26-JYF-227 Addendum 1.pdf
PDF 578 KB Posted
- Attached to
- UIFB 26-JYF-227 Classroom AV Equipment
- Solicitation number
- QQ-118387
- Issued by
- Stafford County, Virginia
About this file
This Addendum 1 document issued by the Jamestown-Yorktown Foundation, a Commonwealth of Virginia agency, provides clarifications and responses to bidder questions regarding UIFB 26-JYF-227 for classroom audio-visual equipment. The solicitation seeks replacement AV equipment including projectors, projection screens, touchscreen monitors, audio/video processing equipment, cabling, and touch screen controllers for classroom and meeting room environments at the American Revolution Museum at Yorktown. Optional installation services estimated at 40 hours are available for bidder consideration. The original bid due date was April 23, 2026, at 2:00 PM ET. Critical to this amendment is the strict delivery timeline: equipment must arrive by May 11, 2026 (preferred), with absolute flexibility only through May 14, 2026. The entire project including installation, programming, and commissioning must be fully completed and operational no later than May 26, 2026. All equipment will be delivered FOB Destination to 200 Water Street, Yorktown, Virginia 23690.
The addendum clarifies that Small Business and Micro Business (SWaM) designation is not a requirement for award, though the solicitation is designated as a Small Business Priority Set-Aside with award priority given to eligible vendors. Installation services remain optional, with bidders responsible for their own cost estimation based on site conditions and required equipment. Da-Lite projection screens are acceptable alternatives to Draper screens if comparable in specifications. The projection systems will operate in moderate ambient light classroom and meeting room environments with ceiling heights of approximately 120 to 140 inches and 2-foot by 4-foot ceiling tiles. Bidders are responsible for their own site assessment and due diligence regarding field dimensions, ceiling conditions, electrical availability, and any necessary installation equipment, as the agency does not guarantee availability of onsite lifts or other installation equipment. Representative photographs of room conditions are provided for general reference only.
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Text version
Jamestown-Yorktown Foundation P.O. Box 1607, Williamsburg, Virginia 23187-1607
(757) 253-4838 (757) 253-5299 Fax (757) 253-5110 TDD www.jyfmuseums.org
UIFB
#26-JYF-227
Addendum # 1
To All Offerors
Issue Date: April 21, 2026
Title: Classroom Audio Visual Equipment
Commodity Code: 28545, 65525, 65529, 65530, 65535, 65595, 65596, 84067, 84069, 84070, 84076, 84084, 84086, 88011, 88049, 88052, 88055, 88058, 88061, 88064, 88067
Issuing Agency: Commonwealth of Virginia
Jamestown-Yorktown Foundation
Attn: Keola Lee
200 Hawks Nest Dr.
Williamsburg, VA 23185
The Jamestown-Yorktown Foundation is hereby amending or clarifying the above-mentioned Unsealed
Invitation for Bids (UIFB). The original solicitation can be found on eVA under Virginia Business
Opportunities (VBO) at https://eva.virginia.gov/. Bidders shall take due notice and be governed accordingly.
Bidders are required to acknowledge receipt of this Addendum. Failure to do so may be cause for rejection of the bid.
I. QUESTIONS:
Responses are indicated in red italics:
1. Is the SWAM designation a requirement for award?
No. SWaM designation is not a requirement for award under this solicitation unless otherwise expressly stated in the solicitation documents. Award will be made in accordance with the terms and conditions of the UIFB.
2. Is there any flexibility in the implementation schedule? Equipment orders are starting to delay due to chip shortages. What are the absolute time requirements for installation and operation?
The Agency requires the entire project, including equipment arrival, installation, programming, and commissioning, to be fully completed and operational no later than May 26, 2026.
The Agency’s preferred delivery date for equipment is May 11, 2026. Limited flexibility may allow delivery as late as May 13 or May 14, 2026; however, delivery later than May 14, 2026 is not acceptable.
3. In Section III.B.1.f, the solicitation states that the Contractor shall furnish and deliver the equipment and shall provide all labor, tools, materials, equipment, travel, delivery, shipping, insurance, supervision, http://www.historyisfun.org/ https://eva.virginia.gov/
UIFB #26-JYF-227 Addendum # 1 and other incidentals necessary to fulfill the requirements of the solicitation. However, Attachment A identifies installation services as an optional 40-hour item. Are these the same or different?
