Council Chamber Control Room Redesign

TV TACOMA
REQUEST FOR PROPOSALS
COUNCIL CHAMBERS CONTROL ROOM REDESIGN
SPECIFICATION NO. CM26-0156F
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City of Tacoma
TV Tacoma
REQUEST FOR PROPOSALS CM26-0156F
Council Chamber Control Room Redesign
Submittal Deadline: 11:00 a.m., Pacific Time, Tuesday, October 27, 2026
Submittals must be received by the City's Procurement and Payables Division by 11:00 a.m. Pacific Time.
For electronic submittals, the City of Tacoma will designate the time of receipt recorded by our email server, as
the official time of receipt. This clock will be used as the official time of receipt of all parts of electronic bid
submittals. Include the specification number in the subject line of your email. Your submittal must be sent as
an attachment, links to your electronic submittal will not be accepted.
For in person submittals, the City of Tacoma will designate the time of receipt recorded by the timestamp
located at the lobby security desk, as the official time of receipt. Include the specification number on the
outside of the sealed envelope. Late submittals will be returned unopened and rejected as non-responsive.
Submittal Delivery: Sealed submittals will be received as follows:
By Email: In Person:
sendbid@tacoma.gov Tacoma Public Utilities Administration Building North,
Maximum email size including attachments: 35 MB. Main Floor, Lobby Security Desk
Multiple emails may be sent for each submittal. 3628 South 35th Street
Tacoma, WA 98409
Note: Email may pass through multiple servers before arriving Monday - Friday 8:00 am to 4:30 pm
at its destination. Please allow sufficient time for email delivery
of submittals. Timely electronic delivery is at the risk of the
supplier.
Bid Opening: Submittals must be received by the City's Procurement and Payables Division prior to 11:00
a.m. Pacific Time. Sealed submittals in response to a RFB will be opened Tuesday's at 11:15 a.m. by a
purchasing representative and read aloud during a public bid opening held at the Tacoma Public Utilities
Administrative Building North, 3628 S. 35th Street, Tacoma, WA 98409, conference room M-1, located on the
main floor. They will also be held virtually Tuesday's at 11:15 a.m. Attend a Zoom meeting via this link or call 1
(253) 215 8782, using meeting ID # 884 0268 0573, passcode # 070737.
Submittals in response to an RFP, RFQ or RFI will be recorded as received, but not read at bid opening. As
soon as possible, after 1:00 PM, on the day of submittal deadline, preliminary results will be posted to
www.TacomaPurchasing.org.
If you believe your submittal was sent timely and was not read at bid opening, please contact
sendbid@tacoma.gov immediately.
Solicitation Documents: An electronic copy of the complete solicitation documents may be viewed and
obtained by accessing the City of Tacoma Purchasing website at www.TacomaPurchasing.org.
* Register for the Bid Holders List to receive notices of addenda, questions and answers and related updates.
* Click here to see a list of vendors registered for this solicitation.
Pre-Proposal Meeting: A pre-proposal meeting will be held on Friday, October 16, 2026, at the Tacoma
Municipal Building, 747 Market Street, Tacoma, WA 98402 at 9 am.
Project Scope: The City of Tacoma is seeking proposals so that all Qsys/Audio Visual/TV
Broadcast/Granicus/Zoom Equipment can be operated by one person for meeting coverage in a redesigned
control room that better utilizes the space available and is ergonomically correct and maximizes the use of the
space. Working with TV Tacoma staff through multiple design phases to accomplish a final design that we
Form No. SPEC-040C Revised: 06/03/2024
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agree fulfills our needs and includes build plans with labeled line drawings. Some new equipment might be
necessary, but we intend to utilize as much of the existing equipment as possible.
Estimate: $350,000
Paid Sick Leave: The City of Tacoma requires all employers to provide paid sick leave in accordance with
State of Washington law.
Americans with Disabilities Act (ADA Information: The City of Tacoma, in accordance with Section 504 of
the Rehabilitation Act (Section 504) and the Americans with Disabilities Act (ADA), commits to
nondiscrimination on the basis of disability, in all of its programs and activities. Specification materials can be
made available in an alternate format by emailing the contact listed below in the Additional Information section.
