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Conference, Meeting, and Training Room Audio Visual Support Services for the Food and Drug Administration
Conference, Meeting, and Training Room Audio Visual Support Services for the Food and Drug Administration
The Food and Drug Administration (FDA) is located in multiple buildings and locations throughout the Washington metropolitan area and throughout the United States. FDA is in need of technical and non-technical Audio Visual (AV) and conference, meeting and training room support at Government and off-site (non-Government) locations.
Work Requirements
| Tasks under this IDIQ contract will be specific to the location where services are to be provided and to the level of service required by individual organizations that are to be served. The contractor shall provide the appropriate level of support staff during regular business hours 7:00 a.m. through 7:00 p.m. or as specified by individual task orders awarded under this contract. Technical personnel provided through this contract are required to have detailed knowledge of the internet, FDA network, telephone technology, web casting, video conferencing, and advanced AV matrices. These operations require the ability to operate AV systems, recording equipment and post production needed to support routine operation of a variety of technological devices and services. |
| The contractor shall be capable of supporting multiple tasks of varying duration as short as one day or as long as one year with multiple options. Services may include but are not limited to provide training to users and creating training guides and Standard Operating Procedures for the operation of Audio Visual equipment. The technical personnel must have the ability to manage and manipulate reservations in a reservation scheduling system. |
Conference, Meeting, and Training Room Audio Visual Support Services for the Food and Drug Administration
Conference, Meeting, and Training Room Audio Visual Support Services for the Food and Drug Administration Need:
– Technical/Labor Support personnel
Technical support services are intended to leverage the use of conventional technology such as conference phones and/or advanced meeting technology such as video teleconference and webcasting equipment. Support services may include, as specified by individual task orders, maintenance of AV equipment and related computer applications . Technical operation and interface of AV equipment with computer applications, data management and telephone equipment including video teleconference equipment shall be a requirement of the contract service providers
Conference, Meeting, and Training Room Audio Visual Support Services for the Food and Drug Administration
Non Technical Support services
Non-technical support services include the preparation of rooms for conference, meeting and training including the configuration and layout of furniture and light housekeeping as needed.
Conference, Meeting, and Training Room Audio Visual Support Services for the Food and Drug Administration
– Equipment Maintenance and Repair Regular maintenance of equipment, the researching and recommendation of service solutions for enhancement, modification and replacement of equipment, purchase and acquisition of supplies and equipment.
Program AV Support Services
| Operation of Conference, Meeting and Training Room AV/IT and Telephone Technology – |
| Webcast, Webinar and Video Teleconferences – |
| Troubleshooting AV Setup |
| Computer Applications |
| Room Lighting and Climate Control |
| Transcription Services |
| Scheduling System |
| Service Delivery |
| Room Setup, Furniture Configuration and Light Housekeeping |
Conference, Meeting, and Training Room Audio Visual Support Services for the Food and Drug Administration
Conference, Meeting, and Training Room Audio Visual Support Services for the Food and Drug Administration Work requirements under this contract may require tasks with the sole objective of providing ongoing or periodic maintenance and repair, or may include maintenance and repair associated with ongoing operations of specific facilities.
Program Equipment, Furnish, Maintain and Repair
Conference, Meeting, and Training Room Audio Visual Support Services for the Food and Drug Administration Public Meeting Support, Preparation and Set-up
As part of FDA’s regulatory function public meetings are advertised in the Federal Register and held at public locations including government and commercial facilities. Contract vendor shall be capable providing non-technical, technical and logistical support for these meetings. Logistical requirements may include providing various audio visual and IT equipment needed so support public meetings on Government property and offsite locations as needed on a one-day and multiple day basis. Logistical requirements will be limited to meeting, training and conference related services and specifically excludes transportation of personnel, security and food service.
Conference, Meeting, and Training Room Audio Visual Support Services for the Food and Drug Administration Other Direct Costs
A separate allocation of the contract budget will be identified for the purpose of purpose of purchasing equipment, supplies, software licenses and other material items integral to meeting room operations.
Conference, Meeting, and Training Room Audio Visual Support Services for the Food and Drug Administration Deliverables
Reports The Contracting Officer’s Technical Representative (COTR) shall work very closely with the technicians and shall receive regular, daily oral reports on the activities. The Project Officer may require deliverables such as weekly, monthly or annual reports. The Project Officer shall be notified immediately if there are unforeseen problems and/or emergencies.
Conference, Meeting, and Training Room Audio Visual Support Services for the Food and Drug Administration Government Furnished Property
The Government may provide Government Furnished Property for use in direct performance of each task order. Each task order will specify if Government Furnished Property will be provided.
In addition to the requirements of the clause, GOVERNMENT PROPERTY, incorporated in SECTION I of this contract, the Contractor shall comply with the provisions of HHS Publication, "Contractor's Guide for Control of Government Property," which is incorporated into this contract by reference. This document can be accessed at: http://www.hhs.gov/oamp/policies/contractors_guide_for_control_of_gov_property.pdf
Period of Performance
| One (1) Base Year from date of award and Four (4) Option Years. |
| Individual tasks awarded under this IDIQ contract shall be for periods of varying duration for as long as one-year to as short as one-day. |
| Base Year – September 26, 2011 through September 25, 2012 |
| Option Year 1 – September 26, 2012 through September 25, 2013 |
| Option Year 2 – September 26, 2013 through September 25, 2014 |
| Option Year 3 – September 26, 2014 through September 25, 2015 |
| Option Year 4 – September 26, 2015 through September 25, 2016 |
Conference, Meeting, and Training Room Audio Visual Support Services for the Food and Drug Administration
Conference, Meeting, and Training Room Audio Visual Support Services for the Food and Drug Administration Sample Task Order
Sample Task Order - Background The Central Shared Use building at the White Oak campus was designed to provide shared meeting space with Central Audio Visual support. A contract was established to support the White Oak Conference Center Audio Visual Support. FDA has recently been tasked with operating a new Great Room and additional conference, meeting and training rooms supporting large conferences and public meetings. The ability to provide AV Services allows FDA to leverage sophisticated technology to enhance and support meetings and reduce travel requirements.