For clarification, Attachment A, Line Item 18 references optional installation services and includes a labor estimate of 40 hours (20 hours x 2 individuals). That estimate is provided for bidding reference only and is not a guaranteed quantity of hours. Bidders offering installation services shall base pricing on their own judgment and shall include all labor, supervision, coordination, and incidental effort necessary to complete the described installation work.
4. If optional installation services are quoted, what is the required completion timeframe?
If optional installation services are included in the bidder’s proposal and accepted by the Agency, the
Agency requires the work, including equipment arrival, installation, programming, and commissioning, to be fully completed and operational no later than May 26, 2026.
5. In Section III.B.1.f and g, the solicitation states that the Contractor shall furnish and deliver the equipment and provide all labor, tools, materials, equipment, travel, delivery, shipping, insurance, supervision, and other incidentals necessary to fulfill the requirements of the solicitation, and shall provide all hardware, software, firmware, accessories, and licenses necessary for the intended installation, operation, and use of the listed equipment. Attachment A, Line Item 18 identifies Optional
Installation Services. Are installation services required or optional?
For clarification, Attachment A, Line Item 18 remains an optional pricing item for installation services. The references in Section III.B.1.f and g apply to the scope actually quoted and awarded under this solicitation, including installation only if the bidder includes optional installation services in its bid and such services are accepted by the Agency.
6. May Da-Lite be offered instead of Draper for the projector screens?
Yes. As stated in Attachment A, Draper or Da-Lite screens are acceptable for Line Items 4 and
5, provided the offered screen is comparable in size, controls, material, intended application, and performance for the operating conditions described below.
7. How will the projectors be used: in a dark room showing content, or in a bright room with lights?
The projection systems will be used in classroom and meeting room environments under moderate ambient light conditions. The taller rooms have approximately 140-inch ceiling heights and include medium tint-filmed windows to the side of the room. The shorter rooms have approximately
120-inch ceiling heights and include a glass door with similar medium tint film on the wall opposite the projection screen. These rooms are not low-light-only environments. Content includes presentations, Zoom/Teams meetings, and film/video playback.
8. Is there any additional guidance regarding screen material for the taller rooms?
For the taller rooms, if an ambient light rejecting (ALR) material is appropriate for the application, that is acceptable. A screen material with greater than 1.0 gain may also be appropriate, provided it is suitable for the room conditions, projector throw ratio, and intended use.
9. A bidder asked several questions regarding the optional installation pricing identified in Attachment
A, including whether an existing screen is being replaced, ceiling conditions, support structure, electrical availability, responsibility for finish restoration, and whether a lift is available onsite. Please provide clarification.
The Agency provides the following clarification for bidder reference with respect to the optional installation pricing identified in Attachment A:
- The installation work described in Attachment A, Line Item 18 involves the applicable rooms and equipment identified in the solicitation. Representative room conditions are shown in
Figures 1 through 7.
- Ceiling tiles are 2' x 4'. See Figures 1 through 7.
- The taller rooms are approximately 140 inches in height. See Figures 1 through 4.
- The shorter rooms are approximately 120 inches in height. See Figures 5 through 7.
- The photographs are provided for general bidder reference only. Bidders shall rely on their own judgment in preparing optional installation pricing.
- To the extent bidders require exact field dimensions, above-ceiling conditions, structural support verification, electrical verification, or other installation-specific details not expressly stated in the solicitation, such matters shall be addressed by the bidder through its own due diligence and site assessment, if any, prior to bid submission.
- Unless otherwise expressly stated in the solicitation, the Contractor shall be responsible for providing all labor, equipment, tools, accessories, coordination, and incidentals necessary to perform any optional installation services quoted by the bidder.
- The Contractor shall be responsible for leaving the work area in a neat and acceptable condition upon completion of any quoted installation work.
- The Agency does not guarantee the availability of onsite lifts or other installation equipment.
Bidders shall base their optional installation pricing on furnishing any equipment they determine necessary to perform the work.
II. FIGURES
The following photographs are provided for bidder reference to illustrate general room layout, ceiling type, and existing audio-visual conditions in the applicable rooms. These photographs are informational only and do not relieve bidders of responsibility for their own bid preparation.
Figure 1. Tall Room – Audience View
Toward Opposite Wall
Figure 2. Tall Room – Interior Room View
Figure 3. Tall Room – Existing Screen
Wall
Figure 4. Tall Room – Rear Room / Existing
Display View
Figure 5. Short Room – Existing Screen
Figure 6. Short Room – Audience View
Toward Opposite Wall
Figure 7. Short Room – Existing Display
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