P09 - SOW Final - AV Pharmacy.pdf

STATEMENT OF WORK (SOW)

Department of Veterans Affairs (DVA)

VHA Institute for Learning, Education and Development (ILEAD)

1.0: TITLE OF PROJECT: Audio Visual Services for the “National VA Pharmacy Leaders Training Conference”

2.0: BACKGROUND: The Department of Veterans Affairs (DVA) requires Audio Visual equipment and related services only for the meeting space at the Wyndham Grand Pittsburgh Downtown Hotel, Pittsburgh, PA. Contractor shall provide the Audio-Visual rental equipment and services/supplies for the meeting space to be held September 12- 14, 2023, for approximately 250 attendees. Contractor shall perform initial set-up on Monday, September 11, 2023, at 8:00am with strike of all rental equipment to directly follow the close of the last session on Thursday, September 14, 2023, at 5:00pm.

Proposal must allow DVA 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 receive a proposal and secure all of the elements of the requirement outlined in this Statement of Work (SOW), to include pricing and other pertinent information, 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 “National VA Pharmacy Leaders Training 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 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 the listed deliverables within this

SOW.

5.0: PERFORMANCE PERIOD:

Set Up Day Monday, Sept. 11, 2023 Conference Day Tuesday, Sept. 12, 2023 Conference Day Wednesday, Sept. 13, 2023 Conference Day, Strike Day Thursday, Sept. 14, 2023

6.0: PLACE OF PERFORMANCE:

Wyndham Grand Pittsburgh Downtown

600 Commonwealth Place Pittsburgh, PA 15222 Phone: 412-391-4600 Hotel Contact:

Carriebell Sampson Convention Services Manager

(o) 412.594.5119 (e) carriebell.sampson@wyndhamgrandpittsburgh.com

7.0: MANDATORY TASKS: Set up starting at 8:00am and testing of all equipment in all the meeting rooms, on Monday, September 11, 2023. Start of Conference on Tuesday, September 12, 2023, at 8:00am, through Thursday, September 14th 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 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, September 11, 2023, at 8:00am, to ensure that all equipment is functional in all of the meeting rooms, prior to the start of the conference on Tuesday, September 12, 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 of the 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 One (1) General Session – hotel to set room in Classroom and Panel Tables for 250 people

Room required at 8:00am Monday (set up day) - Thursday at 5:00pm Hotel to provide Standing Lectern/Podium and Riser - 12’x24’ with steps/rails on one side, ramp/rails on the other to accommodate the disabled Room on 24-Hour Hold Kings Garden 3/4/5 – 7,184 sq. ft.

Note: Internet procured thru hotel – 2-wired for AV tech table, 250-SSID basic wireless for all attendees

QTY. DESCRIPTION

2 Large Rear Projection Screen 2 Grey or black velour pipe & drape package for 2-screens

2 HD Widescreen LCD Projector w/remote (slide advancer) 2 Laptop Computer

Flat Panel Confidence Monitor (46” or larger) w/Stand with capability for showing a timer and/or the capability for allowing written prompts/notes to be shown to the speaker

70-inch satellite monitor on stand – 1 on each side of room (ceiling is 11 feet)

2 Wireless Lavaliere Microphone

Wireless or Wired Tabletop Microphone with Stand for Panel Table (6 panelists)

4 Wireless Handheld Microphone with Stand in Aisles - Audience Q&A

Wired Microphone and Light or gooseneck holder for hotel provided podium

1 Speaker/Sound System 1 Channel Audio Mixer 1 PC Audio Interface Device for Laptop Audio 1 Distribution Amp 1 Seamless Graphics Switcher 3 Power strip at back row faculty/staff tables (10 people) 1 Flipchart Package (easel/paper/markers) 1 Cables & Power Strip for above systems (miscellaneous as needed) 1 Easel for Signage 2 AV Technician in room always room in use

8.2 Two (2) Breakout Rooms – hotel to set rooms in Theater for up to 100 attendees

Rooms required at 8:00am Monday (set up day) - Thursday at 5:00pm Hotel to provide Standing Lectern/Podium Rooms on 24-Hour Hold

Kings Garden 1 – 1,677 sq. ft., Kings Garden 2 – 1,419 sq. ft

QTY. DESCRIPTION

2 Front Projection Screen w/screen/skirt kit

2 HD Widescreen LCD Projector w/remote (slide advancer) 2 Laptop Computer 2 Wireless Lavaliere Microphone 2 Wireless Handheld Microphone w/Stand in aisle for Q&A 2 Speaker/Sound System 2 Channel Audio Mixer 2 PC Audio Interface Device for Laptop Audio 2 Distribution Amp 2 Flipchart Package (paper/markers) 2 Cables & Power Strip for above systems (miscellaneous as needed) 2 Easel for Signage 1 Roving AV Technician

8.3 One (1) Registration Area – hotel to set area with 4-panel tables for 6-people

Area required at 8:00am Monday (set up day) - Thursday at 5:00pm Area on 24-Hour Hold Kings Garden 4&5 Foyer

3 Power Strip 2 Easel for signage

8.4 One (1) Lockable Office/Storage Room – hotel to set room in Boardroom for 15-people

Room required at 8:00am Monday (set up day) - Thursday at 5:00pm Room on 24-Hour Hold Traders - 475 sq. ft.

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 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.