P09 - SOW FINAL - AV Reliable.pdf

STATEMENT OF WORK (SOW)

Department of Veterans Affairs

VHA Institute for Learning, Education and Development (ILEAD)

BIS 20355 / EMAP 140723

VHA High Reliability Summit: Accelerating the Journey April 16-18, 2024

1.0: TITLE OF PROJECT: Audio Visual Services for the VHA High Reliability Summit:

Accelerating the Journey

2.0: BACKGROUND: The Department of Veterans Affairs (DVA) requires audiovisual equipment and related services only for the meeting space at the Hilton St. Louis Frontenac, St. Louis, MO. Contractor shall provide the Audio-Visual equipment and services/supplies for the meeting space to be held April 16-18, 2024, for approximately 210 attendees.

Contractor shall perform initial set-up on Monday, April 15, 2024, at 11:30AM with strike of all equipment to directly follow the close of the last session on Thursday, April 18, 2024, 5:00PM.

3.0: OBJECTIVE: ILEAD needs the vendor to perform the services listed in sections 7.0 through 8.0.

4.0: SCOPE: The contractor must provide and have the ability to be primarily engaged in setting up of Audiovisual 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 shall provide all necessary labor, supervision and other resources required to successfully deliver all of the listed deliverables within this SOW.

Note: The vendor is responsible for all costs to include power connections and services with the conference facility’s and/or their in-house Audio-Visual team (Hilton St. Louis Frontenac) and are responsible for any costs associated with utilizing the available infrastructure.

5.0: PERFORMANCE PERIOD:

Set Up Day Mon, April 15, 2024

Conference Day Tue-Thu, April 16-18, 2024

Conference Day, Strike Thursday, April 18, 2024

6.0: PLACE OF PERFORMANCE:

Hotel:

Hilton Frontenac

1335 Lindbergh Blvd.

St. Louis, MO 63131

314-993-1100 www.hilton.com/en/hotels/stlfhhf-hilton-st-louis-frontenac/

Hotel Contact:

Kelley Becker

314-993-1100

Kelley.becker@hilton.com

Hotel Audio Visual Contact:

Chris Mercado, (He, Him, His)

Senior Sales Associate chris.mercado@encoreglobal.com

7.0: MANDATORY TASKS: Set up starting at 11:30AM Local Time and testing of all equipment in all of the meeting rooms, Monday, April 15, 2024. Start of conference, Tuesday, April 16, 2024, 8:00AM through Thursday, April 18, 2024, 5:00PM. Teardown after Adjournment approximately 5:00PM.

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 11:30AM local time (CT).

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 of the meeting rooms, shall start on Monday, April 15, 2024, to ensure that all equipment is functional in all of the meeting rooms, prior to the start of the conference Tuesday, April 16, 2024, 8:00AM local time (CT).

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: If applicable, 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 – Hotel to set up tables and provide Podium. Tuesday, April 16, 2024, 8:00AM thru Thursday, April 18, 2024, 5:00PM (24-hr HOLD), Rounds Style seating for 210 people. Set up on Monday, April 15, 2024, 12:00PM with teardown after adjournment on Thursday, April 18, 2024, 5:00PM.

(CLAYTON BALLROOM)

CLIN QUAN DESCRIPTION

8.1.1 2 Laptop computers with latest version of MS Office / Adobe / Drives for PPT

8.1.2 2 Large projection screens with stands

8.1.3 2 Pipe and drape for two screens

8.1.4 2 HD widescreen LCD projectors

8.1.5 2 Wireless remote computer control system

8.1.6 1 PC audio / HDMI cables (equipment to support TEAMS)

8.1.7 1 Flat screen confidence monitor/stand/with timer and/or capability for written prompts/notes

8.1.8 2 Wireless lavaliere microphones

8.1.9 2 Wireless handheld microphones with floor stands (Q&A)

8.1.10 2 Wired microphones with tabletop stands

8.1.11 1 Speaker/sound system

8.1.12 1 Audio mixer

8.1.13 1 Distribution AMP

8.1.14 1 Graphic mixer

8.1.15 1 Charging station for attendees to plug in when necessary

8.1.16 1 All necessary cables, cords, power strips

8.1.17 2 Audio Visual Technicians all event days during event hours (one tech to support breakout rooms when in session)

8.2 Four (4) Breakout Rooms – Tuesday, April 16, 2024, 8:00AM thru Thursday, April 18, 2024, 5:00PM (24-hr HOLD) rooms are reserved by the hotel for the entirety of the conference, Rounds Style seating for 40 people (each room). Set up on Monday, April 15, 2024, 11:30AM with teardown after adjournment on Thursday, April 18, 2024, 5:00PM. (FRONTENAC, LE CAFÉ, ANATOLE, DAUPHINE)

Equipment stated below is to be set up in each breakout room.

CLIN QUAN DESCRIPTION

8.2.1 1 Laptop computer with latest version of MS Office / Adobe

8.2.2 1 Large projection screen with stand/skirt

8.2.3 1 HD widescreen LCD projector

8.2.4 1 Wireless Remote computer control system

8.2.5 1 Wireless handheld microphone

8.2.6 1 Microphone floor stand

8.2.7 1 Speaker/sound system

8.2.8 1 Necessary cables, cords, power strips

8.2.9 1 Audio Visual technician (from General Session)

8.3 One (1) lockable office/storage room - Monday, April 15, 2024, 11:30AM thru Thursday, April 18, 2024, 5:00PM (24-hr HOLD), Panel tables set for 15 people. Set up on Monday, April 15, 2024, 11:30AM with teardown after adjournment on Thursday, April 18, 2024, 5:00PM. (MONTMARTE)

CLIN QUAN DESCRIPTION

8.3.1 10 Easels

8.3.2 1 Laptop computer with latest version of MS Office

8.3.3 1 Printer

8.3.4 2 Power strips

8.4 One (1) Registration Area (outside general session room) Set Up First- Monday, April 15, 2024, 11:30AM thru Thursday, April 18, 2024, 5:00PM (24-hr HOLD)

– Panel Tables set with 4 chairs. Set up on Monday, April 15, 2024, 11:30AM with teardown after adjournment on Thursday, April 18, 2024, 5:00PM.

CLIN QUAN DESCRIPTION

8.4.1 1 Power Strip

8.4.2 1 Easel

9.0: SECURITY SERVICE: Contractor shall provide security for the 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.

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 quotation 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 provided to 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.