Sound System, Sound Technician Services and Outdoor Movie Services

Fairfax County, Virginia, through its Department of Procurement & Material Management on behalf of the Park Authority, is issuing an Invitation for Bid (IFB 2000004280) to establish a five-year term contract for Sound System, Sound Technician Services, and Outdoor Movie Services supporting the Fairfax County Park Authority's Summer Entertainment Series. The procurement seeks a qualified contractor to provide comprehensive sound system rentals, professional sound technician services, and outdoor movie services for 70 to 80 one-night outdoor concerts featuring various musical genres and children's performances held throughout Fairfax County parks from mid-June through the end of August, as well as four one-night outdoor drive-in screening events at Sully Historic Site during the first four weekends in August. Required deliverables include a high-quality PA system capable of servicing crowds up to 2,000 people with 12-channel minimum mixing consoles, professional sound technician personnel for equipment monitoring and management, complete transportation and setup/teardown services, inflatable movie screens ranging from 30 to 52 feet in width, projection equipment with minimum 16,000 lumens and 1920x1080 resolution capability, and outdoor movie licensing for four films to be selected by the County post-award. The contractor must demonstrate a minimum of three years of experience providing the requested goods or services and provide documentation of at least three current or recent commercial or governmental references with specific contact information, service dates, and contract values. Bidders must submit sealed bids electronically through the Bonfire portal at fairfaxcounty.bonfirehub.com by March 13, 2026, at 11:00 A.M. EST, with bid opening via MS Teams web conferencing on the same date. Required bid documentation includes the DPMM32 Coversheet, Pricing Schedule via Bonfire's Bid Table functionality, and Attachments A1-A5 and W9. All pricing shall be F.O.B. Destination and include labor, equipment costs, shipping, handling fees, and travel expenses, with unit prices remaining firm for 365 days thereafter. Awards will be made to the lowest responsive responsible bidder meeting specifications, with the County reserving the right to award in the aggregate, by line item, by section, or by manufacturer.

Fairfax County's procurement procedures indicate that the solicitation is available for use by all County departments and activities, including Fairfax County Public Schools, without specific set-aside designations for disadvantaged enterprises; however, the solicitation permits vendors to self-identify as micro, small, minority-owned, women-owned, service-disabled veteran-owned, or employment services organizations, though Fairfax County does not certify these classifications or establish procurement preferences based on such designations. No incumbent vendors or current contractors are identified in the solicitation documents. The contractor must maintain Workers' Compensation and Employer's Liability insurance of $1,000,000, Commercial General Liability insurance of $1,000,000 per occurrence and $2,000,000 aggregate, and Automobile Liability insurance of $1,000,000 per occurrence and aggregate, with all insurance issued by companies admitted in Virginia with an A.M. Best rating of at least A:VII and the County named as an additional insured. Subcontracting is not permitted under this contract, and the contractor must obtain the lowest available prices for materials and equipment rental at actual cost with no additional markups allowed. No specific budget range or award value is disclosed in the solicitation documents. The Fairfax County Board of Supervisors must appropriate funds for payment obligations in subsequent fiscal years, and non-appropriation will terminate the contract effective at the end of the fiscal year for which funds were appropriated. The contract specialist for this procurement is Mohammad Ashraf Baaser, reachable at (703) 578-8864 or mohammad.baaser@fairfaxcounty.gov.