Request for Proposals for AV Production Services for the Precinct Black Box Theater

REQUEST FOR PROPOSALS
Dublin Arts Center is seeking AV Production Services for Precinct
Black Box Theater
City of Dublin
Proposals must be received by: May 8, 2026, by 4:00 PM (Pacific Standard Time)
City of Dublin, Parks and Community Services
100 Civic Plaza
City of Dublin, CA 94568
Attn: Ben Keisic | Dublin Arts Center
(925) 556-4558
ben.keisic@dublin.ca.gov
Proposals will be evaluated on the following: a) responsiveness to the Request for Proposal questions, b)
experience of the company, c) experience and qualifications of the assigned individuals d) satisfaction of
previous clients and e) cost of providing the services for this project.

Request for Proposal
For
AV Production Services
Overview
The City of Dublin is currently in the process of refurbishing an existing facility, transforming it into a vibrant
Cultural Arts Center. The new Dublin Arts Center (DAC) is expected to open in fall of 2026. The DAC will be
operated by the City of Dublin's Parks and Community Services Department and will serve as the hub of Cultural
Arts programming. The DAC is an approximately 13,500 square-foot facility that will feature a black box theater,
an art gallery, an arts and crafts classroom, a mixed media classroom, an arts yard, a ceramics studio, a
dance/fitness studio, a music room, and a small catering kitchen.
The DAC is a City-operated cultural facility with year-round programming, including performances, rehearsals,
classes, community rentals, and special events. The City is seeking a qualified AV production partner capable of
supporting both individual productions and the ongoing operational needs of a municipal black box theater.
Services may range from basic technical support to full production services, depending on event scope.
The DAC will focus on the arts and become a true cultural asset in Dublin. Ideally, it will be a place where
children, young people, adults, and seniors can meet to engage with people of similar interests. In addition to
exhibitions in the art gallery and small-scale performances in the black box theater, the DAC will offer
programming for all ages, including photography, painting, ceramics, creative writing, filmmaking, drama, music,
sculpture/3D art, and crafts.
Named to commemorate the old Police Services wing of the Civic Center, the Precinct Black Box Theater is
approximately 2,000 square feet, and expected to support a variety of productions, rehearsals, and events for
smaller-scale performances of up to 150 people.
Project Description
The City of Dublin is looking for a qualified contractor to provide AV production services for the Precinct Black
Box Theater related to sound and lighting equipment. The theater will be equipped with basic sound and lighting
equipment, but additional equipment may be needed depending on the production/show. Theater shows are
being planned for, but not limited to, evenings and weekends.
Interested companies should submit a proposal that includes all associated costs for a single day event that
meets and/or exceeds the following quote specifications for sound and lighting equipment for the Precinct Black
Box Theater. The City anticipates a mix of performances, rehearsals, community rentals, and City-sponsored
events throughout the year; however, no minimum number of events or service hours is guaranteed. Services
will be requested on an as-needed basis and may vary in scope and frequency depending on programming and
operational needs.

Scope of Work
Bidding contractor will provide AV production services for the Precinct Black Box Theater located in the Dublin
Arts Center:
Not all services listed below may be required for every event. Staffing levels, equipment needs, and technical
support will vary based on the type, scale, and complexity of each event.
House System Integration & Technical Operations
* Technical operations of the Precinct Black Box Theater.
* Demonstrated experience operating permanent AV systems in a theater or municipal facility
environment.
* Ability to operate and integrate with the City's installed AV systems, including Extron-based control
interfaces, audio routing, lighting control, and video distribution.
* Willingness to learn and document Dublin Arts Center-specific workflows and system configurations as
needed.
* Coordinate with City IT and facilities staff when system troubleshooting or updates are required.
* Ability to route sources, wireless microphones, and display active listening systems when needed.
* Operate a greenroom intercom and programing feed.
* Working knowledge of lighting controls.
* Minimal video routing via Extron GUI.
Production, Performance, & Event Support
* Set up and break down any floor AV equipment as needed.
* Provide any extra AV, lighting, or musical equipment, as necessary.
* Provide technicians to operate AV equipment during scheduled productions/shows.
* Designing and executing lighting schemes to enhance performances, create atmosphere, and highlight
key moments on stage. This includes the setup and operation of lighting fixtures, control boards, and
special effects lighting.
* Operation of video projection systems for displaying visual elements such as backdrops, scenery, or
multimedia content. This may involve screens, video playback systems, and video switching equipment.
* Operate large-format lighting board and program DMX lighting as needed.
Rehearsals, Cueing, & Technical Coordination
* Coordination of technical aspects during rehearsals and performances, including cueing of lighting and
sound effects, ensuring smooth transitions between scenes, and troubleshooting technical issues as they
arise.
* Collaborating with set designers to integrate AV elements seamlessly into the stage design.
* Providing ongoing technical support and assistance to performers, directors, and production staff
throughout the rehearsal and performance process.
* Recording performances for archival purposes or live streaming, including capturing audio, video, and
other multimedia elements for later distribution or review.
* Implementation of special effects such as fog machines, strobe lights, or automated rigging systems to
enhance the theatrical experience and create memorable moments for audiences.

