P09 - SOW Final - AV Environmental.pdf

STATEMENT OF WORK (SOW)

Department of Veterans Affairs

VHA Institute for Leadership, Education and Development (ILEAD)

1.0: TITLE OF PROJECT: Audio Visual Services for the VHA Environmental Program Service Conference.

2.0: BACKGROUND: The Department of Veterans Affairs (DVA) requires audio/visual equipment and related services only for the meeting space to be held at a hotel TBD in Orlando FL, Atlanta, GA, or Washington, DC. Contractor shall provide the audiovisual rental equipment and services/supplies for the meeting space to be held August 15-17, 2023 for approximately 250 participants. Contractor shall perform initial set-up on Monday, August 14, 2023 at 12:00pm with strike/tear down of all rental equipment to directly follow the close of the last session on Thursday, August 17, 2023 at 5:00pm.

Proposal must allow Department of Veterans Affairs to use their own audio visual equipment and clearly state whether there are additional charges required for the connection of Government provided equipment to hotel sound system.

3.0: OBJECTIVE: To secure all of the elements of the requirement outlined in this Statement of Work (SOW), to include set-up, day to day system support, and strike the equipment after the event has concluded.

4.0: SCOPE: This requirement will consist of having potential offerors who are able to support the Audio Visual needs outlined below in support of the VHA Environmental Program Service Conference. The contractor must have the ability to be primarily engaged in setting up of Audio Visual equipment and other items identified below, managing the day to day event requirements that pertain to Audio Visual support for the conference to include troubleshooting of equipment, ensuring the proper equipment is available as outlined below, and the striking/tearing down of all Audio Visual equipment at the completion and adjournment of the event. The contractor should also be able to demonstrate experience working at trade shows, conventions, conferences, and meetings (whether or not they manage and provide the staff to operate the facilities in which these events take place). The contractor shall provide all necessary labor, supervision and other resources required to successfully deliver all of the listed deliverables within this

SOW.

5.0: PERFORMANCE PERIOD: August 14 – 17, 2023 - Conference dates are August 15 – 17, 2023.

6.0: PLACE OF PERFORMANCE: Orlando, FL (preferred location) Atlanta, GA Washington, DC

7.0: MANDATORY TASKS: Set up starting at 12:00pm and testing of all equipment in meeting rooms on Monday, August 14, 2023. Start of Conference on Tuesday, August 15, 2023 at 7:00am thru Thursday, August 17, 2023 at 5:00pm. Teardown after Adjournment.

7.1 Equipment Setup: Contractor shall set-up, operate, maintain, and strike all audiovisual equipment, and staging in all meeting rooms. Set up shall start at 12:00pm local time.

7.2 Audiovisual Expertise: Contractor shall have on site the necessary level of expertise for audiovisual equipment, to include technical services required to operate identified equipement.

7.3 Equipment Testing: Testing of all equipment, in all of the meeting rooms, shall start on Monday, August 14, 2023 at 12:00pm to ensure that all equipment is functional in all meeting rooms, prior to the start of the conference on Tuesday, August 15, 2023 at 7:00am local time.

7.3.1 The contractor shall participate in a technical crew rehearsal if applicable. They shall provide the level of service such that the government event is not disrupted or delayed unduly, due to equipment failures, particularly equipment provided by the contractor.

7.3.2 The contractor shall provide a single customer focused POC on site prior and during the whole event. The POC shall assist in technical direction of Audio Visual placement and environment to ensure a successful event.

7.4 Government Furnished Equipment (GFE) Setup: Contractor shall connect all government provided laptop computer(s) to the projection system located in all meeting rooms.

7.5 Equipment Strike/Tear Down: Contractor shall strike/tear down all equipment identified and was setup under section, known as: 8.0 Mandatory Deliverables.

8.0: MANDATORY DELIVERABLES:

8.1 General Session (GS) – set in Crescent Rounds for 250 Attendees by the Hotel.

Setup on Monday, August 14, 2023 at 12:00pm. Teardown after Adjournment on Thursday, August 17, 2023 at 5:00pm. Room TBD - 3800 sq. ft. or larger

QTY Description

2 Laptop Computer

2 Large Front Projection Screen

2 Grey or black velour pipe & drape package for 2 screens

2 LCD Projector with Remote

1 Flat Panel Confidence Monitor (55”) w/stand

2 Wireless Lavaliere Mics

3 Wired Tabletop Mics w/stand

3 Wireless Handheld mics w/stand in aisles

1 Speaker Sound System

1 Channel Audio Mixer

1 Distribution AMP – power distribution

1 PC Audio

1 Graphics Switcher

2 Flipchart package (easel/paper/markers)

1 Audio Coupler

4 Power strip – presenter table in the rear in the General Session room

1 Podium (provided by hotel) with light and microphone

1 Cables/Power Strips for above systems – misc as needed

4 Easels – for signage

Riser 12’ x 24’ with steps/rails on one side, ramp/rails on the other (provided by hotel)

