City Council Chambers Integrated Audio-Visual System for Recording and Live-Streaming Public Meetings

The City of La Palma (“City”) is requesting proposals from qualified and experienced firms for the design, purchase, installation, and support of a professional-grade audio-visual system capable of recording and live-streaming public meetings in the Council Chambers. The solution must integrate with the City’s current agenda and streaming software (Civic Clerk and Zoom) and easily operable by non-technical staff.

This RFP is a step in the City’s procurement process to acquire the desired services and/or products at a competitive price. Firms responding to this RFP shall be prepared to deliver products and/or perform the work necessary to provide a complete “turnkey” solution, including but not limited to furnishing all labor, materials, equipment, tools, professional services and travel necessary to evaluate, upgrade, and implement a modernized audio-visual system for the Council Chambers. The project may not be limited to the following scope of work. Vendors are encouraged to make recommendations based on identified needs to ensure the successful completion of the project.

Please download the attached Request for Proposal document to review the scope of work, proposal requirements, and evaluation and selection process.

Background

La Palma City Council meetings are conducted in the Council Chambers at 7822 Walker Street, La Palma, CA 90623. The City’s current recording and streaming system consists only of audio components and lacks cameras/video capability. The primary objective of this project is to modernize the Council Chambers system to allow the City to record and live-stream video of City Council meetings and to enable two-way video public participation for remote attendees by integrating with the City's Civic Clerk and Zoom systems.

Project Details

• Department: Administrative Services
• Department Head: Joseph Cisneros (Deputy City Manager)

Important Dates

• Questions Due: 2026-05-14T19:00:00.000Z
• Pre-Proposal Meeting: 2026-05-11T17:00:00.000Z — La Palma City Hall, Council Chambers, 7822 Walker St., La Palma, CA 90623

Evaluation Criteria

• Responsiveness (10 pts) —

  Responsiveness to the instructions, requirments, and terms and conditions of the RFP.

• Overall project design and technical approach (10 pts)
• Understanding of Project Scope (10 pts) —

  Demonstrated understanding of the project scope and tasks to be completed.

• Qualifications and Experience (10 pts) —

  Project team's qualifications, expertise, credentials, licenses, and overall experience in carrying out the scope of service.

• Project Schedule (10 pts) —

  Demonstrated ability, capacity, and skill of the proposer to provide the services requested promptly, within the time specified (prior to August 1), within budget, and without delay or interference.

• References (10 pts) —

  Recent references from comparable clients.

• Project Cost (10 pts) —

  Whether the price is fair, reasonable, and competitive.

Submission Requirements

• Proposal Requirements (required) —

  Did you read through and confirm that you met all of the proposal requirements including the sections:

  1. Scope of the Request for Proposal

  2. Proposal Content and Organization
  3. Special Conditions
• Proposal Documents (required) —

  Please Upload your COMPLETE Proposal here, which includes the following:

  1. Cover Letter
  2. Project Team and Qualifications
  3. Scope of Services, Work Plan, and Schedule
  4. Client References and Work Product Examples
  5. Project Estimate and Fee Schedule
  6. Exceptions
• Proposal (including Cost Proposal) (required) —

  Please Upload your COMPLETE Proposal here. Fee proposal should be included in your proposal.

• Separate Cost Proposal (required) —

  Confirm that your fee proposal is not attached in your Proposal and is attached separately here.

• Bid Bond (required) —

  Each bid shall be accompanied by a certified cashier’s check, or bid bond, in the amount of XXXXXof the total bid price, payable toCity of La Palma, as a guarantee that the bidder, if its bid is accepted, will promptly execute the Agreement. The bidder shall guarantee the total bid price for a period of 60 days from the date of the bid opening.

  Please scan and upload a copy of your bid bond/cashier's check. Bidder must also MAIL bid guarantee with a postmarked date no later thanFriday, May 22, 2026 addressed to:

  City of La Palma
  Joseph Cisneros
  7822 Walker St
  La Palma,CA90623

  Please have the Bidder Name, Contract Title ("City Council Chambers Integrated Audio-Visual System for Recording and Live-Streaming Public Meetings"), and Contract Number ("TBD") listed clearly on the outside of the envelope.

• Contract Execution, Payment Bond, Performance Bond, and Certificate(s) of Insurance (required) —

  The contract shall be executed by the successful bidder and shall be returned, together with the Payment Bond, Performance Bond and Certificate(s) of Insurance to City of La Palma so that it is received within 14 working daysafter the bidder has received the contract for execution. Failure to do so shall be just cause for forfeiture of the proposal guaranty.

• Bid Bond (required) —

  Will this solicitation require a bid bond?

• Electronic Pricing Table (required) —

  Would you like to have bidders respond to an electronic pricing table through OpenGov?

  Some examples of of when to say "yes":

  1. This is a quote for goods or commodities
  2. This is a public works bid, with a pricing table that can be uploaded into OpenGov from an excel spreadsheet
  3. Seeking services for hourly rate schedules
• Separate Fee Proposal Upload (required) —

  If you are NOT using the Electronic Pricing Table option, will you want your bidder to separate a Price Proposal from the rest of their Response? You'll want to do this if you open your bids initially WITHOUT showing price, and then come back in after a technical evaluation to unseal pricing later.

• Evaluation Committee? (required) —

  Will there be an evaluation committee to review the proposals and score them based on weights and multiple criteria?