Statement_of_Work.pdf

STATEMENT OF WORK

2018 NATIONAL CAPITAL CONSORTIUM GRADUATION CEREMONY

June 2018

I. PURPOSE

The Uniformed Services University of the Health Sciences (USUHS) will host a graduation ceremony for its 2018 graduates. The graduation ceremony will be held over two days; a graduation rehearsal day and the actual graduation day.

II. OVERVIEW

Graduation Rehearsal: Rehearsal will be held from 1:00 p.m. to 3:30 p.m. on Wednesday, June 20, 2018. The rehearsal will require the use of the ceremony space, audio equipment, including an A/V technician. Approximately 410 people will be in attendance.

Graduation Ceremony: Graduation will be held from 10:00 a.m. to 12:00 p.m. (Noon) on Friday, June 22, 2018. The facility will be required from 7:00 a.m. to 1:30 p.m. The ceremony will require the use of the ceremony space, breakout room or hall, audio equipment, including an A/V technician.

Approximately 1,500 people will be in attendance.

III. DESCRIPTION OF SERVICES

USUHS will hold the graduation rehearsal from 1:00 p.m. until 3:30 p.m. on Wed. June 20, 2018 and the graduation ceremony from 7:00 a.m. to 1:30 p.m. on Fri June 22, 2018. The awarded contract facility is responsible for the following services and accommodations in support of the 2018 graduation ceremony:

• Ceremony space (one main room, no less than 2,500 sq. feet, with center stage; one breakout room or hall located on the same floor in close proximity to the main room). Secure seating for all participants.

• Audio visual equipment, services, and technical personnel

• Ceremony cake and water, provided by the vendor enough for 1,500 participants and guests

The space and services are required for 410 participants for the rehearsal and approximately 1,500 participants for the graduation ceremony. Because the graduation is open to the public, the location must offer easy access to public transportation, e.g., taxis, buses, light rails, trains. The space must also meet the standards of the Americans with Disabilities Act. After the ceremony, light refreshments will be served in the breakout room or hall. The breakout room or hall should accommodate all participants.

Ceremony Space Requirements

• Contractor shall provide a center stage with 31 chairs [nine (9) for honorees and 22 for the Navy band]

• See below for audio needs

• The stage should have the required space to set up a flag and three (3) tables

• Provide two (2) lecterns/podiums. The center stage should accommodate two (2) lecterns/podiums.

• Seating shall be arranged facing the front of the stage

• Staff to direct transportation and assist with parking. Four (4) busloads of attendees are expected.

(Buses are not a requirement of this statement of work.)

• Provide two to three tables and all seating

Audio-Visual Equipment and Services Required

The contractor shall provide all equipment and services identified to meet the presentation needs of the ceremony. The contractor will be responsible for providing all cables, connectors, and switchers needed to operate the equipment to ensure a seamless transition of audio presentations throughout the ceremony. The contractor shall be responsible for providing and setting up all appropriate equipment and to test and ensure proper operation of all equipment and systems. All equipment and systems should be tested and made ready at least 30 minutes prior to the start of the ceremony.

The contractor shall support the overall audio requirements of the ceremony. This includes providing sound reinforcement to the ceremony. Appropriate switchers and routers need to be identified and provided.

The contractor shall supply a technician to support and operate all equipment throughout the main ceremony space. The technician shall primarily support the audio requirements, spot check and monitor the ceremony periodically, and act as primary contact for technical issues.

The contractor shall provide audio equipment for the main meeting space, including:

• Microphone

• Microphones on lecterns or on podium

Sound System for the main ceremony space and breakout room or hall:

• The audio system for the main ceremony space should have sufficient microphone and line inputs for all ordered microphones. Output of the audio system should allow for comfortable listening levels appropriate for the room size, audience size, and room configuration.

Contractor Orientation

The Contracting Officer’s Representative (COR) will contact the contractor within five (5) business days after the award to discuss graduation details and arrangements to ensure the immediate and effective implementation and administration of this contract.