On-Call Audio Visual Services

The City of Clermont is seeking qualified firms to provide on-call audiovisual technical services for City functions, meetings, performances, productions, and special events. Services may include audio, lighting, video, stagehand labor, technical production support, setup, operation, troubleshooting, load-in, and load-out services. The successful respondent shall provide qualified personnel, supervision, technical expertise, labor, and related support on an as-needed basis, including during regular business hours, after hours, weekends, holidays, or other times as determined by the City based on event needs. The successful respondent must have demonstrated experience supporting live events and must be capable of providing reliable staffing, technical coordination, safe work practices, and professional service at City-owned or City-operated facilities, outdoor event sites, parks, meeting spaces, and other locations designated by the City.

Project Details

• Reference ID: RFP 26-100
• Department: Parks and Recreation
• Department Head: Brian Forman (Parks and Recreation Director)

Important Dates

• Questions Due: 2026-07-08T19:00:00.000Z

Meetings & Milestones

Evaluation Criteria

• Required Licenses, Insurance, and Business Documents (5 pts) —

  If NO license and insurance are provided accordingly, the respondent will receive a zero.

  • If license and insurance were provided accordingly = 5 pts.
  • If no license and insurance were provided = 0 pts.
• Company Qualifications and Background (10 pts)
• Relevant Experience and References (15 pts)
• Staffing Plan and Personnel Qualifications (15 pts)
• Technical Capabilities and Equipment Familiarity (15 pts)
• Service Approach and Availability (15 pts)
• Safety Plan and Venue Compliance (10 pts)
• Cost Proposal (10 pts) —

  The maximum number of points will be awarded to the lowest responsive overall price. All other respondents will receive points in this category weighted to how their cost fares against the lowest-cost proposal.

• Business Location (5 pts) —

  To be considered a respondent located within the City of Clermont and eligible to receive up to five (5) evaluation points, the proposer must meet all of the following requirements:

  1. Maintain a headquarters, manufacturing facility, home office, locally-owned franchise, or operating branch physically located within the City of Clermont. 
  2. Have been in continuous operation at that location for a minimum of one (1) year prior to the issuance of the applicable RFP.
  3. Within the one (1) year period preceding issuance of the Request for Proposals (RFP), have paid commercial real property taxes, filed a tangible personal property tax return, held a valid City of Clermont business tax receipt, or otherwise demonstrated lawful business activity within the City, as determined by the Procurement Director. 
  • • If the respondent is located in the City of Clermont = 5 pts.
    • All other respondents = 2 pts.

Submission Requirements

• Proposal (required) —

  Instruction:

  Respondents are limited to a total page count not to exceed sixty (60) pages excluding the cover page, table of contents, and tab sheets. Page size shall be 8.5 x 11 inches. The text size should be 11 points or larger using Arial or Times New Roman font only. Use at least one (1) inch margins on the top and bottom and three-quarter (3/4) inch side margins. All response sections must be appropriately separated and tabbed. The City reserves the right to seek additional/supplemental representation on specific issues as needed.

  Content:

  Table of Contents

  Outline in sequential order (as stated below) the major areas of the response. All pages must be consecutively numbered. Respondents must respond to all minimum requirements listed below. Responses that do not contain such documentation may be deemed non-responsive.

