5-Attachment B -Technical Spec.pdf
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- Solicitation number
- IFB 2000004280
- Issued by
- Fairfax County, Virginia
About this file
This is a Technical Specification Attachment for an Invitation for Bid (IFB 2000004280) issued by the Fairfax County Park Authority in Virginia for sound system, sound technician services, and outdoor movie services to support the county's Summer Entertainment Series. The solicitation encompasses a full series of 70-80 shows scheduled across multiple county parks during July and August, with performances held on Wednesday, Thursday, Friday, and Saturday evenings at various locations including Franconia District Park, Burke Lake Park, Frying Pan Farm Park, Fairfax County Government Center, Nottoway Park, Royal Lake Park, Lake Accotink Park, Grist Mill Park, Mason District Park, Arrowbrook Centre Park, Ossian Hall Park, and Workhouse Arts Center. The contractor must provide complete sound system rental, transportation, setup and teardown services; professional sound technicians for monitoring and equipment management; and outdoor movie services including inflatable screens, projection equipment, and FM broadcast audio systems. Performance sets range from 60 to 90 minutes, with specific arrival times and sound check requirements established for each venue. Additionally, the contractor must provide outdoor movie licensing for four movies to be selected by the county following contract award, with movie services scheduled for the first four weekends in August at the Sully Historic Site Starlight Drive-in Cinema.
The technical specifications require a high-quality PA system capable of servicing crowds up to 2,000 people, featuring 12-channel minimum mixing consoles, appropriate outboard processing equipment, and microphone packages. For outdoor movie services, the contractor must provide one of three inflatable screen options ranging from 30 feet to 52 feet in width, projection equipment with minimum 16,000 lumens and 1920x1080 resolution capability, and supplementary powered speakers for each screen. All contractor personnel must maintain professional appearance, adhere to substance-free policies, and comply with smoke-free facility requirements. The contractor is responsible for obtaining all necessary permits, licenses, and fees for movie licensing. Late arrival penalties of $200 per 30 minutes apply if setup is not complete by the scheduled sound check time. Cancellations require two weeks' notice and prior approval from the Park Authority, with cancellation fees to be included in the bid price. The contractor must provide adequate weather protection for all equipment and personnel and is responsible for all delivery, setup, operation, and removal of equipment with no on-site storage permitted.
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Other files
| File | Type | Posted |
|---|---|---|
| 4-DPMM Cover Sheet.pdf | ||
| 3-Attachment A.pdf | ||
| 2-Appendix A.pdf | ||
| 1-2000004280.pdf |
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Text version
IFB 2000004280
Attachment B
TECHNICAL REQUIREMENTS
1. GENERAL REQUIREMENTS:
The successful contractor must provide the services listed below:
1.1. Rental, transportation, set-up and tear-down of all sound systems and equipment.
1.2. Provide sound technician and monitoring services.
1.3. All Contractor personnel must present themselves in a professional manner in both appearance and attitude while on-site. All Contractor personnel shall have a neat appearance and shall wear a shirt which identifies them as Contractor personnel, issued by the Contractor.
1.4. All Contractor personnel are responsible for their own meals and beverages while on-site. Contractors
CANNOT consume or be under the influence of alcohol and/or drugs while on site.
1.5. Fairfax County Park Authority’s performance venues are smoke free. Contractors CANNOT smoke on the job.
1.6. Cancellation of Services: No cancellation is permitted by the contractor or contractor personnel, without prior approval from the FCPA concert or event manager. The Contractor shall notify the County two (2) weeks in advance if they cancel a scheduled event for any reason. The County reserves the right to obtain the cancelled services in the open market services of comparable quality to replace the services not delivered. Include any documentation regarding your firm’s cancellation policy and include any cancellation fees in your grand total bid price. These fees are to be included with the bid price.
1.7. Permit, Taxes, Licenses: The successful Contractor shall at his own expense obtain all necessary permits, pay all licenses, fees and taxes required to comply with all local ordinances, state, and federal laws and rules and regulations applicable to business to be carried out under this contract. Costs submitted must include all fees if applicable. Secure and pay for all required licensing fees for four movies, one for each evening. Movies shall be selected by the County following the award of the bid and may include some of the most recently released movies.
1.8. Approved Equal or Alternate Product Proposal: The Technical Specifications represent a level of quality and features which are desired by the FCPA. The FCPA is receptive to any product which would be considered as an approved equal or better.
