Project Information

Bid Title

Request for Qualifications/Proposals for Audio Visual Equipment

Issuing Agency

City of Mailbu

Location

California

Published Date

Dec 19, 2025

Closing Date

Feb 5, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Bid Title:	Request for Qualifications/Proposals for Audio Visual Equipment
Category:	Professional Consulting
Status:	Open

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. 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. Publication Date/Time: 12/18/2025 4:00 PM Closing Date/Time: 2/5/2026 4:00 PM Submittal Information: Electronic file to be submitted - mpublicworks@malibucity.org Contact Person: For questions - Mario Reyna, mreyna@malibucity.org Qualifications: See RFQ/P Special Requirements: Mandatory Pre-Proposal meeting will be held on Thursday, January 15, 2026 at 9:00 AM. Related Documents: Request for Qualifications/Proposals for Audio Visual Equipment

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

2

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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Commodity Codes

• NAICS 238210Electrical Contractors and Other Wiring Installation Contractors
• NAICS 334310Audio and Video Equipment Manufacturing

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