  1. Introduction Letter
     1. Provide a cover letter signed by an authorized representative of the respondent. The cover letter shall include a brief summary of the respondent's qualifications, understanding of the services requested, and ability to provide on-call audiovisual technical services for City functions, meetings, performances, productions, and special events. At a minimum, this section should include:
        1. Legal name of the respondent.
        2. Principal business address.
        3. Name, title, phone number, and email address of the primary contact person.
        4. Confirmation that the respondent agrees to comply with the terms, conditions, and requirements of the solicitation, unless exceptions are clearly identified in the response.
        5. A brief statement describing why the respondent is qualified to perform the work.
  2. Required Licenses, Insurance, and Business Documents
     1. Provide all licenses, registrations, insurance documents, and business documents required by this solicitation. At a minimum, this section shall include:
        1. Evidence that the respondent is registered with the State of Florida and authorized to conduct business in Florida.
        2. Active Florida Department of State Division of Corporations document number, or registration number for fictitious names, if applicable.
        3. Copies of all licenses required to perform the services described in this solicitation, if applicable.
        4. Current W-9.
        5. Current certificate of insurance on an ACORD form, or a letter from the insurer confirming the respondent's ability to obtain the required coverage.
        6. Any other licenses, permits, certifications, or documentation required by the solicitation.
  3. Company Qualifications and Background
     1. Provide information demonstrating the respondent's qualifications, business history, and experience providing audiovisual, live event, technical production, or similar services. At a minimum, this section should include:
        1. Number of years the respondent has been in business under its current name.
        2. Description of the respondent's primary services in areas of specialization.
        3. Description of the respondent's experience providing services to government agencies, municipalities, performing arts venues, event venues, schools, or similar organizations.
        4. Organizational chart or staffing structure identifying key leadership and supervisory personnel.
        5. Identification or any name changes within the past twenty (20) years, if applicable.
     2. The respondent must have been in existence, under its current name, for at least five (5) years, providing audiovisual, live event production, technical staffing, or compatible services.
  4. Relevant Experience and References
     1. Provide examples of relevant projects, contracts, events, or ongoing service arrangements completed within the past five (5) years. Examples should demonstrate the respondent's ability to provide on-call audiovisual technical services similar in size, scope, complexity, or scheduling requirements to those requested by the City. Provide no more than ten (10) examples. For each example, include:
        1. Client or agency name.
        2. Event, project, contract, or service description.
        3. Dates of service.
        4. Location of service.
        5. Scope of services provided.
        6. Types of personnel provided, such as audio, lighting, video, stagehand, spotlight, wardrobe, or technical lead positions.
        7. Approximate contract value or event value if applicable.
        8. Client contact name, title, phone number, and email address.
     2. Respondents shall also provide at least three (3) owner or client references who can attest to the respondent's experience, reliability, technical capability, staffing performance, and overall quality of service.
  5. Staffing Plan and Personnel Qualifications
     1. Provide a staffing plan describing how the respondent will provide qualified personnel on an as-needed, on-call basis. The staffing plan should demonstrate the respondent's ability to provide personnel for scheduled events, rehearsals, load-ins, load-outs, meetings, after-hours work, weekend work, holidays, and short-notice requests. At a minimum, this section should include:
        1. Description of the respondent's staffing resources and ability to support multiple events when needed.
        2. Identification of the primary account manager, project manager, or scheduling contact assigned to the City.
        3. Resumes or summaries of qualifications for key personnel expected to support the City.
        4. Description of personnel qualifications for audio, lighting, video, stagehand, spotlight, carpentry, deck, wardrobe, lead, assist, and engineer positions, as applicable.
        5. Description of how the respondent screens, trains, supervises, and assigns personnel.
        6. Description of how the respondent handles personnel substitutions, late arrivals, absences, or emergency staffing needs.
        7. Confirmation that personnel assigned to elevated work are comfortable and qualified to work from heights exceeding twenty (20) feet when required.
        8. Description of staff attire standards and professional conduct expectations.
  6. Technical Capabilities and Equipment Familiarity
     1. Describe the respondent's technical capabilities and familiarity with live event audio, lighting, video, and stage production systems. At a minimum, this section shall include:
        1. Description of audio system setup, operation, mixing, monitoring, microphone placement, wireless microphone support, and troubleshooting experience.
        2. Description of lighting setup, focus, programming, operation, cueing, strike, and troubleshooting experience.
        3. Description of video setup, camera operation, switching, projection, graphics, signal routing, recording support, and troubleshooting experience.
        4. Description of experience with theatrical, concert, meeting, conference, ceremony, and community event production environments.
        5. Description of experience with ETC lighting consoles or comparable theatrical lighting control systems.
        6. Description of experience with Behringer digital audio consoles or comparable digital mixing systems.
        7. Description of experience with projection, switching, camera setup, cabling, distribution, signal flow, recording, and image resolution requirements.
