Final_ARFQ_0304_TOR2700000002_4_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, identified as ARFQ 0304 TOR2700000002, seeks qualified vendors to provide all labor, equipment, materials, supervision, transportation, delivery, setup, operation, and removal for an event scheduled for September 20-23, 2026, at the Charleston Coliseum and Convention Center in Charleston, West Virginia. The scope requires a complete live-sound reinforcement system with 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, 7 monitor systems, 6 headphone amplifiers, microphone stands, and staging equipment with 12-inch risers. Vendors must submit itemized pricing across five categories: audio input equipment, output/monitor equipment, staging/riser equipment, technical services/labor, and additional required services, with specific manufacturer and model identification for all major equipment. The bid submission deadline is September 4, 2026, at 12:00 PM, with vendor questions due by August 28, 2026 (or August 24, 2026 for subsequent rounds), and agency responses provided by September 1, 2026 (or August 27, 2026 for earlier rounds).

The solicitation requires all-inclusive pricing with no additional charges permitted, meaning the quoted price must encompass equipment, labor, materials, transportation, delivery, setup, installation, operation, technical support, teardown, removal, travel, supervision, overhead, and profit. Vendors must acknowledge receipt of all addenda, including Addendum No. 2 issued September 1, 2026, to avoid bid disqualification. Bids should be submitted via WVOASIS to the Division of Tourism at 1900 Kanawha Boulevard East, Building 3, Suite 100, Charleston, West Virginia. The primary contact for procurement inquiries is Hanna E. Kroeger at 304-352-1501 or hanna.e.kroeger@wv.gov.