Addendum 2 - Final.pdf

ADDENDUM NO. 2

MODIFICATION TO SCOPE OF WORK

WEST VIRGINIA DEPARTMENT OF TOURISM

AUDIO / VISUAL – GOVERNOR’S CONFERENCE 2026

ARFQ TOR2700000002

Date Issued: August 24, 2026

The West Virginia Department of Tourism hereby issues Addendum No. 2 to ARFQ TOR2700000002, Audio / Visual – Governor’s Conference 2026.

This Addendum incorporates additional and detailed technical specifications for the audiovisual services required under the Solicitation.

The information contained in this Addendum is hereby made a part of the Solicitation. Vendors shall review and consider all requirements contained herein when preparing and submitting their quotations.

Except as expressly modified or supplemented by this Addendum, all other terms, conditions, specifications, requirements, and provisions of ARFQ TOR2700000002 remain unchanged and in full force and effect.

The bid closing deadline has been deferred to September 3, 2026.

1. AUDIO-VISUAL TECHNICAL SPECIFICATION

1.1 Scope of Work

The awarded Audio-Visual Vendor shall provide, install, configure, and operate a complete live-sound reinforcement system supporting all input channels, output/monitor mixes, and stage equipment described in this Addendum.

The Vendor’s proposed system must meet or exceed the channel counts, device types, and equipment quantities identified herein.

The attached stage plot referenced in the original technical specification shall be used as the reference for physical placement of inputs and equipment on stage.

2. AUDIO INPUT LIST

The following input channels must be supported by the Vendor’s console/system, with the corresponding microphone or DI type and stand/mounting hardware provided by the Vendor unless otherwise noted.

Ch. # Source / Label Type Stand / Mount Stage Location

2 Kick Out Mic Short stand/boom Drum riser

3 Snare Mic Clip mount Drum riser

4 Hat Mic Clip mount Drum riser

9/10 Overhead (pair) Mic x2 Tall boom Drum riser

13 Mtn Stage Bass DI — Stage

14 Guest Bass DI — Stage

15/16 DPA (pair) Mic x2 (clip-on)

Piano-mount clip Piano

49 Band Aco 2 DI — Stage Left

50 Harp Mic Short stand Stage Left

51 Guest Voc Mic Tall stand Stage Right

52 Host Mic Tall stand Stage Right

53 Egit 2 Band Mic Short stand Stage

54 Aco 1 Band DI — Stage Left

55 Egit 1 Band Mic Tall stand Stage Right (angled riser)

56 98 Pno Mic (clip-on) Piano-mount clip Piano

57/58 Audience (pair) Mic x2 Tall stand House

59/60 Km184 (pair) Mic x2 Short stand Stage

62 Announcer Mic Tall stand House/Booth

3. OUTPUT / MONITOR LIST

Out # Label Notes

1 Mix 1 Monitor mix (wedge/IEM – TBD)

2 Mix 2 Monitor mix (wedge/IEM – TBD)

3 Mix 3 Monitor mix (wedge/IEM – TBD)

4 Mix 4 Monitor mix (wedge/IEM – TBD)

5 Mix 5 Monitor mix (wedge/IEM – TBD)

6 Mix 6 Monitor mix (wedge/IEM – TBD)

7 Mix 7 Monitor mix (wedge/IEM – TBD)

8 Drm (Drum HP Amp) Headphone amp feed

17 Aco 1 Band (HP Amp) Headphone amp feed

18 Piano (HP Amp) Headphone amp feed

19 Egit Band (HP Amp) Headphone amp feed

The output channels, including monitor mixes and headphone amplifier feeds, must be supported and delivered to the labeled stage positions.

4. MINIMUM EQUIPMENT REQUIREMENTS

The quantities below represent the minimum equipment the Vendor must supply. Vendor may substitute equivalent-or-better models; any substitutions must be identified in the Vendor’s proposal.

