- Attached to
- Audio-Visual Equipment and Service: TAS ANNUAL LOW INCOME TAX CLINIC (LITC) GRANTEE CONFERENCE
- Solicitation number
- ITAS270001_AVTASEVENT
About this file
Summary of Statement of Work
This Statement of Work details audio-visual equipment and services requirements for the Annual Low Income Tax Clinic (LITC) Grantee Conference, hosted by the Taxpayer Advocate Service (TAS) at The Westin DC Downtown in Washington, DC. The four-day conference (Monday through Thursday, 8:00 a.m. to 5:00 p.m., with Monday featuring all-day registration) expects approximately 253 attendees on average, primarily from academic institutions and non-profit organizations providing tax services to low-income and ESL taxpayers. The event requires comprehensive AV support including microphones, wireless microphones, LCD projectors, screens, confidence monitors, audio speakers, AV carts with electrical hookup, and internet access for both general sessions and breakout sessions.
The proposal must include itemized pricing for set-up and tear-down, onsite technical support for general and breakout sessions, outside AV fees, dedicated hardwire internet, and electricity costs. Two main rooms require AV configuration: Room 1 (Rock Creek Ballroom) accommodates approximately 300 attendees in rounds of 10 for general sessions and Breakout Session 1, requiring dual-screen projection, video transcoding, web conferencing capability, camcorder equipment, professional audio systems with multiple microphone types, and supporting infrastructure. Room 2 (River Birch A) serves Breakout Session 2 with capacity for 120 attendees and includes similar but scaled video, audio, and hybrid conferencing equipment. Both rooms require labor support including audio technicians, video technicians, video camera operators, and live stream operators across all four conference days. Government regulation restricts payment to equipment actually used during the event.
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STATEMENT OF WORK
ANNUAL LOW INCOME TAX CLINIC (LITC) GRANTEE CONFERENCE
EVENT INFORMATION & REQUIREMENTS
Projected Audio-Visual Equipment and Service Needs
Background:
Taxpayer Advocate Service (TAS) has conducted this conference for more than fifteen years. Attendance has been as high as 375, with a 10-year average of 253. Approximately, 90% of the attendees represent academic institutions and/or non-profit organizations. They use LITC federal grant funds to provide tax services to low-income and English as a second language (ESL) taxpayers. IRS/TAS personnel and LITC Program Office personnel serve as presenters and/or conference staff. Event Location: The Westin DC Downtown - 999 9th St NW, Washington, DC 20001.
The conference schedule is generally from 8:00 a.m. – 5:00 p.m., Monday through Thursday. Monday’s schedule is slightly different, with conference registration all day. Tuesday through Thursday is 8:00 a.m. – 5:00 p.m. for all attendees, with a combination of plenary and breakout sessions. A one-hour lunch and 15-minute breaks (about 4 per day) following each session are standard practice.
*Attendance average does not cover 2020 through 2022 due to pandemic.
Audio-Visual (AV) Requirements:
The conference requires AV equipment and support. AV services shall include at a minimum providing microphones, wireless microphones, screens or confidence monitors, liquid crystal display (“LCD”) projectors, electronic equipment, speakers for the projection of audio, AV cart with electrical hookup, and internet access for sessions as needed, including set-up, arrangement, and tear down. It must be emphasized that government regulation only allows payment for equipment used.
Based on history, the following table shows the projected AV needs for this conference with a live streaming option. The proposal must include an amount for the following:
• Set up and take down
• Onsite technical support for both the General Sessions and Breakout Session
• Outside AV Fee
• Dedicated Internet (hard wire)
• Electricity
Type of Equipment Qty.
Monday Tuesday Wednesday Thursday
Room 1:
Will be used for General Session and Breakout 1 (300 in rounds of 10).
Room 1: Rock Creek Ballroom
Video
Screen Projection Package - Dual Screen 1
6'x10'6" Screen Frame 1
6'x10'6" Dress Kit Black 1
6'x10'6" Front Projection Surface 1
Desktop DLP Projector 2000-4000 1
Safelock Stand 17"x25" Shelf 1
Small Video Cable Lot 1
Decimator MD-Cross V2 Video Transcoder 1
Video Switcher Package 1
4x2 Seamless Switcher 1
24" LCD Data Monitor 1
Confidence Monitor Package 1
55" LED Monitor 1
Confidence Monitor Stand 1
Hybrid
Camera Package - HD/SD Camcorder w/Tripod 1
Camcorder HD 1/3" 3-CHIP 1
Zoom & Focus Controller 1
7" Studio Viewfinder 1
Lightweight Camcorder Tripod 1
HD-SDI Cable 250' + 3 XLR 1
9" Professional Monitor 1
Camera Platform 1
Web Conference/Webinar Interface Package 1
Video Transcoder SDI-To-USB with Audio 1
Portable Digital Audio Interface 1
HDMI & SDI Converter 1
Audio
Sound System Package 1
12" 2-Way Self Powered Speaker 2
Tripod Speaker Stand 3'8" - 6'7" 2
Soundcraft Si Expression 1 (16 Ch) 1
Small Audio Cable Lot 1
Laptop/MP3 Player Audio 2
Mini(M)-1/4 Inch(F) Stereo 1
Passive Direct Box 1
Podium Microphone 1
Gooseneck Microphone 1
Gooseneck Microphone Base 1
Table Top Microphone 3
Wired Handheld Microphone 1
Microphone Table Stand (Black) 1
Wireless Standing Microphone - Q&A 3
UHF Wireless Mic Receiver - Single 1
UHF Wireless Mic Handheld 1
Microphone Floor Stand (Black) 1
Pipe and Drape Package 1
Tall Drape Per Foot – Black 12’ 40
LED Accent Light 6
Labor: Audio Tech, Video Tech, Video Camera Operator, Live Stream Operator
Monday Tuesday Wednesday Thursday
Room 2:
Will be used for Breakout 2 (120 in rounds of 10).
Room 2: * Breakout Room – River Birch A
Video
Ballroom Projector Package 1
7'6"x13'4" Front Projection Surf. w/Black Back 1
7'6"x13'4" Screen Frame 1
7'6"x13'4" Dress Kit Black 1
Desktop DLP Projector 2000-4000 1
Small Video Cable Lot 1
Safelock Projector Stand 1
Confidence Monitor Package 1
43" LED Monitor UHD 1
Confidence Monitor Stand 1
Hybrid
Camera Package - HD/SD Camcorder w/Tripod 1
Camcorder HD 1/3" 3-CHIP 1
Zoom & Focus Controller 1
7" Studio Viewfinder 1
Lightweight Camcorder Tripod 1
HD-SDI Cable 250' + 3 XLR 1
9" Professional Monitor 1
Camera Platform 1
Audio Computer Interface Package 1
USB computer Audio Interface 1
Audio
Sound System Package 1
10" 2-Way Powered Speaker 1
Tripod Speaker Stand 3'8" - 6'7" 1
10 Channel (4) XLR Compact Mixer 1
Small Audio Cable Lot 1
Laptop/MP3 Player Audio 1
Mini(M)-1/4 Inch(F) Stereo 1
Passive Direct Box 1
Wireless Table Top Microphone 2
Microphone Table Stand (Black) 1
UHF Wireless Mic Handheld - Beta58 1
UHF Wireless Mic Receiver – Single 1
Labor: Audio Tech, Video Tech, Video Camera Operator, Live Stream Operator
File details come from the government source that posted it. Updated .