Attachment 1 - SOW TAOS AV Support.docx

DRAFT Attachment 1

STATEMENT OF WORK

For

Air Force Medical Command

Audio Visual Equipment and Support for Team Aerospace Operations and Solutions (TAOS) Workshop

1 May 2026

TABLE OF CONTENTS

Section Page Number

Statement of Work (SOW) Audio-Visual (AV) and Support for Team Aerospace Operations and Solutions (TAOS) Workshop

1. BACKGROUND.

The Air Force (AF) Team Aerospace Operations and Solutions (TAOS) Workshop is seeking AV equipment support for the plenary session occurring on the first day of the workshop. The AV equipment is critical for Air Force Medical Service (AFMS) personnel to present information to the audience thoroughly and accurately, better illustrating and conveying current and future operations, issues, and policies.

2. SCOPE.

The Contractor shall provide a Conference Meeting Package (CMP) for the first (1) day of the TAOS Workshop. The CMP shall include a complete room setup (required AV equipment) for the primary meeting room (Palm ABDE), accommodating 350 attendees. The Contractor shall provide standard AV equipment included in the package with one (1) full-time AV technical support personnel (See Table 1). The Contractor shall furnish all requirements necessary to perform these services and shall comply with the requirements contained in this Statement of Work (SOW).

3. PERIOD AND PLACE OF PERFORMANCE.

Dates: 1 September 2026 Location: Tempe Palms Hotel, 60 E 5th St, Tempe, AZ 85281.

The dates for the AV equipment shall be 31 August 2026 for setup and 1 September 2026 for execution. Commencing on Tuesday, 1 September at 7:00 AM and ending at 12:00 PM.

4. PERFORMANCE OBJECTIVES.

4.1. AV Setup. The Contractor shall provide the Government exclusive use of AV CMP from 7:00 AM to 12:00 PM on Tuesday, the first day of the TAOS workshop. The Contractor shall ensure the AV setup is complete (AV-related equipment) no later than 7:00 AM on Tuesday. The Government will be granted access to common areas in the facility to display signs on Monday, the day preceding the first day. AV setup may be accomplished at this time. The plenary room (general session meeting space – Palm ABDE) shall accommodate approximately 350 attendees. Table 1 details the room requirements for AV equipment and technical support. Equipment needs to be broken down at 12:00 PM on September 1st, as this room will be split and used at 1:00 PM.

TABLE 1 – AV Equipment Requirements

Day of the Week

Tue

7:00 AM

12:00 PM

Plenary Room

- Palm ABDE

• Front or Rear Projection

• Standby AV technical support to operate AV equipment and remedy technical issues

· AV Table to the side of the room to control the presentation

• Two (2) Large projection screens

• Two (2) Screen projectors

• Four (4) wireless microphones (1 shall be headset clip style)

• Two (2) Computer Monitors (1 for Laptop ~27” and 1 for presenter on floor ~55”)

• AV equipment to support briefings: mixer, switcher, speakers, sound connections, laptop HDMI connection, laser pointers, all required cables for complete system set-up

4.2. AV Equipment. The CMP includes:

4.2.1. Two (2) large screens, minimum 9’x16’ each

4.2.2. Two (2) Liquid Crystal Display (LCD) projectors, minimum 8000 Lumens

4.2.3. Four (4) wireless microphones, one (1) hands-free (headset), three (3) handhelds

4.2.4. Two (2) Monitors – one (1) for the laptop and one (1) for the presenter. The laptop monitor should be approximately 27” or slightly larger. The presenter monitor will be placed on the floor in front of the podium and should be approximately 55”.

4.2.5. Speakers for the microphones and laptop presentations

4.2.6. Associated equipment to ensure flawless presentation of material (mixer, switches, cables, etc.)

4.2.7. Government laptops will provide presentations and require HDMI connectivity.

4.3. Labor & Technical Support.

4.3.1. The Contractor shall provide a qualified AV technician(s) for delivery, setup, on-site operation, troubleshooting, teardown, and equipment removal.

4.3.2. One (1) in-room AV technician for technical support in the plenary room throughout the plenary session.

4.3.3. Technical support shall address unforeseen issues with the operation of mixers, switchers, speakers, sound connections, microphones, projectors, projection screens, internet access, and connections to government-owned laptops.

4.3.4. Technician response time of no more than 5 minutes for any AV issues.

5. PERFORMANCE STANDARDS & ACCEPTANCE

5.1. All AV systems must be fully functional before each session

5.2. Equipment failures impacting training must be corrected immediately

5.3. Services will be considered acceptable when:

5.3.1. All equipment is installed as specified in this SOW

5.3.2. Systems operate without disruption during sessions

5.3.3. Equipment is removed, and space is restored post-event

6. OPERATING CONSTRAINTS

6.1. The Contractor shall coordinate with Tempe Palms Hotel management regarding access and load-in/load-out and all fees associated with AV setup and operation.

6.2. House AV integration is not authorized.

6.3. Load-in/Load-out has a $150/hour fee for outside vendors with a 5-hour minimum charge. Ensure all bids account for this extra charge for Load-in/Load-out.

6.2. The Contractor is responsible for ensuring compatibility with hotel systems.

7. APPENDIX

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