S02_Attachment 1 - SOW AV REQUIREMENTS_VA DOD SUICIDE - Final V2.doc

STATEMENT OF WORK (SOW)

Department of Veterans Affairs

VHA Institute for Leadership, Education and Development (ILEAD)

1.0: TITLE OF PROJECT: Audio Visual Services for the “VA / DoD Suicide Prevention Conference – 2024”

2.0: BACKGROUND: The Department of Veterans Affairs (DVA) requires Audio Visual equipment and related services only for the meeting space to be held at the Oregon Convention Center. Contractor shall provide the audiovisual equipment and services/supplies for the meeting space to be held July 16-18, 2024 for approximately 2,500 participants. Contractor shall perform initial set-up on Sunday, July 14, 2024 at 8:00am thru Monday, July 15, 2024 with strike/tear down of all rental equipment to directly follow the close of the last session on Thursday, July 18, 2024 at 5:00pm.

3.0: OBJECTIVE: Include pricing and other pertinent information and all costs associated with Audio Visual support to include (any potential union labor fees, loading doc fees, holding fees), and other associated costs involved to include on-site connectivity to existing Audio Visual hook ups, as well as set-up, day to day system support, and strike the equipment after the event has concluded.

4.0: SCOPE: 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.

Note: The vendor is responsible for all costs to include connections and services with the conference facility’s and/or their in-house Audio Visual team (ONservices) and are responsible for any costs associated with hooking into them.

The vendor shall propose any additional fees or expenses required by any third parties including but not limited to: (Power, Internet, Load and Unload, Union fees in excess of GSA pricing). The vendor shall include this pricing in line item 12.0 in the AV Pricing Form. If no additional pricing is required, please provide a statement as such in writing.

5.0: PERFORMANCE PERIOD:

6.0: PLACE OF PERFORMANCE:

Oregon Convention Center

777 NE Martin Luther King Jr. Blvd.

Portland, OR 97232

Convention Center Contacts:

Meghan Ziegler

Event Manager

MeghanZiegler@oregoncc.org M 971-501-0032 | P 503-731-7928

Marie McLean

Sales Manager mariemclean@oregoncc.org Phone: 503-317-7086 Convention Center Audio Visual:

Joshua Williams | Director of Audio Visual ONservices Oregon Convention Center | oregoncc.org Direct 503.731.7809 Mobile 503.928.2098

777 NE Martin Luther King, Jr. Blvd | Portland, OR 97232 jwilliams@onservices.com onservices.com |

7.0: MANDATORY TASKS: Set up starting at 8:00am and testing of all equipment in meeting rooms on Sunday and Monday. Start of Conference on Tuesday, July 16th at 8:00am thru Thursday, July 18, 2024 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 start on Monday, July 15, 2024, at 8:00am to ensure that all equipment is functional, in all meeting rooms, prior to the start of the conference on Tuesday, July 16, 2024, 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 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.

7.6 LOCKABLE STORAGE ROOM: Contractor shall have a lockable storage room assigned to them – Room D133:

· Room to be in proximity of the general session

· Room required on Sunday, 14 July at 8:00am until Thursday at 5:00pm

· Room large enough to accommodate several 6-foot sized crates, laying vertical on floor

· Set four (4) six-foot tables with 4-chairs against walls

· Five (5) Keys for staff

· 24-hour hold

8.0: MANDATORY DELIVERABLES:

Note: Conference Staff to provide Live streaming equipment & services for all meeting rooms

8.1 General Session - Set in Theater for 2,500 people

· Room available at 8:00am Sunday, July 14 (set up day) – Thursday, July 18 at 5:00pm

· Teardown after Adjournment

· Venue to provide Standing Lectern/Podium and Riser

· Room is on 24-hour hold

· Note: Internet procured by ILEAD – 5-wired for AV tech table, 2500 SSID wireless

· Room: Exhibit Hall E – 30,000 sq. ft.

8.2 Twenty (20) Break out Rooms – Special Sets

· Rooms available at 8:00am Sunday, July 14 (set up day) – Thursday, July 18 at 5:00pm

· Eight (8) rooms starting on Sunday at 8:00am and testing of all equipment by 11:00am on Monday, July 15 for pre-conference meetings. The remaining twelve (12) rooms may be set up Monday, July 15 by 5:00pm

· Eight (8) rooms (set in classroom) for up to 275 people, to be used for pre-conference meetings on Monday, July 15 at 1:00pm-5:00pm

· Twelve (12) rooms in theater for up to 300 people (3,000 sq. ft. or larger) on Monday, July 15

· All twenty (20) rooms set in theater for up to 350 people on Tues, July 16-Thurs, July 18

· Teardown after Adjournment

· Venue to provide Standing Lectern/Podium and Risers

· Rooms are on 24-hour hold

· Note: Internet procured by ILEAD – 2-wired for each B/O, 2500 SSID wireless 8-large breakouts Classroom seating

· (4) rooms Oregon Ballrooms 201, 202, 203 & 204 CR 275 + capacity, 6,300 sq ft.

