TTP_Tech_Demo_Checklist_-_Finance_Rev1_05162016.docx

Request for Quote No. HSHQDC-16-Q-00223 2016 Transition to Practice (TTP) Technology Demonstration Day for the Finance Sector

ATTACHMENT J.1 – FACILITIES CHECKLIST

Contact Information:

Location

Facility Address:

Is your facility located in Manhattan, specifically South of 47th Street? |_| Yes |_| No

Does your facility include an on-site restaurant or are there multiple eateries within two blocks of the facility?

|_| Yes |_| No Please describe:

Is your facility located within 3 blocks of a subway station? |_| Yes |_| No Please describe:

Dates

Can 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 3:00pm but no later than 6:00pm on Monday, June 13?

|_| Yes |_| No If no, please explain:

TASK 1: Space

General Session Room:

Does the space accommodate a minimum of 150 participants set theater with a classroom set for four up front? |_| Yes |_| No

Technology Demonstration Rooms #1-8:

Can your facility provide eight demonstration rooms, each set up theater style for a minimum of 20, each having one 6’ banquet table at the front of the room and a round table for 5 chairs in the back? |_| Yes |_| No

Do the technology demonstration rooms lock? |_| Yes |_| No

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

Describe layout and proximity; attach a diagram:

How close are the eight demonstration rooms to each other?

Describe layout and proximity; attach a diagram:

Planning Office:

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

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

Describe layout and proximity; attach a diagram:

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

TASK 2: A/V Equipment

Can your facility provide all of the required A/V equipment noted in Task 2 of the Statement of Work?

|_| Yes |_| No If no, please explain what will be provided:

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

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

Audio Visual Equipment Technician Onsite Support Required

Day prior to the event June 13, 2016 4 hour minimum. Hours will be determined based upon when the facility will be available to the client between the hours of 3:00PM – 7:00PM.

Day of event June 14, 2016 12 hour minimum between the hours of 6:00AM – 6:00PM.

TASK 3: Secure Locked Space

Can your facility provide a secure space to store meeting materials and sensitive information from 3pm on June 13 through 6:30pm, June 14? |_| Yes |_| No

If no, please explain what will be provided:

TASK 4: Registration Area

Can your facility provide a dedicated registration desk and/or area near the general session room from 3:00pm on the set-up day (June 13) through 6:00pm on the day of the event (June 14)? |_| Yes |_| No

Can your facility provide the following equipment in the registration desk/ area?

Power for four computers |_| Yes |_| No Two hard-wired or wireless internet connections for two computers |_| Yes |_| No Either 12’ to 16’ table or two 6’ to 8’ banquet tables set side-by-side |_| Yes |_| No Four chairs |_| Yes |_| No Two 6’ or 8’ banquet tables to be set behind the registration table |_| Yes |_| No 6’ table for materials |_| Yes |_| No

If no, please explain what will be provided:

How close is the registration desk/area to the general session room and eight demonstration rooms?

Describe layout and proximity; attach a diagram:

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 11:30am to 6:30pm on the day of the event (June 14)?

|_| 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 6:30pm on the day of the event (June 14)?

|_| Yes |_| No |_| N/A

TASK 5: Conference Coordination

Will your facility provide an on-site conference coordinator to assist the government personnel Planning and onsite support during the technology demonstration day? |_| Yes |_| No

TASK 6: Power

Can your facility provide the following number of power connections per meeting room as noted in the statement of work? |_| Yes |_| No If no, please explain what will be provided:

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? |_| Yes |_| No

TASK 7: Internet

Can your facility provide the following number of Internet connections per meeting room as noted in the statement of work? |_| Yes |_| No If no, please explain what will be provided:

TASK 8: Printing

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

TASK 9: Easels and Flipcharts

Can the contractor provide 13 easels? |_| Yes |_| No If not, how many easels can the facility provide?

Can the contractor provide 8 flip charts? |_| Yes |_| No If not, how many flipcharts can the facility provide?

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

TASK 10: Water

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

TASK 11: Final Walkthrough

Will the conference coordinator conduct a final conference walkthrough of the facility with the government personnel on the set-up day June 13, 2016? |_| Yes |_| No

Quoter

The requirement is not for third party conference planners; quotes from third party planners will not be considered Are you a third party conference planner? |_| Yes |_| No