26Q0012_Attch 1_SOW_14 Sep 26.pdf

STATEMENT OF WORK (SOW)

FY27 Nursing Practice Oversight Course (NPOC)

Version: 14 Sep 2026

I. BACKGROUND

The AFMEDCOM A1/7DN, Force Development Branch, provides ongoing professional development and strategic oversight for its medical personnel to ensure the highest standards of care. The Nursing Practice Oversight Course (NPOC) is a critical component of this mission, bringing together senior nursing leaders from across the service.

The NPOC serves as a vital forum for discussing policy updates, sharing best practices, and providing continuing education within the military nursing community. To facilitate effective communication and collaboration, professional-grade audiovisual (AV) equipment leasing and incidental technical support is required. This Statement of Work (SOW) outlines the requirements for a qualified contractor to provide the necessary AV equipment and incidental services for the successful execution of the 2027 NPOC.

II. SCOPE OF WORK

The Contractor shall provide a temporary commercial lease of a comprehensive audiovisual (AV) presentation package with incidental delivery, installation, teardown, and on-site technical standby support for the 2027 NPOC held at Hotel Polaris, Colorado Springs, CO from February 22–24, 2027. All services are incidental to the commercial equipment lease.

The primary objective is to ensure seamless, professional-quality audio and video presentations for 300+ attendees for the entire event duration. The Contractor’s quoted equipment and technical services must support both large-group general session and multi-room breakout session formats as detailed in Section IV.

III. PERIOD AND PLACE OF PERFORMANCE

Dates: 22-24 February 2027

Location: Hotel Polaris, 8989 N. Gate Blvd., Colorado Springs, CO 80921

IV. PERFORMANCE OBJECTIVES & TECHNICAL REQUIREMENTS

A. Ballroom Configuration Support The AV system must support the following daily configurations without major equipment teardown during the event:

• General Sessions (Days 1 & 3 – 22 & 24 Feb): A dual front-projection screen setup in the undivided ballroom. Both screens will display the same content from a single presentation source (government-furnished laptop).

• Breakout Sessions (Day 2 - 23 Feb): The ballroom will be divided by hotel-provided airwalls into two (2) separate meeting spaces. The contractor shall verify airwall placement with Hotel Polaris staff prior to setting up. The AV system must support two (2) simultaneous, independent presentations, with each divided space having its own dedicated projector, screen, and self-contained sound system displaying content. Each meeting space will utilize its own distinct, separate presentation source, which will be provided via a separate government-furnished laptop (two separate laptops total, with one dedicated to each room).

• Reconfiguration Window: The transition of the AV routing from General

Session to Breakout Session (and vice versa) shall not occur live during presentations. The contractor shall perform all physical hardware and signal routing reconfigurations during the scheduled breaks at the conclusion of Day 1 and Day 2.

B. Labor & Technical Support

• Setup & Teardown Labor: The Contractor shall provide qualified technical labor for the delivery, technical installation, and complete post-event removal of all leased equipment.

• Standby Technical Support: Government volunteers will operate presentation slides from government-furnished laptops. The Contractor is not required to provide live show-time operators, active audio mixers, or video switchers.

• On-Call Troubleshooting: The Contractor shall provide at least one (1) qualified technician on-site in a standby/on-call capacity during all active session hours (0730 to 1700 MST daily) from 22-24 Feb 2027. In the event of any equipment failure or signal disruption, the standby technician must respond to the room and resolve the technical issue within five (5) minutes of notification by the Government Point of Contact (GPOC). The GPOC will be identified post-award.

C. Required Audiovisual Equipment The Contractor shall provide, configure, and maintain the following equipment packages to support the daily room layouts:

1. Days 1 & 3 (February 22 & 24) – General Session (Undivided Ballroom) The AV configuration must support a single, unified presentation to the entire undivided ballroom.

Days 1 & 3 (February 22 & 24) – General Session (Undivided Ballroom) Category Qty Item/Description

Video

7’6” x 13’4” Front Projection Screen Packages (or equivalent), including HD projectors, screens, dress kits, frames, stands, cabling, and HDMI connectivity.

Video Switching System capable of routing one (1) source to two

(2) screens (Days 1 & 3) and two (2) independent sources to each screen individually (Day 2).

