Audiovisual - Specs - GC2026.pdf

REQUEST FOR QUOTATION

WEST VIRGINIA DEPARTMENT OF TOURISM

AUDIO / VISUAL - GOVERNOR’S CONFERENCE 2026

ARFQ TOR2700000002

Issued by:

The West Virginia Department of Tourism

1900 Kanawha Boulevard, East State Capitol Complex, Building 9, Suite 106

Charleston, WV 25305

Date Issued: August 7th, 2026

Solicitation Closes: August 27, 2026

SPECIFICATIONS

1. PURPOSE AND SCOPE: TheWestVirginiaDepartmentofTourism("Agency")issoliciting bids to establish a contract with a qualified Vendor to provide all labor, equipment, materials, supervision, transportation, delivery, setup, operation, and removal necessary to furnish comprehensive C for the event scheduled forSeptember20-23,2026,locatedattheCharleston Coliseum and Convention Center, 200 Civic Center Dr, Charleston, WV 25301.

2. DEFINITIONS: The definitions provided below will have the meanings specified. Further definitions are available in the General Terms and Conditions.

2.1. “Contract Services” means all labor, equipment, materials, staging, lighting, sound systems, communications, and related services required herein.

2.2. “Pricing Pages” means the schedule of prices, estimated order quantity, and totals contained in wvOASIS or attached hereto as Exhibit A, and used to evaluate the Solicitation responses.

2.3. Agencymeans the West Virginia Department of Tourism,or its authorized representative.

2.4. Mandatory Requirements will be indicated by the use of the words must, will, and shall,and are required.

2.5. TotalBidCostmeansthesumofthebidtotalcolumnonthePricingPagesshownbelow the bid total column and identified as the total bid cost.

3. QUALIFICATIONS:

3.1. Vendor must be registered with the State of West Virginia and possess all required licenses and experience to perform audiovisual services.

3.2. Possess all licenses and authorizations required to provide services in West Virginia.

4. MANDATORY REQUIREMENTS:

4.1. Mandatory EquipmentandServiceRequirements:TheVendormustprovide the following equipment and services:

4.1.1. ATRIUM:

4.1.1.1. Two (2) 65" TVs on truss totems

4.1.1.2. SDI-HDMI conversion

4.1.1.3. Laptop for content looping

4.1.2. BALLROOM C:

4.1.2.1. Two (2)16x9' front projection screens

4.1.2.2. Two (2)12k laser projectors with long throw lenseson 8' truss totems

4.1.2.3. HDSDI switcher

4.1.2.4. Two (2)production laptops

4.1.2.5. 55" confidence monitor to show presenters notes

4.1.2.6. Wireless audio mixer with router and surface

4.1.2.7. Six (6) wireless microphones and over-ear mic

4.1.2.8. PC patch to house PA

4.1.2.9. Presentation remote

4.1.2.10. 13x24' LED Wall on ground support with processor

4.1.3. BREAKOUT ROOMS (3 TOTAL):

4.1.3.1. Three (3) 10'x5.5' front projection screens on 12' pipe and drape

4.1.3.2. Three (3) 3500 lumen short-throw projectors

4.1.3.3. Three (3) AV carts with skirts

4.1.3.4. Three (3) 50' HDMI cables

4.1.3.5. Three (3) production laptops

4.1.3.6. Three (3) analog mixers

4.1.3.7. Eleven (11) wireless microphones

4.1.3.8. Three (3) PC patches for computer audio

4.1.3.9. Three (3) presentation remotes

4.1.4. LIGHTING PACKAGE:

4.1.4.1. Two (2) Source 4 lighting fixtures for GOBO

4.1.4.2. Eight (8) Martin MAC Aura LED moving head wash lights, or equivalent

4.1.4.3. Four (4) Chauvet Maverick Force S Spot fixtures, or equivalent

4.1.4.4. GrandMA2 Light console (includes road case and UPS), or equivalent

4.1.4.5. Full cabling package (5 pin DMX True One PowerCon, or equivalent)

4.1.5. TECHNICAL SERVICES:

4.1.5.1. One (1) on-site technician for the duration of the event.

4.1.5.2. One (1) Lighting Director for the duration of the event.

5. CONTRACT AWARD:

5.1. Contract Award: The Contract is intended to provide the Agency with a purchase price for the Contract Services. TheContractshallbeawardedtothe VendorthatprovidestheContractServicesmeetingtherequiredspecifications,at the lowest overall total cost, as shown on the Pricing Pages.

5.2. Pricing Pages: Vendor must complete the Pricing Page by entering their bid whereindicatedonthePricingPageandsigningthePricingPage.Vendorshould complete the Pricing Page in full, as failuretocompletethePricingPageinits entiretymayresultinVendor’sbidbeingdisqualified.Allcostsmustbeincluded.

No additional charges will be accepted.

6. PERFORMANCE: Vendor shall maintain continuous operational capability throughout all events. Failure to restore service within the stipulated timeframes may result in payment reductions, the removal of personnel, the requirement of replacement equipment, or other remedies deemed appropriate by the Agency. Vendor and Agency shall mutually agree upona schedule for the performance of Contract Services and Contract Services Deliverables, unless suchascheduleisalreadyincorporatedhereinbyAgency.ShouldthisContractbedesignatedas an open-end contract, Vendor shall perform in accordance with the release orders that may be subsequently issued against this Contract.

