24Q00056-Pricing Tables Word.docx

PART I – SUPPLIES OR SERVICES AND PRICES

A. GENERAL

The contractor, hereafter referred to as the "venue", will provide the facilities and services as identified on the subsequent pages in support of the OCC All-Staff Meeting, hereafter referred to as the "Meeting."

B. PRICING

The Contractor shall provide the services at a firm fixed price using the table below.

CLIN 100.0 – MEETING SPACE

Foyer/Break area 7:00 am Monday – 5:00 pm Friday

and Thursday

Taxes, if applicable (enter % rate in decimals):

TOTAL CLIN 100 MEETING SPACE

CLIN 200.0 - FOOD & BEVERAGE

(Per day)

TOTAL AMOUNT

Sub-Total Food and Beverage

(3 hours of service) Per server

Service Charges, if applicable

Taxes, if applicable

*For August 2024, the total for Meals & Incidentals is $74.00 per day, broken out as follows: $17.00 for breakfast, $18.00 for lunch, $34.00 for dinner, and $5.00 for incidentals.

CLIN 300.0 – AUDIO-VISUAL EQUIPMENT AND LABOR

CLIN

TYPE OF EQUIMPENT

DAYS NEEDED

TOTAL AMOUNT

· Projection System: Use rear or front screen projection systems with appropriate backdrops and professional stage lighting defined as no glare or flares for video cameras or presenters.

· Presenter Monitoring: Provide at least three confidence monitors for presenters, supporting real-time feedback and presenter notes.

· Sound System

· Mixer: A sound system with a digital mixer capable of handling multiple inputs and outputs and equipped with digital signal processing (DSP) to ensure optimal audio quality.

· Non obstructive (similar to Muzak): Royalty free music to be broadcast through sound system during pre-event, breaks and exit.

· Video Requirements

· Cameras: Minimum of three HD video cameras, with matched white balancing and supporting 1080p resolution or higher. Cameras with remote control capabilities for pan, tilt, and zoom are acceptable.

· Additional Equipment and Services

· Power Supplies: Adequate extension cords and power strips, placed strategically to support equipment layout while adhering to applicable OSHA and ANSI standards.

· Microphones: No less than six (6) each of Wireless lavalier and handheld microphones with noise cancellation and extended battery life.

· A podium equipped with a Shure SM58 (or equivalent) gooseneck microphone.

· No less than eight (8) gooseneck push to talk table top microphones for panel discussions, arranged to minimize feedback and ensure clarity for all speakers.

· Backup Solutions:

· Maintain backup microphones (lapel and handheld)

· Have a secondary sound system ready to activate in case of primary system failure, ensuring no interruption to the event’s audio delivery.

· Keep additional projectors or monitors on stands/ carts on standby

· Projector and Screen: Projectors with at least 3000 lumens for brightness to accommodate well-lit rooms and larger screens for visibility from any part of the room.

· Flipchart Easel with Pad and Markers: A staple for interactive sessions, providing a means for spontaneous illustrations and notes. Dry-erase boards are an acceptable alternative.

· Confidence Monitor: Place a confidence monitor connected to the presenter's laptop to facilitate smoother presentations without turning away from the audience.

· Sound System and Mixer: A compact yet powerful sound system with a mixer capable of balancing audio from microphones and multimedia content.

· Extension Cords and Power Strips: No less than three (3) to ensure adequate power distribution for A/V equipment and attendees' devices.

· Two (2) Wireless Lavalier Microphones and two (2) Wireless Hand-held Microphones: For presenters and audience interaction, ensuring clear audio transmission. Verify frequency coordination for all wireless devices to prevent interference, especially with multiple breakout rooms.

· Podium with Microphone: Equipped with a gooseneck microphone

· Five (5) Table Microphones: Ensure every speaker is clearly heard for panel discussions or group interactions.

· Audio Personnel: An experienced audio engineer shall be on duty, with pre-event sound checks arranged to adjust microphone levels and address potential audio concerns.

· Personnel: Dedicated camera operators trained on event specific coverage, ensuring dynamic and comprehensive visual content.

· Technical Director: Overseeing cameras, operating switcher (Grass Valley Ignite or equivalent) and guiding camera operators as needed.

· Technicians: No less than three (3) floater technicians to assist presenters with set up, operation and troubleshooting of Audio Visual equipment.

--- Sub-Total for Audio-Visual ----

Service Charges, if applicable (enter % rate in decimals; ex: 22% is entered as 0.22):

0.__ (Rate in decimals)

Taxes, if applicable

0.__

CLIN 400.0 – SLEEPING ROOMS

The Government lodging per diem per night is $143.00. Pricing quoted below shall be at or below the government lodging per diem rate. If the quoter is not able to provide 1,500 sleeping rooms in a single location the quoter shall partner with additional lodging locations to ensure a complete quote. Additional rows shall be added to the below table to identify each location and the number of rooms each location is providing, to total 1,500 sleeping rooms each on Monday, Tuesday, Wednesday, and Thursday. The primary hotel would be the hotel which offers the highest number of sleeping rooms per night (if not the hotel providing the meeting space); other hotels will be designated as overflow.

(Planning Staff Rooms)

Quoter add additional rows, as needed to clearly show each overflow hotel, date, rate, and quantity.

CLIN 500.0 – OTHER DIRECT COSTS (ODC)

The facility will be paid up to the not-to-exceed amount in CLIN 500 to cover items ordered by OCC during the event not specified in other CLINs and for onsite changes (such as additional AV equipment, extra beverages, etc.).