SOO IDES V2_Amendment 1_29 Jan 2025.pdf

STATEMENT OF OBJECTIVES (SOO)

Audio and Visual (AV) Equipment Support Services for Integrated Disability

Evaluation System (IDES) and Team Aerospace Operational Solutions (TAOS)

I. Purpose: AV Equipment and Support Services at The Galt House Hotel located at

140 N. Fourth St, Louisville, KY 40202. The dates of the event will be held 18-20

February 2025.

II. Scope or Mission: All AV and support services for the IDES and TAOS

Conference will be held at The Galt House Hotel, 140 N. Fourth Street, Louisville, KY 40202, for 3 days (18-20 February 2025) from 7:30 am until 5:30

pm. The Contractor shall provide an Audio-Visual Package (AVP) for three days of the workshop as outlined in section 1. AV Requirements. The AVP must include complete room set, strike and delivery (required AV equipment and cables) for designated ballrooms and breakdown. The AVP must include standard

AV equipment as outlined in paragraph V. Performance Objectives and Table 1, and at least one (1) full-time AV technical support person. The Contractor must furnish all requirements necessary to perform these services, comply with the requirements contained in this SOO, and must coordinate with the Galt House to comply with the hotel requirements.

III. Period and Place of Performance: 18-20 February from 7:30 am until 5:30 pm, The Galt House Hotel located at 140 N. Fourth St, Louisville, KY 40202.

IV. Background: The IDES Conference and TAOS Workshop is seeking Audio-

Visual (AV) equipment support for sessions occurring each day of the events occurring in Louisville, Kentucky. The AV equipment is critical for success of these events with communicating the information being shared.

V. Performance Objectives:

1. Audio Visual Requirements. The Contractor shall provide the Government exclusive use of AVP from 7:30 AM to 5:30 PM on each day of the conference. The Contractor shall ensure the AV setup is complete (AV related equipment) no later than 7:00 AM Tuesday morning. The Contractor will coordinate with the Hotel for set-up and strike of the AV equipment. The AVP will be needed in two Grand Ballrooms (tentatively B and C). The first Grand

Ballroom, containing 250 people, will require AV support from 7:30 am to

5:00 pm Tuesday thru Thursday (18 – 20 February). The second Grand

Ballroom, containing 350 people, will require AV support from 7:30 am to

12:30 pm on Tuesday only (18 February). Table 1 details the room requirements for AV equipment and technical support.

2. Audio Visual Equipment and Support. The AVP for each room includes:

2 Large screens (9’ x 16’ minimum)

2 Projectors (8,000 lumens minimum) with associated connection cables

Receive HDMI signal out of government laptop

Video feeds into video splitter and in-turn feeds 2 projectors

4 wireless microphones (3 handheld and 1 headset style)

1 LCD Monitor – used as a presenter monitor so presenter can slide the presentation without turning around. Monitor will be placed on the floor in front of the podium and should be approximately 55”.

4 speakers (and associated cables for power and sound from mixer) for the microphones and laptop presentations

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

1 Integrated Laser Pointer and slide changer (advances through power-point slides).

1 AV technician for technical support. Technical support addresses unforeseen issues with the operation of mixers, switchers, speakers, sound connections, microphones, projector, and projection screens

TABLE 1 – AV Equipment Requirements

Day of the Week Start End

Function

And

Capacity Set-up Style AV Equipment Requirements

Tuesday, Wednesday, Thursday

18 – 20

February

7:30 AM

5:30 PM

Grand

Ballroom C

250 people

Background:

- Room setup will be

Classroom Style

- Chairs facing front

Requirement:

- AV could be Front or

Rear projection.

- AV technical support to operate AV equipment and resolve technical issues

- Speakers in front and center-sides of room

- AV control table positioned as needed

- Tables and screens skirted

- Two (2) large screens

-- 9’ x 16’ minimum

- Two (2) Screen projectors

-- 8000 lumens minimum

- One (1) 50” LCD monitor for

Presenter

- Four (4) wireless microphones

-- One (1) shall be a headset style

-- Three (3) will be hand-held style

- 2 Microphone Stands for questions

- Four (4) loud speakers

- AV equipment to support briefings:

-- Audio mixer

-- Video switcher (HDMI)

-- Wires for speakers from mixer

-- Sound connections

-- Power cables, extension cords and other required cables for complete system set-up

Tuesday, 18 February

7:30 AM

12:30 PM

Grand

Ballroom B

350 People

Background:

- Room setup will be

Classroom Style

- Chairs facing front

Requirement:

- AV could be Front or

Rear projection.

- AV technical support to operate AV equipment and resolve technical issues

- Speakers in front and center-sides of room

- AV control table positioned as needed

- Tables and screens skirted

- Two (2) large screens

-- 9’ x 16’ minimum

- Two (2) Screen projectors

-- 8000 lumens minimum

- One (1) 50” LCD monitor for

Presenter

- Four (4) wireless microphones

-- One (1) shall be a headset style

-- Three (3) will be hand-held style

- 2 Microphone Stands for questions

- Four (4) loud speakers

- AV equipment to support briefings:

-- Audio mixer

-- Video switcher (HDMI)

-- Wires for speakers from mixer

-- Sound connections

-- Power cables, extension cords and other required cables for complete system set-up

3. Hotel Coordination. Contractor must coordinate with the hotel venue, The

Galt House, Louisville, KY, to verify they are able to meet and accept hotel requirements and understand the hotel fees to conduct support of this contract.

Contractor is responsible for hotel requirements and fees.

4. Contractor/Government Communication. The Contractor shall provide a dedicated focal point for coordinating and planning with the Government’s

Contracting Officer’s Representative (COR) within one (1) business day(s) after the contract is awarded. The Contractor must provide clear and consistent written and verbal response to the COR within 16 business hours of

Government initiated communication (e.g., return phone calls, emails or other communication) during the one (1) month leading up to the IDES Workshop.

VI. Operating Constraints: There are no identified constraints identified beyond the requirements in this SOO (see section 3. Hotel Coordination). If constraints are identified prior to event, the COR will notify the contractor.