SOW V2.pdf

All-Hands Audio & Visual Service Request 10/19/2023

SOW FOR AC ALL-HANDS + ACLT MEETING

The meeting will take place on Monday Nov 13 through Friday 17 Nov 2023, with travel days Monday and Friday (13 and 17 Nov). At the time of this writing, Marriott Marquis Atlanta GA is the leading choice for meeting location for cost and logistics.

Monday and Friday are meetings for only the 25 members of the AC Leadership Team (ACLT).

The All-Hands meeting theme is “One Animal Care” showcasing our success as one unified team, and the Program will stay as a unified meeting group almost the entire time. The exception is for Thursday requiring 4 separate spaces starting at 10am.

Day Meeting Room(s)

Monday (1) Breakout Room (Leadership)

Tuesday (1) Main Conference Room

(1) Breakout Room (no AV required)

Wednesday (1) Main Conference Room

(1) Breakout Room (no AV required)

Thursday (1) Main Conference Room

(4) Breakout Rooms

Friday (1) Breakout Room (Leadership)

Meeting Room Type

Equipment

Main Conference Room

Video

• 2 Event LCD-3 HD Laser 6000 Lumen

• 2 NEC 1.5-3.0:1 LCD Zoom Lens

• 2 7'6"x13'4" Screen Frame

• 2 7'6"x13'4" Front Projection Surface

• 1 7'6"x13'4" Dress Kit Black

• 2 40" Rolling Cart

• 2 Decimator MD-Cross V2 Video Transcoder

• 1 1x6 3G SDI DA

• 1 Video Cable Lot

Audio

• 4 15" 2-Way Self Powered Speaker

• 4 Tripod Speaker Stand 3'8" - 6'7"

• 1 Small Audio Cable Lot

• 1 10 Channel (4) XLR Compact Mixer

• 1 UHF Wireless Mic Receiver - Dual

• 2 UHF Wireless Mic Bodypack & Lav

• 1 UHF Wireless Mic Receiver - Quad

• 4 Shure Wireless Handheld

• 1 Wireless Antenna DA

• 2 Directional UHF Antenna

Presenter Support

• 1 Lenovo T480 Laptop

• 1 Wireless Presenter

Breakout Room Video

• 1 Desktop LCD Proj 2000-4000 Lumen

• 1 Safelock Cover

• 1 8' Tripod Screen

• 1 Safelock Stand 17"x25" Shelf

• 1 Small Video Cable Lot

Audio

• 1 UHF Wireless Mic Receiver - Dual

• 2 UHF Wireless Mic Handheld

• 1 15" 2-Way Self Powered Speaker

• 1 Tripod Speaker Stand 3'8" - 6'7"

• 1 Small Audio Cable Lot

• 1 10 Channel (4) XLR Compact Mixer

FOR AV

1.0 BACKGROUND

The Animal and Plant Health Service (APHIS), Animal Care (AC) program is seeking assistance with the Audio and Visual (AV) needs at the upcoming Animal Care All-Hands Meeting 14-16 November 2023. The meeting is being provided at the request of AC leadership to celebrate AC successes as one team, dissolve siloes, and become a more effective and efficient Program. The event will host up to 240 in-person attendees.

A smaller meeting of the 20-person Leadership Team (ACLT) will take place on 13 and 17 November, and those needs are included in this document.

The event is to be held at the Marriott Marquis in Atlanta GA. The symposium location was selected by the Center for Animal Welfare and Resource Management Support based on location availability, ease of logistics, and the overall cost to the Agency.

2.0 SERVICES

The contractor shall provide all the audio and visual equipment required to host the event over the course of five days. The contractor will be responsible for set up, strike/tear down of all equipment and provide assistance during the event as needed.

3.0 SCOPE OF WORK

I. Equipment and Service.

The contractor must provide the audio equipment and support services required to properly host the event in person:

a. Setup of all AV equipment on 13 Nov, 2023

b. Strike/tear down of all AV equipment on 17 Nov, 2023

c. Equipment Rental for the entire event: Screen Kits, Confidence Monitoring Package, PC Audio Package, Wireless Microphones with Receivers, Camera Package

d. AV support, as needed/requested for the entire event

II. Roles and Responsibilities.

a. The USDA, APHIS, AC shall act as the designated representative(s) to work with the Contractor/vendor to coordinate all aspects of this contract. The Representative’s name for this contract and contact info are listed below:

individual Dr. Jeanie Lin Shannon Sebera David Prouty title Assistant Director, Center for Animal Welfare

Outreach Coordinator

Training Specialist mobile 919.923.0573 614.726.2699 913.602.5284 e-Mail jean.lin@usda.gov shannon.n.sebera @usda.gov david.prouty@usda.gov

The contractor/vendor shall have a contact person available via email and phone to troubleshoot issues with the testing materials.

4.0 CONTRACT TERM AND TYPE

The government is awarding a firm fixed price for the Audio and Visual requirements for the meeting. The effective period of the contract is from 13 Nov 2023, through 17 Nov 2023.

5.0 ORDERING

The Contractor will provide services and equipment under this contract as directed by the USDA representative.

The following individuals are authorized as Ordering Officers under this contract:

Dr. Jeanie Lin, David Prouty, and Shannon Sebera

If additional Ordering Officers are necessary, the names of the individuals will be provided to the contractor in writing.

6.0 INVOICES AND PAYMENT INFORMATION

The USDA, APHIS uses the Invoice Processing Platform (IPP) for the electronic submission and tracking of invoices and payment information to its suppliers of goods and services. Invoices shall be submitted electronically to the IPP invoicing system. The contractor may register at Enroll at https://ipp.gov

Invoices shall be in accordance with FAR 52.212-4 (g) and shall be of sufficient detail to support the services for which the government is invoiced.

https://ipp.gov/