7. PAYMENT:Agencyshallpayaflatfee,asshownonthePricingPages,forallContractServices performedandacceptedunderthisContract.Vendorshallacceptpaymentinaccordancewiththe payment procedures of the State of West Virginia. Payment shall be made only for services satisfactorily rendered and accepted, inaccordancewiththepaymentproceduresoftheStateof WestVirginia.Travel,lodging,andincidentalexpensesshallbeincludedinthebidpriceandshall not be reimbursed separately.

8. TRAVEL: Vendor shall be responsible for all mileage and travel costs, including travel time, associated with performance of this Contract. Any anticipated mileage or travel costs may be includedintheFlatFeelistedontheVendor’sbid,butsuchcostswillnotbepaidbytheAgency separately.

9. VENDOR DEFAULT:

9.1. The following shall be considered Vendor default under this Contract.

9.1.1. Failure to perform Contract Services in accordance with the requirements contained herein.

9.1.2. Failure to comply with other specifications and requirements contained herein.

9.1.3. Failuretocomplywithanylaws,rules,andordinancesapplicabletotheContract Services provided under this Contract.

9.1.4. Failure to remedy deficient performance upon request.

9.1.5. The following remedies shall be available to Agency upon default.

9.1.6. Immediate cancellation of the Contract.

9.1.7. Immediate cancellation of one or more release orders issued under this Contract.

9.1.8. Any other remedies available in law or equity.

10. INDEMNIFICATION: Vendor shall indemnify, defend, and hold harmless the State ofWest Virginia, the Agency, and their officers, employees, and agents from and against any and all claims, damages, losses, liabilities, costs, and expenses, including reasonable attorney fees, arisingoutoforresultingfromVendor’sperformanceoftheContract,includingbutnotlimitedto bodily injury, property damage, or failure to comply with applicable laws or regulations.

11. FORCEMAJEURE: Neitherpartyshallbeliablefordelaysorfailuresinperformanceresulting fromcausesbeyondreasonablecontrol,includingbutnotlimitedtoactsofGod,weatherevents, fire, flood, government action, or other unforeseeable events. Vendor shall promptlynotifythe Agency of any such occurrence.

12. COMPLIANCEWITHLAW: Vendorshallcomplywithallapplicablefederal,state,andlocal laws, rules, regulations, licensing requirements, and safety standards.

13. PRICINGPAGES:VendorshallcompletethePricingPagebyenteringtheirbidwhereindicated onthePricingPageandsigningthePricingPage.VendormustcompletethePricingPageinfull, as failure to complete the Pricing Page in its entirety may result in the Vendor’s bid being disqualified.ThePricingPagecontainsalistofthesampleContractItemsandestimatedpurchase volume. The estimated purchase volume for each item represents the approximate volume of anticipated purchases only and is used solely for estimating the costs of Vendor’s bids.

VendorisrequiredtocompleteandsignthePricingPageinfull,asfailuretodosomayresultin disqualification. The required pricing components shall includetheCatalogPrice,theDiscount Percentage, andtheresultingDiscountedUnitPrice,notingthatincompletepricingsubmissions may be deemed non-responsive.

Vendor is required to provide a single, firm fixed discount percentage that will be uniformly applied to the catalog price of all eligible items, and no additional surcharges, service fees,or hidden charges shall be permitted. Furthermore, thediscountedunitpriceshallbeall-inclusive, encompassingallcostsassociatedwithorderfulfillment,includingshipping,handling,packaging, and administrative expenses, with no additional charges permitted.

14. MISCELLANEOUS:

14.1. Questions: AnyquestionssubmittedconcerningtheRFQmustbereceivednolaterthan August 14th at 12 pm ET. Questions must be submitted via WVOASIS.

14.2. Answers will be provided via the website (https://wvtourism.com/purchasing/) and WVOASIS to all vendors no later than August 20th at 4 pm ET.

14.3. Bid Submissions: Bids must be submitted by August 27th at 12 pm via WVOASIS.

14.4. Contract Manager: Vendor shalldesignateaprimarycontractmanagerauthorizedtoact onbehalfoftheVendor.Thecontractmanagermustbeavailableduringnormalbusiness hoursandduringeventoperations.VendorshouldlistitsContractmanagerandhisorher contact information below.

Contract Manager: __________________________________

Telephone Number: _________________________________

Email Address: ____________________________________ https://wvtourism.com/purchasing/

EXHIBIT A – PRICING PAGE

Audiovisual Services

WV Department of Tourism - Governor’s Conference 2026

Vendormustprovideall-inclusivepricingcoveringalllabor,materials,delivery,setup,technicalsupport, installation, operation,removal,travel,teardown,overhead,profit,andanyincidentalcostsnecessaryto fully perform the Specifications. No additional fees will be accepted.

Item # Description Unit Quantity Total Price

1 Atrium Audiovisual Package LS 1 $__________

2 Ballroom C Audiovisual Package LS 1 $__________

3 Breakout Rooms Package (3 Rooms)

LS 1 $__________

4 Specialized Lighting Package LS 1 $__________

5 Labor: On-site Tech & Lighting Director

LS 1 $__________

TOTAL BID PRICE (ALL-INCLUSIVE): $ ______________________________

PRICING CERTIFICATION

By signing below, Vendor certifies that the Total Bid Price includes all labor, equipment, materials, transportation,travel,installation,teardown,supervision,insurance,taxes,overhead,andprofitnecessary toprovidecompleteservicesinaccordancewiththeSpecifications.Noadditionalchargeswillbebilledto the Agency.

Vendor Name: _______________________________________________

Authorized Representative (Print): _______________________________

Signature: ___________________________________________________

Title: _______________________________________________________

Phone: ______________________________________________________

Email: ______________________________________________________

Date: __________________