THE CITY OF MONTEREY, CALIFORNIA REQUEST FOR PROPOSALS TO PROVIDE AUDIOVISUAL SERVICES TO THE MONTEREY CONFERENCE CENTER

The City of Monterey ("City") is seeking proposals from qualified firms or individuals to be the preferred in-house audiovisual services and exclusive rigging services provider for the Monterey Conference Center (hereafter referred to as Center), located at 1 Portola Plaza, Monterey, CA 93940

The City desires to obtain the services of outside companies or individuals to help the City with in-house Audio Visual services. The selected audiovisual company will provide preferred in-house audiovisual technical services and equipment including but not limited to: installing, planning, focusing and generally preparing for Center's events; operating the equipment during events: removing, storing and refocusing equipment at the conclusion of events.

The selected consultant will also be the exclusive rigging provider at the Center with duties including but not limited to oversee all rigging for safe practices; provide and regulate rigging standards; possess working knowledge of engineering and infrastructure; develop plan and weight calculations for each rigging project; supervise qualified labor and provide and maintain equipment.

The scope of the services will be divided into two main Phases.

Phase I

• Audiovisual services for internal meetings and events for the Center and City, clients, vendors and exhibitors. Equipment, management and labor available to provide professional services including meeting room projection, sound and lighting needs, high-quality projection, and presentation needs, such as data projection setups, video and teleconferencing for large scale meetings in all meeting spaces at the Center and for limited, local off-site venues connected with servicing the Center's clients.
• Maintain a mutually agreed upon inventory list of audiovisual equipment to be used at the Center for the meeting space with backup equipment available for routine maintenance and onsite orders.
• Provide exclusive rigging, expertise, and staff. [...] Provide, maintain and install chain motors and all attachments to the ceiling.
• Minimum of two (2) experienced staff members assigned to Center with at least (1) position full time.
• Provide 24-hour technical support on all rented equipment and for client-contracted audiovisual providers move-in and move-out assistance, technical assistance available 60 minutes prior to each program start time and a minimum of 15 minutes after each session starts or resumes after break times.
• Detailed monthly commission report of all rental and service activity by client name, arrival date, invoice date and number, amount of charges and payment receipt.

Phase II

The organization selected for Phase II cannot be awarded the electrical, internet and phone contract without also being awarded Phase I for general audiovisual services. However, the City may award Phase I without awarding a contract to the organization for Phase II.

• Knowledge of Center's electrical sources/capabilities. Work in cooperation with Center's contracted electrical provider and/or maintenance team for power requirement consultations.
• Work With City's infrastructure and equipment to install and service internet and phone orders.
• Sell services, accept orders, install and remove Internet and phone orders from clients and exhibitors at the Center.

**Submission:** Sealed proposals will be received through the City's e-Procurement Portal, OpenGov Procurement (https://secure.procurenow.com/portal/cityofmonterey) until **5:00 p.m., November 18, 2026**. Proposals will not be accepted after this time.

Submittals shall contain no more than thirty six (36) pages single-sided for Phase I and no more than twelve (12) pages single-sided for Phase II. The Appendix will be counted in the page limit.

Proposers shall provide a revenue schedule based upon expected level of business in the Center in a separate, sealed envelope.

Evaluation Criteria

• Technical Capability & AV Expertise – 20 Points
• Service, Responsiveness & Reliability – 20 Points
• Experience & Past Performance – 15 Points
• Staffing & On-Site Support – 10 Points
• Equipment, Technology & Innovation – 10 Points
• Reputation – 20 Points
• Transition, Account Management & Training – 5 Points

**Contract term:** A written service agreement will be executed by both the City and the selected company. Said agreement will commence on January 8, 2027, for a period of three (3) years, to January 7, 2030. However, this end date may be extended, upon written consent of all parties involved, with the option of two (2) 1-year extensions.

**Insurance:** General liability, automobile, professional liability, and worker's compensation insurance are required in the amount set forth in the City's standard agreement, attached here as *Appendix B*.

**Site visit:** Optional Pre-Bid Walkthrough: October 26, 2026 @ 1:00 PM or 3:00 PM (PST) @ MCC Main Lobby.