P09 - SOW Final - AV Cust Exp - REV 230809.pdf

STATEMENT OF WORK (SOW)

Department of Veterans Affairs

Institute for Learning, Education and Development (ILEAD)

1.0: TITLE OF PROJECT: Audio Visual Services for the “FY23 - VA Customer Experience (CX) Symposium”

2.0: BACKGROUND: The Department of Veterans Affairs (DVA) requires audio/visual equipment and related services only for the meeting space at the Renaissance Washington DC Downtown Hotel, 999 9th Street NW. Washington, D.C. 20001.

Contractor shall provide the audiovisual rental equipment and services/supplies for the meeting space to be held September 13-14, 2023, for approximately 600 attendees.

Contractor shall perform initial set-up on Tuesday, September 12, 2023, at 8:00am with strike of all rental equipment to directly follow the close of the last session on Thursday, September 14, 2023, at 5:00pm.

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 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 FY23 - VA Customer Experience (CX) Symposium. 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 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 the listed deliverables within this

SOW.

5.0: PERFORMANCE PERIOD:

Set Up Day September 12, 2023 Conference Day September 13, 2023 Conference Day September 14, 2023 Conference Day, Strike Day September 14, 2023

6.0: PLACE OF PERFORMANCE:

Renaissance Washington DC Downtown Hotel 999 9th Street NW. Washington, D.C. 20001

7.0: MANDATORY TASKS: Set up starting at 8:00am and testing of all equipment in all the meeting rooms, on Tuesday, September 12, 2023. Start of Conference on Wednesday, September 13, 2023, at 8:00am, through Thursday, September 14, at 5:00pm. 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 equipment.

7.3: Equipment Testing: Testing of all equipment, in all the meeting rooms, shall be conducted on Tuesday, September 12, 2023, to ensure that all equipment is functional in all the meeting rooms, prior to the start of the conference on Wednesday, September 13, 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 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 – Wednesday, September 13, 2023, at 8:00am thru Thursday, September 14, 2023, at 5:00pm (24-hr HOLD) Tables will be configured in Classroom Style (18”) tables (with at least two (2) aisles for 600 participants. Set up on Tuesday, September 12, 2023, at 12:00pm with teardown after adjournment on Thursday, September 14, at 5:00pm.

Will ask the hotel for a stool for each cameraman.

Hotel will provide camera risers, and the large riser in the GS (and drape for risers)

Hotel will provide standing lectern/podium in the GS.

Rock Creek Ballroom

QTY. DESCRIPTION

4 HD Widescreen LCD Projectors – 12k Lumens

2 9’ x 16’ Large Projection Screens 1/1 for the B/Os when walls closed

2 7’ x 12’ Satellite screens (towards the rear on the floor with no rigging)

55” Flat Panel Confidence Monitor with Stand – 1 Graphics/Notes & 1 Notes or Remote Speaker images

1 Seamless Video Switcher Multi Output

Personal Laptop Computer with latest version of MSOffice /Adobe/Drives for PPT

2 Video Playback/Teams/Zoom Laptop

2 Adaptor/Converter for VA provided Laptop

2 Wireless Remote Computer Control System (slide advancer)

1 Speaker Timer w Large Clock

Camera Switcher package with capability to record program and stream audio and video

Camera Packages w Tripods & Long Lenses for Image & Records. 2 of the three Camera have ISO Records: 1 Screen, (1 Clean Camera Switch)

2 Camera Records; 1 Screen, 1 Clean Camera Switch

6 Camera Risers (4’ x 6’ x 24”) supporting 3 cameras

Video Streaming Package, primary & backup laptops and engineering.

Stream to possibly MS Teams & concurrently to a platform TBD for up to 3000 remote attendees.

Ground Supported Lighting for appropriate stage wash, backlight, and audience achieve quality video image.

Sound System, ground supported, appropriate for 600 people with signal delay processing if needed

10 Com Packs, 8 Wired, 2 Wireless

1 Audio Mixer – Sufficiently sized to mix all audio inputs

PC Audio Interface Device to take Laptop Audio (one for each video playback laptop)

1 Distribution Amp

10 Wireless Microphone Combos – HH or Lapel Each Combo

Podium with Light and 2 Wired Microphones (primary & backup) on hotel provided lectern/podium

Cables & Power Strip for connection to laptop/LCD at Podium (miscellaneous as needed)

Up to 120-feet grey or black velour pipe & drape package for 2 screens and 6-8 LED up lights on the drape

3 Camera operators, one for each camera 2 Technician on duty in room at all times in use

Notes: Rock Creek Ballroom will be broken out into two (2) breakout rooms of 200 each. (AV and Camera equipment will be utilized from the GS room.) (One of the GS rooms will be the live streaming room TBD)

Two (2) Breakout Rooms – Rock Creek Ballroom Salon A and Rock creek Ballroom Salons B & C. Each Breakout room will have 200 attendees.

