SLED Opportunity · CALIFORNIA · PLANNING & DEVELOPMENT SERVICES
AI Summary
The City of Palo Alto seeks Design-Build Entities to upgrade the theatrical and house lighting systems at Lucie Stern Community Theatre, focusing on design, construction, and compliance with a priority on innovation and cost.
This project involves upgrading the stage/house lighting and electrical systems at Palo Alto’s Lucie Stern Community Theatre, which features a 369-seat auditorium, lighting control system and sound effects system. The venue primarily hosts stage performances, and occasional corporate or cultural presentations, film screenings, lectures, and other presentations.
The City of Palo Alto (“City”) is utilizing the Design-Build project delivery method for the Lucie Stern Community Theatre Theatrical and House Lighting System Replacement Project (“Project”). This Request for Proposals (RFP) invites qualified Design-Build Entities (DBEs) to submit proposals to design and construct the Project in compliance with all applicable federal, state, and local laws. Both innovation and cost will be highly prioritized during the selection process.
The City seeks to implement a collaborative approach that integrates people, systems, and best practices to maximize efficiency, optimize results, and deliver the highest value to the community. The selected DBE will be responsible for all aspects of the Project, including design, engineering, permitting, construction, and compliance with relevant regulations. The contractor will be responsible for the procurement of all materials as well as the submission of applications for any required City paid permits.
The Lucie Stern Community Theatre is a historic and well-used performance venue located at 1305 Middlefield Road, Palo Alto, California. Built in the 1930s, the theatre is part of the Lucie Stern Community Center, a larger complex that houses various community spaces, office spaces, meeting rooms, a children’s theatre, a children’s library, and a ballroom.
As a focal point for community events in Palo Alto and as a revenue source generating over $150,000 per year, the current lighting and electrical systems are in dire need of renovation. A new system will attract additional users and increase revenues. The existing systems are sorely outdated and present a safety hazard. Contrary to contemporary theatre lighting standards, the current system is a hybrid of analog and digital devices. Moreover, electrical failures with the current systems cause unexpected facility closures and abruptly interfere with performing arts events. A new system is necessary to prevent these failures and to implement modern technology into the venue.
The Theatre has recently completed a renovation to the auditorium’s fixed seating and will soon be undergoing interior painting and HVAC upgrades. In the recent past, there were upgrades to the main electrical components, i.e. switchgear and electrical panels and breakers. Depending on the invasiveness of the installation and re-work of the lighting electrical systems, this project will most likely require installation to coincide with the shutdown period (TBD) of the future HVAC upgrade project.
Addition of Community Theatre Drawings
Quality and completeness of proposal
Quality, performance and effectiveness of the solution, goods and/or services to be provided by the Proposer
Consultant or contractor’s experience, including the experience of staff to be assigned to the project, with engagements of similar scope and complexity
Proposed cost to the City
Consultant or contractor’s financial condition and stability
Consultant or contractor’s ability to perform the contract within the time specified
Consultant or contractor’s prior record of performance with the city or other local, county or state agency
Consultant or contractor’s ability to provide in the future any maintenance, repairs, parts and/or services
Consultant or contractor’s compliance with applicable laws, regulations, policies (including city policies), guidelines and orders governing prior or existing contracts performed by the consultant or contractor
Did you read through and confirm that you met all of the proposal requirements including the sections:
General Conditions
Special Provisions and Specifications
Please Upload your COMPLETE Proposal here, which includes the following:
Please Upload your Technical Proposal here. Upload fee proposal separately in the next step.
Confirm that your fee proposal is not attached in your Proposal and is attached separately here.
Would you like to have bidders respond to an electronic pricing table through OpenGov Procurement?
Some examples of of when to say "yes":
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.
Will there be an evaluation committee to review the proposals and score them based on weights and multiple criteria?
Q (Qualification): Does a prime contractor need to have all licenses listed(C-7, C-10, and D-48) or can this requirement fulfilled by hiring a subcontractor?
A: The prime does not need to have all licenses listed. This can be a combination of a prime and subcontractor(s).
Q (No subject): Can D-48 license be substituted with D-34 since D-48 has been moved under the D-34 classification?
A: Yes
Q (No subject): Can the insurance requirements listed be re-evaluated and scaled down?
A: No. The insurance requirements shall not be revised for this project.
Q (No subject): what is the estimated ceiling budget for this project?
