HRSA Awards Ceremony SOW 3 23 2023.pdf

STATEMENT OF WORK

HRSA Honor Awards Ceremony

March 23, 2023

I. BACKGROUND

The Health Resources and Services Administration (HRSA) reserves time each year to recognize and applaud exceptional achievements. It is a tribute to those individuals honored and to all HRSA, for it is the support of the many that enables the Agency to succeed. Every Bureau and Office brings to the Agency a wealth of knowledge and experience that, galvanized by creativity and perseverance, shapes a key that opens doors long closed to our Nation’s poor and medically underserved. To successfully prepare and carry out the requirements needed for this annual event, a contractor with a facility large enough for our event is needed.

II. PURPOSE

To secure a space to hold the annual HRSA Honor Awards ceremony and provide light refreshments after the ceremony.

III. PERIOD AND PLACE OF PERFORMANCE

The Period of Performance shall be for one (1) 12-month base year with four (4) 12-month option years. The base year Period of Performance will be May 2, 2023, through May 1, 2024, and will be located within 2 miles of HRSA Headquarters, 5600 Fishers Lane, Rockville, MD 20857.

The obligation period is only for the base year. The government is not obligated to fund for the Option Years 1-4, as per FAR 52.217-9 Option to Extend the Term of the Contract.

Base Period: 05/02/2023 – 05/01/2024 Option Year 1: 05/02/2024 - 05/01/2025 Option Year 2: 05/02/2025 – 05/01/2026 Option Year 3: 05/02/2026 – 05/01/2027 Option Year 4: 05/02/2027 – 05/01/2028

No services shall be performed at any Government site or deliveries made on the Federal holidays listed below. When a deliverable due date occurs on a weekend or Federal holiday, the deliverable will be due on the following Government business day. If the date falls on a Saturday, the Government holiday is the preceding Friday. If the date falls on a Sunday, the Government holiday is the following Monday.

New Year’s Day January 1st Birthday of Martin Luther King, Jr. Third Monday in January Washington’s Birthday Third Monday in February Memorial Day Last Monday in May Juneteenth June 19th

Independence Day July 4th Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11th Thanksgiving Day Fourth Thursday in November Christmas Day December 25th

IV. SPECIFIC TASKS

The Contractor shall:

Task 1: Within 14 calendar days of EDOC the Program Manager from HRSA will meet with the contractor to discuss overall plans for the room requirements for the ceremony.

Task 2: Provide space from 8:30 a.m. to 4:00 p.m. for the HRSA Honor Awards Ceremony for approximately 400 people with the following provisions:

a. Room shall be set up theater style.

b. Stage/riser should be set up in the front of the large ball room; a stand-alone podium with a microphone attached to the podium shall be included and set on the stage.

c. 2 floor microphones for the choral group (the need for floor microphones may change).

d. 2 7.5’x10’ Fast Fold Screen – Front Projection; 2 7.5x10’ Dress Kit Black; 2 7.5x10’ Front Screen; 2 7.5x10’ Frame and Legs.

e. 2 1280x800 Lumen LCD Projector.

f. 1 14 Channel Audio/Video Mixer (6 Mono 4 Stereo); will need to output to Zoom for Government

g. 1 Handheld Microphone wired podium mic.

h. 1 Wireless Handheld Microphone; 2 UHF Wireless Mic Receiver; 2 Beta 58

Wireless Handheld Mic

i. 1 technician to set up; 1 technician to strike.

j. 5 chairs set up on the stage for Senior Staff; on the stage there needs to be enough room for 5 flags to be placed behind the chairs; the stage should be wrapped with a decorative skirt and have 3 sets of steps with no railings, one set of steps to the right of the stage for awardees to go up on stage to receive their award, and two sets of steps to the left of the stage, one for awardees to exit the stage and one for the senior staff to use to go up on stage for presentation of awards;

k. On the floor to the left of the stage there needs to be approximately 20 chairs set up for senior staff with honorees, the number of chairs needed may change.

l. There should be extra chairs set on both sides of the stage for staff who will be directing senior staff to the stage, for staff arranging awards, and for the sign language interpreter.

m. There shall be 4 long tables set up to the right of the stage, to hold awards and plaques, table covers, and drapes should cover the tables; black linens are required on the award table tops;

n. There shall be enough tables set up in the foyer for distribution of name tags, seat assignments, award books, and certificates, table covers, and drapes should cover all tables;

o. There shall be a coat rack available for guests to hang up their coats if needed.