· (2) rooms Portland Ballroom 251, 252 : CR 250 capacity, 4000 sq ft.

· (1) F149-F151 CR 273 capacity

· B113-B116 CR 367 5,670 sq ft

12-breakouts up to 300 Theater

· E141-E144 TH 461 4,093 Sq ft

· E145-E146 TH 364 3,204 sq ft

· D137-D140 TH 416 3,695 sq ft

· D135-D136 TH 364 3,204 sq ft

· C123-C125 TH 446 4,106 sq ft

· C120-C122 TH 236 2,346 sq ft

· B117-B119 TH 268 2,457 sq ft

· B110-B112 TH 268 2,457 sq ft

· A105-A106 TH 446 4,105 sq ft

· A107-A109 TH 236 2,346 sq ft

· E147-E148 TH 150 1,458 sq ft

· F152 TH 117 1,158 sq ft

8.3 One (1) Breakout Room for 800 VA Attendees - Classroom

· Room available at 8:00am Sunday, July 14 (set up day) – Thursday, July 18 at 5:00pm

· Pre-Conference Meeting on Monday, July 15 at 1:00pm-5:00pm

· Teardown after adjournment

· Venue to provide Standing Lectern/Podium and Riser

· Room is on 24-hour hold

· Note: Internet procured by ILEAD – 2-wired for AV tech table, 800 SSID wireless

· Room: Portland BR 253, 254, 255 – capacity CR 887 13,100 sq ft.

8.4 One (1) Breakout Room for 600 DoD Attendees - Classroom

· Pre-Conference Meeting on Monday, July 15 at 1:00pm-5:00pm

· Teardown after adjournment

· Venue to provide Standing Lectern/Podium and Riser

· Room is on 24-hour hold

· Note: Internet procured by ILEAD – 2-wired for AV tech table, 600 SSID wireless

· Room: Portland BR 256, 257, 258 CR 841 12,400 sq ft.

8.5 Exhibit/Poster Session/Vendor Booths/Table Exhibits – Special Set

· Teardown after adjournment

· Room is on 24-hour hold

· Room: Exhibit Hall D – 60,000 sq ft.

8.6 Registration Area – Panel Tables for 10 people

· Area available at 8:00am Sunday, July 14 (set up day) SET UP FIRST – Thursday, July 18 at 5:00pm

· Teardown after adjournment

· Area is on 24-hour hold

· Area: Pre-Function D&E

8.7 One (1) Lockable Office for DoD - Boardroom for 20 ppl

· Set up starting on Sunday, July 14 at 8:00am SET UP THIRD – Thursday, July 18 at 5:00pm

· Teardown after adjournment

· Room is on 24-hour hold

· Room: G-129

8.8 One (1) Lockable Office for ILEAD - Boardroom for 20 ppl

· Set up starting on Sunday, July 14 at 8:00am SET UP SECOND – Thursday, July 18 at 5:00pm

· Teardown after adjournment

· Room is on 24-hour hold

· Room: G132

8.9 One (1) Lockable Office for VA - Boardroom for 20 ppl

· Set up starting on Sunday, July 14 at 8:00am SET UP FOURTH – Thursday, July 18 at 5:00pm

· Teardown after adjournment

· Room is on 24-hour hold

· Room: G-130

8.10 One (1) VIP Board Room (for DoD Director, VA Secretary, Staff & Secret Service) - Boardroom for 10 ppl

· Room available at 8:00am Monday, July 15 (set up day) – Thursday, July 18 at 5:00pm

· Teardown after adjournment

· Room is on 24-hour hold

· Room: VIP Suite D

8.11 One (1) Speaker Ready Room – Boardroom for 10-people

· Room available at 8:00am Monday, July 15 (set up day) SET UP BEFORE 10AM – Thursday, July 18 at 5:00pm

· Teardown after adjournment

· Room is on 24-hour hold

· Note: Internet procured by ILEAD – 2-wired, 6 SSID wireless

· Room: D134

AV Technician in room to help presenters with PP presentations during these days/timeframes (20 hours):

· Monday-10:00-12:30 pm & 3:00-7:00 pm

· Tuesday-6:30 am-9:00 am & 2:00-5:00 pm

· Wednesday-6:30 am-9:00 am & 2:00-5:00 pm

· Thursday-6:30 am-9:00 am

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 (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.