Attachment_III.Facilities_Checklist.pdf

Attachment III Facilities Checklist

HSHQDC-16-Q-00044 Page 1 of 3

Request for Quote 70RSAT19Q00000013

Contact Information:

Facility:

Facility POC: Name Date:

Instructions

The purpose of this checklist is for contractors submitting quotes to this solicitation to confirm that they have read each element of the Statement of Work, and to indicate whether or not their quotes provide each supply and service required in the Statement of Work. The intent of this checklist is to reiterate information from the Statement of

Work, not to change or add any requirements. The intent of this checklist is to determine whether or not contractor quotes provide the exact supplies and services required in the Statement of Work, not for contractors to indicate that they exceed the requirements.

Checklist (Refer to Statement of Work for each task.)

LOCATION:

Conference facility address:

Is the conference facility located within a quarter of a mile of the DHS S&T headquarters (1120 Vermont Avenue

NW, Washington DC)? Yes No

DATES:

Can the contractor provide twelve (12) defined meetings annually and four (4) surge/optional meetings as specified in the Statement of Work and to be scheduled for Tuesdays, Wednesdays and Thursdays within a minimum number of ten (10) days notice prior to scheduling?

Yes No

TASK 1:

Does the quote provide one general session room to accommodate 400 participants, set up theater style? Yes No

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Does the quote provide that the general session room be provided for the meeting for one hour and two hours prior to the meeting time for set-up.

Yes No

TASK 2:

Does the quote provide the audio visual equipment listed below (SOW Task 2)? Yes No

Does the quote include providing, setting up, and tearing down audio visual equipment? Yes No

Does the quote include an audio visual equipment technician on-site who will be available as necessary during the set-up for and during each meeting? Yes No

TASK 3:

Does the quote provide a conference facility coordinator to assist the government personnel who are organizing the

All Hands meetings, whose assistance will include, but is not limited to, securing the meeting room and obtaining and setting up audio visual equipment? Yes No

TASK 4:

Does the quote permit government personnel to bring in and set up their own laptop computer equipment to be used in conjunction with the contractor-provided audio visual equipment? Yes No

A/V Required

• LCD projector and screen large enough to accommodate the audience to ensure all attendees can easily view presentations

• Small stage or elevated platform, to fit a podium

• One podium with microphone

• One Lavaliere microphone for the presenter

• Two wireless Q&A microphones with stands

• Sound system

• Extension cords to power S&T’s laptops and video camera as needed

• Polycom phone (must allow participants calling into the meeting to hear the speaker and any questions asked in the room over the microphone)

• All cables and adapters to connect the laptop to the projector

• Extension cords and surge protectors to power equipment and connect to A/V equipment

• One audio out cable

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TASK 5:

Does the quote provide two hard wired Internet connections during each

2019 - 2023 S&T All Hands meeting? Yes No

TASK 6:

Does the quote provide three easels for directional signage? Yes

Does the quote permit the government to place directional and conference signage in and around the contra facility? Yes

(The easels will remain the property of the contractor.)

No ctor’s

No