Audiovisual and Staging Goods and Services
| Agency: | State Government of Louisiana |
|---|---|
| State: | Louisiana |
| Level of Government: | State & Local |
| Category: |
|
| Opps ID: | NBD11472147312564297 |
| Posted Date: | Mar 22, 2024 |
| Due Date: | Apr 1, 2024 |
| Solicitation No: | 40016-20240308 |
| Source: | Members Only |
| bid number | description | date issued | bid open date/time | help |
| 40016-20240308 |
Audiovisual and Staging Goods and Services
Original: 40016-20240308 |
03/11/2024 |
04/01/2024
4:00:00 PM CT |
40016 |
|
Addendum #1, Responses to Inquiries
Addendum 1: 40016-20240308-1 |
03/22/2024 |
Attachment Preview
LOUISIANA COMMUNITY & TECHNICAL COLLEGE SYSTEM
Changing Lives,
Creating Futures
Invitation to Bid: Audiovisual and Staging Goods and Services
INSTRUCTIONS / GENERAL CONDITIONS
Monty Sullivan
System President
BID Number: 40016-20240308 DUE DATE/TIME: April 1, 2024 / 4:00 p.m. CT
Officers:
Willie L. Mount
Chair
Alterman L. “Chip” Jackson
First Vice Chair
Vacant
Second Vice Chair
Members:
Ellis Bourque, III
Tari T. Bradford
Cynthia Butler-McIntyre
Joseph Hollins
Patrick T. Johnson
Jennifer Lee
Erika McConduit
Michael J. Murphy
Paul Price, Jr.
Stanton W. Salathe
Stephen C. Smith
Stephen Toups
Matthew Wood
Student Members:
David Payne
Jamie Zeringue
Louisiana
Community
& Technical
College System
265 South Foster Drive
Baton Rouge, LA 70806
TITLE:
Audio Visual and Staging Goods and Services
1. Bids are subject to the conditions stated herein and attached hereto, and are hereby invited and
will be received at this office until the above noted due date and time for furnishing the items
and/or services as specified. BIDS MUST BE SIGNED.
2. ALL PRICES MUST BE FIRM AND ARE TO BE QUOTED AS COMPLETE.
3. Do not include State Sales Tax or Federal Excise Tax; same will be added if applicable.
4. The Agency reserves the right to award the order by individual items, related items, or by total,
whichever it deems to be in its best interest and the Agency also reserves the right to reject any
and all quotations and to waive informalities.
5. Contractor shall furnish LCTCS with certificates of insurance effecting coverage(s) required by
Attachment 1. The successful Bidder shall carry a minimum of $1 million of General Liability
insurance. The certificate(s) for the insurance policy are to be signed by a person authorized by
that insurer to bind coverage on its behalf. The certificate(s) are to be received and approved by
LCTCS before work commences. LCTCS reserves the right to require complete certified copies
of all required policies.
6. Bidders should be registered with the Secretary of State and be in good standing.
7. Successful Bidder is responsible to inspect any site required for the services and have acquainted
himself with all of the conditions under which the work will be performed. No additional
compensation will be granted because of unusual difficulties that may be encountered in the
execution of the work or services.
8. Bidders are responsible to verify measurements and amount of supplies prior to submitting a bid.
9. Successful Bidder shall furnish all necessary permits, licenses and certifications as may be
required for the performance of the required services.
Phone: 225-922-2800
Fax: 225-922-1185
www.lctcs.edu
10. Indemnity. Contractor agrees, upon receipt of written notice of a claim or action, to defend the
claim or action or to take other appropriate measures to indemnify, and hold harmless, the
LCTCS, and its members, its officers, its agents and its employees from and against all claims
and actions for bodily injury, death or property damages cause by the fault of a contractor, its
officers, its agents, or its employees. Contractor is obligated to indemnify only to the extent of
the fault of the contractor, its officers, its agents, or its employees. However, contractor shall
have no obligation as set forth above with respect to any claim or action from bodily injury,
death or property damages arising out of the fault of the LCTCS, its members, its officers, its
agents or its employees.