Title VI Information:
"The City of Tacoma" in accordance with provisions of Title VI of the Civil Rights Act of 1964, (78 Stat. 252, 42
U.S.C. sections 2000d to 2000d-4) and the Regulations, hereby notifies all bidders that it will affirmatively
ensure that in any contract entered into pursuant to this advertisement, disadvantaged business enterprises
will be afforded full and fair opportunity to submit bids in response to this invitation and will not be discriminated
against on the grounds of race, color, national origin in consideration of award.
Additional Information: Requests for information regarding the specifications may be obtained by contacting
Hailey Erichsen by email to Herichsen@tacoma.gov.
Protest Policy: City of Tacoma protest policy, located at www.tacomapurchasing.org, specifies procedures for
protests submitted prior to and after submittal deadline.
Meeting sites are accessible to persons with disabilities. Reasonable accommodations for persons with
disabilities can be arranged with 48 hours advance notice by calling 253-502-8468.
Form No. SPEC-040C Revised: 06/03/2024
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TABLE OF CONTENTS
SUBMITTAL CHECK LIST ......................................................................................................... 5
1. BACKGROUND .................................................................................................................. 6
2. MINIMUM REQUIREMENTS .............................................................................................. 6
3. CONTRACT TERM ............................................................................................................. 7
4. CALENDAR OF EVENTS ................................................................................................... 7
5. INQUIRIES ......................................................................................................................... 7
6. PRE-PROPOSAL MEETING............................................................................................... 8
7. DISCLAIMER ...................................................................................................................... 8
8. EVALUATION CRITERIA .................................................................................................... 8
9. CONTENT TO BE SUBMITTED ......................................................................................... 9
10. RESPONSIVENESS .....................................................................................................10
11. ACCEPTANCE / REJECTION OF SUBMITTALS ..........................................................10
12. CONTRACT OBLIGATION ............................................................................................11
13. STANDARD TERMS AND CONDITIONS ......................................................................11
14. INSURANCE REQUIREMENTS ....................................................................................11
15. PARTNERSHIPS ..........................................................................................................11
16. COMMITMENT OF FIRM KEY PERSONNEL ...............................................................11
17. AWARD .........................................................................................................................12
18. ENVIRONMENTALLY PREFERABLE PROCUREMENT ..............................................12
19. PROPRIETARY OR CONFIDENTIAL INFORMATION ..................................................12
20. ADDENDUMS ...............................................................................................................13
21. LEAP REQUIREMENTS................................................................................................13
22. EQUITY IN CONTRACTING .........................................................................................13
APPENDIX A - Technical Specifications ...................................................................................14
APPENDIX B - Submittal Packet ..............................................................................................19
APPENDIX C - City of Tacoma Forms......................................................................................23
Request for Proposal Specification No. CM26-0156F
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SUBMITTAL CHECK LIST
This checklist identifies items to be included with your submittal. Any submittal received without
these required items may be deemed non-responsive and not be considered for award.
Submittals must be received by the City of Tacoma Purchasing Division by the date and time
specified in the Request for Proposal page.
The following items make up your submittal package:
One electronic copy of your complete submittal package
Signature Page (Appendix B)
Price Proposal Form (Appendix B)
Information in Section 9 (Content To Be Submitted)
Record of Prior Contracts (Appendix B)
After award, the following documents will be executed:
Services Contract (Sample in Appendix C)
Certificate of Insurance and related endorsements (Appendix C)
Request for Proposal Specification No. CM26-0156F
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1. BACKGROUND
The vendor will be asked to redesign the control room to maximize the space and to allow for a
single staff member to operate all of the Audio Visual and Television equipment in support of
meetings in the Council Chambers.
To learn more about the City of Tacoma, visit tacoma.gov
The City anticipates awarding 1 Service Contract.
Submittals submitted and/or the selected Consultant(s) may be used for projects of similar type
and scope at the sole discretion of the City for up to one year.
2. MINIMUM REQUIREMENTS
A. Vendor Qualifications & Experience
* Proven Track Record: Minimum of five (5) years of continuous experience in the
design, integration, and commissioning of broadcast, municipal, or high-end AV
control rooms.
* Municipal Experience: Successful completion of at least three (3) similar projects
for local government councils, municipalities, or public legislative bodies within the
last 5 years.
