ASL 2022 SOW 070222.pdf

Statement of Work

Annual Survey of the Law

Plenary and Seminar Setup, Audio-Visual & Computer Equipment Requirements

1 December 2021

Overview:

The Air Force Judge Advocate General’s School (AFJAGS) has a need for Audio-visual (A/V) and computer to include technical support for the Annual Survey of the Law course. This course will be held from 8-9

April 2022 at the Hilton Orlando in Orlando, Florida. Setup for registration and support starts 7 April

2022. To ensure contractor and equipment availability, request contract award NLT 15 March 2022.

Location & Requirements POC:

(1) Hilton Orlando, 6001 Destination Parkway Orlando, Florida. Hotel POC is Monique Hunter, (407)

313-8427.

(2) U.S. Air Force Statement of Work point of contact: Mr. Tracy L. Taylor, (334) 953-6486, e-mail:

tracy.taylor.19@us.af.mil (e-mail is preferred) or Lt Col Thom Bittick (334) 953-2203, e-mail thomas.bittick.1@us.af.mil. Both individuals are located at AFJAGS, Maxwell AFB, AL.

Scope:

The overall event hosts approximately 750 Air Force Reserve and Guard attorneys and paralegals. A/V and IT equipment rental for the dates specified below. All training is held on site at the Orlando, Hilton.

The first day of training (Friday – 8 April 2022) primarily a plenary session held in the assigned ballroom for all attendees. The second day of training (Saturday – 9 April 2022) is elective training held in approximately 20 separate rooms. On both days training starts promptly at 7:00 am and lasts until 5:00 pm.

The Contractor shall furnish the following:

Audio Visual and IT Equipment rental for a period of four (4) days; specifically Wednesday, 6 April through

Saturday, 9 April. Equipment required is below under “Day-By-Day Requirements List”.

(1) Miscellaneous:

(a) Contractor will be responsible for and provide all their own tools necessary in the successful installation/de-installation and setup of all A/V and computer equipment. The Contractor is informed that the Hotel will require use of their specified vendor for Electrical and Rigging requirements. Contractor must coordinate with hotel POC to determine cost and responsibilities associated with electrical and rigging requirement. Contractor is responsible for associated cost.

Contractor is responsible for confirming all cost associated with fulfilling requirement with Hotel POCs mailto:tracy.taylor.19@us.af.mil mailto:thomas.bittick.1@us.af.mil

(b) A/V Installation and initial sound and light checks for the plenary session) must be completed no later than 5 p.m. Thursday, 7 April 2022. A/V technician need to remain on site from 5-7pm to allow presenters to review slides in the ballroom.

(c) Contractor shall provide technicians with necessary skills to install, de-install, configure, test and troubleshoot A/V and IT equipment.

(d) Contractor, during installation and setup, will assure all equipment is operating as required to fully support the needs of the course before departing the premises.

(e) Contractor will ensure availability of required wiring, power and internet connections as necessary.

(f) Contractor will assure tables or counter space is fully prepared for setting equipment on.

(g) Contractor will ensure proper wiring, power and required internet connectivity are provided in order that the AV and IT equipment testing and troubleshooting activity can be completed.

(h) Contractor shall not begin de-installation and pick up of rented equipment until after 6:00p.m. Saturday, 9 April.

(i) Contracted technicians will install & remove necessary IT equipment and programs as listed below. Contractor will ensure all equipment is operating and fully support requested dates/times specified.

(j) Power will be negotiated with appropriate hotel and local power company as necessary. Power should be listed as a separate line item in estimates. This includes proper wiring and additional plugs and/or extension cords as necessary.

(k) All authorizations/approvals from local fire and safety officials as required.

Day 1: Wednesday/6 April Requirements:

(1) 5 Laptops (used until 6pm Saturday/9 April). Two with WIFI/hardwire internet connection.

Additional specifications below.

(2) 2 laser printers (used until 6pm Saturday/9 April). Additional specifications below.

(3) Appropriate Information Technology (IT) technicians for 5 laptops; IT personnel specifications in

Specifications paragraph below.

Day 2: Thursday/7 April Requirements:

(1) Plenary Session Setup Requirement: Stage, back drop assembly, completed audio-visual (A/V) installation and A/V checks completed by appropriate technicians NLT 5pm. Presenters may review slides from 5-7pm. Actual use of the plenary session package is Friday/8 April 2022.

(2) Appropriate Information Technology (IT) technicians for 7 laptops; IT personnel specifications in

Specifications paragraph below.

Day 3: Friday/8 April Requirements:

(1) Laptop Requirement: Setup of additional 20 laptops by 7am. Laptops required 8 & 9 April.

(2) A/V Tech Requirement: Appropriate Information Technology personnel for 25 laptops, IT personnel specifications below.