Item Quantity Notes

Vocal/Instrument Microphones

13 Includes drum mics (Kick, Snare, Hat, OH pair), Harp, Guest Voc, Host, Egit 1 & 2, Km184 pair, Audience pair, Announcer

Clip-on Instrument Mics (Piano)

3 DPA pair (15/16) + 98 Pno clip (56)

Direct Boxes (DI) 4 Channels 13, 14, 49, 54

Headphone Amplifiers

6 Channels 8, 17, 18, 19, 20, 21; confirm channel count per unit needed on-site

Monitor Mixes (wedges or IEM packs)

7 Mix 1–7; Vendor to confirm wedge vs. IEM per position

20 Egit 2 Band (HP Amp) Headphone amp feed

21 Bass (HP Amp) Headphone amp feed

Tall Boom/Straight Mic Stands

5 Overhead pair, Guest Voc, Host, Egit 1, Audience pair, Announcer

Short Mic Stands 5 Kick, Harp, Egit 2, Km184 pair

Acoustic Riser (12”)

1 Per stage plot legend, “Other Items”

Drum Riser (12”) 1 Per stage plot legend, “Other Items”

Staging / Riser Items

— 12” riser sections; 4–6” tall riser sections; acoustic riser, 12”;

drum riser, 12”

Additional Staging / Riser Requirements

The Vendor shall provide the following staging/riser sections and equipment as required:

● 12” riser sections;

● Four (4) to six (6) inch tall riser sections;

● One (1) acoustic riser, 12”;

● One (1) drum riser, 12”.

5. STAGE PLOT REFERENCE

The Vendor shall lay out all microphones, DI boxes, headphone amplifiers, and risers in accordance with the official MTN Stage Input/Output 2026 stage plot diagram provided separately by the event producer.

The stage plot diagram governs physical placement.

This Addendum governs channel counts and equipment types.

6. INCORPORATION INTO ARFQ TOR2700000002

The requirements contained in Sections 1 through 6 of this Addendum are hereby incorporated into ARFQ TOR2700000002 and shall be considered part of the Solicitation.

The Vendor’s quote shall include all costs necessary to provide the equipment, labor, setup, operation, supervision, installation, teardown, removal, and other services necessary to meet these requirements.

7. NO OTHER CHANGES

Except as specifically modified or supplemented by this Addendum No. 2, all other terms, conditions, specifications, requirements, dates, and provisions of ARFQ TOR2700000002 remain unchanged and in full force and effect.

8. MISCELLANEOUS:

1.1. Questions: Any questions submitted concerning the Addendum 2 must be received no later than August 28th at 12 pm ET. Questions must be submitted via WVOASIS.

1.2. Answers will be provided via the website (https://wvtourism.com/purchasing/) and

WVOASIS to all vendors no later than September 1st at 4 pm ET.

1.3. Bid Submissions: Bids must be submitted by September 4, 2026, at 12:00 PM ET via

WVOASIS.

https://wvtourism.com/purchasing/

REVISED EXHIBIT A – PRICING PAGE

AUDIO / VISUAL SERVICES

WEST VIRGINIA DEPARTMENT OF TOURISM

GOVERNOR’S CONFERENCE 2026

ARFQ TOR2700000002

ADDENDUM NO. 2

VENDOR PRICING INSTRUCTIONS

Vendor shall provide all-inclusive pricing for the equipment, labor, materials, transportation, delivery, setup, installation, operation, technical support, teardown, removal, travel, supervision, overhead, profit, and all other costs necessary to fully perform the requirements of the Solicitation and Addendum No. 2.

No additional charges, fees, surcharges, or expenses will be accepted.

Vendor shall provide the requested unit pricing and extended pricing below. The Total Bid Price shall include all items and services necessary to meet the specifications.