Audiovisual (A/V) technical support, labor support, standard conference supplies, and equipment repair and maintenance for the White Oak Conference Center (WOCC)
Sample Task Order - Objectives
Provide technical and non-technical support services including Audiovisual Support to the Food and Drug Administration in preparation for and during all hours of operation of conference and meeting room facilities. Support services are intended to meet the logistical requirements comprehensively in terms of operating and maintaining FDA conference and meeting room equipment and technical support. This includes monitoring the various scheduled events and supporting the respective technical requirements. The WOCC is equipped with highly technical A/V equipment and general office equipment. With conferences and training events that will involve hundreds of local and non-local participants every day, the immediate and rapid troubleshooting repair of malfunctioning equipment is imperative. To support these events, a specification of the contract will include equipment maintenance and repair services. To facilitate rapid and immediate repair, an inventory of replacement parts such as projector bulbs, fuses, etc. will be required. Repairs will not be covered by warranties (in the case of breakage or damage from misuse, etc.), and in some cases if the equipment is still under warranty, we may not be able to wait for warranty repairs. As the Conference Center will be used by groups that are remote from their office space, there will be office equipment made available for the use by organizers of conference and training events.
Sample Task Order
- Scope
Sample Task Order Facility
| WOCC CSU Bldg 2 |
| Opened in September 2006 with 600 seats and 12 meeting/training areas |
| Audio visual systems in Building 2 is a complex integrated meeting room system that provides for standard requirements for large and moderate size meetings and training sessions. Each room is capable of being overflowed to all other rooms in the facility. |
| The WOCC in Building 2 consists of six meeting/training rooms, three computer training rooms and one room dedicated to the Telepresence system. |
| One of the meeting/training rooms is dividable yielding two areas, with each area capable of functioning independently from the other. Three of the meeting/training rooms are furnished in a manner that allows for reconfiguration to various layouts for the purpose of supporting classrooms, seminars and workshops. This is done frequently to accommodate the individual needs of meeting coordinators. |
| One of the three computer training rooms is dividable and can be used as two separate areas. The dividable computer training room can also be used as a standard training room because the tables allow computer screens and keyboards to be retracted mechanically. |
| The room in Building 2 dedicated to the Telepresence system has limited use at the present time due to the limitation that it can only connect with other Telepresence systems connected to the FDA network, there are only two other such systems in use by FDA. |
Sample Task Order - Facility
| WOCC Building 31 Great Room and Press Room |
| WOCC located in Building 31 and 32 with 1000 seats, including 600 in the Great Room, opened in March 2010. |
| The Great Room in Building 31 consists of 600 seat space dividable into three meeting areas with motorized partitions; the audio visual configuration can be oriented for the seating configurations in the direction of the length of the room or in the direction of the width of the room. Each divided section can also support independent audio visual presentations. |
| The Great Room is supported by three breakout rooms, a green room and a prefunction area that are incorporated into the use of the Great Room on a regular basis. The proceedings held in the Great Room can be technically overflowed to the breakout rooms the green rooms and the prefunction area as needed. |
| The Press Room is also located in Building 31 and can be used independent of events held in the Great Room or in combination. |
| Audio visual Systems for the Great Room provide for sophisticated meeting support, theatrical lighting and includes eight high definition cameras. The high definition cameras are intended for live webcasting purposes. The Great Room is not set up as a sound studio needed for production quality videos and broadcasts. |
| Audio Visual Systems in the Great Room and the Press Room are monitored and controlled through the Control Room. Through the use of audio visual technology, the staff are able to provide live webcasts and live feeds to media trucks when connected to the system. |
| Building 32 White Oak Conference Center |
| WOCC located in Building 32 consists of seven moderate size meeting rooms, one large meeting/training room and the Track Room and opened in March 2010. |
| Audio visual systems in Building 31 meeting rooms are fairly standard projection and conference phones. Occupants of the rooms often require assistant in the use of the equipment. |
| Audio visual and video teleconference equipment in the track room is sophisticated and designed for the specific purpose of supporting Track Room Briefings. Audio visual staff often assists and trouble shoots the use of the equipment. |
Sample Task Order - Facility
Conference facilities require technical support staff to ensure operation of technical A/V equipment is carried out seamlessly in support of conference and training events. It is critical that such technical personnel are on hand at all times to ensure proper set up of equipment and to troubleshoot problems that may occur with the complex electronic equipment with which the WOCC will be equipped.
Sample Task Order Requirements
| The webcast should be a live broadcast. |
| Host for 30 days following webcast and provide active redirect for 60 days to designate FDA url. |
| Provide version/format within 10 days that FDA can upload and host |
| Live Closed Captioning |
| Split Screen with video and slides |
| Connect to computer with presentation slides and in house AV. |
| One DVD copy of web cast. |
| Interactive webinar format as required (e.g.: Adobe Connect). |
| Obtain and secure appropriate connection (internet or other) for broadcasting purposes. |
Sample Task Order - Webcasting requirements
| Government Furnished equipment: The contractors will be supplied Government furnished computers, desktop telephones and tools for maintenance and repair of equipment. |
| Place of Performance: The work is to be performed at the FDA White Oak Campus located at 10903 New Hampshire Avenue, Silver Spring, Md. 20993 |
Sample Task Order Requirements
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