HSHQDC-15-Q-00079_Part_II_Attachment_2_Facilities_Checklist.docx

HSHQDC-15-Q-00077 PART II, ATTACHMENT 2 – FACILITIES CHECKLIST

Contact Information:

Location

Facility Address:

Is your facility located within the city limits of Santa Clara, Redwood City, Palo Alto, |_| Yes |_| No Menlo Park, or Mountain View, CA?

Does your facility include an on-site eatery or eateries? |_| Yes |_| No Please describe:

Is your facility located within ½ mile of multiple eateries? |_| Yes |_| No Please describe:

Does your facility have on-site parking? |_| Yes |_| No Please describe:

Is there accessible parking within two blocks of your facility? |_| Yes |_| No Please describe:

Dates

Does your facility accommodate the preferred event dates? |_| Yes |_| No

Does your facility accommodate access to the registration area, general session room, technology demonstration rooms, and planning office/storage room by 3:00 PM on Monday, May 11, 2015? |_| Yes |_| No

If not available by 3:00 PM on May 11, 2015, will access be available by 6:00 PM? |_| Yes |_| No

Space

General Session Room:

Does the space accommodate a minimum of 200 and a maximum of 300 participants set up theater style, with a classroom setup in the front for four participants? |_| Yes |_| No

Technology Demonstration Rooms #1-9:

Does your facility provide nine demonstration rooms, each set up theater style for a minimum of 30 and a maximum of 40 people, each having one 6’ banquet table at the front of the room? |_| Yes |_| No

Does each of the nine technology demonstration rooms lock? |_| Yes |_| No

How close are the nine technology demonstration rooms to the general session room?

Please describe layout and proximity; attach a diagram if necessary:

How close are the nine demonstration rooms to each other?

Please describe layout and proximity; attach a diagram if necessary:

Planning Office:

Does the space accommodate a minimum of 10 participants set up boardroom style? |_| Yes |_| No

Does the planning office lock? |_| Yes |_| No

How close is the planning office to the general session room, registration, and the nine technology demonstration rooms?

Please describe layout and proximity; attach a diagram if necessary:

A/V Equipment

Can your facility provide all of the required A/V equipment (copied below)? |_| Yes |_| No If no, please explain what will be provided:

A/V Required for General Session All A/V to be set up by 6:00 PM on May 11, 2015

· Dual LCD projector and screen

· Laptop

· Slide advancer

· All cables and adapters to connect the laptop to the projector

· Small stage (at a minimum 4’wide x 8’ long)

· Speaker microphone with podium

· Two wireless lavaliere microphones for the presenters

· Speaker timer

· Confidence monitor

· Extension cords & surge protectors / power to connect A/V equipment

· Extension cords & surge protectors / power for four laptop computers in front of room

· Speakers and sound system

A/V Required for Technology Demonstration Rooms All A/V to be set up by 6:00 PM on May 11, 2015

Will your facility provide an audio-visual equipment technician on-site set up, tear down and troubleshoot the equipment? |_| Yes |_| No

Will your A/V technician(s) be available onsite for the necessary times (copied below)? |_| Yes |_| No If no, please explain what will be provided:

On-site A/V Equipment Technician Support Required

Setup Day (May 11, 2015) 4 hour minimum. Hours will be determined based upon when the facility will be available to the client, tentatively (3:00 PM – 7:00 PM)

Demonstration Day (May 12, 2015) 12 hour minimum, tentatively 6:00 AM – 6:00PM

Will all technology demonstration room speaker timers be connected to a central speaker timer station? |_| Yes |_| No

If yes, where will the central station be located?

Please describe:

Storage

Does your facility provide a locked, secure space in which to store meeting materials and sensitive information, available beginning on the setup day through the conclusion of the event? |_| Yes |_| No

If yes, where will the storage space be located?

Please describe:

Registration Desk

Registration:

Can your facility provide a dedicated registration desk and/or area near the general session room from 3:00 PM on May 11, 2015 through 11:30 AM on May 12, 2015? |_| Yes |_| No

Does the registration desk/area have power for four computers, wired or wireless Internet connections for two computers, either one 12’ to 16’ table or two 6’ to 8’ banquet tables set side-by-side, four chairs, an additional 6’ table for materials, and two additional 6’ to 8’ banquet tables to be set behind the registration tables? |_| Yes |_| No

How close is the registration desk/area to the general session room, nine demonstration rooms?

Please describe layout and proximity; attach a diagram if necessary:

If the dedicated registration desk/area is not located on the same floor as the technology demonstration rooms, will another dedicated registration desk/area be provided near the demonstration rooms from 11:30 AM to 6:00 PM on the day of the event (May 12, 2015)? |_| Yes |_| No |_| N/A

If the registration desk/area is located on the same floor as the demonstration rooms, will it continue to be available through 6:00pm on the day of the event (May 12th)? |_| Yes |_| No |_| N/A

Conference Coordinator

Does your facility provide an on-site conference coordinator to assist the government personnel planning the technology demonstration day? |_| Yes |_| No

Will the conference coordinator conduct a final conference call or walkthrough of the facility with the government personnel one to two weeks prior to the event? |_| Yes |_| No

Computers and Internet

Does your facility provide the following number of power and hard-wired Internet connections per meeting room? |_| Yes |_| No If no, please explain what will be provided:

is located)

*This Internet connection may be wired or wireless

Will the government be permitted to bring and set up its own laptop computers to be used in conjunction with the contractor-provided A/V equipment in the meeting rooms? |_| Yes |_| No

Will the government be permitted to connect its laptop computers to the facility’s power outlets and Internet connections? |_| Yes |_| No

Other

Does your facility provide on-site printing and copying capability for no more than 300 black and white pages at no additional cost to the government? |_| Yes |_| No

Are at least 15 easels provided? (Easels will remain the property of the contractor.) |_| Yes |_| No How many easels total?

Are at least 9 flip charts provided? (Easels will remain the property of the contractor.) |_| Yes |_| No How many easels total?

Will the government be permitted to place directional signs? |_| Yes |_| No Explain any restrictions:

Are pitchers of water and/or water coolers provided in the general session, nine demonstration rooms at no additional cost to the government? |_| Yes |_| No

Will three on-site parking spaces be provided for government use the day prior to the event for set-up and the day of the event (6 parking spaces total) at no additional cost to the government? |_| Yes |_| No How many parking spaces total?