About this opportunity
AI summaryVirginia Commonwealth University seeks a production firm to deliver immersive audio and visual services for the upcoming Leadership Summit at the Science Museum of Virginia Dewey Gottwald Center. The requested scope includes sound, stage lighting, custom scenic staging, multi-source presentation switching, video projection or LED displays, and multi-camera video capture with post-production deliverables. Eligibility is restricted to onshore United States organizations, and the expected cost is $200,000 or less. Questions are due via the online question form by November 4, 2026, and firms must submit proposals directly to Christopher C. Kersey by November 12, 2026, at 3:00 PM.
Buyer and opportunity details
- Client
- Virginia Commonwealth University
- Solicitation No.
- BVA #221220299CK
Scope of work
- High-definition audio coverage and room-wide sound support with wireless lapel/lavalier setups and front fills
- Stage and ambient lighting designed to keep main presenters clearly illuminated with camera-friendly ambient washes
- Presentation management, multi-source presentation switching, confidence monitors, and stage timing system
- Stage scenic and interactive LED/projection video walls creating distinct presenter environments
- Multi-camera video capture of main-stage sessions (optional scope)
- Post-production editing delivering raw footage, full-length session edits, and social media reels (optional scope)
- Technical direction, rigging, audio tuning, lighting programming, and presenter walk-through staffing for load-in
- Show execution operators for live audio, lighting, video content, stage flow, and post-event strike
How proposals are evaluated
| Criterion | Weight / scoring |
|---|---|
| Overall merits/value of the proposal including price | Not specified |
| Firm's status as a Virginia certified SBSD Business or plans to utilize SBSD businesses | Not specified |
| Firm's capability to deliver comprehensive services and alignment with submission requirements | Not specified |
| Contribution to VCU's sustainability goals | Not specified |
Minimum qualifications
- Three (3) references for whom similar services were provided over the past three years
- Appropriate State of Virginia Class A, B, or C Contractor License if providing construction-type services
- Registration in the eVA Internet e-procurement solution as a condition of award
- Registration in VCU's source-to-pay platform, RealSource, upon notification of award
Documents to include with your response
- Cover Page including BVA title/number, legal name, TIN/W9, representative details, and signature
- Introduction of the Firm and all major subcontractors
- Qualifications of the Firm and list of three (3) references
- Qualification of Staff including names and brief resumes
- Work Plan covering methodology, deliverables, timeline, outcomes, and risk management
- Subcontracting Plan (if using subcontractors or SBSD businesses)
- Sustainability proposal information
- Pricing Proposal submitted in Attachment C - Pricing
- Modifications to General Contractual Provisions (Attachment A) and Specific Contractual Provisions (Attachment B), if any
- Written notice of confidential or proprietary data (if applicable)
Key dates
- Issue Date
- October 30, 2026
- Questions due by
- Wednesday, November 4, 2026
- Proposal Due Date
- November 12, 2026 3:00 PM
- Load-In/Rehearsal Day
- Monday, March 15, 2027 - 9 AM-5 PM EST
- Event Time
- Tuesday, March 16, 2027 - 8 AM-12 PM EST
- Load-Out
- Tuesday, March 16, 2027 - 12 PM-2 PM EST
How to submit
- Method
- Electronic
- Instructions
- Electronic proposals must be received in the University's Office of Procurement Services, submitted to Christopher C. Kersey at [email protected]. Physical and facsimile submissions shall not be accepted.
Contract details
- Estimated value
- $200,000 or less
- Place of performance
- Science Museum of Virginia Dewey Gottwald Center, 2301 W Leigh St, Richmond, VA 23220
- Insurance and bonding
- Coverage with an insurer rated no less than A: VII in A.M. Best, authorized in Virginia. Includes Workers' Compensation/Employer's Liability ($500,000 minimum limit), Professional Liability Insurance, and Employment Practices Insurance ($1,000,000 limit, subject to higher requirement depending on work).