Audio Visual Supply and Support Services
| Location: | British Columbia |
|---|---|
| Posted: | Dec 9, 2025 |
| Due: | Jan 13, 2026 |
| Agency: | City of Coquitlam |
| Type of Government: | State & Local |
| Category: |
|
| Solicitation No: | RFP 25-112 |
| Publication URL: | To access bid details, please log in. |
| Bid Number: |
RFP 25-112
|
| Bid Title: |
Audio Visual Supply and Support Services
|
| Category: | Current Bid Opportunities |
| Status: | Open |
|
Attachment Preview
City of Coquitlam
RFP No. 25-112 – Audio Visual Supply and Support Services
City of Coquitlam
Request for Proposals
RFP No. 25-112
Audio Visual Supply and Support
Services
File #: 03-1220-20/25-112/1 Doc #: 5972290.v1
Page 1 of 12
City of Coquitlam
RFP No. 25-112 – Audio Visual Supply and Support Services
TABLE OF CONTENTS
1. KEY DATES ..............................................................................................................................3
2. PROCUREMENT REQUIREMENTS, GUIDELINES, AND TERMS & CONDITIONS.................3
3. DEFINITIONS .........................................................................................................................4
4. INSTRUCTIONS TO PROPONENTS .......................................................................................5
Acknowledgement .............................................................................................................5
Purpose ............................................................................................................................... 5
Proposal Submission .........................................................................................................5
Prices ................................................................................................................................... 5
Requested Departures ......................................................................................................5
Evaluation Criteria .............................................................................................................5
5. SCOPE OF SERVICES...............................................................................................................8
Scope of Work ....................................................................................................................8
Site Control and Organization ........................................................................................12
Protection of Public .........................................................................................................12
PROPOSAL SUBMISSION FORM
File #: 03-1220-20/25-112/1 Doc #: 5972290.v1
Page 2 of 12
City of Coquitlam
RFP No. 25-112 – Audio Visual Supply and Support Services
1. KEY DATES
RFP Issue Date
Deadline for Questions
Send questions to: bid@coquitlam.ca
referencing the RFP name and number.
Submission Deadline
Tuesday, December 9, 2025
2:00 PM (local time)
Friday, January 9, 2026
2:00 PM (local time)
Tuesday, January 13, 2026
Please Note: The Procurement Department at City Hall will be closed at 12:00 PM on
Wednesday, December 24, 2025 and reopen at 08:00 AM on Friday, January 02, 2026.
Inquiries will not be reviewed until January 02, 2026. City Service Operations will remain in
full service.
2. PROCUREMENT REQUIREMENTS, GUIDELINES, AND TERMS & CONDITIONS
All applicable requirements, guidelines, and terms and conditions for City procurement
processes including, but not limited to, RFPs, RFIQs, and RFIs etc. are available on the
City’s website under City Purchasing Information.
To be eligible for the award, the City requires only the successful Proponent to agree to
and have the following in place before providing any Goods or Services. The applicable
requirements to this process are:
a) Instructions to Proponents
b) City Standard Terms and Conditions - Purchase of Goods and Services
Do Not Submit – The items below are not required as part of this RFP Proposal. The
City will request this documentation from the successful Proponent prior to
entering into an agreement for Services.
c) Commercial General Liability (CGL) insurance $5M coverage provided on the City's
Certificate of Insurance – Contractor Form
d) Be registered and provide WorkSafeBC clearance; upon request, the City may
request an employer report
e) A City of Coquitlam or Tri Cities Intermunicipal Business License is required for
any Contractor performing Work within the City or if their office is located within
the City, excluding delivery-only services
File #: 03-1220-20/25-112/1 Doc #: 5972290.v1
Page 3 of 12
City of Coquitlam
RFP No. 25-112 – Audio Visual Supply and Support Services
3. DEFINITIONS
“Agreement” “Contract” means the City Purchase Order that will be issued to
formalize the Contract with the successful Proponent through negotiation process with
the City based on the Proposal submitted and will incorporate by reference the Request
for Proposals, the Terms and Conditions of Contract included in this RFP, any additional
subsequent information, any addenda issued, the Proponent’s response and
acceptance by the City.
“City” “Owner” means City of Coquitlam.
