P09 - Final SOW - AV Women (002).doc

STATEMENT OF WORK (SOW)

Department of Veterans Affairs (DVA) Institute for Learnship, Education and Development (ILEAD) “VA-DoD Women's Mental Health Mini-Residency - FY23” June 6-8, 2023 1.0: TITLE OF PROJECT: Audio Visual and Technical Services for the “VA-DoD Women's Mental Health Mini-Residency - FY23” 2.0: BACKGROUND: The Department of Veterans Affairs (DVA) requires audio/visual equipment and related services only for the meeting space at the Hilton Anatole hotel, Dallas, TX. Contractor shall provide the audiovisual rental equipment and services/supplies for the meeting space to be held June 6-8, 2023, for approximately 260 attendees. Contractor shall perform initial set-up on Monday, June 5, 2023 at 8:00am with strike of all rental equipment to directly follow the close of the last session on Thursday, June 8, 2023 at 12:00pm local time.

Proposal must allow DVA to use their own audiovisual equipment and clearly state whether there are additional charges required for the connection of Government provided equipment to hotel sound system.

3.0: OBJECTIVE: To receive a proposal and secure all of the elements of the requirement outlined in this Statement of Work (SOW), to include pricing and other pertinent information, set-up, day to day system support, and strike the equipment after the event has concluded.

4.0: SCOPE: This requirement will consist of having potential offerors who are able to support the Audio Visual needs outlined below in support of the “VA-DoD Women's Mental Health Mini-Residency - FY23”. The contractor must have the ability to be primarily engaged in setting up of Audio Visual equipment and other items identified below, managing the day to day event requirements that pertain to Audio Visual support for the conference to include troubleshooting of equipment, ensuring the proper equipment is available as outlined below, and the striking/tearing down of all Audio Visual equipment at the completion and adjournment of the event. The contractor should also be able to demonstrate experience working at trade shows, conventions, conferences, and meetings (whether or not they manage and provide the staff to operate the facilities in which these events take place). The contractor shall provide all necessary labor, supervision and other resources required to successfully deliver all of the listed deliverables within this SOW.

5.0: PERFORMANCE PERIOD:

6.0: PLACE OF PERFORMANCE:

Hilton Anatole 2201 N. Stemmons Freeway Dallas, TX 75207

7.0: MANDATORY TASKS: Set up starting at 8:00am and testing of all equipment in all of the meeting rooms, on Monday, June 5, 2023. Start of Conference on Tuesday, June 6, 2023 at 8:00am, through Thursday, June 8, at 12:00pm. Teardown after Adjournment.

7.1: Equipment Setup: Contractor shall set-up, operate, maintain, and strike all audiovisual equipment, and staging in all meeting rooms. Set up shall start at 8:00am local time.

7.2: Audiovisual Expertise: Contractor shall have on site the necessary level of expertise for audiovisual equipment, to include technical services required to operate identified equipement.

7.3: Equipment Testing: Testing of all equipment, in all of the meeting rooms, shall start on Monday, June 5, 2023 at 8:00am, to ensure that all equipment is functional in all of the meeting rooms, prior to the start of the conference on Tuesday, June 6, 2023 at 8:00am local time.

7.3.1 The contractor shall participate in a technical crew rehearsal if applicable. They shall provide the level of service such that the government event is not disrupted or delayed unduly, due to equipment failures, particularly equipment provided by the contractor.

7.3.2 The contractor shall provide a single customer focused POC on site prior and during the whole event. The POC shall assist in technical direction of Audio Visual placement and environment to ensure a successful event.

7.4: Government Furnished Equipment (GFE) Setup: Contractor shall connect all government provided laptop computer(s) to the projection system located in all of the meeting rooms.

7.5: Equipment Strike/Tear Down: Contractor shall strike/tear down all equipment identified and was setup under section, known as: 8.0 Mandatory Deliverables.

8.0: MANDATORY DELIVERABLES:

8.1 General Session – Tuesday, June 6, 2023 at 8:00am thru Thursday, June 8, 2023 at 12:00pm

· Set up on Monday at 8:00am with teardown after adjournment on Thursday at 12:00pm

· The room will be configured in Crescent Rounds for 260 attendees It is necessary for this to be here so vendor knows how the room is set and where to place equipment

· The room has been reserved for the entirety of the conference, 24-hour hold. Also necessary, so they know their equipment can stay in the room Mon-Thurs

· Wedgewood Ballroom - 4,620 sq. ft.

8.2 Six (6) Breakout Rooms – Tuesday, June 6, 2023 at 8:00am thru Thursday, June 8, 2023 at 12:00pm

· Set up on Monday at 8:00am with teardown after adjournment on Thursday at 12:00pm

· The rooms will be configured in Crescent Rounds for 50 attendees

· The rooms have been reserved for the entirety of the conference, 24-hour hold

· Miro – 1711 sq. ft.,

· Morocco – 1568 sq. ft.,

· Montecarlo – 1452 sq. ft.,

· Madrid – 986 sq. ft.,

· Manchester – 986 sq. ft., Milan – 667 sq. ft.

