832571092 PWS Clean Copy.docx
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- J9 Symposium Source Sought
- Solicitation number
- HC102825RSSN1
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Defense Information Systems Agency
About this file
This Performance Work Statement (PWS) outlines requirements for audio visual services supporting the DISA Hybrid Cloud Solutions Symposium 2025, scheduled for March 3-5, 2025, at the Hyatt Regency Crystal City in Arlington, VA. The contractor must provide AV equipment, rental services, and staffing for a 2.5-day symposium accommodating 400+ attendees across multiple spaces including a plenary session, four breakout rooms, exhibition space, and two meeting rooms.
Key requirements include dual projector systems, sound equipment, wireless microphones, recording capabilities, and high-speed internet access with two customized wireless networks. Specific staffing needs include video camera operators, audio technicians, and setup/teardown personnel. The contractor must include a $2,500 fee for not using the hotel's preferred AV vendor. The event is unclassified and requires no security clearance. A related sources sought notice indicates this opportunity is being considered for small business participation, with capability statements to be submitted to ronald.e.witt4.civ@mail.mil. This is a follow-on requirement with no previous contract number identified.
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PERFORMANCE WORK STATEMENT (PWS)
| Award/Mod Effective |
| Version Date |
Award
| Contract Number: |
| TBD |
| Task Order Number: |
| TBD |
| Contractor Name |
| TBD |
| Tracking Number: |
| 832571092 |
| Follow-on to Previous Contract and Task Order Number: |
| N/A |
1. Contracting Officer’s Representative (COR).
a. Primary COR. See DITCO Additional Text G1 - Points of Contact:
b. Alternate COR. See DITCO Additional Text G1 - Points of Contact
2. Contract or Task Order Title. Audio Visual services for the DISA Hybrid Cloud Solutions Symposium 2025
3. Background. For the last two years J-9 HaC has conducted a Conference for our mission partners to present new technologies and services that are available via DISA to our Mission Partners as well as new technologies on the commercial front. The J-9 HaC Customer Symposium event will last two and a half days with mission partners, contractors, and DISA personnel in attendance DISA requires the ability to provide Audio Visual, AV, services during the 2-day conference. The J-9 HaC is seeking AV support for its upcoming Customer Symposium. J-9 HaC already has a venue in mind through a separate procurement action. The event will take place on March 3-5, 2025 at the Hyatt Regency Crystal City, VA location. The Hyatt charges an additional $2,500 fee if their preferred Audio Visual vendor is not chosen. This fee should be included in the proposal.
4. Objectives: This requirement is to provide AV and digital rental and equipment services with setup and breakdown for DISA Hybrid Cloud Solutions Symposium 2025. All services required are non-personal services.
5. Scope. Rental, installation, and dismantling services for the DISA Hybrid Cloud Solutions Symposium 2025.
6. Specific Tasks.
6.1 Task 1 - The contractor shall provide the AV equipment, rental, and staffing to support the 2 1/2-day Hybrid Cloud Solutions Symposium, which includes an exhibit space, four breakout rooms, and a reception location that will support 400+ attendees, 2 meeting rooms, and contractor exhibit spaces. Specific AV support includes Information Technology Equipment, the ability to stream sessions and Wi-Fi capability. Contractor shall be responsible for rapidly resolving all technical issues during the event.
6.2 Task 2 - The contractor shall provide two customized internet links; one code will support the dedicated wireless internet connections needed for the DEMO Rooms and the second code will support the wireless internet connections needed for the Staff. Contractor shall be responsible for rapidly resolving all technical issues during the event.
6.3 Task 3 - The AV contractor be responsible for the pre-event setup and post-event tear down.
Plenary Session - Reception Location for 400 attendees: (1) 7’x13’ Dual Projector & Screen Package, (1) Laptop, (1) Video Switcher, (1) Large Sound System, (1) Podium Microphone, (5) Wireless Microphone Single Channel Package Four Panelist, one MC, 5 total mics on stage, (2) Wireless Handheld Microphones with Floor stands for Q&A, (1) Pipe and Drape – Black, (1) Camera Package HD/ SD Camcorder with Tripod, (1) Web/ Archive Ready Pearl Mini Recording Package.
Check-in table/reception area: Registration tables, several extension cords, one large monitor, adequate for the space, to display the schedule/agenda in the Plenary Session Foyer.
Product demos – Four breakout rooms: each breakout will contain the following: (1) 10‘ Cradle Screen, (1) Meeting room Projector pkg, (1) Podium Microphone w/ speaker package, (1) wireless Microphone Single Channel package, (1) Thor Maximus 4K Fly w/o laptop, (1) Web/ Archive Ready Pearl Mini Recording Package. (Each Breakout room has a max capacity of 50 people).
Exhibition Room: 55” Video Monitor and Floor Stands, (20) Power Strips.
VIP Meeting Room: One executive Boardroom (15 attendees)
Technical Exchange Meeting Room: One executive Boardroom (25 attendees)
Wi-fi: High Speed Internet Access (HSIA) with no interruptions for the organizers and briefers during the 2-day event.
Operator, Setup and Take Down, & HSIA:
(2) Technicians to set up March 3rd
(1) Each day for Video Camera Operator for March 4th and March 5th.
| (1) | Each day Video Record Operator for March 4th and March 5th. |
| (1) | Each day Audio Technician – Operate for March 4th and March 5th. |
| (1) | Each day Video Technician – Operate for March 4th and March 5th. |
| (2) | Technician To set up & take down March 4th. |
| (1) | Technician to Set up and take down March 5th 12:00AM – 11:45PM. |
Constraints that effect the contractor will be dictated by the venue for start times and tear down hours due to access to the exhibit rooms.
7. Performance Standards. All equipment provided is tested and working at start and end of event.
| Performance Standard |
| Acceptable Quality Level (AQL) |
| Method of Surveillance |
| 6.1 AV equipment, rental, and staffing |
| Minimum Acceptable: All equipment and items requested in PWS 6.1. |
| 100% Inspection Random Inspection |
| 6.2 Customized internet links |
| Minimum Acceptable: All equipment and items requested in PWS 6.2. |
| 100% Inspection Random Inspection |
| 6.3 Pre-event setup and post-event tear down |
| Performance occurs with no required re-work 100% of the time. |
| 100% Inspection Random Inspection |
8. Place of Performance. Provide AV services for J-9 HaC event at the Hyatt Regency Crystal City hotel, 2799 Richmond Highway, Arlington, VA 22202.
9. Period of Performance: March 3- March 5, 2025
10 Security Clearance: This event is unclassified. No security classification is needed for a commercial site.
10.1 Investigation Requirements. N/A
10.2 Security Contacts. DISA Security Personnel can be contacted for Industrial or Personnel Security related issues at (301) 225-4039 or via mail at:
| Defense Information Systems Agency | Defense Information Systems Agency | ||
| ATTN: J1/ MP61, Industrial Security | ATTN: J1/ MP62, Personnel Security | ||
| Command Building | Command Building | ||
| 6910 Cooper Ave. | 6910 Cooper Ave. | ||
| Fort Meade, MD 20755-7088 | Fort Meade, MD 20755-7088 |
Enclosure 4a, PWS Page 1 of 11 Pages 2015/Version 9
Page 21 of 3 Pages
File details come from the government source that posted it. Updated .