Final_ARFQ_0304_TOR2700000002_3_WV_ARFQ_FORM.PDF

This is an Agency Request for Quote (ARFQ) form issued by the West Virginia Department of Tourism for comprehensive audiovisual services supporting the Governor's Conference 2026. The solicitation number is ARFQ 0304 TOR2700000002, Version 3, issued on August 24, 2026. The event is scheduled for September 20-23, 2026, at the Charleston Coliseum and Convention Center, located at 200 Civic Center Dr, Charleston, WV 25301. The scope of work requires all labor, equipment, materials, supervision, transportation, delivery, setup, operation, and removal necessary to furnish complete audiovisual services for the conference. The vendor must provide a live-sound reinforcement system supporting 21 audio input channels, seven monitor mixes, and six headphone amplifier feeds, including a minimum of 13 vocal/instrument microphones, 3 clip-on instrument microphones, 4 direct boxes, appropriate microphone stands, and staging equipment including 12-inch risers. Vendor questions were due August 24, 2026 at 12:00 PM, with agency responses provided by August 27, 2026 at 4:00 PM. Bids are due September 4, 2026 at 12:00 PM, with bid opening scheduled for September 3, 2026 at 2:00 PM. The point of contact for the buyer is Hanna E Kroeger, reachable at 304-352-1501 or hanna.e.kroeger@wv.gov.

Pricing is structured on an all-inclusive basis with no additional charges permitted beyond the quoted unit and extended prices across five categories: audio input equipment, output/monitor equipment, staging/riser equipment, technical services/labor, and additional required services. Vendors must provide itemized pricing and identify the specific manufacturer and model of all proposed major equipment, including microphones, direct boxes, headphone amplifiers, monitor systems, and in-ear monitor systems. Vendors must acknowledge receipt of all addenda, including Addendum No. 2 issued on September 1, 2026, to avoid bid disqualification. Invoicing and shipping instructions direct vendors to the Division of Tourism at 1900 Kanawha Blvd E, Building 3, Suite 100, Charleston, WV.