HRH G1 MILPO AV Purchase Description_DRAFT_20231211.pdf
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- Attached to
- Notice of Intent to Sole Source - Military Personnel Officers G1 Training Symposium Conference AV Support
- Solicitation number
- W9133L24Q2002
About this file
This purchase description outlines requirements for conference space and audiovisual support services. The Army National Guard G1 Military Personnel Officers requires a hotel in Orlando, Florida to host a training event from June 16-24, providing office space, a 250-person main conference room, and seven 45-person breakout rooms with AV capabilities. Services include wireless internet, setup and troubleshooting support, microphones and sound systems for presentations, and computer projection in all rooms. The venue must provide 20 guaranteed rooms June 16-21 and 230 rooms June 17-21 without minimum requirements or penalties. On June 18, the venue will host a cash bar and appetizers for up to 250 people at no cost to the government. Light refreshments will also be provided June 18-20 via an agreed fee. The related sole source notice indicates the Department of the Army National Guard Readiness Center will directly award a contract for conference AV support services.
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Purchase Description
1.0 Training Space/Location Requirement – The Army National Guard G1 Military Personnel Officers (MILPO) requires a hotel with conference space in Orlando, FL to conduct training. The venue shall provide the required space and services per the below schedule:
Room Type Start and End Time # of People to
Accommodate Dates Required
Office/Storage Room General daily access 15 16-21 JUNE 24 Main Conference Room 0800-1700 250 17- 24 JUNE 24 Main Conference Room 1700-2100 250 17- 24 JUNE 24 Breakout Room A 0800-1700 45 17- 24 JUNE 24 Breakout Room B 0800-1700 45 17- 24 JUNE 24 Breakout Room C 0800-1700 45 17- 24 JUNE 24 Breakout Room D 0800-1700 45 17- 24 JUNE 24 Breakout Room E 0800-1700 45 17- 24 JUNE 24 Breakout Room F 0800-1700 45 17- 24 JUNE 24 Breakout Room G 0800-1700 45 17- 24 JUNE 24
*Conference room shall be set up with rows of tables and chairs for audience daily (0800-1700) and converted to a banquet/ social configuration (tables and chairs) Tuesday evening (18 June 24) by 1800hrs (1800-2130).
**Breakout rooms shall each be set up with rows of tables and chairs for audience.
2.0 Audio Video Capabilities Per Room: Venue shall provide the following services.
2.1 Services to provide for entire event.
2.1.1 Wireless internet within the areas of the main conference room, break out rooms, and office/storage room.
2.1.2 Set-up and tear-down of AV should be included, to include on-site and responsive troubleshooting for the duration of service.
2.2 Main Conference/Banquet Room:
-Elevated stage -1 podium with static microphone -1 mobile microphone capability for additional presenters on stage -2 mobile microphone capability for audience members to present questions/ comments -Sound system for the entirety of the conference room which incorporates the requested microphones and digital audio from computer -Capability to manage AV levels (sound controls)
-Projection of slides/slideshows from customer-provided laptop (location should include all required cables/adapters/projectors/screens – HDMI, VGA, USB-C, etc.)
-Tables and chairs for 250 personnel
2.3 All Breakout Rooms A - G:
-1 podium with static microphone and sound system per breakout room (7 total) -1 projection of slides/slideshows from customer-provided laptop (should include all required cables/adapters/projectors/screens) per breakout room (7 total)
2.3.1 Breakout Rooms A – G:
-Room must be capable of streaming data to run virtual meetings (MS TEAMS)
2.4 Blocked Rooms: The venue shall provide a guarantee of 20 hotel rooms available Sunday through Friday (16-21 June 24) and 230 available Monday through Friday (17- 21 June 24). Rooms shall be charged to individual guests upon check in/check out.
2.4.1 The venue shall provide no minimum fill requirement or penalty for unfilled rooms.
2.5 Banquet Meal: The venue shall provide a cash bar at no cost to the Government or the contract Tuesday (18 June 24) evening. The venue shall charge the attendee directly or to their hotel room for payment. The venue shall provide appetizer options to be charged directly to attendees or to their hotel room for payment. The venue shall host up to 250 people for the evening social event.
2.5.1 The Government shall not pay for this event as a cost in this contract. The venue shall charge the attendee directly or to their hotel room.
2.5.3 This contract shall not be used to pay for food or beverages.
2.6 Conference Refreshments: The venue shall provide light refreshments throughout the conference (Tuesday through Thursday/18-20 June 24) (coffee, water, tea, pastries).
2.6.1 The Government shall not pay for these snacks as a cost in this contract. The venue shall charge an agreed upon fee to individual guests upon check in/check out.
2.6.2 This contract shall not be used to pay for food or beverages.
File details come from the government source that posted it. Updated .