A: Reminder that this is a design/build project that relies on the creativity of the Design-Build Entity (DBE). This is a qualifications-based award and there will be many innovative ideas and alternates that will be made available through the proposals. It’s this creativity that will bring the project to life, as well as determine what is feasible and what is not within the alternates proposed.
Q (No subject): A handout given during the site visit states that RFI due is on 3/16 at 1pm, but RFP states that it is due on 3/23 at 1pm. Can you please confirm which one is the correct one?
A: Questions are due no later than March 16, 2026, 1:00pm. Responses to all questions shall be provided by the City no later than March 23, 2026. The Proposal Submission Deadline is April 1, 2026 by 3:00pm.
Q (No subject): Has the City conducted an electrical assessment identifying the quantity and location of circuits utilizing shared neutrals If so, can that information be provided to bidders?
A: No. The panels will need to be reviewed and addressed appropriately.
Q (No subject): Has the City verified that existing conduit pathways have sufficient spare capacity for additional neutral conductors? If not, should bidders assume that new conduit runs may be required?
A: No. This could vary by the suggested outcome or combination of types of lighting.
Q (Replacing dimmer racks and relay panels): Can the City provide: existing panel schedules available panel capacity feeder sizes for the lighting system?
A: Drawings from a past renovation are posted in Bid Addendum No. 1.
Q (No subject): The scope states, “All associated existing and utilized systems must be brought to current code compliance standards as deemed necessary.” Please clarify whether this requirement applies to: A. production lighting circuits only B. the entire theatre electrical system associated with lighting.
A: Anything associated with the scope of this project, stage and house lighting, needs to be brought to current codes.
Q (No subject): Please clarify the intended extent of structural engineering services required for this project. Specifically, should bidders assume structural evaluation of: gridiron structures catwalk mounting points lighting battens cable support systems rack mounting locations.
A: This will be determined by equipment weights and materials used in compliance with the California Building Code.
Q (No subject): Can the City provide structural drawings for the theatre showing: gridiron framing catwalk structures stage rigging supports?
A: Drawings currently available are included in Bid Addendum No. 1.
Q (No subject): Please clarify whether this project includes any modifications to: rigging hardware battens loft blocks rigging structural members.
A: Only if changes to the 1E raceway or drop boxes require it.
Q (No subject): Are the following documents available to bidders: original theatre lighting system drawings dimmer rack schedules wiring diagrams electrical single line diagrams network infrastructure drawings?
A: Drawings currently available are included in Bid Addendum No. 1.
Q (No subject): Is replacement of the theatrical lighting control console part of this project scope?
A: Not planned but could be included as part of design-build (current console is ETC IonXE).
Q (No subject): Are bidders permitted to propose equivalent systems that meet or exceed the performance specifications?
A: Yes. This would be at the discretion in the proposal by the design-build entity.
Q (No subject): Is the wireless DMX system expected to integrate with the same lighting control network used for theatrical lighting?
A: Assuming this questions is regarding the House Light wireless option, integration would be preferred, though house lights must be controllable when console is off.
Q (No subject): Will this network remain isolated for lighting control only, or must it integrate with the City's existing IT infrastructure?
A: Isolated.
Q (No subject): The Scope of Work states that stakeholders require: “a minimum of eighteen (18) months advance notice prior to the start of any on-site construction activities.” Please clarify whether this requirement affects: the construction start date the overall project timeline or only disruptive work within the theatre.
A: Disruptive work in the Theatre, with the City as judge as to what is disruptive. Design can start immediately. The vacancy of the Theatre would need to be determined.
Q (No subject): Will the City provide secure on-site storage for equipment delivered prior to installation?
A: Not at the Theatre prior to construction.
Q (No subject): What is the permitted working hours?
A: Per City Municipal Codes as stated on your permit.
Q (No subject): Are there stage access restrictions?
A: Previous to construction very restrictive. Once construction begins, would need to coordinate with other projects occurring during the same window.
Q (No subject): Please confirm availability of lifts or rigging access.
A: Contractor will need to provide their own lifts.
Q (No subject): Will the City allow additional site investigations or system inspections prior to bid submission?
A: Appointments were requested to be made during the mandatory site pre-proposal meeting on 3/9/26. There is a possibility of making an additional appointment on Thursday, March 26 between 11:00 AM - 3:00 PM.
Q (No subject): Can the City confirm whether the stated budget is intended to cover all design, engineering, permitting, electrical infrastructure upgrades, equipment procurement, and installation described in the specifications?