* Lead Engineer Certification: The primary system designer or lead engineer must
hold a current AVIXA Certified Technology Specialist-Design (CTS-D) or CTS-
Installation (CTS-I) credential.
* Manufacturer Partnerships: Authorized integrator status and current certifications
for all core specified hardware (e.g., Crestron, Q-SYS, Ross Video, Blackmagic
Design, Biamp).
B. Core Technical Capabilities
* Broadcast & Streaming Integration: Demonstrated ability to build systems
supporting simultaneous multi-camera switching, live web-streaming (e.g., Zoom,
TEAMS, etc.)
* Advanced Audio Management: Deep expertise in configuring Digital Signal
Processors (DSP) to manage multi-microphone discussion systems, automated
acoustic echo cancellation (AEC), and assistive listening systems (ALS).
* Automated PTZ Tracking: Capability to integrate programmatic PTZ camera
tracking triggered by microphone activation (e.g., Shure, Bosch, or Televic
conference systems)
* Control UI Design: Ability to design intuitive, customized touchpanel interfaces
tailored for both technical operators and non-technical staff.
C. Engineering & Compliance Standards
* Broadcast Regulations: Systems must comply with all local broadcast and
telecommunications laws, outputting standard broadcast signals (e.g., 1080/60fps or
4K UHD via SMPTE ST 2110 or 12G-SDI).
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* Network Security: Adherence to strict municipal IT standards, including support for
IEEE 802.1X network authentication, VLAN isolation, and secure remote
management protocols.
D. Project Management & Quality Assurance
* Comprehensive Documentation: Delivery of complete Design schematics,
including line-to-line CAD/Visio wiring diagrams, rack elevations, IP Address.
3. CONTRACT TERM
The contract will be for a one-year period with the option to renew the contract for one additional
one-year term. The City reserves the right to cancel the contract for any reason, by written
notice, as stipulated in the contract.
4. CALENDAR OF EVENTS
This is a tentative schedule only and may be altered at the sole discretion of the City.
Contract may be issued after City Council approval.
The anticipated schedule of events concerning this RFP is as follows:
Pre-Proposal On-site meeting: 10/16/2026
Pre-Submittal Questions: 10/19/2026
Response to Questions (on or about): 10/21/2026
Submittal Due Date: 10/27/2026
Interviews/presentations (on or about): 11/6/2026
Award Recommendation (on or about): November/December 2026
5. INQUIRIES
5.1 Questions should be submitted to the Senior Contracting and Procurement Specialist via
email to Herichsen@tacoma.gov. Subject line to read:
CM26-0156F - Council Chambers Control Room Redesign - VENDOR NAME
5.1 Questions are due by 3 pm on the date included in the Calendar of Events section.
5.2 Questions marked confidential will not be answered or included.
5.3 The City reserves the discretion to group similar questions to provide a single answer or
not to respond when the requested information is confidential.
5.4 The answers are not typically considered an addendum.
5.5 The City will not be responsible for unsuccessful submittal of questions.
Request for Proposal Specification No. CM26-0156F
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5.6 Written answers to questions will be posted alongside the specifications at
www.tacomapurchasing.org
6. PRE-PROPOSAL MEETING
6.1 The Pre-Proposal meeting will occur on Friday, October 16, 2026, from 9 am to 11 am at
the Tacoma Municipal Building, 747 Market Street (First Floor - Council Chambers),
Tacoma, WA 98402. This is an In-person meeting only.
6.2 Questions and request for clarifications of the specifications may be submitted as stated in
the inquiries section.
7. DISCLAIMER
The City is not liable for any costs incurred by the Respondent for the preparation of materials,
or a submittal submitted in response to this RFP, for conducting any presentations to the City, or
any other activities related to responding to this RFP, or to any subsequent requirements of the
contract negotiation process.
8. EVALUATION CRITERIA
A Selection Advisory Committee (SAC) will review and evaluate submittals. The scoring criteria
is indicated in the table below.
Criteria Max Points
Qualifications/Experience of Firm 30
Examples of Projects / Client References 30
Final Design Cost/Estimated Time/Fees and Charges 15
Qualifications / Experience of Key Personnel 25
Total 100
After the evaluation, the SAC may conduct interviews of the most qualified Respondents before
final selection.
