Small and Large Outdoor Movie Service

California seeks a vendor to provide equipment and licensing for small and large outdoor movie events, including translation services and Bluetooth support.

Minimum three years experience delivering outdoor movie events in recreation or public settings
Capable of providing specified services
Lead staff assigned to contract must be over 21 years of age
Assign a movie screen operator for each event
Submit proposals electronically via PlanetBids
Provide inflatable outdoor movie screens and licensed movie presentations
Provide licensed movies selected by the City, with audio in English and Spanish
Provide Bluetooth connectivity and technical support for audio transmission
Present G-rated or PG-rated movies with a minimum running time of up to 90 minutes
Reschedule cancelled movies at no additional cost
Deliver, install, and operate all equipment by 5:00 P.M. at each scheduled location
Provide inflatable movie screen with minimum size of 25' x 15'
Provide whisper generator for equipment power
Provide projector system with minimum brightness of 5,500 lumens, capable of playing Blu-Ray, DVD, and supporting HDMI
Provide sound equipment, including cables and accessories
Provide minimum 1,000 watt speaker and microphone
Provide trained staff for all events
Vendor staff must be present on-site for duration of event and wear identifiable uniform shirts
Provide full delivery, setup, operation, teardown, and removal of all movie-related equipment and materials
Ensure all equipment is safely installed, tested, and operational prior to event start
Provide pickup and removal of all equipment immediately following event conclusion
Maintain proper licensing for all approved movies and ensure licenses are available for review
Obtain all necessary permits and approvals, including City Business License, County permits (if applicable), and City permits
Provide inflatable attractions as optional add-on services, if requested
Be responsible for all inflatable-related operations, including delivery, setup, operation, maintenance, and teardown
Provide trained staff to monitor each inflatable during use
Ensure inflatables are operated safely and in accordance with regulations
Maintain Commercial General Liability insurance with limits no less than $1,000,000 per occurrence and $2,000,000 aggregate
Maintain Automobile Liability insurance with combined single limits of $1,000,000
Maintain Workers' Compensation insurance with statutory limits and Employer's Liability with limit of no less than $1,000,000 per accident, per employee, per policy
City of Santa Ana, its City Council, officers, officials, employees, agents, and volunteers to be covered as additional insureds on CGL and AL policies
Insurance company(ies) agrees to waive all rights of subrogation against City on CGL, AL, and WC policies
Contractor's insurance coverage shall be primary and non-contributory
Severability of interest provision must apply for all additional insureds
Coverage shall not be canceled, suspended, voided, reduced, or non-renewed without 30 days prior written notice to City (10 days for non-payment)
Certificate Holder on Evidence of Insurance certificate shall be City of Santa Ana, Attention: (Name of Department Staff Responsible for Agreement), Address of Department Responsible for Agreement, M-XX, Santa Ana, CA 92701
Self-insured retentions must be declared to and approved by the City
Insurers must be authorized to conduct business in California with a current A.M. Best rating of no less than A:VII
Furnish City with original Certificates of Insurance including all required amendatory endorsements and Declarations and Endorsement Page of CGL policy
If claims-made policies, retroactive date must be before contract date, insurance maintained for at least three years after completion, and 'extended reporting' coverage purchased if cancelled/non-renewed
Subcontractors must maintain insurance meeting all requirements and City must be an additional insured on their insurance
Submit Proposer's Certification, References, Debarment Questionnaire, Non-Lobbying Certification, Non-Discrimination Certification, and Non-Collusion Affidavit
All forms must be signed by a legally authorized representative
Non-Collusion Affidavit must be notarized

$50,000 – $250,000

Issue Date: March 3rd, 2026

Optional Pre-Proposal Meeting: March 10th, 2026, 10:00 A.M.

Deadline for Questions: March 17th, 2026, 4:00 P.M.

Proposal Due Date: March 31st, 2026, 4:00 P.M.

City Of Santa Ana

Organization overview and procurement intelligence available on paid plans.

The government authority in California is seeking vendors to provide small and large outdoor movie services. Required offerings include portable screens, sound systems, a secondary Bluetooth player to sync Bluetooth headphones with translation services, and proper licensing for movies.

Vendors must ensure the delivery of all necessary equipment and services for outdoor movie events of varying sizes. Questions regarding the RFP must be submitted by March 17, 2026, and a pre-bid meeting is scheduled for October 2026.

Small and Large Outdoor Movie Service

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