        8. Description of any equipment, materials, rentals, expendables, or specialty items the respondent can provide, if requested and approved by the City.
  7. Service Approach and Availability
     1. Describe the respondent's approach to managing on-call audiovisual service requests for the City. This section should explain how the respondent will coordinate with City staff before, during, and after events. At a minimum, this section shall include:
        1. Process for receiving and responding to City requests for staffing, pricing, and availability.
        2. Standard response time for acknowledging requests.
        3. Process for confirming staffing assignments, call times, and estimated costs.
        4. Approach to reviewing event schedules, technical riders, diagrams, cue sheets, production notes, and venue requirements.
        5. Approach to pre-event planning, site visits, production calls, and walkthroughs.
        6. Approach to on-site supervision and communication with City staff.
        7. Approach to documenting completed work, hours, issues encountered, and recommendations.
        8. Process for supporting urgent, emergency, or short-notice requests.
  8. Safety Plan and Venue Compliance
     1. Provide a safety plan describing how the respondent will perform the work safely and comply with applicable venue rules, City policies, OSHA requirements, and other applicable laws, codes, and regulations. At a minimum, this section shall include:
        1. Description of general safety practices for live event and production work.
        2. Description of procedures for securing cables, wiring, and equipment to prevent trip hazards and unsafe conditions.
        3. Description of practices for working safely from ladders, lifts, scaffolding, grids, or other elevated locations.
        4. Description of personal protective equipment used by personnel, when required.
        5. Description of procedures for reporting unsafe conditions, damaged equipment, accidents, or incidents.
        6. Description of how personnel will comply with venue restrictions, including backstage access, stage floor restrictions, draperies and soft goods restrictions, audience aisle restrictions, and load-out requirements.
        7. Description of how the respondent will protect City property, equipment, facilities, and grounds.
  9. Subcontractors
     1. Identify any subcontractors the respondent intends to use for the services described in this solicitation. If subcontractors will not be used, state "Not Applicable" in this section. If subcontractors are proposed, provide:
        1. Name of each subcontractor.
        2. Services or positions the subcontractor may provide.
        3. Qualifications and experience of each subcontractor.
        4. Confirmation that subcontractors will comply with the same qualifications, safety, insurance, conduct, and performance requirements as the respondent.
        5. Confirmation that no subcontractor will be used without prior City approval.
     2. The respondent shall remain fully responsible for all work performed by the subcontractors.
  10. Cost Proposal
      1. Provide a complete cost proposal for the services described in this solicitation. The cost proposal shall include hourly rates for all proposed positions and any other charges that may apply. At a minimum, this section shall include:
         1. Hourly rate schedule for each proposed position, including but not limited to stagehand, audio hand, lighting hand, video hand, spotlight operator, audio assist, lighting assist, video assist, carpentry assist, wardrobe assist, audio lead, lighting lead, video lead, carpentry lead, wardrobe lead, audio engineer, video engineer, lighting engineer, loader, and general labor positions, as applicable.
         2. Description of any minimum call requirements.
         3. Description of any overtime rates.
         4. Description of any holiday rates.
         5. Description of any after-hours, late-night, or weekend rates.
         6. Description of any emergency response or short-notice rates.
         7. Description of any cancellation fees.
         8. Description of any equipment, material, rental, expendable, delivery, or specialty item charges that may apply.
         9. Description of any reimbursable expenses, if applicable.
         10. Confirmation that no charge will apply unless it is included in the approved price schedule or otherwise approved in writing by the City before services are performed.
      1.  
  11. Business Location
      To be considered a respondent located within the City of Clermont and eligible to receive up to five (5) additional evaluation points, the respondent must provide documentation demonstrating all of the following:
      1. Physical business location within the City of Clermont.
         Provide one (1) or more of the following showing the respondent's City of Clermont address:
         1. Executed commercial lease, or deed/property record (if owned).
         2. Recent utility bill in the business name at the Clermont address.
         3. Certificate of Occupancy or zoning approval for the Clermont site (if applicable).
         4. SunBiz (Florida Division of Corporations) record listing the Clermont principal/branch address.
      2. Continuous operations at that location for at least one (1) year.
         Provide documents showing the same Clermont address over time (recommend items showing two dates spanning 12+ months) such as:
         1. Twelve (12) months of lease history (executed lease + renewal, rent ledger, or notarized landlord letter confirming occupancy dates).
         2. Utility bills (one dated at least 12 months prior and one current).
         3. Insurance certificates or policy declarations showing the Clermont address from last year and the current year.
         4. State/local filings or registrations listing the Clermont address over the past year.
      3. Lawful business activity within the City during the preceding one (1) year.
         Provide one of the following from the last twelve (12) months:
         1. Receipt/statement showing payment of commercial real property taxes for the Clermont property (if owned).
         2. Proof of filing the Tangibles Personal Property Tax Return with Lake County/Tax Collector.
         3. Other documentation demonstrating lawful business activity, such as local permits tied to the Clermont address (if applicable) or occupational license/business license documents listing the Clermont address.
• Vendor Information & W-9 (required) —