A: Reminder that this is a design/build project that relies on the creativity of the Design-Build Entity (DBE). This is a qualifications-based award and there will be many innovative ideas and alternates that will be made available through the proposals. It’s this creativity that will bring the project to life, as well as determine what is feasible and what is not within the alternates proposed. Feel free to have as many add or deduct alternates as you think are needed for the best outcome.
Q (No subject): Has the City performed any structural evaluation of the existing gridiron or catwalk infrastructure?
A: No.
Q (No subject): Will there be parking spaces for the awarded contractor?
A: Yes, parking will be made available.
Q (No subject): Please confirm whether the $235,000 budget is intended to include: design services structural and electrical engineering permitting electrical infrastructure upgrades equipment procurement installation labor commissioning and training.
A: Reminder that this is a design/build project that relies on the creativity of the Design-Build Entity (DBE). This is a qualifications-based award and there will be many innovative ideas and alternates that will be made available through the proposals. It’s this creativity that will bring the project to life, as well as determine what is feasible and what is not within the alternates proposed. Feel free to have as many add or deduct alternates as you think are needed for the best outcome.
Q (No subject): Please confirm whether the Electrical Engineer engaged by the Design-Build Entity is responsible for: preparation of electrical design drawings preparation of electrical calculations preparation of permit drawings coordination with the Authority Having Jurisdiction (AHJ) engineering stamp for permitting.
A: Confirmed.
Q (No subject): Please clarify whether the Electrical Engineer’s scope includes design of: new branch circuit wiring feeder circuits to relay/dimmer panels electrical panel modifications or replacements grounding and bonding improvements raceway routing and sizing.
A: All work per the design outcome of the design-build entity.
Q (No subject): What is the payment method (Net30, Net45, progress payment, etc)?
A: Progress payments.
Q (No subject): Will tax be included in the bid?
A: Yes.
Q (No subject): Do you offer any special programs like OCIP, M/WBE or etc?
A: Not on this project.
Q (No subject): Can we deliver equipment to the site?
A: Yes, but remains the responsibility of the DBE to be secured.
Q (No subject): Is there a completion date?
A: Reasonable from the start of construction date.
Q (No subject): What is the required maintenance frequency (e.g., annually, bi-annually, quarterly, or monthly)?
A: TBD
Q (No subject): Email / Call Response Time?
A: TBD
Q (No subject): On-site Response Time?
A: TBD
Q (No subject): Any set-aside?
A: Not on this project.
Q (No subject): Are all AV system components required to be TAA compliant in accordance with FAR 52.225-5?
A: No. FAR 52.225-5, Trade Agreements, generally does not directly apply to local government procurement. It applies specifically to U.S. federal executive agencies. However, it may apply to local governments if they are using federal grant funds that require adherence to federal procurement standards or utilizing GSA schedules. No federal funding is being utilized for this project.
Q (No subject): Do you have a specific evaluation criteria?
A: Refer to Project Documents, Section 3. Evaluation Criteria.
Q (No subject): If there are delays in the project due to the customer, how will labor and material costs be adjusted? Is the contractor permitted to pass on any overhead cost increases caused by these delays to the customer?
A: Hourly rates will be provided with the proposal.
Q (No subject): Based on the scope described in the documents — including engineering services, electrical infrastructure modifications, and system replacement — bidders are seeking to understand the City’s expectations regarding project cost. Can the City confirm that the estimated project ceiling budget reflects the anticipated cost of delivering the full scope described in the RFP documents?
A: Reminder that this is a design/build project that relies on the creativity of the Design-Build Entity (DBE). This is a qualifications-based award and there will be many innovative ideas and alternates that will be made available through the proposals. It’s this creativity that will bring the project to life, as well as determine what is feasible and what is not within the alternates proposed. Feel free to have as many add or deduct alternates as you think are needed for the best outcome.
Q (No subject): Our insurer has advised that adjusting our coverage to meet these requirements would increase our company’s insurance premiums by approximately $12,000 per year. Given the estimated project ceiling budget of $235,000, this additional insurance cost represents a significant percentage of the total project value and would directly impact the cost structure of proposals. Considering the scale of this project, would the City be willing to review the insurance limits to determine whether they may be adjusted to better align with the project size?
A: Insurance requirements is not flexible. Reminder that this is a design/build project that relies on the creativity of the Design-Build Entity (DBE). This is a qualifications-based award and there will be many innovative ideas and alternates that will be made available through the proposals. It’s this creativity that will bring the project to life, as well as determine what is feasible and what is not within the alternates proposed. Feel free to have as many add or deduct alternates as you think are needed for the best outcome.
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.