Attachment 1_SOW-AV_BIS 19252_SR LDRS_PHX_JUN 13-15 2023.pdf

VHA STATEMENT OF WORK (SOW)

Department of Veterans Affairs

Institute for Learnship, Education and Development (ILEAD)

BIS 19252 / EMAP 140315

VHA Senior Leader Conference

June 13-15, 2023

1.0: TITLE OF PROJECT: Audio Visual Services for the VHA Senior Leader Conference

2.0: BACKGROUND: The Department of Veterans Affairs (DVA) requires audiovisual equipment and related services only for the meeting space at the Hilton Phoenix Resort at the Peak in Phoenix, AZ.

Contractor shall provide the audiovisual rental equipment and services/supplies for the meeting space to be held June 13-15, 2023 for approximately 425 attendees. Contractor shall perform initial set-up on Monday, June 12, 2023 at 8:00am with strike of all rental equipment to directly follow the close of the last session on Thursday, June 15, 2023 at 5:00pm.

Proposal must allow DVA to use their own audiovisual equipment and clearly state whether there are additional charges required for the connection of Government provided equipment to hotel sound system.

3.0: OBJECTIVE: To receive a proposal and secure all of the elements of the requirement outlined in this Statement of Work (SOW), to include pricing and other pertinent information, set-up, day to day system support, and strike the equipment after the event has concluded.

4.0: SCOPE: This requirement will consist of having potential offerors who are able to support the Audio Visual needs outlined below in support of the VHA Senior Leader Conference. The contractor must have the ability to be primarily engaged in setting up of Audiovisual 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.

5.0: PERFORMANCE PERIOD: June 12-15, 2023 – Conference dates are (Tues-Thurs) June 13-15, 2023

6.0: PLACE OF PERFORMANCE: Hilton Phoenix Resort at the Peak 7677 N. 16th Street Phoenix, AZ 85020

7.0: MANDATORY TASKS: Set up starting at 8:00am and testing of all equipment in all of the meeting rooms, on Monday, June 12, 2023. Start of Conference on Tuesday, June 13, 2023 at 8:00am through Thursday, June 15, 2023 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 (CT).

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 equipement.

7.3: Equipment Testing: Testing of all equipment, in all of the meeting rooms, shall start on Monday, June 12, 2023 at 12:00pm, to ensure that all equipment is functional in all of the meeting rooms, prior to the start of the conference on Tuesday, June 13, 2023 at 8:00am local time (MT).

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 of the 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.

8.0: MANDATORY DELIVERABLES:

8.1 General Session – Tuesday, June 13, 2023 at 8:00am thru Thursday, June 15, 2023 at 5:00pm (24-hr HOLD) Rounds Style seating for 425 participants. Set up on Monday, June 12, 2023 at 8:00am with teardown after adjournment on Thursday, June 15, 2023, at 5:00pm.

(3/4 of Anasazi Ballroom - 7,360 sq.ft.)

QTY DESCRIPTION

2 HD Widescreen LCD Projector – 10,000 Lumens

2 Wireless Remote Computer Control System (slide advancer)

2 16 X 9 Large Projection Screen (2 main screens and 2 additional (satellite) screens on stands towards the rear on the floor, no rigging)

2 Up to 120-feet grey or black velour pipe & drape package for 2 screens and 3-6 LED up lights on the drape

1 Personal Laptop Computer with latest version of MSOffice /Adobe/Drives for PPT

1 Lighting for appropriate stage wash and audience microphone positions to achieve quality video image

4 Camera Risers (4’ x 4’ x 24”)

2 Speaker Sound System appropriate for 425 people with signal delay processing

1 55” Flat Panel Confidence Monitor with Stand

1 Audio Mixer – Sufficiently sized to mix all audio inputs

1 PC Audio Interface Device to take Laptop Audio (one for each video playback laptop)

1 Distribution Amp

3 Wireless Microphone System - Lavaliere

6 Wireless Hand-Held Microphone (For Panel Members)

6 Tabletop Microphone Stands (For Panel Members)

4 Wireless Hand-Held Microphone (For Audience)

4 Tall Microphone Stand – For Audience Q&A

1 Podium with Light and Wired Microphone

2 Flipchart Package - Flipchart Easel, Pad, Markers

1 Electrical Service sufficient to support power requirements of conference

1 Cables & Power Strip for connection to laptop/LCD (miscellaneous as needed)

2 Easel

2 Power Strip for back faculty/staff tables

2-3 Audiovisual Technician to provide technical support in the General Session at all times (1-AV Project Manager lead, 1-Power Point Specialist to help load & playback, 1-Graphic, sound/video)

8.2 Two (2) Larger Breakout Rooms – Tuesday, June 13, 2023 at 8:00am thru Thursday, June 15, 2023 at 5:00pm (24-hr HOLD) Rounds Style seating for 225 participants (each room). Set up on Monday, June 12, 2023 at 8:00am with teardown after adjournment on Thursday, June 15, 2023, at 5:00pm. (Navajo-3,080 sq.ft & Hopi-2,926 sq.ft.)

