About this opportunity
AI summaryThe City of Palo Alto Public Art Program seeks proposals from qualified production companies to deliver large-scale artistic 3D projection mapping services and original artist-created content for the Code:ART festival in downtown Palo Alto from October 13 to October 16, 2027. The selected vendor will manage site walk-throughs, equipment rentals, permitting logistics, setup, event run, and strike-down. Eligibility is restricted to onshore United States organizations, and the city will award a fixed-fee contract with a negotiated not-to-exceed maximum. Questions are due by November 18, 2026, and final proposals must be submitted digitally via email or online before 3:00 p.m. on Friday, December 4, 2026.
Buyer and opportunity details
- Client
- CITY OF PALO ALTO
- Solicitation No.
- RFP199586
Scope of work
- Site walk-through and initial planning for mapping, projection studies, and equipment footprints
- Selection of at least three qualified multimedia content creators to generate original full 3D motion graphic pieces
- Active planning, rental equipment reservation, generator power finalization, and ADA compliance features
- Logistics, timeline finalization, and implementation of window treatments and coverings for City Hall front façade
- Pre-event coordination, show script run generation, and pre-event walk-through
- Onsite delivery, physical and technical setup, and full testing of equipment and content prior to opening night
- Onsite technical staffing during each night of the event from October 13 to October 16, 2027
- Complete strike-down of project infrastructure, removal of window coverings, and post-event debrief
How proposals are evaluated
| Criterion | Weight / scoring |
|---|---|
| Quality of the Proposal | 10 (10% of Total) |
| Artistic excellence and creative partnerships | 25 (25% of Total) |
| Experience: Technical expertise and project management | 30 (30% of Total) |
| Community engagement and participation | 25 (25% of Total) |
| Cost | 10 (10% of Total) |
Minimum qualifications
- Demonstrated ability to deliver full 3D motion graphics projection mapping projects of comparable scale on façades with glass surfaces
- Established caliber of artist collaborations and artist network for engagement
- Experience with community engagement, community-generated content, youth submissions, or educational opportunities
Documents to include with your response
- Proposal Summary
- Profile on the Proposing Firm(s)
- Qualifications of Firm Relative to City's Needs / Firm Experience form
- Work Plan or Proposal
- Proposed Innovations
- Project Staffing organizational chart and resumes
- Proposal Exceptions
- Cost Proposal Attachment
- Evidence of Financial Stability
- Work samples
Key dates
- Release Project Date
- November 3, 2026
- Question Submission Deadline
- November 18, 2026, 3:00pm
- Proposal Submission Deadline
- Friday, December 4, 2026 BEFORE 3:00 pm
- Code:ART Festival Event Run
- October 13 – 16, 2027
How to submit
- Method
- Electronic via OpenGov portal
- Instructions
- Submitted electronically via OpenGov at https://procurement.opengov.com/portal/palo-alto-ca. Proposal Summary is limited to three pages. Cost proposal must be submitted as a separate file.
Contract details
- Term
- January 2027 through end of October 2027
- Estimated value
- not to exceed $375,000
- Place of performance
- Façade of Palo Alto City Hall at 250 Hamilton Avenue and potentially additional locations throughout downtown Palo Alto
- Insurance and bonding
- Selected Proposer must obtain and maintain insurance requirements outlined in the RFP and attachments, subject to approval by the Risk Manager of the City of Palo Alto.