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STATEMENT OF WORK (SOW)
Department of Veterans Affairs (DVA) VHA Institute for Learnship, Education and Development (ILEAD)
1.0: TITLE OF PROJECT: Audio Visual Services for the “Women’s Health Mini-Residency for Primary Care Providers (Dual Tracks) 2023” 2.0: BACKGROUND: The Department of Veterans Affairs (DVA) requires audio/visual equipment and related services only for the meeting space at the Grand Hyatt in Tampa Bay, FL. Contractor shall provide the audiovisual rental equipment and services/supplies for the meeting space to be held July 18-20, 2023, for approximately 250 attendees. Contractor shall perform initial set-up on Monday, July 17, 2023 at 8:00am with strike of all rental equipment to directly follow the close of the last session on Thursday, July 20, 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 “Women’s Health Mini-Residency for Primary Care Providers (Dual Tracks) 2023”. The contractor must have the ability to be primarily engaged in setting up of Audio Visual 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: July 17-20, 2023 - Conference dates are July 18-20, 2023
6.0: PLACE OF PERFORMANCE: Grand Hyatt Tampa Bay
2900 Bayport Dr., Tampa, FL 33607
Grandhyatttampabay.com
7.0: MANDATORY TASKS: Set up starting at 8:00am and testing of all equipment in all of the meeting rooms, on Monday, July 17, 2023. Start of Conference on Tuesday, July 18, 2023 at 8:00am, through Thursday, July 20, 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.
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, July 17, 2023 at 8:00am, to ensure that all equipment is functional in all of the meeting rooms, prior to the start of the conference on Tuesday, July 18, 2023 at 8:00am local time.
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 #1 – Tuesday, July 18, 2023 at 8:00am thru Thursday, July 20, 2023 at 5:00pm (24-hr HOLD) Set in Classroom for 125 people - Room to be 2,200 sq. ft. or larger. Set up on Monday at 8:00am with teardown after adjournment on Thursday at 5:00pm.
| 1 |
| Large Projection Screen with Pipe and Drape |
| 1 |
| 60 feet grey or black velour pipe & drape package for screen |
| 1 |
| HD Widescreen LCD Projector w/remote (slide advancer) |
| 1 |
| Confidence Monitor (46” or larger) w/Stand with capability for showing a timer and/or the capability for allowing written prompts/notes to be shown to the speaker |
| 2 |
| Wireless Lavaliere Microphone |
| 1-2 |
| Wired Tabletop Microphone with Stand for Panel Table |
| 3 |
| Wireless Handheld Microphone - 1 for table at front left side of room, 2 for faculty/staff tables at the back of the room |
| 1 |
| Standing Lectern/Podium w/Wired Microphone and Light |
| 1 |
| Seamless Graphics Switcher |
| 2 |
| Power strip at back row faculty/staff tables (10 people) |
| 1 |
| Flipchart Package (paper/markers) |
| 1 |
| Cable & Distribution Package (miscellaneous as needed) |
| 1 |
| Riser w/ramp and handrails on one side and steps with rails on other side, to accommodate the disabled |
8.2 General Session #2 – Tuesday, July 18, 2023 at 8:00am thru Thursday, July 20, 2023 at 5:00pm (24-hr HOLD) Set in Classroom for 125 people - Room to be 2,200 sq. ft. or larger. Set up on Monday at 8:00am with teardown after adjournment on Thursday at 5:00pm.
| 1 |
| Large Projection Screen |
| 1 |
| HD Widescreen LCD Projector w/remote (slide advancer) |
| 1 |
| Confidence Monitor (46” or larger) w/Stand with capability for showing a timer and/or the capability for allowing written prompts/notes to be shown to the speaker |
| 1 |
| Wireless Lavaliere Microphone |
| 1-2 |
| Wired Tabletop Microphone with Stand for Panel Table |
| 3 |
| Wireless Handheld Microphone - 1 for table at front left side of room, 2 for faculty/staff tables at the back of the room |
| 1 |
| Standing Lectern/Podium w/Wired Microphone |
| 1 |
| Seamless Graphics Switcher |
| 2 |
| Power strip at back row faculty/staff tables (10 people) |
| 2 |
| Flipchart Package (paper/markers) |
| 1 |
| Cable & Distribution Package (miscellaneous as needed) |
| 1 |
| Riser w/ramp and handrails on one side and steps with rails on other side, to accommodate the disabled |
| 1 |
| AV Technician in room at all times room in use |
8.3 Seven (7) Breakout Rooms – Tuesday, July 18, 2023 at 8:00am thru Thursday, July 20, 2023 at 5:00pm (24-hr HOLD) – Set in 5-Rounds with 8-chairs seating for 40 participants. Set up starting at 8:00 AM and testing of all audio-visual equipment on Monday.
Two (2) breakout rooms must be available for a trainer meeting (part 1) and a wellness session with AV equipment fully installed on Monday by 4:00 PM. These rooms then become two of the six (6) breakout rooms requiring AV equipment and support Monday through Thursday.