1.9. Inclement Weather:
a. Concerts are held outdoors and therefore could be cancelled if it rains. Decisions for cancellation are made around 4 hours prior to showtime, or on location, if deemed unsafe. All cancellations must be approved by the Park Authority.
b. The Park Authority uses County Showmobiles for some of the shows which provide partial coverage for the stage; however, some of the amphitheaters do not have any cover. There are no covered areas for sound board or crew. The vendor must provide their own coverage which must include their own tent and covers to protect all sound equipment both on stage and off stage
2. SOUND EQUIPMENT & PUBLIC ADDRESS (PA) SYSTEM:
2.1. Sound monitoring level devices are required on all stages and equipment for all concerts and Contractor personnel shall respond to the requests of event staff regarding sound levels during performances.
2.2. Contractor must contact performers two (2) months prior to the schedule of the shows to secure stage plot and sound/tech rider.
2.3. Contractor must provide all hardware & equipment necessary as outlined on performer’s stage plot/sound requirements.
2.4. Contractor must contact performer two (2) weeks prior to the scheduled show to review the sound requirements and make any necessary adjustments and inform performer of sound check, arrival and load in/out times.
2.5. The successful contractor must provide a PA system, and all necessary equipment needed to service a crowd of up to 2,000.
2.6. The PA system and all sound equipment provided by the contract must be of high quality and in perfect condition meeting performer’s expectations. PA system and equipment may include but not limited to:
a. A complete speaker system with 2-way & 3-way speakers to cover all genres.
b. If required, provide sub woofers upon request. Bid the unit cost for each show in the Pricing Schedule.
c. Minimum of 12 channel mixing console based on sound requirements.
d. Professing and effect rack with CD and digital/analog/MP3 playback capability.
e. Appropriate snake and drive lines.
f. All microphones, cables, stands and direct boxes.
g. All outboard processing gear, including but not limited to compression & EQ, gate & Limiters, effects processors, CD, digital/analog/ MP3 playback capability.
h. Minimum of one (1) sound tech for standard shows of sixty minutes and two (2) sound techs for standard and upgraded shows of sixty or ninety minutes; or shows requiring more gears.
i. Concerts and Special Events are held outdoors in open air and subject to rain showers with no cancellation, unless deemed unsafe. Contractor is advised to provide appropriate cover for all equipment and technicians.
2.7. Penalty and late arrival penalty: If the Contractor is not ready and set for the sound check time as scheduled, the Contractor’s payment shall be deducted $200 for every 30 minutes that they are late.
3. OUTDOOR MOVIE SERVICES TECHNICAL SPECIFICATIONS:
3.1. Screens:
a. Option #1- 52’x26’ AIRSCREEN: Inflatable Movie Screens installed and anchored with a minimum of 4,000 lbs. of holding power (stake plates no less than 36” with 8 stakes) at each of four points on each screen totaling 16,000 lbs. Screen surfaces shall start no lower than 10 ft above ground level to allow for unobstructed drive-in viewing. Screens shall operate at an internal pressure of no less than 30 millibar to provide stability in wind and inclement weather. It is desirable that the construction be HF welded as opposed to sewn to provide structural strength (similar construction to a tennis bubble).
b. Option #2- One 40’x20’ AIRSCREEN: Inflatable Movie Screens installed and anchored with a minimum of 2,000 lbs of holding power or ballast at each of four points on each screen totaling 8,000 lbs per screen. Screen surfaces shall start no lower than 6.5 ft above ground level to allow for unobstructed drive-in viewing. Screens shall operate at an internal pressure of no less than 30 millibar to provide stability in wind and inclement weather. It is desirable that the construction be HF welded as opposed to sewn to provide structural strength (similar construction to a tennis bubble).
c. Option #3-Two 30’x17’ AIRSCREENS: Inflatable Movie Screens installed and anchored with a minimum of 2,000 lbs. of holding power or ballast at each of four points on each screen totaling 8,000 lbs. per screen. Screen surfaces shall start no lower than 6.5 ft above ground level to allow for unobstructed drive-in viewing. Screens shall operate at an internal pressure of no less than 30 millibar to provide stability in wind and inclement weather. It is desirable that the construction be HF welded as opposed to sewn to provide structural strength (similar construction to a tennis bubble).
3.2. Projection/Audio Processing: Projectors must offer: 16,000 lumens or higher; with a 1920x1080 resolution or better with lenses for a 225+ ft throw distance. Audio shall include: an FM broadcast transmitter with an FCC certification affixed, a folded dipole antenna; high quality mixer (Midas, Allen & Heath, QSC, Yamaha) mixer, video monitors. Video playback shall be from a MacBook Pro video playback system with a full running backup.
3.3. Supplementary sound: In addition to the FM broadcast, two 2,000 watt or greater self-powered (active) speakers (such as QSC 12.2) are to be placed at each screen on speaker stands to provide supplementary sound reinforcement. Commercial FM receivers shall be provided for speaker signal (no audio cables may be placed in the parking lot/audience area).