11. The purpose of this contract is to provide the specified goods and services. The terms and
conditions of this specification are incorporated into and an essential part of the services. The
contractor shall perform all services in a safe manner, in a manner to conform to the highest
standard of good trade practices, in accordance with applicable laws and regulations and in
accordance with manufacturer’s performance specifications.
12. By accepting a purchase order resulting from this Invitation to Bid, non-resident firms certify
they have paid all taxes duly assessed by the State of Louisiana and its political subdivisions,
including franchise taxes, privilege taxes, sales taxes, and all other taxes for which they are
liable, to the state and its political subdivisions.
13. Applicable Law. All contracts shall be construed in accordance with and governed by the laws
of the State of Louisiana.
14. If unable to quote, return only cover sheet marked “No Quote” with signature in order to assure
remaining on bidder’s list.
15. Email inquiries may be directed to the Office of Professional Development with above quotation
number for reference at jenniferdaly@lctcs.edu.
16. Detailed Specifications are below.
ATTACHMENT 1
Invitation to Bid: Audiovisual and Staging Goods and Services
Louisiana Community and Technical College System
Professional Development Conference
Hilton New Orleans Riverside, October 1-3, 2024
The Louisiana Community and Technical College System (“LCTCS”) hereby invites bidders to submit itemized bids for
AUDIOVISUAL AND STAGING GOODS AND SERVICES for the duration of the above-listed Event. To be given
consideration, Bidder must specify and guarantee they are the principal provider of goods and services, and should disclose
all sub-contractors, outside labor and third-party equipment provided by others to complete the package of said goods and
services. Bidder shall be registered with the Secretary of State and be in good standing. A tax identification number should
be provided in order for LCTCS to confirm the contractor’s status with the state. The successful bidder shall also provide
certification of adequate minimum coverage of $1 Million in General Liability Insurance. A bidder should provide a
convincing narrative, which describes why their services should be chosen over the competition.
Schedule of Events for this Invitation to Bid
Action/Event
ITB mailed to prospective bidders; posted to LaPAC and LCTCS website
Deadline to receive written inquiries from bidders
Deadline to respond to written inquiries from bidders
Bid Due Date (Opening Date)
Notice of Intent to Award to be mailed
Purchase Order Issued
Date & Time
March 8, 2024
March 15, 2024 (4:00 PM CT)
March 22, 2024 (4:00 PM CT)
April 1, 2024 (4:00 PM CT)
April 8, 2024
April 15, 2024
ALL BIDDERS ARE TO SUBMIT INQUIRIES BY EMAIL TO: mnardini@lctcs.edu no later than 4:00pm CST on
March 15, 2024. Answers to questions will be posted on the conference website at https://www.lctcs.edu/rfp and at the
Office of State Purchasing web site – LaPAC Online Solicitations & Award Information Section
(http://wwwprd1.doa.louisiana.gov/osp/lapac/pubmain.cfm) no later than 4:00pm CST March 22, 2024.
ALL BIDS ARE DUE TO LCTCS BY 4:00PM CST April 1, 2024. Bids may be submitted to LCTCS by mail or by email.
If by mail:
LCTCS
ATTN: Michele Nardini
265 South Foster Drive
Baton Rouge, LA 70806
If by email: mnardini@lctcs.edu
SERVICES SUMMARY:
The LCTCS Conference will take place in the Grand Ballroom A-D, the Grand Salon, meeting rooms (breakout rooms) and
surrounding foyers and corridors with an expected overall attendance of 1,300 persons. Bidders may expect an audience of
up to 100 persons in each of the meeting rooms and 800 during the plenary sessions. It is advised that each Bidder be
familiar with the capabilities and limitations of these venues at the Hilton New Orleans Riverside Hotel.