* Working closely with directors, producers, and other members of the production team to understand
their vision and technical requirements, and to contribute creative solutions to achieve the desired
artistic outcome.
City Programming, Rentals, & Community Use
* Support City-operated programming, rentals, rehearsals, and special events in addition to ticketed
performances.
* Coordinate with City staff regarding event schedules, load-in/load-out procedures, and facility use
protocols.
* Adapt technical support levels based on event scale, including reduced staffing for rehearsals or
community use when appropriate.
* Provide guidance and best practices to support efficient use of the black box theater by performers,
instructors, and community groups.
Availability, Responsiveness, & Staffing
* Ability to provide services during evenings and weekends, as required by performance schedules.
* Availability for advance rehearsals, technical run-throughs, and day-of support.
* Clear identification of primary and backup points of contact.
* Description of response time expectations for last-minute changes or technical issues.
* Perform regular system testing to identify and resolve issues before events with normal business hours.
* Trouble shoot and resolve any audio, Dante, video, or control issues with minimal or remote assistance
with IT Department.
Training, Documentation, & Collaboration
* Willingness to provide basic orientation or training to City staff on house systems and standard theater
configurations, as requested.
* Support documentation of common setups, signal flow, or operational best practices to improve long-
term facility efficiency.
* Demonstrated ability to work collaboratively with City staff, instructors, visiting artists, and community
partners.
* Coordinate with City AV Specialist to perform maintenance, repairs, and modify/improve theater system
calibration and workflow.
Existing Equipment
* Control room.
* Yamaha DM3-D Mixer.
* Five (5) wireless microphones.
* Five (5) zone pendant speakers and subwoofers.
* Video monitors in the control room and greenroom.
* Lighting
* Projector
* Screen

Dublin Arts Center Floor Plan

FEE WORKSHEET
Performance at The Precinct Black Box Theater
Qty Description Cost per hour
Staffing:
* Technician
* Production Manager
* Rehearsal / Technical Run - Through Support
Front-line Equipment
* extra microphones
* music stands
*
Lighting
* Up-lighting for musicians
* Spotlight
* Gobo lights
* Lighting packages
*
Any other service or equipment offered
(please describe) Other Fees $
TOTAL $

Process and General Conditions
Proposers shall submit one electronic copy (PDF) by email to:
Name: Ben Keisic
Title: Parks and Community Services Manager
100 Civic Plaza
Dublin, CA. 94568
Phone: (925) 556-4558
email: ben.keisic@dublin.ca.gov
Schedule for RFP Process
March 6, 2026, RFP issued.
April 22, 2026, Deadline for questions related to the RFP and the scope of work.
April 24, 2026, Final Addenda will be shared answering related questions to this RFP (if
needed).
May 8, 2026, Proposals are due no later than 4:00 PM, via email ben.keisic@dublin.ca.gov
Late submittals will not be accepted.
June 2026, Council consideration /approval if required.
July 1, 2026, Award Contract / Agreement Begins.
(Tentative dates, subject to change)
RFP Submittal Requirements
Prepare and organize your proposal based on the requirements provided below. Any other information you
would like to include should be placed in a separated section at the back of your proposal.
Interested contractors are requested to submit one (1) electronic copy of their Proposal as follows:
1. A cover letter not to exceed one page, describing the contractor's interest and commitment to perform
work necessary to provide AV production services for the Precinct Black Box Theater. The person
authorized by the company to negotiate a contract with the City of Dublin shall sign the cover letter.
Please include this cover letter within document and not as a separate page.
2. State the qualifications and experience of the company. Please emphasize the specific qualifications and
experience with similar projects.

3. Provide at least three references (names and current phone numbers and e-mail addresses) from recent
work (previous five years) like the services outlined in this request for proposal. Include a brief
description of the work performed and the role your company performed.
4. List of key staff members, including identification of the primary point-of-contact.
5. Describe your experience operating and integrating with permanent AV systems in a municipal or
performing arts facility.
6. Provide a breakdown of rates for services and fees. Included in this RFP is a sample fee worksheet. The
volume of productions/shows each year is currently unknown, please approach this as a one-time show.
It is appropriate to provide a provision of additional scenarios along with associated fees and costs.
7. Provide a list of other equipment or services with rates you may offer that would benefit or enhance the
black box theater experience.
8. Provide confirmation of your firm's ability to meet the City's Standard Contractor Service Agreement
and insurance requirements. Exceptions to the Agreement and insurance requirements shall be
specifically noted in the Proposal.
Standard Contractor Service Agreement:
It is anticipated that the services covered by the Agreement resulting from this solicitation will be performed on
an on-call basis and for a specified scope of work. The term of the agreement will begin July 1, 2026.
A sample of the City's Standard Contractor Service Agreement (Agreement), including insurance requirements, is
provided as Attachment A.
If the proposer desires to take exception to the Agreement and/or insurance requirements, the interested
company 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 company 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 company'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 RFP as well as
current and future commitments to other projects.
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:
Automobile Liability Insurance $2,000,000
Commercial General Liability Insurance $2,000,000
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. Informal interviews may be conducted by City
staff, and may include more than one company 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 if necessary.
The City reserves the right to award a contract to the company 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 Contractor
Submitted Proposals will be evaluated and scored using the following criteria:
* Responsiveness and completeness of the proposal.
* Experience providing AV production services in small to mid-scale theaters or municipal cultural
facilities.
* Qualifications and experience of assigned personnel relative to the Dublin Arts Center's operational
needs.
* Demonstrated ability to integrate with permanent AV systems and work collaboratively with City staff.
* Satisfaction of previous clients, particularly public agencies or community venues.
* Cost effectiveness and clarity of proposed rates and scenarios.