Special Event Stage and Sound Equipment Rental (242-25-00080-AS)

Background
The Commonwealth of Virginia is issuing this Invitation for Bids (IFB) to establish a contract for rental staging and sound equipment for events at Christopher Newport University (CNU), a public university in Newport News, Virginia. The university serves approximately 5,000 students and emphasizes leadership, civic engagement, and academic rigor. The goal of this contract is to provide necessary equipment for significant events such as the Commencement Ceremonies.

Work Details
The contractor will provide the following services and equipment:

1. **Audio Equipment**:
- **System 1** (for Great Lawn):
- A line array speaker system capable of covering approximately 15,000 people, flown (no ground stacking).
- Press feeds to a video truck.
- Additional satellite speakers for back coverage.
- Two podiums with two microphones each (primary and backup).
- Total of approximately 24 microphones needed.
- One digital front of house mixer with at least 24 channels.
- Cable ramps for all cables crossing walkways.
- Staff assistance at specified labor rates.
- **System 2** (for Freeman Center in case of rain):
- A flown line array system covering the Freeman Center with approximately 16 microphones needed.

2. **Staging on the Great Lawn**:
- Staging dimensions: 24’ x 48’ x 4’, with the last 4 feet raised an additional 2 feet.
- New black skirt for stage front and sides (no faded materials or visible rips).
- Two ADA-compliant walkway ramps on either side of the stage.
- Setup must be completed three days prior to commencement.

3. **Additional Requirements**:
- Two 70 kW whisper generators as emergency backup.
- Staffing for the Candlelight Ceremony two days before commencement starting at 8:30 PM.
- Compliance with all required permitting.

Period of Performance
The initial contract period will commence upon execution and extend through May 31, 2026, with four one-year renewal options available.

Place of Performance
Services will be performed at Christopher Newport University located at 1 Avenue of the Arts, Newport News, VA 23606-3072.

Bidder Requirements
Bidders must submit a Small Business Subcontracting Plan as part of their bid response. The plan should include opportunities for DSBSD-certified small businesses, including women-owned and minority-owned businesses. Bidders must also comply with background screening requirements for all employees assigned to work on campus.