All six (6) breakout rooms must be available at start of Conference on Tuesday at 8:00 AM through Thursday at 5:00 PM. Teardown after Adjournment (rooms on Hold until 11:59 pm).
| 6 |
| Front Projection Screen |
| 6 |
| HD Widescreen LCD Projector w/remote (slide advancer) |
| 6 |
| Wireless Lavaliere Microphone |
| 6 |
| Wireless Handheld Microphone for Q&A |
| 6 |
| Distribution Amp (if needed) |
| 6 |
| Flipchart Package (paper/markers) |
| 3 |
| Standing lectern/podium |
| 3 |
| Cable & Distribution Package (miscellaneous as needed) |
8.3.1 7th Breakout Room (MammaCare) Tuesday, July 18, 2023 at 8:00am thru Thursday, July 20, 2023 at 5:00pm (24-hr HOLD) – One (1) Round table for 8 participants. MammaCare equipment and tables set up by presenter. Set up starting at 8:00 AM on Monday. Teardown by conference presenter/staff on Thursday by 12:00 PM
QTY.
DESCRIPTION
Power Strip
Easel
8.4 One (1) Exhibit Room (Task Trainer Room #1) Tuesday, July 18, 2023 at 8:00am thru Thursday, July 20, 2023 at 5:00pm (24-hr HOLD) – Room to be 7,000 sq. ft. or larger. One Corner of the Room set in Theater Style for 70-participants. The rest of the room will be set up with several six-foot tables and chairs spaced throughout the room that simulation equipment and mannequins for hands on training for participants. (See Diagram) Set up starting at 8:00 AM and testing of all audio-visual equipment on Monday. Trainer meeting on Monday at 6:00 PM. Teardown on Thursday morning by conference staff (room on Hold until Thursday 5:00 PM).
| 1 |
| Front Projection Screen |
| 1 |
| HD Widescreen LCD Projector w/remote (slide advancer) |
| 1 |
| Wireless Lavaliere Microphone |
| 1 |
| Wireless Handheld Microphone for Q&A |
| 1 |
| Audio Mixer (if needed) |
| 1 |
| Distribution Amp (if needed) |
| 1 |
| Flipchart Package (paper/markers) |
| 1 |
| Standing lectern/podium |
| 1 |
| Cable & Distribution Package (miscellaneous as needed) |
8.5 One (1) Exhibit Room (Task Trainer Room#2) Tuesday, July 18, 2023 at 8:00am thru Thursday, July 20, 2023 at 5:00pm (24-hr HOLD) – Room to be 1,500 sq. ft. or larger. Front section of the room set in rounds for 70 participants. The rest of the room will be set up with several six-foot tables and chairs spaced throughout the room that simulation equipment for hands on training for participants. (See Diagram) Set up starting at 8:00 AM and testing of all audio-visual equipment on Monday. Teardown on Wednesday night by 6:00pm by conference staff (room on Hold until Wednesday 6:00 PM).
| 1 |
| Front Projection Screen |
| 1 |
| HD Widescreen LCD Projector w/remote (slide advancer) |
| 1 |
| Wireless Lavaliere Microphone |
| 1 |
| Wireless Handheld Microphone for Q&A |
| 1 |
| Audio Mixer (if needed) |
| 1 |
| Distribution Amp (if needed) |
| 1 |
| Flipchart Package (paper/markers) |
| 1 |
| Standing lectern/podium |
| 1 |
| Cable & Distribution Package (miscellaneous as needed) |
8.6 One (1) Registration Area - Tuesday, July 18, 2023 at 8:00am thru Thursday, July 20, 2023 at 5:00pm (24-hr HOLD) – Set with 4-panel tables U-Shaped with 4-chairs, 1-panel table with 2-chairs to left side, 1-panel table with 2-chairs on right side of main reg tables. Set up on Monday at 8:00am (by 9am) with teardown after adjournment on Thursday at 5:00pm.
8.7 One (1) Lockable Office - Tuesday, July 18, 2023 at 8:00am thru Thursday, July 20, 2023 at 5:00pm (24-hr HOLD) - Set Boardroom style for 10 ppl - Set up on Monday at 8:00am (by 9am) with teardown after adjournment on Thursday at 5:00pm.
QTY.
DESCRIPTION
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: INTERNET: The VA has contracted out the conference space. That contract includes internet connections, including 71 basic wireless and three hard-wired.
13.0: 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), 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.
14.0: Event Coordinator: The Grand Hyatt has an exclusive event coordinator that must be coordinated with before submitting a quote. They have exclusive control over specific services within the event space, such as internet access, rigging and access to power sources. You can contact the hotel directly to get the in-house provider's information or email the contracting specialist.
15.0: 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.
16.0: 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.
17.0: SYSTEM SECURITY: The Certification and Accreditation (C&A) requirements do not apply, and that a Security Accreditation Package is not required.
