Active SLED Opportunity · CALIFORNIA · SANTAMONICA
AI Summary
The City of Santa Monica seeks proposals from qualified AV systems integrators for citywide integration, maintenance, and support services across multiple facilities. The RFP emphasizes experience, technical competence, cost, and quality control with detailed submission requirements and compliance mandates.
The City of Santa Monica (the “City”) is seeking proposals from qualified audio-visual (AV) systems integrators to provide comprehensive, citywide AV services in support of conference rooms, event spaces, and other City facilities.
The City of Santa Monica relies on audio-visual (AV) technology to support daily operations, public meetings, collaboration among staff, training activities, and community facing events across a variety of City facilities. AV systems are utilized in conference rooms, meeting spaces, public facing environments, and other operational areas throughout the City.
The City maintains multiple facilities with varying operational and technical needs, ranging from standard meeting spaces to higher use and more specialized environments. Existing AV systems and equipment may vary by location and may include a combination of legacy and newer technologies requiring ongoing support, maintenance, upgrades, and integration services.
Up to 20 points may be awarded based on the proposer's pricing structure, including labor rates, fees, markups, pricing assumptions, and overall value to the City.
Up to 10 points may be awarded based on the proposer’s ability to provide insight, industry best practices, technical resources, and value-added services.
Up to 10 points may be awarded based on the proposer’s demonstrated approach to quality control and service delivery.
Up to 10 points may be awarded based on the proposer’s demonstrated understanding of the City’s operational needs and the overall quality, clarity, and responsiveness of the proposal submission
Up to 20 points may be awarded based on the proposer’s demonstrated experience, technical competence, and successful completion of projects of similar scope, size, and complexity.
Up to 20 points may be awarded based on the proposer’s demonstrated ability to effectively manage and perform as-needed work assignments and service requests.
Up to 10 points may be awarded based on the proposer’s demonstrated stability, qualifications, and performance on similar engagements.
Please upload your letter of Transmittal as a PDF here. Make sure to include the following items.
Provide a brief summary of your company’s history, its capabilities, and its recent relevant experience (last five years). Also, describe your demonstrated experience with similar projects and qualification including professional licenses and certifications. Include a description of your experience providing ongoing maintenance and support services for AV systems, including remote and on-site support capabilities.
Describe the project team composition and include resumes of key personnel. Identify the personnel who will be responsible for project management, service coordination, maintenance, and support activities. Proposed members should be available for the duration of the agreement. The City must be promptly notified of any changes in key personnel prior to award.
Does the proposer have a minimum of five (5) years of experience providing audio-visual (AV) systems integration, installation, maintenance, and support services for conference rooms, meeting spaces, event environments, or similar operational environments?
List a minimum of three (3) references for whom comparable services were provided to in the last five (5) years. Include the name of the firm, name of the contact, telephone number of the contact, email address of contact (if available), brief description of the services provided and your firm’s role, and the start and completion date.
Describe your understanding of the services and approach. Include deliverables, milestones, assumptions, and identify potential risks that could delay work. List any resources you expect the City to provide. Additionally, describe your approach to providing ongoing maintenance and support services, including:
• Typical maintenance and support practices;
• Ability to provide on-site and remote support;
• Ability to accommodate expedited response needs for break/fix requests;
• Typical response and turnaround times for routine and escalated service requests; and
• Factors that may affect response times.
Provide your proposed pricing structure for the services described in this RFP, including hourly rates for all applicable personnel classifications that may perform work under the contract. Hourly rates should include fringe benefits, indirect costs, overhead, and profit.
Additionally, describe how labor, materials, equipment, travel, reimbursable expenses, and other applicable costs are priced. Identify any markups, minimum charges, after-hours rates, emergency response rates, or other assumptions that may affect pricing for as-needed services.
WHO NEEDS A BUSINESS LICENSE?
1. Is this vendor physically located in the City of Santa Monica?
Yes (Vendor must have a City of Santa Monica business license - contact the Business License unit for the appropriate forms. Skip question 2 & continue to “ADDITIONAL REQUIREMENTS” section below)
No (Continue to the next question)
2. Does this vendor physically come into the City of Santa Monica to conduct business and/or make deliveries?
Yes(Vendor must have a City of Santa Monica Out-of City Business License. contact the Business License unit for the appropriate forms. Continue to “ADDITIONAL REQUIREMENTS” section below)
No(STOP, no license needed)
ADDITIONAL REQUIREMENTS:
If this vendor is located in or comes into the City of Santa Monica to conduct business, in addition to having a CITY OF SANTA MONICA BUSINESS LICENSE, they will be required to have insurance (see agreement for descriptions).
The business license documentation is only required from the successful Proposer.
