Audio Visual Services

The vendor is required to provide technical audio/visual (AV) assistance and rental of A/V equipment for a variety of trainings, workshops, seminars, and events.
- Events
• September 17, 2025 - pollution prevention workshop at the commons conference center 
• October 21, 2025 – water quality and stormwater seminar at the commons conference center
• February 24-25, 2026 – state of the bay symposium at the moody garden’s convention center 
• May 19-20, 2026 – environmental trade fair and conference at the henry b. Gonzalez convention center 
• June 9, 2026 – state environmental excellence awards at the bullock state history museum 
• May 11-12, 2027 - environmental trade fair and conference at the henry b. Gonzalez convention center 
• May 16-17, 2028 - environmental trade fair and conference at the henry b. Gonzalez convention center
- Equipment rental
a. General 
• Lectern with wired microphone and light
• handheld wireless microphone
• Wireless paging microphone
• Microphone stand
• Wireless lavaliere microphone
• Table and panel microphone
• Laptop computer with wireless mouse and speakers
• Cabling for laptop connections either on podium or presenter’s table
• USB wireless remote w/pointer
b. A/V needs for the classrooms
• LCD projector: 3,000-6,000 lumens, 1080 pixel, 16:9 aspect ratio
• Stand for lcd projector and/or laptop
• Front projection screen: - 16:9 aspect ratio, various sizes appropriate for classroom
• Dress kit for screen
• HD/SD digital video mixer
• Audio mixer: minimum 16-channel
• Video distribution amplifier (signal booster)
c. A/V needs for the Awards event (grand lobby setup)
• Audio pa and column speakers
• Powered speakers
• Lectern microphone kit
• 16-channel digital mixer
• Wireless microphone package
• Stage lighting
• Column uplighting
• 6’ x 8’ stage
d. A/V needs for the awards event (subject to change based on the venue)
• Front projection screen: 16:9 aspect ratio, of various sizes, and appropriate size for ballroom
• Rear projection screen: 16:9 aspect ratio, of various sizes, and appropriate size for ballroom
• Dress kit for screen
• LCD projector: 4,500-6,000 lumens, 1080 pixel, 16:9 aspect ratio
• video distribution amplifier (signal booster)
• HD/SD digital video mixer
• Dual screen switching package HD
• Cameras with studio kit
• Digital video recorder
• Playback device
• Flat panel video floor monitors (minimum 42”)
• High-definition playback unit
• Image blending unit (picture-in-picture)
• Presidential teleprompter
• Line array and flown audio system
• Patch (audio)
• Stage monitor system
• Specialty lectern microphone
• Intercom base station
• Intercom headset
• Anchor speakers
• Short-cut editor
• Audio mixer (minimum 16-channel)
• Led lighting package for scrim
• Stage lighting package
• Chain motors
• Sound system, either house or stand alone
• HD video camera, suitable for webcast
• HD camera tripod
• Video encoding device
• Staging and associated structures
e. Webcast
• 1080p HD video camera, suitable for webcast
• HD camera tripod
• Video encoding device suitable for webcast (encoding hardware or laptop with encoding software installed)
f. Miscellaneous A/V electrical fees
• Electricity fee for exhibitors: 120v 1,000w outlet
• Electricity fee for presentations: 120v 1,000w outlet
• Electricity fee for rigging; 30-amp 3 phase 208v
• Electricity fee for lighting; 100-amp 3 phase 208v
• Electricity fee for audio/video; 60 amp single
• Electricity fee for audio/video; 100-amp 3 phase 208v
• Electricity fee for front of house/tech riser; 3-30-amp 110 v
g. Miscellaneous A/V items
• Industry standard pipe and draping, minimum 19 ft.
• Phone lines and interface for the hearing impaired
• Flat panel monitor, 42”
• Dual post floor stand
• Tablet
• Tablet stand
• Printer
• Computer speakers
• walkie-talkie system
• Earpieces
• Extension cord
• Portable hard drive for agency copies of the awards event
• Lift for installation and dismantling
• Network switch, minimum 8-port
• Network switch, minimum 16-port.
- Contract Period/Term: 3 years
- Pre-Proposal Conference Date: June 27, 2025
- Questions/Inquires Deadline: July 2, 2025