The very nature of advanced bidding for services cannot anticipate needs that may arise during the course of the Event. We
therefore stipulate that the successful bidder should be willing to accommodate minor changes as may occur, without
incurring extra charges to LCTCS as long as the amount of equipment and materials used does not appreciably change.
In general, Bidders should assume the following particulars when preparing and submitting their proposals.
1. Submit your bid in a fully itemized form. Be sure to list which equipment will be used in which room on which
days.
Below is the schedule for load-in and use of rooms requiring audiovisuals:
Monday, September 30, 2024 at 12:00pm —AV Vendor to load-in
Monday, September 30, 2024 through Thursday, October 3, 2024 with set-ups as specified below, in Grand Ballroom,
Social Media Lounge in Grand Salon, and meeting rooms
2. Provide professional-level, superior quality using instruments and materials appropriately matched to the size and
use of each meeting space, with sound levels and projection light intensity beyond merely adequate capability.
Include the goods and services your experience dictates are necessary to flawlessly execute the A/V needs of this
multi-venue event.
3. There will be simultaneous use of all venues. In other words, equipment packages are static and should not be
shared between rooms unless special needs arise.
4. You guarantee to provide adequate engineering and operations personnel to independently execute the ongoing,
and sometimes changing, audiovisual and staging needs of the Event.
5. Bidders must agree to liaise with Hilton New Orleans Riverside engineering staff to provide “public address
audio” to common areas for announcements and plenary sessions coverage.
6. Assume to provide your own staff communication, i.e. “Clear-Com”-type units.
7. To ensure 100% performance, Bidder guarantees to provide on-site redundancy in case of equipment failure.
8. All load-in, set-up and strike is your responsibility. Please take into consideration that the Hilton New Orleans
Riverside requires you to cover the floor with paper/plastic during load-in/out.
9. Travel and lodging expenses for your staff are your responsibility.
10. LCTCS reserves the right to reject any and all bids.
11. Provide three (3) professional references.
The section following entitled “Specific tasks and equipment that must be itemized in your bid:” are hereby made a part of
this Invitation To Bid. (ITB)
Specific tasks and equipment that must be itemized in your bid:
1. Breakout Rooms (note the days for each room on the schedule provided). Equipment provided to each breakout
session must include a minimum of:
• Handheld mic with podium stand
• 4 channel mic/audio mixer
• Eon 10” Powered Speaker
• Extension cords, cabling and power strips as required to complete audio connections
• 3000 lumen (min) LCD projector
• 8’x8’ Tripod Projection Screen with Skirt
• Audio Patch for Laptop/Video playback/cd/iPod
• AV stand with skirt (extension cords, cabling and power as required to complete audio connections)
• Laptop equipped with MS Office Suite and connected to conference Wi-Fi
2. Plenary Sessions and Impact Awards Gala (Grand Ballroom B-D). Equipment provided to each session must include a
minimum of:
• 2 Shure QLX-D Wireless lavaliere mics
• 1 Shure QLX-D Wireless handheld mic
• MX415/C Wireless podium Mic
• 32 Channel Digital Audio mixer w/digital audio snake and stage boxes
• SDI distribution/cabling from mix to screen and monitors
• Production Media Laptop
• 8 input Blackmagic Design Switcher w/Digital Media Recording Deck
• Audio Patch for Laptop/Video Playback device (iPod or similar) for music, etc.
• JBL Line Array sound system to be flown on truss with ground support
• Rear Speakers for projection to the back of the room
• Flown (Ground Supported) Light Package as required to illuminate stage, minimum to include:
o 5 LED wash lights
o 5 moving lights
o 16 LED uplight kits
o 6 Etc. source4 Ellipsoidal Fixtures
o Cabling
• 16’ heavy black velour pipe & drape (at least 60’)
• 2- 1080 (min) HD cameras with zoom and tripod
• Camera spider pod TR2SP2 riser platform
• Cabling from camera to mix
• 2-14,000 lumen (min) HD DLP projection – priced individually
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