Attachment 1 SOW GPM CONF WEST.doc

STATEMENT OF WORK (SOW)

Department of Veterans Affairs Institute for Learnship, Education and Development (ILEAD) FY23 GPM Conference West August 29-31, 2023 1.0: TITLE OF PROJECT: Audio Visual Services for the FY23 GPM Conference West 2.0: BACKGROUND: The Department of Veterans Affairs (DVA) requires audio/visual equipment and related services only for the meeting space at the Hilton St. Louis at the Ballpark. Contractor shall provide the audiovisual rental equipment and services/supplies for the meeting space to be held August 29-31, 2023, for approximately 275 attendees. Contractor shall perform initial set-up on Monday, August 28, 2023, at 12:00pm with strike of all rental equipment to directly follow the close of the last session on Thursday, August 31, 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 FY23 GPM Conference West. 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: August 28-31, 2023 – Conference dates are (Tues-Thurs) August 29-31, 2023

6.0: PLACE OF PERFORMANCE:

Hilton St. Louis at the Ball Park

1 S. Broadway

St. Louis, MO 63102

7.0: MANDATORY TASKS: Set up starting at 12:00pm and testing of all equipment in all of the meeting rooms, on Monday, August 28, 2023. Start of Conference on Tuesday, August 29, 2023, 2023 at 8:00am, through Thursday, August 31, 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 12:00pm local time (ET).

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, August 28, 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, August 29, 2023 at 8:00am local time (CT).

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, August 29, 2023 at 8:00am thru Thursday, August 31, 2023 at 5:00pm (24-hr HOLD) Set in Tables of Rounds for 275 participants. Set up on Monday, Monday 28, 2023 at 12:00pm with teardown after adjournment on Thursday, August 31, at 5:00pm. (ARCH VIEW BALLROOM)

8.2 SEVEN (7) BREAKOUT ROOMS – Tuesday, August 29, 2023 at 8:00am – Thursday, August 31, 2023, 5:00pm (24-hr HOLD) Set in Crescent Rounds for 40 participants. Set up on Monday, August 28, 2023 by 5:00pm with teardown after adjournment on Thursday, August 31, 2023, at 5:00pm. (Gateway 2, 3, and 4; Ballpark 2; Broadway; Salon AB and Salon C).

NOTE: The equipment (items 1-10) stated below is to be placed in each of the seven (7) rooms.

8.3 ONE (1) REGISTRATION AREA - Tuesday, August 29, 2023 at 8:00am thru Thursday, August 31, 2023, at 5:00pm. (24-hr HOLD) - 4 people with panel tables. Set up on Monday, August 28, 2023 at 12:00pm with teardown after adjournment on Thursday, August 31, 2023, at 5:00pm. (Grand Foyer

8.4 ONE (1) LOCKABLE OFFICE – Tuesday August 29, 2023, 8:00am thru Thursday, August 31, 2023, 5:00pm (24 hour hold) – Room set Boardroomstyle for 20 people (Gateway 5)

9.0: INTERNET: The VA is under contract with the venue for conference space. Internet service will be contracted through the hotel audiovisual company.

10.0: VENUE EVENT COORDINATOR/DIRECTOR: The venue has exclusive control over specific services within the event space, such as Internet access, rigging, access to power sources, etc. Prior to submitting your request for quote, contact the venue directly to obtain the in-house event coordinator’s/director’s contact information to coordinate the exclusive services.

11.0: EXTRANEOUS HOTEL FEES (IF APPLICABLE): The VA shall not pay for extraneous hotel venue charges related to the conference setup and strike/tear 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.

12.0: 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.

13.0: 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.

14.0: 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. Local travel within a 50-mile radius from the contractor’s facility is considered the cost of doing business and will not be reimbursed. This includes travel, meals, and associated labor charges for travel time.

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.