8.3 One (1) Breakout Room - Tuesday, June 6, 2023 at 8:00am thru Thursday, June 8, 2023 at 12:00pm

· The room will be configured in Crescent Rounds for 100 attendees

· The room has been reserved for the entirety of the conference, 24-hour hold

· Metropolitan Room - 2793 sq. ft.

8.4 One (1) Exhibit Room/Poster Session - Tuesday, June 6, 2023 at 8:00am thru Thursday, June 8, 2023 at 12:00pm

· The room will be configured/set with poster boards, easels, and tables - 260 people to walk thru

· The room has been reserved for the entirety of the conference, 24-hour hold

· Tower Mezzanine – 12,871 sq. ft.

8.5 One (1) Registration Area - Tuesday, June 6, 2023 at 8:00am thru Thursday, June 8, 2023 at 12:00pm

AV Vendor, Please set this area first

· The room will be configured with panel tables for 4-people

· The room has been reserved for the entirety of the conference, 24-hour hold

· Wedgewood Foyer

8.6 One (1) Lockable Office - Tuesday, June 6, 2023 at 8:00am thru Thursday, June 8, 2023 at 12:00pm

AV Vendor, Please set this room second

· The room will be configured with panel tables for 4-people

· The room has been reserved for the entirety of the conference, 24-hour hold

· Ming Room – 644 sq. ft.

9.0: SECURITY SERVICE: Contractor shall provide security for the rental equipment. The VA shall not be liable for lost, stolen or misplaced equipment that is furnished by the contractor, as perquisite of this SOW.

10.0: LABOR: The contractor shall abide by all labor laws IAW all the U.S Department of Labor, as it relates to pay rates, hours worked and other pertinent aspects of labor law.

11.0: TRAVEL: Travel costs will be proposed as a firm price and included in the total price of a resulting contract. Travel costs will be broken out on the pricing worksheet (Attachment X) and will be evaluated for price reasonableness.

Local travel within a 50-mile radius from the contractor’s facility is considered the cost of doing business and will not be reimbursed. This includes travel, meals, and associated labor charges for travel time.

12.0: EXTRANEOUS HOTEL FEES (IF APPLICABLE): The VA shall not pay for extraneous hotel venue charges related to the conference setup and strike down for audiovisual services that are not outlined in the SOW, identified in the government issued solicitation and priced in the price proposal for these services.

Examples of these types of extraneous hotel charges are power usage within the confines of the conference/event space, audio patch fees (i.e. house sound system), and rigging fees (i.e. video camera, tripods, stage lighting, etc.).

Contractor shall include any charges for power and internet services required by the hotel in the proposal.

Internet and power will be provided via the hotel. Contractor will need to obtain a quote for power and rigging form the hotel and include in the the total cost. These cost will be quoted on the pricing worksheet (attachment 2) .

Prior approval for extraneous venue charges, which extend beyond the examples listed in this SOW, shall be approved by the issuing Contracting Officer, in writing, prior to accepting those charges on behalf of the U.S Department of Veterans Affairs.

13.0: ACCEPTABLE MEANS OF CONTRACT MODIFICATION: The U.S. Department of Veterans Affairs employees attending the conference/event specified by this SOW DO NOT have any contractual authority whatsoever. Therefore, no attendees can make any requests that will be considered a material change to the contract. All contract modifications shall be made and executed by the Contracting Officer or the assigned Contract Specialist, to include funding requests for this level of effort.

14.0: FORCE MAJEURE (COVID-19): The performance of the Agreement by either party shall be subject to Force Majeure, including but not limited to acts of God, fire, flood, natural disaster, war or threat of war, acts or threats of terrorism, civil disorder, unauthorized strikes, governmental regulation or advisory, recognized health pandemic as determined by the World Health Organization, the Centers for Disease Control, or local government authority or health agencies including but not limited to the health threats of COVID-19 and all variants to include (Delta - B.1.617.2), (Omicron - B.1.1.529), (BA.2) and all other subsequent variants of COVID-19, mandated VHA travel ban for non-mission-critical employees due to COVID-19 surge, or other similar occurrences beyond the control of the parties, where any of those factors, circumstances, situations, or conditions or similar ones prevent, dissuade, or unreasonably delay at least 25 percent of prospective Event attendees from appearing at the Hotel, or where any of them make it illegal, impossible, inadvisable, or commercially impracticable to hold the Event or to fully perform the terms of the Agreement. The Agreement may be cancelled by either party, without liability, damages, fees, or penalty for any one or more of the above reasons.

15.0: System Security: The Certification and Accreditation (C&A) requirements do not apply, and that a Security Accreditation Package is not required.