Ocean Center - Exclusive Professional Audio-Visual Services for Convention Center Meetings and Events

Volusia County is requesting a Statement of Qualifications for an exclusive audio-visual services provider for the Ocean Center convention facility in Daytona Beach, with responses due September 17, 2026, and a non-mandatory pre-proposal meeting on August 27. This is a sole-source award — the County will select a single, qualified A/V firm as the exclusive provider for all convention and meeting events at the facility.

The scope encompasses full-service audio-visual solutions including audio systems, video projection, display technology, lighting, video production, teleconferencing capabilities, staging and rigging services, and technical support across approximately 181,174 square feet of event space (Arena 42,146 sq. ft., Exhibit Hall 93,028 sq. ft., Ballroom 14,000 sq. ft., and 32 meeting/breakout rooms totaling 32,000 sq. ft.). Entertainment events are explicitly excluded. The selected contractor must maintain on-site presence during all serviced events, provide quotes within 72 business hours, respond immediately to emergency technical issues, conduct pre-event site visits and technical planning meetings, and maintain current professional-grade equipment with sufficient backup inventory for multiple simultaneous events. The contractor must either maintain a regional headquarters within the Orlando or Jacksonville metropolitan area or describe alternative operational management.

Compensation is structured as a 20% commission on Gross Revenue (all amounts billed to and collected from Ocean Center clients for A/V services), payable monthly with detailed reporting. The contractor is ineligible for expense reimbursement and must maintain comprehensive insurance including Workers' Compensation, Commercial General Liability ($1 million each occurrence / $2 million aggregate), Auto Liability ($1 million combined single limit), and Excess Liability ($1 million occurrence/aggregate), with the County named as an additional insured.

The initial contract term is three years with two optional one-year renewals. Evaluation will be weighted 30% on experience and qualifications, 30% on equipment and technology, 25% on customer service, and 15% on pricing competitiveness. The County reserves the right to require oral presentations or demonstrations from selected respondents. Questions are due September 3, 2026. All responses remain valid through December 31, 2026, unless withdrawn if no award has been made by that date.