Audio Visual and Staging Goods and Services

Location:	Louisiana
Posted:	Mar 3, 2026
Due:	Mar 24, 2026
Agency:	State Government of Louisiana
Type of Government:	State & Local
Category:	58 - Communications, Detection and Coherent Radiation Equipment T - Photographic, Mapping, Printing, and Publications Services V - Transportation, Travel and Relocation Services
Solicitation No:	40016-20260303
Publication URL:	To access bid details, please log in.

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Changing Lives,

Creating Futures

Richard Nelson

System President

Officers:

Timothy W. Hardy

Chair

Stephen C. Smith

First Vice Chair

Chad Moody

Second Vice Chair

Members:

Ellis Bourque, III

Cynthia Butler-McIntyre

Archie Hall

Sabrina Hogan

Joseph Hollins

J.P. Kelly

Duke Lowrie

Erika McConduit

Willie L. Mount

Paul Price, Jr.

Virginia Robinson

Roe Wilkinson

Student Members:

Maria Beltran

Pamela Williams

Louisiana

Community

& Technical

College System

265 South Foster Drive

Baton Rouge, LA 70806

Phone: 225-922-2800

Fax: 225-922-1185

www.lctcs.edu

LOUISIANA COMMUNITY & TECHNICAL COLLEGE SYSTEM

Invitation to Bid: Audiovisual and Staging Services

INSTRUCTIONS / GENERAL CONDITIONS

BID Number: 40016-20260303

DUE DATE/TIME: MARCH 24, 2026

TITLE: Audio Visual and Staging Services

1. The Bid is subject to the conditions stated herein and attached hereto, 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.

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 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 follow below in Attachments 1 and 2.

ATTACHMENT 1

Invitation to Bid: Audiovisual and Staging Goods and Services

Louisiana Community and Technical College System

Professional Development Conference

Hyatt Regency New Orleans, September 21-25, 2026

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

Date & Time

ITB mailed to prospective bidders; posted to LaPAC and LCTCS website

March 3, 2026

Deadline to receive written inquiries from bidders

March 10, 2026 (4:30 PM CST)

Deadline to respond to written inquiries from bidders

March 17, 2026 (4:30 PM CST)

Bid Due Date (Opening Date)

March 24, 2026 (4:30 PM CST)

Notice of Intent to Award to be mailed

April 7, 2026

Purchase Order Issued

April 21, 2026

ALL BIDDERS ARE TO SUBMIT INQUIRIES BY EMAIL TO: mnardini@lctcs.edu no later than 4:30pm CST on

March 10, 2026. 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 4:30 pm CST March 17, 2026.

ALL BIDS ARE DUE TO LCTCS BY 4:30PM CST March 24, 2026. 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 Annual Conference will take place in the Celestin Ballroom, Storyville Hall, and the Imperial 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 900 during the plenary sessions. It is advised

that each Bidder be familiar with the capabilities and limitations of these venues at the Hyatt Regency New Orleans.

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 they 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. AV load-in will take place on Monday, September 21, 2026, beginning at 6:00am.

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 Hyatt Regency New Orleans engineering staff to provide “public address audio”

to common areas for announcements and plenary sessions coverage.

6. To ensure 100% performance, Bidder guarantees to provide on-site redundancy in case of equipment failure.

7. All load-in, set-up and strike is your responsibility. Please take into consideration that the Hyatt Regency New

Orleans requires you to cover the floor with paper/plastic during load-in/out.

8. Travel and lodging expenses for your staff are your responsibility.

9. LCTCS reserves the right to reject any and all bids.

10. 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

• 8 channel audio mixer

• JBL Eon315 280 Wall Speaker with stand

• Extension cords, cabling and power strips as required to complete audio connections

• 4000 lumen (min) DLP HD 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 & Impact Awards Celebration (Celestin Ballroom ED). Equipment provided to each session must

include a minimum of:

• 2 Shure QLX-D Wireless lavaliere mics

• 1 Shure QLX-D Wireless handheld mic

• 1 Shure Podium Microphone MX418/C Wireless

• 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 30 LED up light kits

o 6 ETC Source 4 Ellipsoidal Fixtures

o Necessary cables (extension cords, video cables, power strips, etc.)

• 60 - 16’ heavy black velour drape and pipe/cross bars

• 2 – Blackmagic Studio Pro Camera with tripod

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

Bid Number	Description	Date Issued	Bid Open Date/Time
40016-20260303	Audio Visual and Staging Goods and Services Original: 40016-20260303	03/03/2026	03/24/2026 4:30:00 PM CT

Department	+- Comm/Tech College - La. Community & Technical College System
Section	Purchasing
Dept Code	40016
Contact	Gerald Mayeaux
Address	265 South Foster Dr. Baton Rouge, LA 70806
Phone	225-922-2800
Fax	225-922-1185
Email	gmayeaux@lctcs.edu
URL	http://www.lctcs.edu/