A. AUDIO INPUT EQUIPMENT

Item Description Qty. Unit Price Extended Price

A-1 Vocal/Instrument Microphones 13 $_______ $________

A-2 Clip-on Instrument/Piano Microphones 3 $_______ $________

A-3 Direct Boxes (DI) 4 $_______ $________

A-4 Microphone Stands – Tall Boom/Straight TBD $_______ $________

A-5 Microphone Stands – Short TBD $_______ $________

A-6 Microphone Clip/Mounting Hardware LS $_______ $________

Subtotal – Audio Input Equipment

B. OUTPUT / MONITOR EQUIPMENT

B-1 Monitor Mixes – Wedges and/or IEMs 7 $________ $________

B-2 Headphone Amplifiers 6 $________ $________

B-3 Headphone Amplifier Cabling/Accessories LS $________ $________

B-4 Monitor Cabling and Accessories LS $________ $________

Subtotal – Output/Monitor Equipment

C. STAGING / RISER EQUIPMENT

C-1 12” Riser Sections ______ $________ $________

C-2 4–6” Tall Riser Sections ______ $________ $________

C-3 Acoustic Riser – 12” 1 $________ $________

C-4 Drum Riser – 12” 1 $________ $________

C-5 Staging/Riser Accessories LS $________ $________

Subtotal – Staging/Riser

Equipment

D. TECHNICAL SERVICES / LABOR

D-1 Setup and Installation Labor LS $________ $________

D-2 On-Site Audio Technician __ $________ $________

D-3 Show Operation / Technical Support LS $________ $________

D-4 Teardown and Removal Labor LS $________ $________

Subtotal – Technical Services/Labor

E. ADDITIONAL REQUIRED SERVICES

Item Description Qty. Unit Price Extended Price

E-1 Transportation / Delivery LS $______ $________

E-2 Equipment Loading / Unloading LS $______ $________

E-3 Travel / Travel Time LS $_______ $________

E-4 Supervision / Project Management LS $_______ $________

E-5 Other Required Costs Necessary to Complete the Work

LS $_______ $________

Subtotal – Additional Required Services

F. TOTAL BID PRICE

Pricing Category Total

A. Audio Input Equipment $________________

B. Output / Monitor Equipment $________________

C. Staging / Riser Equipment $________________

D. Technical Services / Labor $________________

E. Additional Required Services $________________

TOTAL BID PRICE – ALL INCLUSIVE $________________

VENDOR EQUIPMENT INFORMATION

Vendor shall identify the make and model of the proposed equipment where required by the specifications.

Equipment Category Manufacturer Model

Vocal/Instrument Microphones __________________ __________________

Clip-on/Piano Microphones __________________ __________________

Direct Boxes __________________ __________________

Headphone Amplifiers __________________ __________________

Monitor/Wedge System __________________ __________________

IEM System, if applicable __________________ __________________

Other Major Equipment __________________ __________________

PRICING CERTIFICATION

By signing below, Vendor certifies that the Total Bid Price includes all labor, equipment, materials, transportation, travel, delivery, installation, setup, operation, technical support, teardown, removal, supervision, insurance, taxes, overhead, profit, and all other costs necessary to provide complete services in accordance with ARFQ TOR2700000002 and Addendum No. 2.

Vendor further certifies that no additional charges will be billed to the West Virginia Department of

Tourism for services or equipment required by the Solicitation or Addendum.

Vendor Name: _______________________________________________

Authorized Representative (Print): ______________________________

Signature: __________________________________________________

Title: ______________________________________________________

Phone: _____________________________________________________

Email: ______________________________________________________

Date: ______________________________________________________

ADDENDUM TWO

WEST VIRGINIA DEPARTMENT OF TOURISM

GOVERNOR’S CONFERENCE AUDIO VISUAL

ARFQ TOR2700000002

The purpose of this addendum is to modify the solicitation identified as ARFQ TOR2700000002 (“Solicitation”) to reflect the change(s) identified and described below.

MODIFICATION TO SCOPE OF WORK

This Addendum is issued to answer Vendor Questions. All prospective bidders must acknowledge receipt of this Addendum, as failure to do so may result in disqualification of the bid.

All other terms, conditions, and requirements of the Solicitation remain unchanged.

Instructions: Please acknowledge receipt of all addenda issued with this solicitation by completing this addendum acknowledgment form.

Failure to acknowledge addenda may result in bid disqualification.

Addendum 2 -Modification to Scope of Work

I understand that failure to confirm the receipt of addenda may be cause for rejection of this bid. I further understand that any verbal representation made or assumed to be made during any oral discussion held between Vendor’s representatives and any state personnel is not binding. Only the information issued in writing and added to the specifications by an official addendum is binding.

Company

Authorized Signature

Date

NOTE: This addendum acknowledgment should be submitted with the bid to expedite document processing