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.
Overview
Request for Proposal
For
AV Production Services
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
This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.
