician
- Provide DJ/ emcee services, crowd-friendly music between sets
1 Side yard Stage Performances $
- 1 - 4-piece bands City provided
- 12' x 12' covered performance area City provided
- Raised 18" stage
Provide all front-line equipment
- Speakers, cords, microphones, stands, etc.
Light Package
- Up-lighting for musicians
On Site Sound Technician
- Provide DJ/ emcee services, crowd-friendly music between sets
1 Outdoor Amphitheater Performances $
- 4 to 10- piece dance or musical groups City provided

- 30' x 20' covered performance area (no raised stage) City provided
Provide all front-line equipment
- Speakers, cords, microphones, stands, etc.
Light Package
- Up-lighting for performers
On Site Sound Technician
- Provide DJ/ emcee services, crowd-friendly music between sets
(please describe) Other Fees $
TOTAL $
HOLIDAY TREE LIGHTING CEREMONY
Qty Description COST
Outdoor Amphitheater Performance $
- Up to 12-piece band City provided
- Children's choir of 25 - 35 City provided
- 16' x 28' stage (stepped risers are 16" and 32" high) City provided
Provide all front-line equipment
- Speakers, cords, microphones, stands, etc.
- Emcee microphone and podium stand
Light Package
- Up-lighting for performers
On Site Sound Technician
- Two 30 - 60 minute sets
- Provide DJ/ emcee services, crowd-friendly music between sets
(please describe) Other Fees $
TOTAL $
ST. PATRICK'S DAY CELEBRATION
Qty Description Cost
1 Main Stage Performances $
- 4 to 10- piece bands City provided
- 32' x 20' covered performance area, raised 36" stage City provided
Provide all front-line equipment
- Speakers, cords, microphones, stands, etc.

Light Package
- Up-lighting for musicians
On Site Sound Technician
- Provide DJ/ emcee services, crowd-friendly music between sets
1 Pub Stage Performances $
- 3 - 7 piece bands City provided
- 20' x 20' covered performance area, raised 24" stage City provided
Provide all front-line equipment
- Speakers, cords, microphones, stands, etc.
Light Package
- Up-lighting for musicians
On Site Sound Technician
- Provide DJ/ emcee services, crowd-friendly music between sets
1 Irish Dance Stage $
- Up to 20 dancers at a time City provided
- 30' x 20' covered performance area, raised 36" stage City provided
Provide all front-line equipment
- Speakers, CD/aux input capabilities, microphone
On Site Sound Technician
- Provide DJ/ emcee services, crowd-friendly music between sets
1 Field Demonstrations $
- Such as gaelic football, hurling, sheepdog exhibition City provided
- Speakers and Microphone for announcements
(please describe) Other Fees $
TOTAL $
PARK DEDICATIONS AS NEEDED
Qty Description COST
Outdoor Band Performance
- Up to 6-piece band City provided
Provide all front-line equipment $
- Speakers, cords, microphones, stands, etc.
On Site Sound Technician
- Four 60 minute sets $
- Provide DJ/ emcee services, crowd-friendly music between sets
(please describe) Other Fees $

TOTAL (per event) $
TOTAL (4 events) $
FEE WORKSHEET CONTINUED
ATTACHMENTS
* Standard Contractor Services Agreement Template