8.1 The SAC may select one or more respondent to provide the services required.
8.2 The SAC may use references to clarify information in the submittals and interviews, if
conducted, which may affect the rating. The City reserves the right to contact references
other than those included in the submittal.
8.3 A significant deficiency in any one criteria is grounds for rejection of the submittal as a
whole.
Request for Proposal Specification No. CM26-0156F
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9. CONTENT TO BE SUBMITTED
This section represents 100% of the possible scoring criteria.
Proposals should formatted as 8 12" x 11". A "page" is defined as one single-side of a document
that has written text or graphics. The font should be Times New Roman or Arial with font size no
smaller than 11 and the margins shall be 0.75" or greater. Submittals should be limited to a
maximum of 10 pages, double-sided, or 20 pages total, excluding any required forms or
resumes. All pages that exceed the specified page limit will not be part of the evaluation.
A full and complete response to each of the "CONTENT TO BE SUBMITTED" items is expected
in a single location; do not cross reference to another section in your submittal.
Information that is confidential must be clearly marked and provide an index identifying the
affected page number(s) and locations(s) of such identified materials. See Section 1 of the
Standard Terms and Conditions - Solicitation 1.06 for Public Disclosure: Proprietary or
Confidential Information.
Respondents are to provide complete and detailed responses to all items below. Submittals that
are incomplete or conditioned in any way that contain alternatives or items not called for in this
RFP, or not in conformity with law, may be rejected as being non-responsive. The City will not
accept any submittal containing a substantial deviation from the requirements outlined in this
RFP.
Submittals should present information in a straightforward and concise manner, while ensuring
complete and detailed descriptions of the respondent's/team's abilities to meet the requirement
of this RFP. Emphasis will be on completeness of content. The written submittals should be
prepared in the sequential order as outlined below.
The City reserves the right to request clarification of any aspect of a firm's submittal or request
additional information that might be required to properly evaluate the submittal. A firm's failure to
respond to such a request may result in rejection of the firm's submittal. Firms are required to
provide responses to any request clarification within two (2) business days.
Requests for clarification or additional information shall be made at the sole discretion of the
City. The City's retention of this right shall no way diminish a Proposer's responsibility to submit
a submittal that is current, clear, complete and accurate.
9.1 Qualifications/Experience of Firm - 30 points
Describe your company's ability to provide the service requested in either a word document or
a PowerPoint presentation or both.
9.2 Examples of Projects / Client References - 30 points
Describe three projects similar in scope and complexity that were completed by your firm
during the last five (5) years to this project's scope of work. Provide three client references
Request for Proposal Specification No. CM26-0156F
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able to verify the firm's overall expertise for this type of work. The references must have
worked with the firm within the past five (5) years. Provide complete information such as name
of company, contact person, address, phone number, and email address.
9.3 Final Design Cost/Estimated Time/Fees and Charges - 15 points
Provide a final design cost and estimated time to delivery final design as well as a list of fees
and charges on the price proposal sheet.
9.4 Qualifications / Experience of Key Personnel - 25 points
List key personnel that will handle the project. The personnel listed must be committed to this
project for the expected term of the agreement. Include a brief bio or resume outlining the
experience of the key personnel that will be involved.
The City reserves all rights to begin contract negotiations without conducting interviews.
Respondents must be available to interview within three business days' notice.
10. RESPONSIVENESS
Respondents agree their submittal is valid until a contract(s) has been executed.
All submittals will be reviewed by the City to determine compliance with the requirements and
instructions specified in this RFP. The Respondent is specifically notified that failure to comply
with any part of this RFP may result in rejection of the submittal as non-responsive. The City
reserves the right, in its sole discretion, to waive irregularities deemed immaterial.
The final selection, if any, will be that submittal which, after review of submissions and potential
interviews, in the sole judgement of the City, best meets the requirements set forth in this RFP.
11. ACCEPTANCE / REJECTION OF SUBMITTALS
Respondents are advised that the City reserves the right to cancel award of this Contract at any
time before execution of the Contract by both parties if cancellation is deemed to be in the City's
best interest. In submitting a Submittal, Respondents agree that the City is not liable for any
costs or damages for the cancellation of an award.
The City reserves the right and holds at its discretion the following rights and options:
* To waive any or all informalities
* To award one or more contracts
* To not award a contract
* To issue subsequent solicitation
Request for Proposal Specification No. CM26-0156F
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