S06 - Vendor QnA - AV Cust Exp.pdf

Question 1: 8.1.13 - We added an additional record because the description specified two records (1 Screen, 1 Clean Camera). Is this acceptable?

Answer 1: Yes, that’s fine. AV Pricing form and SOW Updated.

Question 2: 8.1.14 - We recommend adding additional risers to prevent cameras from shaking. 2 riser pieces per camera, is this acceptable?

Answer 2: If the meeting space allows for the extras, and the hotel won’t charge for them, then we can do it.

Question 3: For the GS - there are no technicians specified. Is the client providing techs? If not, we recommend the following for GS Technicians: V1, V2, A1, Gfx, Cam Eng (all days), L2 (Load in & Strike).

Answer 3: We need 2-technicians for the GS. We need 3-camera operators – 1 for each camera in the GS. When the B/Os are being used, we need a camera operator in each room, so a total of 7 camera operators. Note – the GS will be used as two breakout rooms. Added 2 techs to AV Pricing Form and SOW for GS as Item 8.1.27.

Question 4: Confirming the GS will split into two breakouts (breakout 1 & 2). If this is the case, we’ll need to add Video, Audio, & Lighting Consoles for Breakout 2 when the room splits.

Answer 4: Correct

Question 5: 8.2.13 - For Breakout room 3 "Risers for staging” - What overall dimensions is the stage? This will determine the number of deck pieces required.

Answer 5: Camera Risers (4’ x 6’ x 24”) – the big stage in the GS (Rock Creek Ballroom) will be large enough to accommodate 6 panelists, and a podium.

Dimensions were not provided.

Question 6: 8.3 - The description says "Rooms 4-6 will have Camera Recording only”; however, there are no cameras listed in the gear list. Should we add these or is the client providing these cameras?

Answer 6: Yes, they are added to the revised SOW.

Question 7: 8.3.1 - Screens. There are 3 rooms (breakouts 4-6) but 4 screens are requested? Should we assume 2 screens in Anacostia?

Answer 7: Yes, 2 screens needed in Anacostia

Question 8: 8.3.3 - Microphone - Wireless (Lav/HH). 5 microphones are requested.

Is that 5 per breakout room or is that 5 to be split across the 3 breakout rooms (Breakouts 4-6)? See below:

Answer 8:

3 Microphone - Wireless (Lav)

2 Microphone – Wireless Handheld w/Stand for panelists in #4 Anacostia (100 participants)

Question 9: Am I correct with understanding that there is a potential contract agreement between the government and Encore to support internet services for this contract? and the offer is not responsible for these services?

Answer 9: The hotel has a contract with Encore that only Encore can provide certain services. We need the vendor to determine what services this third party firm is required to provide, and what the cost is. Put the cost in the quotation. The cost to Encore will be a part of the contract between the VA and the potential contractor.

Question 10: Lastly, how many breakrooms are you contracting for, to ensure we have complete coverage? The count is misleading, and we just want to make sure we provide the best service possible.

Answer 10: The Rock Creek Ballroom (GS for 600) will be broken out into two (2) breakout rooms of 300 each. (AV and Camera equipment will be utilized from the GS room.) (One of the GS rooms will be the live streaming room TBD) The GS room will split in two and have 3 Camera operators).

Breakout Room 3: Anacostia Ballroom Salons D & E / 200 attendees 1 Camera and 1 Operator

Breakout (Rooms 4-6 will (listed below have Camera Recording only) 3 Cameras and 3 Operators

#4 Anacostia Ballroom F = 100 participants

#5 Meeting Room 8 = 40 participants

#6 Meeting Room 9 = 20 participants