HomeMy WebLinkAboutMovie Screen RFP 23-24
REQUEST FOR PROPOSAL
The City of Diamond Bar is currently accepting proposals for
Movie screen services for special events during the 23/24 fiscal year.
Introduction
The City of Diamond Bar annual Concerts in the Park take place on Wednesday
evenings starting June 14 through August 2. The Concert in the Park event is a
community wide event that features a movie following the concert. Please bid on the
information listed below.
Scope of Services
All proposal must be itemized per event and include tax, delivery and any other
additional charges. Please submit your quote based on the information provided.
Once the vendor has been selected, actual event information and locations will be
provided.
Please quote on the following:
Movie in the Park- Three weeks of service
• Minimum Movie Screen size - 25’ X 15’
• Projector- All projection, Sound equipment & Cables
• Professional operator
• Generator
• Dates: Wednesday's June 14, 2023 - June 28, 2023 (Wednesday night events)
• Movie Run Time: All movies will be 120 minute or less starting at sunset.
• Set-up: Wednesday’s, before 5:30 p.m.
• Clean-up: All movie equipment must be cleaned up and removed immediately
following the movie.
• Location: Summitridge Park – 1600 Grand Ave, Diamond Bar, CA 91765
• Crowd Size: 200-500 people per movie
Movie in the Park- Five weeks of service
• Minimum Movie Screen Size - 25’ X 15’
• Projector- All projection, Sound equipment & Cables
• Professional operator
• Generator
• Dates: Wednesday's July 5, 2023 - August 2, 2023 (Wednesday night events)
• Movie Run Time: All movies will be 120 minute or less starting at sunset.
• Set-up: Wednesday’s, before 5:30 p.m.
• Clean-up: All movie equipment must be cleaned up and removed immediately
following the movie.
• Location: Summitridge Park – 1600 Grand Ave, Diamond Bar, CA 91765
• Crowd Size: 200-500 people per movie
Vendor Requirements
1. Fill out and submit the Cost Proposal – Bid Sheet on PlanetBids.
2. Must be able to provide a commercial projector system of at least 5500 Lumens.
3. Projector system must be able to play Blu-Ray, DVD, and allow HDMI connection
for external laptop.
4. Must be able to provide operator to remain onsite the entire duration of the
movie.
5. Must be able to provide a projector screen between no smaller than 25’ x15 ‘
6. Contractor will be required to sign a Contractor Service Agreement and meet all
requirements outlined in the agreement including insurance and provide
documents prior to beginning work.
7. Please provide three references from either another municipality or closely
related customer to help with the selection.
8. Delivery/ pick up/ service of all items.
9. Must be able to accept payment in check form and provide itemized invoices.
10. Must be able to submit W-9 Form.
Insurance Coverage:
Vendor must provide Certificate of Liability Insurance $1,000,000.00 per occurrence and
Additional Endorsement as required by City policy. (See draft Vendor Services
Agreement sample for specific additional requirements coverage)
Selection Criteria
In reviewing and evaluating the response to this RFP, City staff will be considering the
following:
• Responsiveness and comprehensiveness of the proposal with respect to this
Request for Proposal (RFP).
• Availability of the company and their ability to meet the proposal scope of work.
• References
• Cost of quoted items.
Please provide three references from either another municipality or closely related
customer to help with the selection.
The City reserves the right to reject any or all proposals and may elect to make a
decision without further discussion or negotiation. This solicitation for proposals is not to
be construed as a contract or order of any kind. The City is not liable for any costs or
expenses incurred in the preparation of the proposal.
If you have any questions, please contact Jessica Rayela at 909.839.7073.
To be considered, proposals must be submitted to the City of Diamond Bar by
Monday, May 1, 2023