QTY DESCRIPTION

2 Personal Laptop computer with latest version of MSOffice

2 Projection Screen w/pipe and drape/skirt

2 HD Widescreen LCD Projector w/Remote (slide advancer)

2 Wireless Lavaliere Microphone

2 Speaker / Sound System

2 PC Audio

2 Wireless Lavaliere Microphone

4 Wireless Handheld Microphone

4 Tall Microphone Stand – For Audience Q&A

2 Audio Mixer

2 Standing Lectern / Podium

2 Flipchart Package – Easel/Pad/Markers

2 Cables & Power Strip for connection to laptop/LCD (miscellaneous as needed)

2 Easel

2 AV Technician in room at all times

8.3 Ten (10) Smaller Breakout Rooms – Tuesday, June 13, 2023 at 8:00am thru Thursday, June 15, 2023 at 5:00pm (24-hr HOLD) Rounds Style seating for 50 participants (each room). Set up on Monday, June 12, 2023 at 8:00am with teardown after adjournment on Thursday, June 15, 2023, at

5:00pm. (Pima-2,310, Cochise-1,904, Geronimo-1,680, Pueblo-1,200, Sunrise-1,081, Sunset- 1,081, Palacio Veranda-1,505, Yucca/Palo Verde-1,600, Saguaro/Cholla-1,600, & Rodeo Room-1,600 sq. ft.)

QTY DESCRIPTION

10 Personal Laptop computer with latest version of MSOffice for PPT

10 Tripod Projection Screen w/pipe and drape/skirt

10 HD Widescreen LCD Projector w/Remote (slide advancer)

10 Speaker / Sound System

10 PC Audio

10 Wireless Lavaliere Microphone

10 Wireless Handheld Microphone

10 Tall Microphone Stand – For Audience Q&A

10 Audio Mixer

10 Standing Lectern / Podium

10 Flipchart Package – Easel/Pad/Markers

10 Cables & Power Strip for connection to laptop/LCD (miscellaneous as needed)

10 Easel

3-4 Roving Technician

8.4 One (1) Registration Area - Tuesday, June 13, 2023 at 8:00am thru Thursday, June 15, 2023 at 5:00pm (24-hr HOLD) – U-Shaped Style seating for 6-people. Set up on Monday, June 12, 2023 at 8:00am with teardown after adjournment on Thursday, June 15, 2023, at 5:00pm. (Anasazi Lobby)

QTY DESCRIPTION

2 Power Strip

2 Easel

8.5 One (1) Office/Storage Room – Tuesday, June 13, 2023 at 8:00am thru Thursday, June 15, 2023 at 5:00pm (24-hr HOLD) – Boardroom Style seating for 10-people. Set up on Monday, June 12, 2023 at 8:00am with teardown after adjournment on Thursday, June 15, 2023, at 5:00pm. (Zuni – 684 sq.ft.)

QTY DESCRIPTION

2 Power Strip

1 Easel

8.6 One (1) Speaker Ready Room – Tuesday, June 13, 2023 at 8:00am thru Thursday, June 15, 2023 at 5:00pm (24-hr HOLD) – Boardroom Style seating for 6-people. Set up on Monday, June 12, 2023 at 8:00am with teardown after adjournment on Thursday, June 15, 2023, at 5:00pm. (Gila - 684 sq.ft.)

QTY DESCRIPTION

2 Power Strip

1 Easel

8.7 One (1) VIP-Boardroom – Tuesday, June 13, 2023 at 8:00am thru Thursday, June 15, 2023 at 5:00pm (24-hr HOLD) – Special Setup in Boardroom for 6-people. Set up on Monday, June 12, 2023 at 8:00am with teardown after adjournment on Thursday, June 15, 2023, at 5:00pm. (Sonora – 1,200 sq.ft.)

QTY DESCRIPTION

2 Power Strip

1 Easel

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: The proposal price will include the cost of travel. The Government reserve the right for a cost breakdown to help establish price fair and reasonableness.

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), Internet cost, 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.