(3) Small Seminar Setup Requirement: 10 seminar rooms (room names below) with appropriate A/V equipment tested and ready for immediate use NLT 7pm for up to 48 seated students; room may be used after 7pm by the guest speaker. Listing of rooms & A/V specifications below. Actual use is

Saturday/9 April.

(4) Medium Seminar Setup Requirement: 3 seminar rooms (room names below) with appropriative A/V equipment tested and ready for immediate use NLT 7pm for up to 90 seated students; room may be used after 7pm by the guest speaker. Listing of rooms & A/V specifications below. Actual use is

Saturday/9 April.

(5) Medium Seminar with panel discussion set up: 2 seminar rooms (room names below). Rooms require 3 chairs in front with 3 hand held microphones. Appropriate A/V equipment tested and ready for immediate use NLT 7pm for up to 90 seated students; room may be used after 7pm by the guest speaker. Listing of rooms & A/V specifications below. Actual use is Saturday/9 April.

(6) Large Seminar Setup Requirement: 3 seminar room (room name below) with appropriative A/V equipment tested and ready for immediate use NLT 7pm for up to 108 seated students; room may be used after 7pm by the guest speaker. Listing of rooms & A/V specifications below. Actual use is

Saturday/9 April.

(7) Extra Large Seminar Setup Requirement: 2 seminar rooms (room name below) with appropriative

A/V equipment tested and ready for immediate use NLT 7pm for up to 200 seated students; room may be used after 7pm by the guest speaker. Listing of rooms & A/V specifications below. Actual use is

Saturday/9 April.

Day 4: Saturday/9 April Requirements:

(1) Appropriate Information Technology personnel for 25 laptops, IT personnel specifications below.

(2) Use of extra large, large, medium, medium with panel, and small seminar audio-visual packages for approximately 20 breakout sessions. Start time is 7:00am.

Specifications

Information Technology Technician Specifications

(1) IT Tech Requirement: Individuals will need working knowledge and capable of setting up laptops and connecting to projectors. Also loading DVD PowerPoint slides and possibly short videos. Each laptop/projector combo will need to be tested prior to use by contractor.

(2) Technical Support. On-site technical assistance for IT will be provided for the following periods:

6 April 2022: 12:00 pm – 5pm (5 Computers)

7 April 2022: 7:30 am – 5pm (5 Computers)

8 April 2022: 6:30 am – 5:30pm (25 Computers)

9 April 2022: 6:30 am – 5:00pm (25 Computers)

(3) The contractor shall provide immediate response during “on-site” hours and within 60 minutes for calls made outside of the “on-site” hours.

Laptop & Printer Specifications

(1) Laptop Specifications: Operating system of Windows 10 or later with common Windows software to include PowerPoint, Excel, Word, Adobe PDF and Windows media player for videos. Compatibility with both CHROME and JAVA. Both VGA and HDMI compatible with cables compatible with projectors and laser printers listed below. PCs need to have ability to project audio into the room via interface. Either internal or external DVD reader, common access card enabled. Appropriate power cords, mouse and mouse pad. Each computer will have its own security cable and lock with the ability to secure as needed. 5 Laptops will be required on Weds/6 April. All must be internet capable. WIFI or “hardwire” internet connection is required during the plenary session for the two computers – hardwired is preferred. Fifteen additional laptops will be required on Friday/8 April. Total laptops required is 25. (2)

Printer Specifications: 2 laser printers with 2 reams of paper per printer. Toner cartridges in printers should be able to handle at least 2,500 copies per printer. Printer will be compatible with computers listed in item (1). Printer will also be WIFI capable with appropriate connection and power cables.

Printer is used required from 6 April – 9 April.

Plenary Session Specifications

(1) Stage or Riser: Shall be at least 4 foot high and contain steps on both ends to allow presenters and speakers to enter on one side and depart on the other side. Stage should have sufficient length and width to allow for 2 podiums (one on each end of the stage) allow for a speaker behind the podium and sufficient room for a presenter to move either in front of or behind the speaker/podium. Stage should be able to hold 5 individuals at a time. Curtains of a neutral color matching the décor should be behind the stage.

(2) A/V Equipment: Expect 750 attendees. If using rear projection, some items below may not be required, suitable substitutes are authorized as long as equipment is compatible and A/V technicians are highly familiar with the equipment. Power for all equipment should be included.

(3) Equipment & Speaker Staging Area: Raised area for viewing capable of holding all equipment and

A/V technicians plus 2 additional JAG School Staff members. Area will also be used to prep upcoming speakers with mics.