All responses to this Request for Proposal (RFP) accepted by the City of Santa Monica (City) shall become the exclusive property of the City. All proposals accepted by the City shall become a matter of public record and shall be regarded as public, with the exception of those elements of each proposal which are defined by the contractor as business or trade secrets and plainly marked as "Trade Secret", "Confidential" or "Proprietary". Each element of a proposal which a contractor desires not to be considered a public record must be clearly marked as set forth above, and any blanket statement (i.e. regarding entire pages, documents or other non-specific designations) shall not be sufficient and shall not bind the City in any way whatsoever. If disclosure is required or permitted under the California Public Records Act, or otherwise by law, the City shall not in any way be liable or responsible for the disclosure of any such records or part thereof.
CITY OF SANTA MONICA OAKS INITIATIVE NOTICE
NOTICE TO APPLICANTS, BIDDERS, PROPOSERS AND OTHERS SEEKING DISCRETIONARY PERMITS, CONTRACTS, OR OTHER BENEFITS FROM THE CITY OF SANTA MONICA
Santa Monica’s voters adopted a City Charter amendment commonly known as the Oaks Initiative. The Oaks Initiative requires the City to provide this notice and information about the Initiative’s requirements. You may obtain a full copy of the Initiative’s text from the City Clerk.
This information is required by City Charter Article XXII—Taxpayer Protection. It prohibits a public official from receiving, and a person or entity from conferring, specified personal benefits or campaign advantages from a person or entity after the official votes, or otherwise takes official action, to award a “public benefit” to that person or entity. The prohibition applies within and outside of the geographical boundaries of Santa Monica.
All persons or entities applying or receiving public benefits from the City of Santa Monica shall provide the names of trustees, directors, partners, and officers, and names of persons with more than a 10% equity, participation or revenue interest. An exception exists for persons serving in those capacities as volunteers, without compensation, for organizations exempt from income taxes under Section 501(c)(3), (4), or (6), of the Internal Revenue Code. However, this exception does not apply if the organization is a political committee or controls political committees. Examples of a “public benefit” include public contracts to provide goods or services worth more than $25,000 or a land use approval worth more than $25,000 over a 12-month period.
In order to facilitate compliance with the requirements of the Oaks Initiative, the City compiles and maintains certain information. That information includes the name of any person or persons who is seeking a “public benefit.” If the “public benefit” is sought by an entity, rather than an individual person, the information includes the name of every person who is: (a) trustee, (b) director, (c) partner, (d) officer, or has (e) more than a ten percent interest in the entity. Therefore, if you are seeking a “public benefit” covered by the Oaks Initiative, you must supply that information on the Oaks Initiative Disclosure Form. This information must be updated and supplied every 12 months.
CITY OF SANTA MONICA LIVING WAGE ORDINANCE
Certification for Providers of Services to the City of Santa Monica
(Fiscal Year 25/26 – September 8, 2025 through June 30, 2026)
TO BE COMPLETED BY ALL CONTRACTORS PROVIDING SERVICES TO THE CITY OF SANTA MONICA IN EXCESS OF $54,200
The City of Santa Monica Municipal Code Chapter 4.65, Living Wage Ordinance (LWO), establishes a Minimum Wage of $22.50 for certain employees of contractors providing services to the City where services exceed $54,200 or more and requires that contractors also provide the same health care and other benefits to employees’ same sex spouses and domestic partners as are provided to other employees’ spouses.
An employee covered by the LWO is any person who does not actually work as a manager, supervisor, or confidential employee, and who is not required to possess an occupational license.
The Living Wage Ordinance applies the services sought pursuant to this bid and bidders are required to prepare and return the Living Wage Certification Form. If the bidder is selected, the bidder must maintain payroll records that include, at minimum, the full name of each employee providing services under the contract, job classification and rate of pay. Bids that fail to include Certification Forms may be considered non-responsive and excluded from further consideration.
Please prepare the following certification if you are a contractor engaging in a contract for services with the City of Santa Monica in excess of $54,200.
Your signature on this certification grants the City permission to review any and all payroll books and records and any company documents pertaining to the benefits offered to employees to assure your compliance with the LWO during the term of the contract.
Please direct any questions to:
City of Santa Monica Finance Department
Attention: Living Wage Compliance Section
1685 Main Street, Mail Stop 09
Santa Monica, CA 90401
You can also contact staff regarding living wage ordinance questions by e-mail at finance.mailbox@smgov.net or by phone 310-458-8281.
Please upload your completed Certificate of Compliance document here.
Please download the below documents, complete, and upload.
Please download the below documents, complete, and upload.
Please download the below documents, complete, and upload.
Please enter the initial contract term. For example "one (1) year" or "three (3) years".
How many options to renew? For example, "five (5) options" or "one (1) option".
What is the Renewal Option Period? For example "one (1) year" or "twelve (12) months".
SLED stands for State, Local, and Education. These are solicitations issued by state governments, counties, cities, school districts, utilities, and higher education institutions — as opposed to federal agencies.
SamSearch Platform
AI-powered intelligence for the right opportunities, the right leads, and the right time.