111424_Chesapeake_Gateways_Annual_Workshop_-_AudioVisual_-_SOW.docx

AUDIO/VISUAL EQUIPMENT & SERVICES

NATIONAL PARK SERVICE CHESAPEAKE GATEWAYS

ANNAPOLIS, MARYLAND

I. BACKGROUND

NPS Chesapeake Gateways was established in 1998 to provide technical and financial assistance, in cooperation with other Federal agencies, State and local governments, nonprofit organizations, and the private sector to create a network of Chesapeake Bay Gateways sites and Chesapeake Bay Watertrails (Chesapeake Gateways). For over 25 years, the National Park Service has convened a variety of partner focused trainings, meetings, symposiums, and workshops, including an annual partner meeting.

Following a break during the COVID pandemic and the establishment of the NPS Chesapeake issued an updated guiding document, Refreshing the Chesapeake Gateways Network: An Updated Framework, the National Park Service has initiated the Chesapeake Gateways Communities Initiative. Part of this initiative includes locating the annual partner meeting in communities participating in the initiative.

To this end, the National Park Service has determined to hold the 2025 Annual Partner Meeting in Cambridge, Maryland. Cambridge is one of the initial communities participating the gateway community initiative, has the resources and amenities to support the Partner meeting, includes a collection of places included in the Chesapeake Gateways Visitor Experience Network, and is centrally located in the watershed to provide reasonable access to all network members.

The 2025 Chesapeake Gateways Annual Partners Meeting is scheduled to occur in February 2025. The partner meeting space needs to be capable of supporting 180-200 participants.

II. PURPOSE

The purpose of this project is to provide audio/visual equipment and services including screens, projectors, microphones, speakers, etc. necessary to host the 2025 Chesapeake Gateways Annual Partners Meeting in Cambridge, Maryland in February 2025.

III. SCOPE OF WORK

Independently, and not as an agent of the government, the contractor shall provide all meeting spaces and support services including labor, materials, equipment, facilities, and travel (except as otherwise specified) necessary to host the 2025 Chesapeake Gateways Annual Partners Meeting in Cambridge, Maryland in February 2025 as described below.

A. Requirements for the Completed Project

· General Requirements

1. The National Park Service preserves unimpaired the natural and cultural resources and values of the National Park System for the enjoyment, education, and inspiration of this and future generations.

2. This project will accomplish the National Park Service’s mission through the Chesapeake Gateways program through this technical assistance Annual Chesapeake Gateways Annual Partner Meeting.

3. Provide onsite technical support while equipment is in use through the following meetings. The government will furnish three Epson PowerLite L265F 4600-Lumen Full HD Laser 3LCD Projectors. All other equipment must be compatible with these projectors.

· Chesapeake Gateways Communities Bootcamp

· Provide audio visual equipment to support one room of up to 30 participants where presenters are amplified and able to display visual aids such as power point presentations. This setup will be provided during the pre-partner meeting bootcamp on the afternoon of Monday, February 10 and morning of Tuesday, February 11.

· Interior Region 1 – Southern Zone Superintendent’s Meeting

· Provide audio visual equipment to support one room of up to 15 participants where presenters are amplified and able to display visual aids such as power point presentations. This setup will be provided during the superintendent’s meeting on the afternoon Monday, February 10 and all-day Tuesday, February 11.

· Chesapeake Gateways Annual Partner Meeting

· Provide audio visual equipment to support one room of up to 180 participants where presenters are amplified and able to display visual aids such as power point presentations. This setup will be provided during the partner meeting keynote sessions on the morning of Wednesday, February 12 and Thursday, February 13.

· Provide audio visual equipment to support three rooms of up to 60 participants where presenters are amplified and able to display visual aids such as power point presentations. This setup will be provided during the concurrent sessions on Wednesday, February 12 and Thursday, February 13.

B. Project Management The contractor shall assign a point of contact to serve as the direct contact for the National Park Service to coordinate with prior to and during the Annual Partner Meeting to ensure that scheduling, coordination, oversight, and communication is effectively accomplished for all items included under this contract.

1. This person shall be the primary point of contact between the contractor and the National Park Service (NPS) Contracting Officer, Contracting Officer’s Representative (COR), and NPS Training Specialist (NTS) for this contract. The point of contact shall perform the following work:

a. Notify the Contracting Officer, COR, and NTS of any changes to the contractor’s business operations that affect work under this contract, including but not limited to:

i. Changes to contractor’s address, telephone, and other contact information.

ii. Proposed changes to key personnel.

iii. Workload or capacity issues affecting the ability of the contractor to accept additional work.

b. Communicate with the Contracting Officer, COR, and NTS regarding major or broad issues affecting this contract, including but not limited to:

i. Clarification of work processes that are acceptable or unacceptable to the government under this contract.

ii. Informing Contracting Officer, COR, and NTS of misunderstandings, inconsistencies, or conflicting instructions encountered when working with the COR.

2. The Point of contact shall be the primary point of contact between the contractor and COR and shall perform the following work:

a. The Point of contact shall have full authority to act for the contractor on all matters relating to this contract. The Point of contact shall maintain contact with the COR and NTS as necessary, and shall:

i. Be available to take or respond to telephone calls or electronic mail messages during normal hours of operation.

ii. Establish office procedures to ensure that messages are properly relayed when the Point of contact is not directly available.

iii. Respond to emergency messages from the COR or NTS on the same day they are received. All non-urgent messages from the COR or NTS shall be responded to in no less than two working days.

b. Provide quality control to ensure that all elements of project work meet the requirements of the contract specifications as follows:

i. Ensure that all modifications are implemented.

ii. Inform the COR and NTS of any issues that could affect work quality or schedule.

iii. Ensure that all work not acceptable or compliant with the specifications is corrected prior to review by the COR and NTS.

iv. Oversee quality of all services during the event.

c. Track work progress to ensure that the project is completed according to the schedule.

d. Travel as required in this contract, and attend meetings with the Contracting Officer, COR, NTS, NPS staff, and other project stakeholders.

e. Coordinate and ensure that all work is in accordance with the specifications referenced by this contract.

C. Travel, Meetings, and Presentations All required travel, meetings, and presentations shall be provided as follows:

One Day

D. Time for Completion, Review, and Approval All work, including review and approval of sections A-I, shall be completed on or before February 15, 2024.

E. Attachments

1. NPS Chesapeake Gateways 2025 Program of Events