1-2 AV Tech in the room at all times

8.2 Four (4) Breakout Rooms – set in Crescent Rounds for up to 85 attendees each.

2023 at 5:00pm. Rooms TBD – 1100 sq. ft. or larger

QTY. DESCRIPTION

4 Laptop Computer

4 Front Projection Tripod Screen w/skirt

4 LCD Projector with Remote

4 Wireless Lavaliere microphone

4 Wireless handheld microphone with Stand

4 PC Audio

4 Speaker Sound System

4 Podium (provided by hotel)

4 Cables/Power Strips for above systems – misc as needed

4 Flipchart package (easel/paper/markers)

4 Easel – signage

2 Roving AV Technicians (1 per 3 B/Os)

8.3 One (1) Registration Area – set with panel tables for 6 people

2023 at 5pm. Area TBD

4 Power Strips

5 Easels

8.4 One (1) Lockable Office/Storage Room – set in Boardroom for 10-people

2023 at 5pm. Room TBD

4 Power Strips

8.5 One (1) Exhibit Room – Special Set – managed by Exhibit Vendor

2023 at 5pm. Room TBD

70 Power Strips

9.0: SECURITY SERVICE: Contractor shall provide security for the rental equipment. The VA shall not be liable for lost, stolen or misplaced equipment that is furnished by the contractor, as prerequisite of this

SOW.

10.0: LABOR: The contractor shall abide by all labor laws IAW all the U.S Department of Labor, as it relates to pay rates, hours worked and other pertinent aspects of labor law.

11.0: TRAVEL: Travel is issued as a not to exceed (NTE) dollar value for air, ground, rail and/or water transportation. If receipts exceed the NTE dollar value, the government reserves the right to unilaterally increase the NTE dollar value, once charges are validated by the contractor.

Travel and per diem are cost reimbursable items and shall be IAW the Federal Travel Regulations (FTR).

Each invoice submitted by the contractor shall include copies of all receipts that support the travel costs associated with the elements of this SOW and are claimed within the invoice submitted by the contractor.

The contractor is entitled to actual costs allocated and expended for the level of effort pertaining to the elements of this SOW. The costs shall be within the FTR, to also include meals, during contract performance for this effort. Travel shall be pre-approved by the COR, prior to the travel taking place.

Local travel within a 50-mile radius from the contractor’s facility is considered the cost of doing business and will not be reimbursed. This includes travel, meals, and associated labor charges for travel time.

12.0: EXTRANEOUS HOTEL FEES (IF APPLICABLE): The VA Shall not pay for extraneous hotel venue charges related to the conference setup and strike down for audiovisual services that are not outlined in the SOW, identified in the government issued solicitation and priced in the price proposal for these services.

Examples of these types of extraneous hotel charges are power outlet usage within the confines of the conference/event space, audio patch fees (i.e. house sound system), and rigging fees (i.e. video camera, tripods, stage lighting, etc.).

Prior approval for extraneous venue charges, which extend beyond the examples listed in this SOW, shall be approved by the issuing Contracting Officer, in writing, prior to accepting those charges on behalf of the U.S Department of Veterans Affairs.

13.0: ACCEPTABLE MEANS OF CONTRACT MODIFICATION: The U.S. Department of Veterans Affairs employees attending the conference/event specified by this SOW DO NOT have any contractual authority whatsoever. Therefore, no attendees can make any requests that will be considered a material change to the contract. All contract modifications shall be made and executed by the Contracting Officer or the assigned Contract Specialist, to include funding requests for this level of effort.

14.0: FORCE MAJEURE (COVID-19): The performance of the Agreement by either party shall be subject to Force Majeure, including but not limited to acts of God, fire, flood, natural disaster, war or threat of war, acts or threats of terrorism, civil disorder, unauthorized strikes, governmental regulation or advisory, recognized health pandemic as determined by the World Health Organization, the Centers for Disease Control, or local government authority or health agencies including but not limited to the health threats of COVID-19 and all variants to include (Delta - B.1.617.2), (Omicron - B.1.1.529), (BA.2) and all other subsequent variants of COVID-19, mandated VHA travel ban for non-mission-critical employees due to COVID-19 surge, or other similar occurrences beyond the control of the parties, where any of those factors, circumstances, situations, or conditions or similar ones prevent, dissuade, or unreasonably delay at least 25 percent of prospective Event attendees from appearing at the Hotel, or where any of them make it illegal, impossible, inadvisable, or commercially impracticable to hold the Event or to fully perform the terms of the Agreement. The Agreement may be cancelled by either party, without liability, damages, fees, or penalty for any one or more of the above reasons.

15.0: SYSTEM SECURITY: The Certification and Accreditation (C&A) requirements do not apply, and that a Security Accreditation Package is not required.