8.2 Breakout Room 3: Anacostia Ballroom Salons D & E / 200 attendees.

(This room will have live streaming) Wednesday, September 13, 2023, at 8:00am thru Thursday, September 14, 2023, at 5:00pm (24-hr HOLD) Tables will be configured in Classroom Style (18”) tables. Set up on Tuesday, September 12, 2023, at 12:00pm with teardown after adjournment on Thursday, September 14, at 5:00pm.

Will ask the hotel for a stool for each cameraman.

Provided by hotel:

3 - Risers 1 for each Camera (4’ x 6’ x 24”) supporting 3 cameras 3 – Drape package for each riser 3 - Podium

Front Projection Screen - w/HD Widescreen LCD Projectors – 12,000 Lumens screen /ski2rt kit

55” Flat Panel Confidence Monitor with Stand – 1 Graphics/Notes & 1 Notes or Remote Speaker images

2 Wireless Remote Computer Control System (slide advancer) 1 Speaker Timer w Large Clock 1 Camera Packages w Tripods & Long Lenses for Image & Records 1 Camera Records; 1 Screen, 1 Clean Camera Switch 2 Camera Risers (4’ x 6’ x 24”) supporting 1 camera 1 Camera operators, one for each camera

1 Video Streaming Package, primary & backup video encoders with engineering support. Stream with protocols, RTMP or SRT & concurrently to a platform remote attendee.

1 Ground Supported Lighting for appropriate stage wash, backlight, and audience microphone positions to achieve quality video image.

1 Sound System, ground supported, appropriate for 200 people 1 Audio Mixer – Sufficiently sized to mix all audio inputs 3 Wireless Microphone Combos – HH or Lapel each 1 Risers 1 for each Camera (4’ x 6’ x 24”) supporting 1 camera 2 Light and 2 Wired Microphones (primary & backup) on Podium provided by hotel 1 Hardwired internet at podium 1 Up to 90-feet grey or black velour pipe & drape package for 2 screens and 6-8 LED up light son the drape 3 Pipe and drape package for each riser 1 Technician on duty in room at all times in use 4 Power Strips for back faculty/staff tables Electrical power sufficient to support power requirements of conference VA provided Laptop with access to project on Image

8.3 Breakout Rooms 4 - 6 (Rooms 4-6 will have Camera Recording only) Wednesday, September 13, 2023, at 8:00am thru Thursday, September 14, 2023, at 5:00pm (24-hr HOLD) #4 Anacostia Ballroom F = 100 participants #5 Meeting Room 8 = 40 participants #6 Meeting Room 9 = 20 participants teardown after adjournment on Thursday, September 14, at 5:00pm.

Will ask the hotel for a stool for each cameraman.

Provided by hotel:

3 - Risers 1 for each Camera (4’ x 6’ x 24”) supporting 3 cameras 3 – Drape package for each riser 3 - Podium

3 Screens 3 LCD Projector 3 Microphone - Wireless (Lav) 2 Microphone – Wireless Handheld w/Stand for panelists in #4

Anacostia (100 participants) 3 PC Audio system in each (to support teams call) 3 Confidence monitors each breakout in #4 Anacostia (100 participants)

8 Wireless Internet Connections 3 Risers 1 for each Camera (4’ x 6’ x 24”) supporting 3 cameras 3 Camera Packages w Tripods & Long Lenses for Image & Records 3 Camera Records; 1 Screen, 1 Clean Camera Switch 3 Camera operators, one for each camera 3 Playback/ record devices (for 3 rooms) 3 Audio mixers (to receive feed from house) 3 Standing Lectern/ Podium in each room 3 Room Sound Systems, ground supported, appropriate for Breakout rooms #4 =100 people, #5 = 40 and #6 =20 people 0 Pipe and drape package for each riser 2 2 Technicians on duty

Additional Notes: Hard Wired internet at Lectern and Graphics Laptop stations minimum 10 up and 10 down

Dedicated hardwired internet for streaming encoders. (Each encoder streaming outbound at 4Mbps)

Production crew will move from Main Session room to breakout rooms (Streaming will be from Main session room /Main session breakout room for 200 also in the Anacostia ballroom F 1 Breakout for 200) (Camera Recording only in the other breakout for (100/40/20)

8.4 Office – Wednesday, September 13, 2023, at 8:00am thru Thursday, September 14, 2023, at 5:00pm (24-hr HOLD)

QTY DESCRIPTION

10 Internet connections 2 Power Strip

8.5 One (1) Registration Area - Tuesday, July 11, 2023, at 8:00am -Thursday, July 13, 2023, at 5:00 pm. (24-hr HOLD) Hotel will set up for 4 people with panel tables. Set up this area up second on Monday, July 10, 2023, at 12:00pm with teardown after adjournment on Thursday, July 13 at 5:00pm.

Anasazi Foyer

QTY DESCRIPTION

3 Power Strip

9.0: SECURITY: The VA will not 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 prerequisite 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 (AV PRICING FORM) 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 outlet 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.).

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.