  Please download the Vendor Information form, complete it, and upload it with a copy of your W-9.

• Conflict of Interest Disclosure (required) —

  I HEREBY CERTIFY that:

  1. I, the Individual submitting this response, am a duly authorized representative of the firm (Respondent), and I possess the legal authority to make this affidavit on behalf of myself and the firm for which I am acting and,
  2. Except as listed below (in the following question), no employee, officer, or agent of the firm has any conflicts of interest, real or apparent, due to ownership, other clients, contracts, or interests associated with this project; and,
  3. This proposal is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a proposal for the same services and is in all respects fair and without collusion or fraud.
• Exceptions to Conflict of Interest Disclosure (required) —

  List any exceptions here, or type "N/A".

• Drug-Free Workplace (required) —

  The undersigned respondent hereby acknowledges that:

  (select the appropriate options below)

  1. _____ the respondent has a drug-free workplace policy as identified in the company policy attached to this Proposal.
     • AND/OR
  2. _____ the respondent has a drug-free workplace policy that is in compliance with Chapter 287.087, Florida Statutes.
     • AND/OR
  3. _____ the respondent has a drug-free workplace policy that is in compliance with the outline below.
     • OR
  4. _____ the respondent does not currently have a drug-free workplace policy but is willing to comply with the requirements as specified in the outline below.
     1. Publishing a statement notifying its employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the respondent's workplace and specifying the actions that will be taken against employees for violations of such prohibition;
     2. Establishing a continuing drug-free awareness program to inform its employees about:
        1. The dangers of drug abuse in the workplace;
        2. The respondent's policy of maintaining a drug-free workplace;
        3. Any available drug counseling, rehabilitation, and employee assistance programs; and
        4. The penalties that may be imposed upon employees for drug abuse violations occurring in the workplace;
     3. Giving all employees engaged in the performance of the contract a copy of the statement required by subparagraph (1);
     4. Notifying all employees, in writing, of the statement required by subparagraph (1), that as a condition of employment on a covered contract, the employee shall:
        1. Abide by the terms of the statement; and
        2. Notify the employer in writing of the employee's conviction of, or plea of guilty or nolo contendere to, any violation of Chapter 893, Florida Statutes, or of any controlled substance law of the United States or of any state, for a violation occurring in the workplace NO later than five (5) days after such conviction.
     5. Notifying the City of Clermont in writing within ten (10) calendar days after receiving notice under subdivision (4) (b) above from an employee or otherwise receiving actual notice of such conviction. The notice shall include the position title of the employee;
     6. Within 30 calendar days after receiving notice under subparagraph (4) of a conviction, take one of the following actions concerning an employee who is convicted of a drug abuse violation occurring in the workplace:
        1. Taking appropriate personnel action against such employee, up to and including termination or
        2. Requiring such employee to participate satisfactorily in a drug abuse assistance or rehabilitation program approved for such purposes by a federal, state, or local health, law enforcement, or other appropriate agency;
     7. Making a good faith effort to maintain a drug-free workplace program by implementing subparagraphs (1) through (6).
• Non-Collusion Statement (required) —

  I hereby affirm that I am a duly authorized representative of the firm submitting this Proposal (Respondent) and that I possess the legal authority to make this statement on behalf of myself and the firm for which I am acting.

  I affirm:

  1. I am fully informed respecting the preparation and contents of the attached offer/proposal and all pertinent circumstances respecting such offer/proposal;
  2. Such offer/proposal is genuine and is not a collusive or sham offer/proposal;
  3. Neither the said proposer nor any of its officers, partners, owners, agents, representatives, employees, or parties in interest, including this affiant, has any way colluded, conspired, connived or agreed, directly or indirectly with any other proposer, firm or person to submit a collusive or sham offer/proposal in connection with the Contract for which attached offer/proposal has been submitted or to refrain from offering a proposal in connection with Contract, or has in any manner, directly or indirectly, sought by agreement or collusion or communication or conference with any other proposer, firm or person to fix the price or prices in the attached offer/proposal or of any other proposer, or to fix any overhead, profit or cost element of the offer/proposal or the offer price of any proposer, or to secure though any collusion, conspiracy, connivance or unlawful agreement any advantage against the City of Clermont or any person interested in the proposed Contract;
  4. The price or prices quoted in the attached offer/proposal are fair and proper and are not tainted by any collusion, conspiracy, connivance, or unlawful agreement on the part of the proposer or any of its agents, representatives, owners, employees, or parties in interest, including this affiant. I solemnly declare and affirm under penalties of perjury that the contents of this statement are true and correct.
• Supplemental Questionnaire
• Respondent Information (required) —

