Final_ARFQ_0304_TOR2700000002_1_WV_ARFQ_FORM.PDF

This is an Agency Request for Quote (ARFQ) form issued by the West Virginia Department of Tourism for audio/visual services supporting the Governor's Conference 2026. The solicitation (ARFQ 0304 TOR2700000002) requests comprehensive audiovisual services including all labor, equipment, materials, supervision, transportation, delivery, setup, operation, and removal for an event scheduled September 20-23, 2026, at the Charleston Coliseum and Convention Center, 200 Civic Center Drive, Charleston, West Virginia 25301. The scope encompasses a complete live-sound reinforcement system supporting 21 audio input channels, seven monitor mixes, and six headphone amplifier feeds, requiring a minimum of 13 vocal/instrument microphones, 3 clip-on instrument microphones, 4 direct boxes, 7 monitor systems (wedges or in-ear monitors), 6 headphone amplifiers, and appropriate microphone stands and 12-inch risers. The solicitation was issued August 7, 2026, with vendor questions due by 12:00 PM on August 14, 2026, agency responses provided by 4:00 PM on August 20, 2026, and bid opening scheduled for 2:00 PM on August 27, 2026. Vendors must acknowledge receipt of all addenda, including Addendum No. 2 issued September 1, 2026, to avoid bid disqualification.

Pricing is structured as all-inclusive with no additional charges permitted. Vendors must submit itemized unit and extended pricing across five categories: audio input equipment, output/monitor equipment, staging/riser equipment, technical services/labor, and additional required services. Proposals must identify the specific manufacturer and model of all proposed major equipment including microphones, direct boxes, headphone amplifiers, monitor systems, and in-ear monitor systems. All work encompasses equipment, labor, materials, transportation, delivery, setup, installation, operation, technical support, teardown, removal, travel, supervision, overhead, and profit under the single line item for Audio Visual Services (Commodity Code 80161507). Bid receiving and shipping/invoice location is directed to the Division of Tourism, 1900 Kanawha Boulevard East, Building 3, Suite 100, Charleston, West Virginia, with inquiries directed to buyer Hanna E. Kroeger at 304-352-1501 or hanna.e.kroeger@wv.gov.