p. There shall be a contractor available to assist with any additional items that the

Program Manager may need, i.e., extra tables, extra copies of documents, extra chairs, etc.

q. There shall be staff available to assist HRSA staff with unloading materials needed for the ceremony, and at the conclusion of the reception; and

r. There shall be two additional holding rooms adjacent to the main event room with drinking water available for use for the following groups:

i. One holding room for executive personnel

• This holding room shall include round cloth covered tables and chairs

ii. One holding room for the Color Guard and Choral group

• This holding room shall include round cloth covered tables and chairs and a microphone for practice purposes

Task 3: Allow the ceremony to be broadcast to all HRSA employees.

a. Ceremony is to be broadcast to all HRSA employees the day of the Honor Awards Ceremony, to include in real time video and voice, utilizing Zoom for Government. HRSA OIT staff will use HRSA laptops for the presentation, controlled at the Tech Table. An A/V technician will be on hand to monitor all the systems.

b. Program Manager and HRSA OIT staff will come to the location of the HRSA Honor Awards Ceremony up to a week (7 calendar days) in advance to test the broadcasting equipment, but no later than two (2) days before ceremony, to ensure equipment is set up properly and is able to broadcast to HRSA employees.

i. The following equipment and technical requirements shall be made available for the above-mentioned test and for the ceremony itself:

(a) 2 Cameras (the need for cameras may change)

• Multiple cameras to ensure optimal coverage

Video Broadcast Device (ex., Black magic web presenter HD, VeCaster) to enable video switching

2x Mid/High Level video cameras (ex, Logitech Rally PTZ, BZB PTZ)

Video/Audio switcher (will output to Zoom for Government (GFE))

UPS battery backup 2x Preview monitors and cabling to interconnect all devices

• Camera(s) placement

Section off to prevent blockage Height adjustment to allow for ranged coverage

(b) Quality Network

• High bandwidth availability

Resolution: 1080P Bandwidth: 1024~1920Kbps Ethernet: 1.2~2.3Mbps

(c) Audio Control

• Multiple microphones to ensure complete ceremony coverage

• Provide clarity through detailed management of zones via a switcher

Task 5: Within 14 calendar days of the date of the ceremony, the Program Manager from HRSA will meet with the contractor to discuss overall plans for the reception immediately following the ceremony.

Task 6: Ensure parking at no cost to the is available for approximately 100 vehicles.

Task 7: Provide a light snack for the HRSA Honor Awards Ceremony for approximately

400 people with the following provisions:

a. Buffet shall be set up for guests following the Awards Ceremony.

b. Tables will be set up so guests can access buffet from both sides of the tables.

c. Tables shall be covered with black or white linen tablecloths.

d. Location of banquet area shall be clearly marked with directions provided by hotel staff; and

e. Contractor shall provide adequate staff for guests if help is needed.

f. Food and beverage service to include several buffet style arrangements. The food should be set up in the reception area in the hallway just outside of the ballroom upon exiting from the awards ceremony with clearly printed signs directing attendees to the location. The following foods for the reception are required and shall be provided by the contractor following the ceremony:

Reception menu

• Vegetables.

• Cheese and crackers.

• Scones.

• Brownies.

• Cookies; and

• Assorted Muffins

Beverages

• Water.

• Fruit infused Waters; and

• Coffee and Tea Stations.

g. The buffet must be completely set up 15 minutes before the expected ceremony end time, 2:00 p.m. and will be left up for 1 hour after the conclusion of the ceremony.

V. PAYMENT SCHEDULE

This is a Firm Fixed Price Purchase Order. Payment will be made upon the successful completion of all tasks, and acceptance by the Government.

Line Item Description Quantity Unit Price Total Price 1 – Base Year HRSA Honor

Awards Ceremony

1 TBD TBD

Option Periods Line Item Description Quantity Unit Price Total Price 2 – Option Period 2 HRSA Honor

Awards Ceremony

1 TBD TBD

3 – Option Period 3 HRSA Honor Awards Ceremony

1 TBD TBD

4 – Option Period 4 HRSA Honor Awards Ceremony

1 TBD TBD

5 – Option Period 5 HRSA Honor Awards Ceremony

1 TBD TBD