  Enter the following:

  1. Respondent's Name
  2. Official Representative
  3. Principal Office Address
• Type of Business (required)
• Business Information (required) —

  If a Corporation, answer this:

  1. When Incorporated
  2. In what State
  3. President's Name
  4. Vice-President's Name
  5. Treasurer's Name
  6. Members of the Board of Directors

  If a Partnership, answer this:

  1. Date of organization
  2. General or Limited Partnership
  3. Name and Address of Each Partner
• How many years has your organization been in business under the present business name? (required)
• Does your organization have current occupational licenses entitling it to do the work/service contemplated in this solicitation? (required) —

  Indicate Yes or No. If no, please explain.

• Please state license(s) type and number. (required) —

  (attach copies with your "Proposal" above)

• Have you ever had a contract terminated due to failure to comply with contractual specifications? (required) —

  Indicate Yes or No. If yes, state where and why.

• Has any Person or persons interested in this solicitation been convicted by a Federal, State, County, or Municipal Court of any violation of law, other than traffic violations? (required) —

  Indicate Yes or No. If Yes, Explain any convictions.

• Lawsuits (any) pending or completed involving the corporation, partnership or individuals with more than ten percent (10%) interest. (required) —
  1. List all pending lawsuits.
  2. List all judgments from lawsuits in the last five (5) years.
  3. List any criminal violations and/or convictions of the respondent and/or any of its principals.

  If this does not apply, type N/A.

• Conflicts of Interest (required) —

  The following relationships are the only potential, actual, or perceived conflicts of interest in connection with this proposal.

  If none, type "N/A"

• Certification (required) —

  The respondent understands that information contained in this form will be relied upon by the City in making an award recommendation, and the respondent warrants such information to be true. The undersigned respondent agrees to furnish such additional information before the award recommendation. The respondent further understands that the information in this form may be confirmed through a background investigation conducted by the City of Clermont Police Department. By submitting this questionnaire, the respondent agrees to cooperate with this investigation, including but not necessarily limited to fingerprinting and providing information for credit checks.

• Virtual Signature Page
• FEIN Number (required)
• Payment Terms (required) —

  Payment Terms: _______% _____ days, net _______

• Does the respondent accept payment using the City’s MASTERCARD? (required)
• By confirming this section the respondent certifies that: (required) —
  1. It satisfies all legal requirements (as an entity) to do business with the City.
  2. The undersigned respondent acknowledges that the award of a contract may be contingent upon a determination by the City and that the respondent has the capacity and capability to perform the contract successfully.
  3. The proposer hereby certifies that it understands all requirements of this solicitation and that the undersigned individual is duly authorized to execute this proposal document and any contract(s) and/or other transactions required by the award of this solicitation.
  4. By confirming, the respondent agrees to all terms, conditions, and specifications as stated in this solicitation and is acting in an authorized capacity to execute this response. The respondent also certifies that it can and will provide and make available, at a minimum, the items outlined in this solicitation.
• Agreements with Other Government Agencies —

  This section is optional and will not affect the contract award. Suppose the City of Clermont awarded your company. Would your company sell under the same terms and conditions, for the same price, to other governmental agencies in the State of Florida? Each governmental agency desiring to accept this contract shall be responsible for its purchases and liable only for materials or services ordered and received by it.

• Q&A Acknowledgement —

  I certify that I have read, reviewed, and hereby acknowledge the project Questions & Answers (Q&A), which shall be as binding as an addendum, and if necessary, I have applied the Q&A to my response accordingly.

• Purpose (required)
• Pricing (required) —

  Decide how you would like to collect pricing information from vendors.

  Hint: Use electronic pricing table if you have line items that you require pricing for, a lump sum project cost (single line item), and/or hourly rates for specific services. Use the file upload option if the vendor is responsible for coming up with the entire fee structure.

• Type of Procurement (required)
• Renewal Options (required)
• Pre-Proposal Conference? (required)
• Meeting Type (required) —

  Select a non-mandatory or mandatory meeting.

• Site visit? (required)
• Select site visit option. (required)
• Proposal Page Count (required)