Citywide Audio Visual (AV) Support And Maintenance Services

The City of Santa Clara is soliciting bids for comprehensive audiovisual (AV) support and maintenance services across its facilities, including Tier 1–3 meeting spaces such as Council Chambers, under solicitation number RFB #26-27-01. The contract, issued on August 7, 2026, with a bid deadline of September 1, 2026, is awarded on a Lowest Price Technically Acceptable (LPTA) basis, meaning the lowest-priced responsive and responsible bidder will be selected without trade-offs for technical superiority. The work requires maintaining and troubleshooting AV systems in full compliance with California Class C-7 Low Voltage Systems standards, adhering to SB 707 requirements for accessibility, and coordinating closely with the City’s IT department. All services—including preventive maintenance, on-site support during public meetings, equipment transport, repairs, and documentation delivery such as signal flow diagrams, runbooks, and PM reports—must be performed within a 30-minute acknowledgment SLA and at the City’s designated locations in Santa Clara, California, 95050. The contract is firm fixed price for an initial one-year term, with four one-year option periods, and the contractor must provide all labor, tools, equipment, and incidental materials without additional cost unless explicitly authorized. The contractor must comply with stringent operational, cybersecurity, and safety requirements, including the removal of default credentials on AV equipment, prohibition of unapproved cloud-based management accounts, and prior approval for any remote access tools. Cybersecurity protocols must align with City IT standards and all systems must be secured against unauthorized access. Insurance must be provided by carriers with an A.M. Best rating of at least A-VI, and the contractor must be registered with the California Department of Industrial Relations (DIR), maintaining active certified payroll records. Personnel assigned to Council Chambers must have proven experience with hybrid meeting platforms like Zoom, and the contractor’s responsibilities are explicitly limited to technical enablement of captioning and interpretation workflows, excluding the provision of live interpreters to avoid conflicts of interest. All submissions must be electronically filed via BidNet Direct and include the required attachments: Scope of Services, Purchase Order Terms, Insurance Certification, Labor Compliance Addendum, Bid Pricing Form, Bidder Certification Form, and Customer Reference Form. While no specific payment office or accounting codes are identified, invoices must be itemized and approved within 30 days, and the City reserves the right to inspect and accept services at the delivery location. The contractor must also ensure