Request for Lighting & Sound Services for Community Wide Special Events
| Location: | California |
|---|---|
| Posted: | May 6, 2026 |
| Due: | May 26, 2026 |
| Agency: | City of Dublin |
| Type of Government: | State & Local |
| Category: |
|
| Publication URL: | To access bid details, please log in. |
| Bid Title: |
Request for Lighting & Sound Services for Community Wide Special Events
|
| Category: | Parks and Community Services |
| Status: | Open |
|
Attachment Preview
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
St. Patrick’s Day
Celebration
100 Civic Plaza
Summer Concert Series
4201 Central Parkway
Date
March 13 – 14, 2027
March 11 – 12, 2028
Select Thursdays
June 2027 – 3 Concerts
July 2027 – 4 Concerts
August 2027– 1 Concert
General Overview of Services
Required
• Use of equipment for a two-
day festival
• 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
• Bandshell to cover existing
outdoor Amphitheater
Stage
Splatter 4201 Central Parkway
Tree Lighting
100 Civic Plaza
Park Openings as
Needed
June 2028 – 3 Concerts
September 11, 2027
September 12, 2028
December 2, 2027
November 30, 2028
Dates TBD
• Use of equipment for a one-
day festival
• 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
• Riser to hold up to 100
performers
• Tent with lighting to cover
riser
• Folding Chairs
• Determined by the
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
June 9, 2026
June 11, 2026
July 21, 2026
August 1, 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.
Interviews (as deemed necessary)
Selection
City Council Consideration/Approval of Agreement (if required)
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
Automobile Liability Insurance
$1,000,000
$1,000,000
This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.
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