P09 - SOW Final - AV Hud Vash.pdf

STATEMENT OF WORK (SOW)

Department of Veterans Affairs

VHA Institute for Leadership, Education and Development (ILEAD)

1.0: TITLE OF PROJECT: SSVF & HUD-VASH National December EAST Conference

(BIS 19379.47298 / 140361)

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 the Crowne Plaza Atlanta Perimeter at Ravinia. Contractor shall provide the audiovisual rental equipment and services/supplies for the meeting space to be held December 5-6, 2023, for approximately 400 participants. Contractor shall perform initial set-up on Monday, December 4, 2023, at 8:00am with strike/tear down of all rental equipment to directly follow the close of the last session on Wednesday, December 6, 2023, at 12:00pm.

3.0: OBJECTIVE: To receive a proposal and secure all the elements of the requirement outlined in this Statement of Work (SOW), to include pricing and other pertinent information and all costs associated with Audio-Visual support to include (any potential union labor fees, loading doc fees, holding fees), and other associated costs involved to include on-site connectivity to existing Audio-Visual hook ups, as well as 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 SSVF & HUD-VASH National December EAST 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.

Note: The vendor is responsible for all costs to include power connections and services with the conference facility’s and/or their in-house Audio-Visual team (Encore Global – Crowne Plaza Atlanta Perimeter at Ravinia) and are responsible for any costs associated with hooking into them.

5.0: PERFORMANCE PERIOD:

Set Up Day Monday, December 4, 2023 Conference Day Tuesday, December 5, 2023 Conference Day, Strike Wednesday, December 6, 2023

6.0: PLACE OF PERFORMANCE:

Crowne Plaza Atlanta Perimeter at Ravinia 4355 Ashford Dunwoody Road Atlanta, GA 30346 Phone: 770-395-7700

Hotel Contact:

Sheryl Roden Senior Sales Manager Phone: 770-551-6119 Email: Sheryl.Roden1@ihg.com Conference Services Manager – TBD

7.0: MANDATORY TASKS: Set up starting at 8:00am and testing of all equipment in meeting rooms on Monday, December 4, 2023. Start of Conference on Tuesday, December 5, 2023, at 8:00am thru Wednesday, December 6, 2023, at 12:00pm.

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 8:00am 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 equipment.

7.3: Equipment Testing: Testing of all equipment, in all of the meeting rooms, shall start on Monday, December 4, 2023, at 8:00am to ensure that all equipment is functional in all meeting rooms, prior to the start of the conference on Tuesday, December 5, 2023, at 8:00am 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) – hotel to set in Crescent Rounds for 400-Attendees

• Room required at 8:00am Monday (set up day) – Wednesday at 12:00pm

• Teardown after Adjournment

• Hotel to provide Standing Lectern/Podium and Riser

• Room on 24-hour hold

• Note: Internet procured thru Encore Global – 2-wired for AV tech table

• GS to be used as 8th B/O

• Room: Ravinia A-D – 7,820 sq. ft.

QTY Description

2 Laptop Computer 2 Large Projection Screen for 400 people 1 Pipe and Drape (blue or grey) package for 2 screens 2 HD Widescreen LCD Projector 2 Wireless Remote Computer Control System 2 70-inch satellite monitor on stand - 1 on each side of room in middle

Flat Panel Confidence Monitor (55”) w/Ground Stand with capability for showing a timer and/or the capability for allowing written prompts/notes to be shown to the presenter

2 Wireless Lavaliere Microphone 3 Wired/Wireless Handheld Tabletop Microphone – 6-Panelists 3 Microphone Tabletop Stand – 6-Panelists 4 Wireless Handheld Microphone – Audience Q&A 4 Microphone Tall Floor Stand – Audience Q&A

Wired Handheld Microphone and light for hotel provided lectern/podium

1 Speaker Sound System 1 Distribution AMP

1 Channel Audio Mixer

PC Interface Audio for Laptop Audio (1 for main laptop, 1 for backup laptop)

USB Audio Input Adapter to possibly stream a Teams Call to Audience for a Virtual Speaker

1 Graphics Switcher 1 Video Switcher 1 Flipchart package (easel/paper/markers) 3 Power strip (back faculty/staff tables – 9-people) 1 Cables/Power Strip for above systems – misc. as needed 1 Easel – for signage

AV Tech in the room at all times room in use (power point, sound, graphics)

8.2 Seven (7) Breakout Rooms – set in Crescent Rounds for up to 75-attendees.

• Room required at 8:00am Monday (set up day) – Wednesday at 12:00pm

• Teardown after Adjournment

• Hotel to provide Standing Lectern/Podium

• Rooms on 24-hour hold

• Note: Internet procured thru Encore Global – 1-wired for each B/O

• GS to be used as 8th B/O

• Rooms: Oakwood -1,740 sq. ft., Camellia–1,125 sq. ft., Dunwoody A–1,392 sq.

ft., Maplewood-1,740 sq. ft., 3 sections of BR Ravinia E/F/G-1,242 sq. ft./ea.

QTY. DESCRIPTION

0 Laptop Computer – presenter to provide 1 Front Projection Tripod Screen w/skirt 1 HD Widescreen LCD Projector 1 Wireless Remote Computer Control System 1 Wireless Lavaliere Microphone 1 Wireless handheld Microphone – Audience Q&A 1 Microphone Tall Floor Stand – Audience Q&A 1 PC Audio 1 Speaker/Sound System 1 Cable/Power Strip for above systems – misc. as needed 1 Flipchart package (easel/paper/markers)

1 Easel – for signage 2 Roving AV Technician

8.3 One (1) Registration Area – set with panel tables for 4-people.

• Area required at 8:00am Monday (set up day) – Wednesday at 12:00pm SET UP

FIRST

• Teardown after adjournment

• Area on 24-hour hold

• Area: Pre-Function

2 Power Strip 1 Easel for signage

8.4 One (1) Lockable Office/Storage Room – set in Boardroom for 8-people.

• Room required at 8:00am Monday (set up day) – Wednesday at 12:00pm SET

UP SECOND

• Teardown after adjournment

• Room on 24-hour hold

• Room: Meeting Planner Office

2 Power Strip

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 perquisite 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 costs will be proposed as a firm price and included in the total price of a resulting contract. Travel costs will be broken out on the pricing worksheet (AV Pricing Form) and will be evaluated for price reasonableness.

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.