“Contractor” means the person(s) firm(s) or corporation(s) appointed by the City to
carry out all duties, obligations, work and services described in the Request for Proposal
and all associated documentation, which may also include mutually agreed revisions
subsequent to submission of a Proposal. Both “Contractor” and “Proponent” are
complementary in terms of duties, obligations and responsibilities contemplated at the
Request for Proposals stage, through evaluation process, execution and performance
of the services and Works.
“Price” means the amount that will be paid by the City to the Contractor for delivery
and acceptance of goods and Services.
“Project Manager” means the City staff member appointed to coordinate the Work.
“Proponent” means responder to this Request for Proposals.
“Proposal” means the submission by the Proponent.
“Request for Proposals” “RFP” shall mean and include the complete set of documents,
specifications and addenda incorporated herein, and included in this Request for
Proposals.
“Services” “Work” “Works” means and includes the provision by the successful
Proponent of all services, duties, and expectations as further described in this RFP. This
will also mean the whole of the Work, tools, materials, labour, equipment, travel, and all
that is required to be done, furnished and performed by the Contractor.
“Shall” “Must” “Will” “Mandatory” means a requirement that must be met.
“Supply” “Provide” shall mean supply and pay for and provide and pay for.
File #: 03-1220-20/25-112/1 Doc #: 5972290.v1
Page 4 of 12
City of Coquitlam
RFP No. 25-112 – Audio Visual Supply and Support Services
4. INSTRUCTIONS TO PROPONENTS
Acknowledgement
The City acknowledges with gratitude and respect that the name Coquitlam was derived
from the hən̓ q̓ əmin̓ əm̓ (HUN-kuh-MEE-num) word kʷikʷəƛ̓ əm (kwee-KWET-lum)
meaning “Red Fish Up the River”. The City is honoured to be located on the kʷikʷəƛ̓ əm
traditional and ancestral lands, including those parts that were historically shared with
the q̓ ic̓ əy̓ (kat-zee), and other Coast Salish Peoples.
Purpose
The City of Coquitlam requests Proposals from professional, qualified, experienced
companies for the provision of Audio Visual Supply and Support Services. Refer to
Section 5, Scope of Services for further details.
Proposal Submission
Proponents should complete and submit the information requested in this RFP
document on the Proposal Submission.
Prices
Prices shall be all-inclusive and stated in (Canadian Funds). Prices shall remain FIRM for
the completion of the Services.
Prices shall include the provision of all tools, materials, equipment, labour,
transportation, fuel, supervision, management, overhead, materials, traffic control,
services, all necessary packing and crating (where applicable), Canadian Customs
import and export duties, freight, handling, insurance, all other associated or related
charges, foreign, federal, provincial and municipal taxes, bonding costs, all licences,
permits, inspections and all other requirements necessary for the commencement,
performance and completion of Services as described.
Taxes are to be shown separately at time of invoicing.
The lowest price of any Proposal will not necessarily be accepted but will be analyzed to
determine best overall value.
Requested Departures
The Proponent acknowledges that the departures requested in the Proposal
Submission Form will not form part of the Contract unless and until the City specifically
consents in writing to any of them. The City may not consider any departures not stated
in the Proponent’s Proposal Submission.
Evaluation Criteria
a) Instructions for Proposal Submission and Attachment Referencing
The City uses Microsoft Word to streamline the transfer of Proponent
information into an evaluation document. Responses on the Proposal
File #: 03-1220-20/25-112/1 Doc #: 5972290.v1
Page 5 of 12
This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.
Daily notification on new contract opportunities
With GovernmentContracts, you can:
- Find more opportunities and win more business
- Receive daily alerts for all new bid opportunities
- Get contract opportunities matched to your business
See also
...Printing and Photographic and Audio and Visual Equipment and Supplies Multi-Use List 2023-03-15 ...
Government of British Columbia
Bid Due: 4/25/2028
...Commodities: Photographic services Printing and Photographic and Audio and Visual Equipment... / Amendment ...
Government of British Columbia
Bid Due: 11/30/2026
...Printing and Photographic and Audio and Visual Equipment and Supplies Multi-Use List 2023-03-15 ...
Government of British Columbia
Bid Due: 4/25/2028
* Disclaimer: Information regarding bids, requests for proposals (RFPs), or requests for qualifications (RFQs) is provided on this website only for convenience and does not constitute official public notice. Persons wishing to respond to or inquire about bids, RFPs, or RFQs should contact the appropriate government department.