Appendix B-SOW 6-B187-Q-00300-00.pdf

RFQ No. 6-B187-Q-00300-00

APPENDIX B - Statement of Work

DC Office Audio Visual Services Contract

June 2, 2026

1.0 Background

Argonne National Laboratory maintains a presence in Washington, D.C. with offices and event space located at SPACES, 800 Maine Avenue, Washington, D.C. The office provides secure work and event space for employees assigned to Argonne’s Washington, D.C. office, doing business for the Lemont, IL-based ANL and meetings and events that advance ANL mission interests. Meetings at SPACES and events at the Penthouse event space may require professional audio-visual support including equipment rental, on-site technical labor, and hybrid meeting capabilities.

2.0 Scope of Work

ANL seeks to procure a locally based Washington, D.C. area professional AV services Contractor to support in-person and hybrid meetings and events held at the ANL Washington, D.C. office and event space. The Contractor shall provide qualified technical personnel, AV equipment, and related support services necessary to plan, set up, operate, troubleshoot, and remove AV systems for requested events. Services shall be provided in accordance with industry standards and all applicable ANL policies, safety requirements, and operational instructions.

3.0 Objective

Furnish a Blanket Purchasing Agreement for a contractor to provide audio visual services, on an as needed basis, from a reliable, locally based, and cost-effective AV services provider to support in-person and hybrid meetings and events at Argonne’s Washington, D.C. office.

4.0 Contractor Tasks & Responsibilities

➢ 4.1 Planning phase:

The Contractor shall:

o Coordinate with ANL’s designated point(s) of contact regarding event requirements, schedules, room setup, and technical support needs.

o Provide quotes for required labor and equipment.

o Recommend appropriate equipment configurations, staffing, and cost-efficient solutions.

o Conduct site visits when requested by ANL at no additional cost.

o Provide qualified personnel with experience relevant to the event and required AV technologies.

➢ 4.2 Execution phase:

The Contractor shall:

o Arrive with sufficient time to set up, test, and verify all required systems before the event start time.

o Provide approved, fully functional, quality-assured AV equipment.

o Operate and monitor contractor provided AV systems during the event, as required.

o Operate and monitor venue provided equipment as approved by ANL representative.

o Troubleshoot and resolve technical issues in real time to minimize disruption.

o Support reasonable event changes that arise during execution.

o Obtain approval from the designated ANL representative or event host before providing any additional equipment or services not previously authorized.

o Replace personnel, upon ANL request, at no additional cost if ANL determines that assigned personnel are not suitable for the work.

o Replace failed Contractor-furnished equipment at no additional cost to ANL.

o Remove Contractor-furnished equipment promptly following the event, unless otherwise directed by ANL.

➢ 4.3 Post-Event phase:

The Contractor shall:

o Provide post-event follow-up, if requested by ANL.

o Submit a final invoice within five (5) business days after the conclusion of the event.

5.0 Place of Performance

Services shall be performed at:

SPACES

800 Maine Avenue Washington, D.C.

Services may be required in meeting rooms, event spaces, or other designated areas within the facility.

6.0 Period of Performance

The period of performance shall be July 9th, 2026, through July 9th, 2027.

At least thirty (30) days prior to the expiration date of this contract, the Laboratory shall notify the Contractor in writing whether the Laboratory is extending this contract. The

Laboratory has the option to extend the contract for two (2) successive one-year (1 year) option periods exercisable in one (1) year increments as set forth below:

• Option Period One: The 12-month period commencing on the date following the term end date of the base contract and continuing for a twelve (12) month period thereafter.

• Option Period Two: The 12-month period commencing on the date following the term end date of the first option period and continuing for a twelve (12) month period thereafter.

7.0 Deliverables

➢ 7.1 For each requested event, as applicable, the Contractor shall provide:

o Pre-event coordination with the designated ANL representative.

o Timely responses to email, phone, and in-person communications.

o Qualified on-site technical personnel.

o AV equipment and all necessary accessories required for the event.

o Setup and functional testing of AV systems prior to event start.

o Operation of contractor provided presentation, audio, display, livestreaming, and/or recording systems, as agreed during planning.

o Timely post-event breakdown and removal of Contractor-provided equipment.

o Itemized invoices identifying labor categories, dates of service, hours worked, equipment rentals, and other approved charges.

➢ 7.2 Contractor personnel assigned to on-site work shall:

o Be professionally dressed and prepared to work.

o Be trained and knowledgeable in the services they are providing and in the operation of the equipment used for the event.

o Conduct themselves in a professional manner consistent with ANL requirements.

8.0 Service Requests / Ordering

Services will be ordered on an as-needed basis by Argonne’s authorized representative.

Each request may specify:

• Event date(s)

• Event time(s)

• Setup and teardown time (s)

• Agenda

• Location/room

• Required labor categories

• Required equipment rentals

• Specific technical support needs

• Livestreaming and/or recording requirements, if applicable

• Approved pricing for technician services and equipment rentals

The Contractor shall confirm availability and provide requested support in accordance with the approved service request.

9.0 Pricing

• Pricing shall be based on the attached pricing schedule unless otherwise negotiated in writing.

• All technical labor shall be sourced locally within the Washington, D.C.

metropolitan area unless otherwise approved in writing by ANL.

• ANL will not reimburse travel or lodging expenses unless pre-approved in writing by ANL as essential to event performance.

• Any charges not included in the pricing schedule must be approved in writing by ANL before they are incurred.

• Any negotiated discount shall be specified in the resulting contract or order.

10.0 Invoicing

Invoicing shall be submitted per service and in accordance with pricing confirmed on the Appendix C-Price Schedule.

Invoice must first be sent to the Argonne technical representative, as known as the Call Manager, who initiated the service for approval.

Invoices shall include, at a minimum:

• Purchase order or contract number

• Date(s) of service

• Description of event supported

• Labor categories used

• Number of units billed (hours, days, or weeks, as applicable)

• Equipment rented

• Total charges

No charges outside the approved scope, service request, or pricing shall be invoiced without prior written authorization from ANL.

11.0 Acceptance Criteria

Services shall be considered acceptable when:

• Labor and equipment are provided as authorized in the approved service request.

• AV systems function as required to support the meeting or event.

• Technical issues are addressed promptly and professionally during the event.

• Contractor-provided equipment is fully operational.

• Services are performed in accordance with ANL instructions and the requirements of this Statement of Work.

• Invoice documentation is accurate and complete.

• The designated ANL representative determines that the services provided conform to the approved service request and this Statement of Work.

12.0 Security and Conduct Requirements

Because the Washington, D.C. office supports work related to national security and federal sponsor engagement, the Contractor and its personnel shall comply with all applicable building access procedures, visitor requirements, and ANL instructions while on site.

Contractor personnel shall:

• Conduct themselves in a professional manner.

• Not access, record, or disclose non-public information encountered during performance of this work unless expressly authorized.

• Comply with ANL safety requirements and applicable site rules.

• Perform services in a manner consistent with ANL core values: Impact, Safety, Respect, Integrity, and Teamwork.

13.0 Point of Contact

ANL will designate a technical point of contact and/or event representative responsible for scheduling, coordination, and acceptance of services.