Final_ARFQ_0304_TOR2700000002_2_WV_ARFQ_FORM.PDF

This is an Agency Request for Quote (ARFQ) Form 002 issued by the West Virginia Department of Tourism for comprehensive audio/visual services supporting the Governor's Conference 2026. The event is scheduled for September 20-23, 2026, at the Charleston Coliseum and Convention Center in Charleston, West Virginia. The solicitation number is ARFQ 0304 TOR2700000002, Version 2, issued on August 20, 2026. The vendor must provide all labor, equipment, materials, supervision, transportation, delivery, setup, operation, and removal necessary for the audiovisual services. The question submission deadline was August 28, 2026 at 12:00 PM ET, with agency responses provided by September 1, 2026 at 4:00 PM ET. Bids are due September 3, 2026 at 12:00 PM, with bid opening scheduled for 2:00 PM on August 27, 2026. The scope includes a complete live-sound reinforcement system with 21 audio input channels (drum microphones, vocal microphones, direct boxes, and clip-on instrument microphones), 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, 6 headphone amplifiers, and staging equipment including 12-inch risers.

Pricing shall be 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. All proposed major equipment including microphones, direct boxes, headphone amplifiers, monitor systems, and in-ear monitor systems must identify specific manufacturer and model numbers. Vendors must acknowledge receipt of all addenda, including Addendum No. 2 issued September 1, 2026, to avoid bid disqualification. The contact for questions is Hanna E Kroeger at 304-352-1501 or hanna.e.kroeger@wv.gov. Invoicing and shipping instructions direct all submissions to the Division of Tourism at 1900 Kanawha Boulevard East, Building 3, Suite 100, Charleston, West Virginia.