1 Presenter Confidence Monitor positioned at the front of the central stage.

Audio/

PA

1 Audio Mixer configured for general session audio levels.

2 Standing/Gator Microphones positioned in the ballroom aisles for audience Q&A.

2 Wireless Handheld Microphones for narrators and panel members to use and pass on stage.

2 Lapel/Lavalier Microphones for active stage presenters.

4 Powered Speakers on stands, positioned to provide balanced sound coverage across the entire undivided space.

2 Computer Audio Interfaces for laptop audio integration.

2. Day 2 (February 23) – Breakout Sessions (Ballroom Divided into Two Rooms) Prior to the morning session on Day 2, the contractor shall reconfigure the AV layout to support two independent, simultaneous sessions in the divided meeting spaces (Breakout Room 1 and Breakout Room 2).

Day 2 (February 23) – Breakout Sessions (Ballroom Divided into Two Rooms)

Breakout Room 1 (Generations B):

Category Qty Item/Description

Video

7’6” x 13’4” Front Projection Screen Packages (or equivalent), including HD projectors, screens, dress kits, frames, stands, cabling, and HDMI connectivity.

1 Presenter Confidence Monitor positioned at the front of the stage.

Audio/

PA

1 Standalone Audio Mixer.

1 Standing/Gator Microphone in the aisle for audience Q&A.

2 Wireless Handheld Microphones (for panel/narrator use).

2 Lapel/Lavalier Microphones (for active presenters).

2 Powered Speakers on stands.

1 Computer Audio Interface.

Breakout Room 2 (Generations C):

Category Qty Item/Description

Video

7’6” x 13’4” Front Projection Screen Packages (or equivalent), including HD projectors, screens, dress kits, frames, stands, cabling, and HDMI connectivity.

1 Presenter Confidence Monitor positioned at the front of the stage.

Audio/

PA

1 Standalone Audio Mixer.

1 Standing/Gator Microphone in the aisle for audience Q&A.

2 Wireless Handheld Microphones (for panel/narrator use).

2 Lapel/Lavalier Microphones (for active presenters).

2 Powered Speakers on stands.

1 Computer Audio Interface.

3. General Ancillary Items (All Days):

• All necessary cabling, power strips, and gaffer tape to ensure a safe and professional setup.

• All wireless microphones must be supplied with fully charged spare batteries sufficient for at least 5 hours of continuous use (daily).

V. PERFORMANCE STANDARDS & ACCEPTANCE

• Equipment Readiness: All leased AV systems must be fully functional and tested no later than 0715 MST daily prior to the start of sessions.

• Technical Correction Window: Any hardware or signal failure impacting training must be corrected by the standby technician within five (5) minutes of notification by the GPOC.

• Acceptance Criteria: Services and equipment lease will be considered acceptable and processed for payment only when:

1. All equipment is installed, tested, and accepted via a joint GPOC/Contractor walkthrough on Day 0 (completed by 1800).

2. All systems operate without disruption (or failures are resolved within the 5-minute window) during all active session hours.

3. All equipment is removed, and the hotel space is restored to its original condition post-event.

VI. OPERATING CONSTRAINTS

• Hotel Liaison & Technical Coordination: The Contractor shall actively coordinate all logistics, delivery schedules, loading dock access, equipment storage, and power-drop requirements directly with the Hotel Polaris Event Management and Technical staff (including any hotel-affiliated or in-house AV representatives). The Contractor is solely responsible for ensuring that all leased equipment and cabling layouts are 100% compatible with the physical and technical systems of the Hotel Polaris ballrooms. To facilitate this coordination, the Contractor shall participate in a joint technical alignment call with the hotel staff within five (5) business days of contract award.

• Safety & Compliance Surcharges: The Contractor shall ensure that all cabling run across public spaces, corridors, or meeting rooms is completely secured and covered with heavy-duty commercial rubber cable ramps or gaffer tape in accordance with local safety and USAFA fire prevention regulations. Under no circumstances shall the Government pay, reimburse, or assume liability for any hotel-mandated 'Outside Contractor Surcharges,' 'Liaison Fees,' 'Patch-in Surcharges,' or hotel-specific union labor fees. Any such commercial operational fees must be negotiated directly between the Contractor and Hotel Polaris or absorbed entirely within the Contractor's firm-fixed-price lease terms.