Request for Qualifications/Proposals for Audio Visual Equipment
| Location: | California |
|---|---|
| Posted: | Dec 19, 2025 |
| Due: | Feb 5, 2026 |
| Agency: | City of Malibu |
| Type of Government: | State & Local |
| Category: |
|
| Publication URL: | To access bid details, please log in. |
| Bid Title: |
Request for Qualifications/Proposals for Audio Visual Equipment
|
| Category: | Professional Consulting |
| Status: | Open |
|
Attachment Preview
CITY OF MALIBU
PUBLIC WORKS DEPARTMENT
REQUEST FOR QUALIFICATIONS/PROPOSALS FOR
AUDIO-VISUAL AND BROADCAST EQUIPMENT INSTALLATION AND INTEGRATION
DECEMBER 18, 2025
The Technical Qualifications Proposal must be submitted electronically and labeled:
“Request for Qualifications/Proposal
AUDIO-VISUAL AND BROADCAST EQUIPMENT INSTALLATION AND INTEGRATION”
All qualifications/proposals must be submitted on or before 4:00 p.m. on Thursday, February 5,
2026, to the following email:
mpublicworks@malibucity.org
Tatiana Holden, PE.
Assistant Public Works Director
City of Malibu
Public Works Department
23825 Stuart Ranch Road
Malibu, CA 90265
All questions regarding the Request for Qualifications/Proposals (RFQ/P) must be submitted in
writing. Please send all questions regarding this Request for Qualifications/Proposal in writing
via email to Mario Reyna, Information Systems Manager, at mreyna@malibucity.org.
REQUEST FOR QUALIFICATIONS/PROPOSALS FOR
AUDIO-VISUAL AND BROADCAST EQUIPMENT INSTALLATION AND INTEGRATION
TABLE OF CONTENTS
1. Project Background and Description
2. Proposal Submittal Guidelines
3. Technical Qualifications/Cost Proposal Format
4. Selection Procedure
5. Evaluation Criteria
6. Time Schedule
7. Inquiries
8. Scope of Work
ATTACHMENTS
Attachment A – Request for Proposal Terms and Conditions
Attachment B – Agreement for Professional Services
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REQUEST FOR QUALIFICATIONS/PROPOSALS
FOR
AUDIO-VISUAL AND BROADCAST EQUIPMENT INSTALLATION AND INTEGRATION
1. Project Background and Description
The City of Malibu, California is requesting proposals from qualified firms to provide
installation and integration of replacement audio-visual (A/V) and broadcast equipment
in Malibu City Hall’s Council Chambers, Multi-Purpose Room (MPR), and Senior Center.
Existing hardware and software are end-of-life and experience regular failures. A full
network replacement is necessary to ensure reliable functionality and accessibility for
daily operations.
The Malibu City Council Chamber is located within Malibu City Hall and operates as a multi-
use theater: serving as a public meeting space as well as a venue for special events, 298
maximum attendance size. Public meetings are held in hybrid format, utilizing Zoom for virtual
participation, and are livestreamed to YouTube and PEG channel, Malibu City TV. The Council
Chamber currently supports:
• Tightrope Cablecast VIO Lite*
• (4) Panasonic PTZ cameras and controller
• Blackmagic ATEM 1 M/E panel*
• Blackmagic ATEM 2 M/E Constellation*
• Extron scaling equipment and matrix switcher
• Teradek Cube encoder for YouTube streaming
• AMX automation system with touchscreen user-interface (UI)
• (7) Sennheiser ADN conference microphones
• (2) Shure wireless microphones
• (2) long-throw projectors
• (2) TV display panels for audience (55”)
• (1) confidence monitor (65”-75”)
• Lighting controlled through ETC Sensor 3 Power Control System using DMX
protocol
ADA listening assistance and closed captioning
*Noted equipment was recently updated and replacement is not necessary but must integrate
into the new system.
City Hall’s MPR and Senior Center frequently host classes, meetings, luncheons, and similar
events. The main function of its A/V system is presentation and display controls. The MPR and
Senior Center contain 2 projectors, 2 motorized projector screens, 2 TV display and 2 AMX
touchscreens. The spaces use a scaled down version of the same hardware and UI as the
Council Chambers.
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2. Proposal Submittal Guidelines
The City is requiring all proposals submitted in response to this RFQ/P to follow a specific
format. A cover letter guarantee that key personnel, or equally qualified replacements,
will be committed to perform the required tasks throughout the duration of the contract.
A cost schedule shall be included with the proposal submittal.
One electronic copy of the technical qualifications and cost proposal will be required with
each submission having been signed by the company official with the power to bind the
company in its proposal.
Technical Qualifications and Cost Proposals shall be submitted electronically to
mpublicworks@malibucity.org, but must be received no later than 4:00 p.m. on
Thursday, February 5, 2026. Proposals may be withdrawn prior to the established date
and time. No extensions will be granted.
A mandatory pre-proposal meeting is scheduled for Thursday, January 15, 2026 at 9:00
a.m.
All Technical Qualifications and Cost Proposals will become the property of the City of
Malibu and will be made available for public inspection after an award is made or
rejected.
3. Technical Qualifications/Cost Proposal Format
The Technical Qualifications shall be organized in the following sections to facilitate
review by the City. Consultants shall adhere to the page limit stated below. If additional
information is needed, it may be included in the Appendix. However, due to time
constraints, the City may not be able to review the items in the Appendix as thoroughly
as Sections a. through f.
Technical Qualifications shall be limited to a total maximum of fifteen (15) double sided
pages or thirty (30) single sided pages, all letter size. This total page limit may be split
across the Section a through f as deemed appropriate by the consultant. Large format
pages, including 11” x 17” pages, will be counted as two (2) pages.
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Technical Qualifications shall include the following:
a. Cover Letter/Executive Summary
Provide a cover letter/executive summary emphasizing the strong points of the
project team, qualifications, and experience. The cover letter/executive summary
shall include the name, address, telephone number, title and signature of the
firm’s contact person for this proposal, and state that the submittal is valid for 120
days. The cover letter constitutes certification by the consultant, under penalty
of perjury, that the consultant complies with nondiscrimination requirements of
the State and the Federal Government. The cover letter/executive summary shall
also include a statement by the consultant informing the City whether or not they
have any exceptions with the City’s terms and contract conditions stated in this
RFQ/P, including, but not limited to, insurance and the Agreement for Professional
Services, and stating that only those exceptions noted in the consultant’s proposal
will be subject to discussion and negotiation with the City. The cover
letter/executive summary shall be signed by a person with the official authority to
bind the company. An unsigned proposal or one signed by an individual
unauthorized to bind the consultant may be rejected.
b. Experience of Firm(s) and Individuals
Include summary descriptions of the company’s (or companies’) and individuals’
applicable experience, and resumes detailing their experience with the design,
installation, integration and support of audio-visual and broadcasting equipment
and systems and current technologies.
The consultant should have a minimum of ten (10) years of experience, and the
Resident Project Representative shall also have a minimum of ten (10) years of
experience in commercial audio-visual and broadcasting installation business.
Detailed resumes highlighting experience pertinent to this project should be
provided in an Appendix. These resumes will not be counted in the page limit.
c. Team Organization
Provide an organization chart of your team. Describe its organization, and the
responsibilities and level of commitment of individuals within the team. Identify
team’s “key” personnel members. Describe why each team member is proposed
for their respective positions or roles on the team.
Identify who will be the Project Manager responsible for services requested and
interaction with City staff. Provide the availability (in percentage) of each key
personnel that will be assigned to this contract.
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