B08_SOL_-_Attachment_No_1_-_SOW.pdf
PDF 159 KB Posted
- Attached to
- Territorial Climate Infrastructure Workshop Federal contract opportunity
- Solicitation number
- 140D0424Q0534
About this file
This document is a Statement of Work (SOW) for a Territorial Climate Infrastructure Workshop (TCIW) to be held in Honolulu, Hawaii from July 30 to August 2, 2024. The Department of the Interior (DOI), Office of Insular Affairs (OIA) requires a conference venue that can accommodate up to 300 attendees, with specific requirements for plenary, breakout, and registration areas, including audio/visual equipment, wireless internet, and light refreshments.
The related federal contract opportunity is a Request for Quote (RFQ) solicitation number 140D0424Q0534, seeking a Firm Fixed Price (FFP) purchase order for the conference venue rental, AV equipment, and light refreshments. The NAICS code is 721110 - Hotels (except Casino Hotels) and Motels, with a small business size standard of $40 million. Quotes are due by May 27, 2024 at 4:00 PM EST and must include the completed FAR 52.212-3 Offeror Representations and Certifications. This is a full and open competition.
View the file
Other files for this federal contract opportunity
| File | Type | Posted |
|---|---|---|
| Sol_140D0424Q0534_Amd_0001.pdf | ||
| B08_SOL_-_Attachment_No__4_QA_0001.pdf | ||
| B08_SOL_Combined_Synopsis-Solicitation_-_Conference_Rooms_0001.pdf | ||
| B08_SOL_-_Attachment_No__3_Wage_Rate.pdf | ||
| Sol_140D0424Q0534.pdf | ||
| B08_SOL_-_Attachment_No__2_-_Pricing_Information.xlsx | XLSX spreadsheet |
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Text version
Territorial Climate Infrastructure Workshop July 30-Aug 2, 2024 (FIRM DATES)
Honolulu, Hawaii
Meeting Room Requirements:
The Department of the Interior (DOI), Office of Insular Affairs (OIA), requires the following:
1. Conference Rooms:
Plenary Room ‐‐ From 8:00 AM – 6:00 PM on Tuesday, July 30th, Wednesday, July 31st, and Thursday, August 1st, and from 8:00 AM – 2:00 PM on Friday, Aug 2nd, the Territorial Climate and Infrastructure Workshop (henceforth referred to as TCIW) will require a conference room or ballroom space with room to accommodate 250‐300 attendees. This room should have audio and video equipment (defined below).
Setup:
Conference Room: Banquet style (round tables of 8‐10) room set up with a stage at approximately 12” height at the front of the room. Stage will include a podium and wireless microphone, and table for 3‐6 guest speakers with 3 tabletop microphones. One additional table at ground level for managing logistics/tech for virtual conference platform on the side of the room, close to the stage. One wireless microphone with a floor stand between the stage and audience.
A/V requirements:
Equipment in this room will support a room audio amplification system, large digital monitor or projection system, hard‐wired ethernet capacity, and microphones with tabletop or floor stands.
Equipment should include the items listed below (or equivalents):
o (1) large format 16:9 screen o (1) 3500 Lumen XGA projector (or similar) o (1) projector stand o (1) HDMI and sound run to Host laptop o Extension Cord and Power Strip o (1) Audio Mixer for microphones o (3) Wireless Handheld microphones w/tabletop stands (On panel table) o (1) Wireless Handheld microphone (for Podium) o (1) Wireless Handheld microphone w/floor stand (Q&A) o Sound Patch to House w/cables
Breakout Room #1 ‐‐ From 8:00 AM – 6:00 PM on Tuesday, July 30th, Wednesday, July 31st, and Thursday, August 1st, and from 8:00 AM – 2:00 PM on Friday, Aug 2nd, TCIW will require a conference room space to accommodate 75‐100 attendees. This room should have audio and video equipment (defined below).
