This is a service / maintenance or supply contract in San Marino, California. Contact the soliciting agency for additional information.

The project includes audio visual consulting services for two separate locations; the San Marino City Hall Council Chambers (2200 Huntington Drive) and the San Marino Community Center (1800 Huntington Drive). Each location and its scope of work is identified as Task 1 and Task 2, respectively, in the RFP. Submittal of Written Questions Deadline: September 20, 2024, 5:00pm. Final Response to Questions or Posting of Final Addendum: September 25, 2024. Definition of Terms This section contains definitions that are used throughout this RFQ/RFP, including appropriate abbreviations as indicated. "Addendum/Addenda" is any and all amendments to this RFQ/RFP and any and all responses to written questions regarding this RFQ/RFP issued by the City in a written format and incorporated by reference into this RFQ/RFP. "Designer" is an individual, firm, partnership, corporation, consortium, joint venture, or other entity that is a potential Respondent to this RFQ/RFP. "Design Services" are the services to be provided by the Designer, as further detailed in the Scope of Services. "Distribution List" is the list of interested parties to be used for the distribution of any and all Addenda prepared by City. "City" or "Owner" is the City of San Marino. "Professional Services Agreement" or "PSA" is the Professional Services Agreement, including Appendices, attached to this RFQ/RFP, to be executed by City and the Selected Respondent. "Project Manager" is any person authorized by City to manage or administer the RFQ/RFP process and to whom all communications, both written and oral, shall be directed during the RFQ/RFP issuance, evaluation and selection process. "Project" is the City's Audio Visual Consulting Services for Meeting Space Enhancements project, more particularly described in this RFQ/RFP. "Qualification" is a written response to this RFQ/RFP, including all exhibits, supplementary materials, and attachments thereto, pursuant to the requirements set forth in this RFQ/RFP. "Request for Qualifications/Proposals" or "RFQ/RFP" is any and all documents comprising this RFQ/RFP package, including those documents and attachments hereto and any and all Addendum/Addenda which City may issue. "Respondent" is an individual, firm, partnership, corporation, consortium, joint venture, or other entity that chooses to submit a Proposal in response to this RFQ/RFP. "Selected Proposer" is a Respondent selected and approved by the City Council to execute the Professional Services Agreements. "Services" are the work, services, equipment and materials to be furnished by Selected Proposer under the Professional Services Agreement. Scope of Services Scope of services for the project shall generally include the following: Task 1: San Marino City Hall Council Chambers A/V Systems. Utilized for San Marino City Council meetings and other potential hearings or general gatherings (the following are approximations subject to design changes): Sound Reinforcement Technology The Sound Reinforcement System will be integrated with new system technology features allowing for high quality sound reproduction and reliable sound system performance. Council Chambers system replacement will include microphones, automatic mixing, individual speakers, and various new connection and distribution points. Note that the existing Sound Amplification systems will remain and integration to them is necessary. Ten (10) Desktop Gooseneck Microphones (tethered) Six (6) speakers in ceiling Two (2) wireless handheld microphones OFCI - new enhanced audio system must be integrated into existing amplification systems Video Presentation System Technology The video presentation system will allow for viewing of video playback, presentations, and general graphic content. PC hardwire connection points will be installed around various locations in the room to allow video presentations to be displayed on the large video screens. Three (3) PC connection points with HDMI inputs (two at the Dais and one at the back of the room) Large monitor display to be placed on the east wall Connection into current room camera for meeting streaming AV Control Systems A control and automation system will allow for programmed, preset operation and functionality. Several technology tools will be implemented and include Touch Screen Control Panels at several locations throughout the Council Chamber and over network interfaces. The goals for controlling the technology are to ensure multiple control points with simple, intuitive programming to allow for non-technical staff to operate all systems. One (1) Matrix Switcher/Controller/Director to process video and audio inputs and outputs for various sources and destinations respectively, including incoming feeds from PC connection points and processing to various outputs such as the large monitors and video conference screens at the dais. PC Connection HDMI, Audio, and Network Transmitters Task 2: San Marino Community Center A/V Systems. Utilized for community meetings, events, and general gathering: (the following are approximations subject to design changes): The City does not currently have the ability to live video stream its meetings at the Community Center. Integration of video presentation capabilities into existing sound and display systems is desired. Any new equipment must be compatible with existing the existing systems. Specifications of the existing system are included in Attachment B. The video presentation system will allow for viewing of video playback, presentations, streaming, and general graphic content. PC hardwire connection points will be installed to allow video presentations to be displayed on the large projector screen on the west wall of the multi-purpose room (Room 113). Video presentation should include two to three (2-3) HD camera(s) that can provide multiple angles of room and be centrally controlled by a user, including non-technical staff. City will appoint a Selection Committee to review and evaluate all Proposals; contact Respondents as required; request a Respondent to modify its proposed modifications to the Professional Services Agreement; and make recommendations regarding the selection of a Selected Respondent. The Selection Committee may consist of City staff and others designated by City. City reserves the right, in its sole discretion, to waive minor irregularities, and to waive mandatory requirements provided that all of the otherwise responsive Proposals fail to meet the same mandatory requirements and the failure to do so does not otherwise materially affect this RFQ/RFP and selection process. City reserves the right to modify or suspend any and all aspects of the selection process indicated in this RFQ/RFP, to waive any defects as to form or content of this RFQ/RFP, or to reject any or all Proposals. Evaluation Process During the evaluation process the Selection Committee may conduct independent research, request additional relevant information specific to the evaluation process, and seek assistance from reliable sources to clarify, explain, or otherwise participate in the evaluation process without issuing an Addendum. Proposals will not be ranked based solely on cost. The Selection Committee shall make its decision based on committee members' analysis and assessment of each Proposal's positive, neutral, and negative attributes. City reserves the right to conduct its own due diligence of the Respondents prior to selection of a Selected Respondent Interviews The City, in its sole discretion, may prepare a short list of Respondents for interviews. Respondents who are invited to attend an interview will be notified in writing. Only the actual personnel who will be responsible for the work should come to the interview. If requested by City, qualified Respondents may be required to present their Proposals to the Selection Committee and submit to oral questions. At the conclusion of the interview, the team will be given a problem. The team will return to the afternoon session on the same day to discuss their resolution to the problem. The Project Manager will schedule the interviews on or near Week of October 7, 2024, or at such other time and/or location indicated by City. Each Respondent should prepare a presentation not to exceed 30 minutes. Each Respondent is responsible for any special equipment required for the presentation. The total time allowed for each Proposal interview shall be 30 minutes, including set-up and questions and answers. The interviews shall be solely for the benefit of City and shall not be open to the public or to other Respondents. City reserves the right to visit any Respondent at their place of work and/or at projects the Respondent has completed. Selection Process Based on the results of the evaluation process, City staff will recommend a Respondent to the City Council. City staff will identify the Selected Respondent to be recommended to the City Council, and will use reasonable efforts to deliver a copy by to each Respondent who submitted Proposals no later than the business day after posting, although any delay or failure to do so will not extend the Proposal protest period described below. The City Council, in its sole discretion, may either approve, reject, or approve or reject with conditions, the Selection Committee's recommendations. City reserves the right to modify the Proposal criteria outlined in this RFQ/RFP. Respondents to this RFQ/RFP are instructed not to contact elected officials, City staff or members of the Selection Committee regarding the selection process. Efforts to lobby or influence individuals involved in this selection process may, at City's sole discretion, result in dismissal from further consideration.