3.4. Projection platform: Projectors shall be housed in weatherproof structures behind the audience (parked vehicles) at height to clear all vehicles with projection. Projection platforms shall be placed 250’ from each other.
3.5. Event management: Contractor shall be assigned a liaison with Fairfax County Park Authority staff to coordinate all activities as outlined in this proposal.
3.6. Timeframe for load and strike: Event manager, laborers and tech support must arrive by 3:00 p.m. each show day and have all equipment in place, tested and ready to go by 6:30 p.m. Each evening, all equipment shall be removed immediately after the show ends and parking area is clear of patrons.
3.7. Movie Licensing: Contractor shall include movie licensing allowance in their proposal for the series.
3.8. If a show must be cancelled: If a show must be cancelled because the contractor was late for the show or did not arrive to provide their services, then the contractor shall not be paid for that show. If the show is cancelled by the contractor, then no cancellation fees shall be applicable.
3.9. The contractor shall be responsible for delivery, unloading, set up, operation, take down and removal of the items necessary to provide the services for each show date and none of the contractor equipment shall be stored at the event site listed above in the Scope of Work.
4. PERFORMANCE TIMES AND DATES:
4.1. Dates and locations are subject to change at the discretion of Fairfax County Park Authority:
Sound/Tech Services - Full Series (70-80 shows)
Wednesday Evenings
Location Name Address Requirements Date Time
Franconia District Park
6601 Telegraph Rd.
Franconia, VA 22310
(Leonadus K. Plenty Amphitheater)
One set of 60 minutes Arrival Time: No later than 5:00 pm Sound check: 6:30 pm
July and August
7:30 pm - 8:30 pm
Burke Lake Park 7315 Ox Road Fairfax Station, VA 22039
One set of 90 minutes Arrival Time: No later than 4:30 pm Sound check: 6:00 pm
July and August
7:00pm- 8:30pm
Thursday Evenings
Frying Pan Farm Park
2709 West Ox Road Herndon, VA 20171
One set of 60 minutes Arrival Time: No later than 5:00 pm Sound check: 6:30 pm
July and August
7:30 pm - 8:30 pm
Fairfax County Gov. Center
12000 Government Ctr Pkwy Fairfax, VA 22035
(back lawn)
One set of 90 minutes Arrival Time: No later than 3:00 pm Sound check: 4:30 pm
July and August
5:30pm- 7:00pm
Location Name Address Requirements Date Time
Thursday Evenings - Continued
Nottoway Park 9601 Courthouse Road Vienna, VA 22181
One set of 60 minutes Arrival Time: No later than 5:00 pm Sound check: 6:30 pm
July and August
7:30pm- 8:30pm
Friday Evenings
Royal Lake Park 5344 Gainsborough Drive Fairfax, VA 22032
One set of 60 minutes Arrival Time: No later than 5:00 pm Sound check: 6:30 pm
July and August
7:30 pm - 8:30 pm
Lake Accotink Park
7500 Accotink Park Road Springfield, VA 22152
One set of 60 minutes Arrival Time: No later than 5:00 pm Sound check: 6:30 pm
July and August
7:30pm- 8:30pm
Grist Mill Park 4710 Mt. Vernon Memorial Hwy Alexandria, VA 22309
One set of 90 minutes Arrival Time: No later than 5:00 pm Sound check: 6:30 pm
July and August
7:30pm- 9:00pm
Mason District Park
621 Columbia Pike Annandale, VA 22003
One set of 60 minutes Arrival Time: No later than 5:00 pm Sound check: 6:30 pm
June through
Mid-August
7:30pm- 8:30pm
Saturday Evenings
Arrowbrook Centre Park
2351 Field Point Road Herndon, VA 20171
One set of 90 minutes Arrival Time: No later than 5:00 pm Sound check: 6:30 pm
July and August
7:30 pm - 9:00 pm
Ossian Hall Park 7900 Heritage Drive Annandale, VA 22003
One set of 60 minutes Arrival Time: No later than 5:00 pm Sound check: 6:30 pm
Mid-June through
Mid-August
7:30pm- 8:30pm
Workhouse Arts Center
9601 Ox Road Lorton, VA 22003
One set of 90 minutes Arrival Time: No later than 5:00 pm Sound check: 6:30 pm
July and August
7:30pm- 9:00pm
Outdoor Movie Services
Location Name Address Date
Sully Historic Site Sully District Starlight Drive-in Cinema
3650 Historic Sully Way Chantilly, VA 20151 first four weekends (rain date 5th weekend) in August
File details come from the government source that posted it. Updated .