Conference Room: Conference Room style – centrally positioned conference table with enough space to accommodate 16 individuals seated around. Three (3) wireless microphones with tabletop stands on the conference table. Chairs for approximately 60 spectators in rows around the conference table. One additional table with chairs in the back of the room for managing logistics/tech for virtual conference platform. One wireless microphone with floor stand set up near the logistics table.
projection system, hard‐wired ethernet capacity, and microphones with tabletop or floor stands.
Equipment should include the items listed below (or equivalents):
o (1) large format 16:9 screen o (1) 3500 Lumen XGA projector (or similar) o (1) projector stand o (1) HDMI and sound run to Host laptop o Extension Cord and Power Strip o (1) Audio Mixer for microphones o (3) Wireless Handheld microphones w/tabletop stands (On conference table)
Breakout Room #2 ‐‐ From 8:00 AM – 6:00 PM on Tuesday, July 30th, Wednesday, July 31st, and Thursday, August 1st, and from 8:00 AM – 2:00 PM on Friday, Aug 2nd, TCIW will require a conference room space to accommodate 16 individuals seated around. Three (3) wireless microphones with tabletop stands on the conference table. Chairs for approximately 60 spectators in rows around the conference table. One additional table with chairs in the back of the room for managing logistics/tech for virtual conference projection system, hard‐wired ethernet capacity, and microphones with tabletop or floor stands.
Equipment should include the items listed below (or equivalents):
o (1) large format 16:9 screen o (1) 3500 Lumen XGA projector (or similar) o (1) projector stand o (1) HDMI and sound run to Host laptop o Extension Cord and Power Strip o (1) Audio Mixer for microphones o (3) Wireless Handheld microphones w/tabletop stands (On conference table)
Breakout Room #3 ‐‐ From 8:00 AM – 6:00 PM on Tuesday, July 30th, Wednesday, July 31st, and Thursday, August 1st, and from 8:00 AM – 2:00 PM on Friday, Aug 2nd, TCIW will require a conference room space to accommodate 16 individuals seated around. Three (3) wireless microphones with tabletop stands on the conference table. Chairs for approximately 60 spectators in rows around the conference table. One additional table with chairs in the back of the room for managing logistics/tech for virtual conference projection system, hard‐wired ethernet capacity, and microphones with tabletop or floor stands.
Equipment should include the items listed below (or equivalents):
o (1) large format 16:9 screen o (1) 3500 Lumen XGA projector (or similar) o (1) projector stand o (1) HDMI and sound run to Host laptop o Extension Cord and Power Strip o (1) Audio Mixer for microphones o (3) Wireless Handheld microphones w/tabletop stands (On conference table)
2. Registration Area:
An area outside the meeting room for a table for registration/materials and conference support from Tuesday, 7/30/2024 to Friday, 8/2/2024.
3. Tables:
Two tables with four chairs each outside the plenary room and each breakout room for agencies and/or partners to interact with attendees before and after sessions and during breaks from Tuesday, 7/30/2024 to Friday, 8/2/2024 at
2PM.
4. Wireless Internet Support:
Conference organizers and attendees will require access to wireless internet in each room between July 30th and August 2nd.
5. Food and Beverage Functions:
Provide light refreshments for up to 300 people in the morning for those attending the conference as defined in 41 CFR 301‐74.7 (refreshments are defined to include, but not limited to, coffee, tea, milk, juice, soft drinks, donuts, bagels, fruit, pretzels, cookies, chips or muffins).
6. Parking:
Free self‐parking is ideal, but at a minimum self‐parking must be available to guests.
7. Conference Room Location:
The meeting location needs to be in Honolulu, Hawaii. The location should be near other hotels and restaurants (approximately ¼ to 1 mile), should attendees be unable to reserve lodging at the meeting location
OIA will also consider non‐hotel venues if quotes are received, under the condition that the venue is within the aforementioned walking range of hotels in order to cut down on transportation expenses for attendees.
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