2-B. SPECIFICATIONS.pdf

RFQ-SP-26-017

SPECIFICATIONS

2026 TOURISM AWARDS & CELEBRATION ANNUAL BANQUET

1. INTENT

Pasco County (“County”) seeks a qualified Vendor to furnish all labor, materials, equipment, tools, transportation, programming, installation, operation, and removal necessary to provide comprehensive Audio-Visual (AV) Event Services for the 2026 Florida’s Sports Coast Tourism Awards & Celebration Annual Banquet.

2. GENERAL REQUIREMENTS

2.1 All work must be performed in accordance with all applicable state, local and national laws and codes.

2.2 All work must be performed according to the designer’s and manufacturer’s installation requirements and recommendations and in accordance with all plans and specifications.

2.3 The Vendor is responsible for all processes and costs associated with obtaining and maintaining any required permits.

2.4 All quantities stated in this solicitation are estimates for bidding purposes. The County does not guarantee any quantities mentioned herein.

2.5 Pricing must include all labor, tools, materials, and equipment needed to complete all the services described herein.

2.6 While it is the county’s intent to the contract to one Vendor, we reserve the right to award multiple Vendors if found to be in our best interest.

3. MINIMUM QUALIFICATIONS

3.1 Vendor must have been in business of providing similar goods or services for two

(2) years.

3.2 The County reserves the right to request information necessary to determine the ability of the Vendor(s) to perform the work, to include references.

4. SCOPE OF SERVICES

4.1 The event will occur on Thursday, May 14, 2026, at the Wiregrass Ranch Sports

Campus of Pasco County, located at 3021 Sports Coast Way, Wesley Chapel, FL 33543, with a start time of 4:00 PM.

4.2 The Vendor will provide a complete, turnkey AV production suitable for a high-profile awards program.

• This includes setup and teardown of all equipment.

4.3 The event will be held at an indoor sports venue with approximately 37,500 sq.ft.

of continuous space with 450 attendees.

4.4 It is estimated that fifty percent (50%) of the venue space will be utilized for the event.

4.4.1 Of the space allocated for the event, one portion will be designated for a networking session and another portion will be designated for the banquet.

• This also includes an upstairs VIP area. Vendor will ensure that the upstairs VIP area is equipped with full audio coverage.

4.4.2 The venue is equipped with a wooden floor; however, floor covering using Taraflex or (equal) will be installed prior to the event.

5. SERVICES/ PRODUCT REQUIREMENTS

5.1 Lighting:

General Networking area and ballroom

• (10) Moving Head Spot Fixture

• (20) Moving Head Wash Fixture

• (18) LED Linear Wash Fixture

• (4) Full Color LED Leko and Lens

• (100) Wireless LED Wash Uplighting Fixture (RGBWAU) Gym and VIP Area

• (1) Lighting Console

5.2 Rigging:

• (4) 16" x 20' Truss Teaser Black Poly

• (6) 10' Box Truss 6 1.0

• (4) 1/2 Ton Motor

• Socapex Cable Case

• Motor Control

• Rigging Hardware Case

• (4) Truss Pick 4 1.0

• (4) Beam Clamp

5.3 Staging:

• (8) 4’x8’ Stage Deck (12’x24’x24)

• (3) 4’x8’ Stage Deck (LED Video Wall Riser)

• (2) Custom Rounded 4’x4’ Stage Deck

• (2) Two- step stair unit for safe access on and off the stage.

• (1) 4’x4’ Stage Deck (Camera Riser)

5.4 Video:

• (2) Custom Borderless 9'x16' Frame and Accessories

• (4) 10' Box Truss

• (6) 3'x3' Aluminum Truss Base

• (2) 8' Box Truss

• (3) Projector Truss Tray

• (10) White Truss Wrap

• (4) 4' Box Truss

• (2) 1300 Lumen Laser Projector

• (2) Long Throw Lens For 13k 4.85 - 7.38

• (1) 6 Channel Video Switcher and Monitor

• (1) 55" HDTV/Confidence Monitor with Stand

• (3) Presentation/Media Laptop

• (1) Presidential Style Teleprompter Kit

5.5 Audio:

• Omnidirectional Dual Ear Headset Microphone

• 42 Channel Digital Mixer

• Digital 4 Mic Rack

• Event Mic Stand Bag (6 Stands)

• Speaker & Subwoofer Combo Case -2

• Active Speaker

• Active Subwoofer

• Column Array Speaker Case - 2

• Column Array Speaker

• Acrylic Podium

• Podium Decal (See Exhibit A)

• 18” Podium Mic

• Dual 18" Subwoofer

• Column Speaker Case (2)

• Column Base/Sub

5.6 LED Video Wall:

• (65) MG6S P2.6 Indoor LED Video Wall Panel (SOLID WALL 5x13

Configuration - 8'x21.6' Wall)

• MG6S P2.6 Accessory Kit (accessory)

• LED Panel Controller (2.6mm Wall) (accessory)

• (4) 8' Plated LED Video Wall Truss

• (12) ProX 10"-12" LED Panel Mounting Bracket for Truss

• LED Video Wall Laptop

5.7 Pipe and Drape:

• 100 linear feet of 18’ tall Poly Knit White Drapes

5.8 Accessory:

Vendor must provide ancillary power source that will power all the equipment being provided.

5.9 Transport:

Delivery/pickup must be completed by the Vendor. Installation date is

Wednesday, May 13, 2025, during mid-morning hours. Teardown is May 14, 2026 after the conclusion of the event around 8:30 pm (Delivery/Pickup (0-50 miles))

END OF SPECIFICATIONS