Hotel Plenary Session A/V Requirements Amount

Projectors appropriate for room 2

Long/Short (as needed) Throw Lens for Projector 2

Projector Fly Cage 1

Truss & Support 1

Dress Kit for Truss & Support 1

Hoist 1

Hoist Motor & Power Supply 2

Screens (appropriate size for amount of seats) 2

Podiums w/mounted mics 2

House Audio or suitable substitute 1

Wireless RF Remote for Slide Changes 1

Confidence Monitor & Wedge (55" or larger) 2

8X1 Switcher 1

Controller 2

Multi-Sync Monitors 2

Video (Humbucker) Filters 2

Video Distribution Amplifier 1x6 DA's 2

Main Audio 4

Delay 1

Subwoofer 1

Pro Rack 1

16 Channel Audio Mixer 3

Wireless Lavalier Microphone Kit 6

Wireless Handheld Microphone w/stand 2

16 Channel Lighting Console 2

4 Channel Lighting Dimmer 8

Ellipsoidal Lamps (or as needed for stage) 4

Lighting Box Truss 1

Labs Power Distribution 1

Hardwired IT Connection 1

Curtains behind stage & curtain trim around screens 1

Presentation stage (see specifications) 1

A/V riser (see specifications) 1

Computers with WIFI/Hardwired internet connection 2

Break Out Seminar Room Specifications:

Small Seminar Room Requirements: Set up is for a single presenter for no more than 60 students: 10 classrooms: Turkey Lake, Clear Lake, Lake Virginia A&B, Lake Monroe A&B, Lake Highland A&B, and Lake

Sheen A&B.

Small Seminar - (A) Small Seminar A/V Package (up to 60 seats)

Item Amount Additional Notes

Projector 1 Lens appropriate for room/seating

Projector screen 1 Room/seating appropriate size

Table & Skirt 1 Holds laptop & projector

House Audio 1 Suitable substitute authorized

Audio setup & lavalier mic 1

PC/laptop interface 1 With Audio for video playback

Speaker podium 1

Wireless remote 1

Laptop 1 See additional specifications on Stmt of Work

Power for equipment 1

Medium Seminar Room Requirements: Set up is for a single presenter for no more than 110 students:

3 classrooms: Lake Louise A&B, Lake Florence A&B, Lake Lucern

Medium Seminar - (B) Medium Seminar A/V Package (61 - 110 seats)

Item Amount Additional Notes

Projector 1 Lens appropriate for room/seating

Projector screen 1 Room/seating appropriate size

Table & Skirt 1 Holds laptop & projector

House Audio 1 Suitable substitute authorized

Audio setup & lavalier mic 1

PC/laptop interface 1 With Audio for video playback

Speaker podium 1

Wireless remote 1

Medium Seminar Room – Panel Discussion Requirements: Set up is for 3 panel members, for no more than 110 students. 2 Classrooms: Lake Concord & Lake Hart.

Medium Seminar Panel - (C) Medium Seminar A/V Package (61 - 110 seats)

Item Amount Additional Notes

Projector 1 Lens appropriate for room/seating

Projector screen 1 Room/seating appropriate size -- must show same image

Table & Skirt 1 Holds laptop & projector

House Audio 1 Suitable substitute authorized

Audio setup & handheld mics

(3) handheld mics needed

PC/laptop interface 1 With Audio for video playback

Speaker podium 1

Wireless remote 1

Laptop 1 See additional specifications on Stmt of Work

Mic & Stand in audience 1

Large Seminar Room Requirements: Set up is for 1 presenters and up to 150 students. For 1 classroom:

Lake Nona A&B, Lake George, and Lake Down A&B

Large Seminar - (D) Large Seminar A/V Package ( 111 - 150 seats)

Item Amount Additional Notes

Projector 2 Lens appropriate for room/seating

Projector screen 2 Room/seating appropriate size -- must show same image

Table & Skirt 2 Holds laptop & projector

House Audio 1 Suitable substitute authorized

Audio setup & lavalier mic 1

PC/laptop interface 1 With Audio for video playback

Speaker podium 1

Wireless remote 1

Extra Large Seminar Room Requirements: Set up is for 1 presenters and up to 200 students. For 2 classrooms: Lake Eola & Lake Mizell A&B

Extra Large Seminar - (E) Extra Large Seminar A/V Package (151 -200 seats)

Item Amount Additional Notes

Riser for presenter 1 At least 3 ft in height, 1 set stairs, fits speaker & podium

Projector 2 Lens appropriate for room/seating

Projector screen 2 Room/seating appropriate size -- must show same image

Table & Skirt 1 Holds laptop & projector

House Audio 1 Suitable substitute authorized

Audio setup & lavalier mic 1

PC/laptop interface 1 With Audio for video playback

Speaker podium w/mic 2

Wireless remote 1

Mic & Stand in audience 2