Audiovisual Services & Equipment 2026 Executive Program Conference

Solicitation QQ-127450, issued by the Commonwealth's Attorneys' Services Council, seeks a provider for audiovisual services and equipment for the 2026 Executive Program Conference. The event will take place from December 2 to December 4, 2026, at the Hotel Madison and Shenandoah Valley Conference Center in Harrisonburg, Virginia. The scope of work includes comprehensive support for a Board and Council Meeting on December 2, featuring 25 push-to-talk microphones, and a General Session on December 3 and 4 for over 150 attendees. Requirements for the General Session include two 10 by 17 foot screens, 6K LCD projectors, a seamless production switcher, a 12-channel mixer, and a full technical team consisting of audio, video/graphics, and camera technicians. Additionally, the contractor must provide post-event video processing, including 15 hours of complimentary editing and the upload of HD-quality clips to an online site within three weeks of the event. Bids must be submitted through the Commonwealth of Virginia's eVA procurement portal by the September 18, 2026, deadline. Qualified vendors must adhere to the Commonwealth of Virginia General Terms and Conditions, which include mandatory eVA registration, strict anti-discrimination and ethics certifications, and compliance with the Immigration Reform and Control Act of 1986. Insurance requirements include Commercial General Liability of 1 million dollars per occurrence and 2 million dollars in aggregate, as well as 1 million dollars in automobile liability. Payment terms are set at 30 days following invoice or delivery. While lodging is not provided, two rooms are available to the contractor at a conference rate. Award eligibility may be subject to a pass/fail evaluation of bidder qualifications and the ability to meet all technical specifications.