P09 - SOW Final - AV SCI.pdf

STATEMENT OF WORK (SOW)

Department of Veterans Affairs

VHA Institute for Leadership, Education and Development (ILEAD)

1.0: TITLE OF PROJECT: Spinal Cord Injury and Disorders (SCI/D) National Leadership Summit 2024 (BIS 20564 / 140875)

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 Hyatt Regency Denver Tech Center. Contractor shall provide the audiovisual rental equipment and services/supplies for the meeting space to be held April 30-May 2, 2024, for approximately 100 participants.

Contractor shall perform initial set-up on Monday, April 29, 2024, at 8:00am with strike/tear down of all rental equipment to directly follow the close of the last session on Thursday, May 2, 2024, at 5:00pm.

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 dock 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 Spinal Cord Injury and Disorders (SCI/D) National Leadership Summit 2024. 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 (Inspire – Hyatt Regency Denver Tech Center) and are responsible for any costs associated with hooking into them.

The vendor shall propose any additional fees or expenses required by any third parties including but not limited to: (Power, Internet, Load and Unload, Union fees in excess of GSA pricing). The vendor shall include this pricing in line item 12.0 in the AV Pricing Form. If no additional pricing is required, please provide a statement as such in writing.

5.0: PERFORMANCE PERIOD:

Set Up Day Monday, April 29, 2024

Conference Day Tuesday, April 30, 2024

Conference Day, Strike Thursday, May 2, 2024

6.0: PLACE OF PERFORMANCE:

Hyatt Regency Denver Tech Center

7800 East Tufts Avenue

Denver, CO 80237

Phone: 303-779-1234

Hotel Contact:

Sarah Charles

Catering Sales & Convention Services Manager

T: 303.714.4611

E: Sarah.Charles@hyatt.com

Hotel AV Contact:

INSPIRE SOLUTIONS AV

TOM PICKUP | Director of Event Technology

Cell: 720-595-1861

Tom.Pickup@INSPIREsolutions.com

7.0: MANDATORY TASKS: Set up starting at 8:00am and testing of all equipment in meeting rooms on Monday, April 29, 2024. Start of Conference on Tuesday, April 30, 2024, at 8:00am thru Thursday, May 2, 2024, 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, April 29, 2024, at 8:00am to ensure that all equipment is functional in all meeting rooms, prior to the start of the conference on Tuesday, April 30, 2024, 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 100-Attendees

Room required at 8:00am Monday (set up day) – Thursday at 5:00pm

Teardown after Adjournment

Hotel to provide Standing Lectern/Podium and Riser

Note: Internet procured thru Inspire Event Technologies – 2-wired for AV tech table, 12-SSID, 95-basic wireless

Room on 24-hour hold

Room: Grand Mesa F – 3,247 sq. ft.

CLIN QTY. DESCRIPTION

8.1.1 1 Large Projection Screen for 100 people

8.1.2 1 Pipe & Drape Package

8.1.3 1 HD Widescreen LCD Projector

8.1.4 1 Wireless Remote Computer Control System

8.1.5 2 Personal Laptop Computer – note: presenters may provide VA laptop during specific presentations – use 1 for Teams

8.1.6 1 Adapter/Converter for VA provided Laptop - HDMI audio extractor for Teams

8.1.7 1 Cat5 Ethernet Cable for Teams Laptop

8.1.8 1 Flat Panel Confidence Monitor (46” or larger) w/Ground Stand with capability for showing a timer and/or the capability for allowing written prompts/notes to be shown to presenter

8.1.9 2 70” Monitor for back tables to view, in the middle of the room, one on each side

8.1.10 2 36” or larger TV – with HDMI plug and stand for Virtual Reality Demonstration

8.1.11 2 Wireless Microphone System - Lavaliere

8.1.12 3 Wired Tabletop Microphone for 6-Panelists on Riser

8.1.13 3 Microphone Tabletop Stand for 6-Panelists

8.1.14 15 Wired/Wireless Hand-Held Tabletop Microphone (1 at each table)

8.1.15 15 Microphone Tabletop Stand (1 at each table)

8.1.16 1 Wired Microphone for hotel provided lectern/podium

8.1.17 1 Speaker/Sound System JBL PRX712 Powered Speakers with Ultimate Stand

8.1.18 1 PC Audio Interface Device for Laptop Audio for Teams

8.1.19 1 Channel Audio Mixer and EQ to control the sound

8.1.20 1 Distribution Amp for Teams

8.1.21 1 Graphics Switcher for Teams

8.1.22 1

HD Multi-Input Video Switcher (changing from teams to presenter to presentation) with a Cue/Preview Monitor, to allow for easy transition between multiple laptops and video sources for Teams meeting and presentations

8.1.23 1 Cables, Power Strip for above systems (miscellaneous as needed)

8.1.24 3 Power strip for back row faculty/staff tables – 12 people

8.1.25 8 Flipchart Easels (clients will provide paper/markers)

8.1.26 2 Easel for Signage

8.1.27 1 AV Technician in room at all times while room in use (arrive ½ hour before start every AM)

8.2 Two (2) Break out Rooms – hotel to set in Rounds for 35 people

Rooms required at 8:00am Monday (set up day) – Thursday at 5:00pm

Teardown after Adjournment

Hotel to provide Standing Lectern/Podium

Note: Internet procured thru Inspire Event Technologies – 1 basic wireless

Rooms on 24-hour hold

Rooms: Wind Star – 1140 sq. ft., Wind River – 1140 sq. ft.

CLIN QTY. DESCRIPTION

8.2.1 2 Projection Screen

8.2.2 2 Dress Kit for Screen

8.2.3 2 HD Widescreen LCD Projector

8.2.4 2 Wireless Remote Computer Control System

8.2.5 4 Personal Laptop Computer – provided by presenter – use 1 for Teams

8.2.6 2 Rapco Laptop Audio Adapter for VA provided Laptop - HDMI cable and signal transmission gear

8.2.7 2 Cat5 Ethernet Cable for Teams Laptop

8.2.8 2 PC Audio Interface Device for Laptop Audio for Teams

8.2.9 2 Wireless Lavaliere Microphone

8.2.10 2 Wireless Hand-Held Microphone - Audience Q&A

8.2.11 2 Microphone Floor Stand in Aisle - Audience Q&A

8.2.12 2 Channel Audio Mixer and EQ to control the sound

8.2.13 2 Speaker/Sound System JBL PRX712 Powered Speakers with Ultimate Stand

8.2.14 2 Graphics Switcher for Teams

8.2.15 2 Distribution Amp for Teams

8.2.16 2 HD Multi-Input Video Switcher (changing from teams to presenter to presentation) with a Cue/Preview Monitor, to allow for easy transition between multiple laptops and video sources for Teams meeting and presentations

8.2.17 2 Skirted AV Cart to hold equipment for front projection, Cables, Power Strip, miscellaneous as required for laptop

8.2.18 2 Easel for Signage

8.2.19 1 Roving AV Technician

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

Area required at 8:00am Monday (set up day) – Thursday at 5:00pm SET UP

FIRST

Teardown after adjournment

Area on 24-hour hold

Area: Pre-Function Area

CLIN QTY. DESCRIPTION

8.3.1 2 Power Strip

8.3.2 2 Easel for signage

8.4 Exhibit Room – set with poster boards, easels, for 96 attendees to go thru

Room required at 8:00am Monday (set up day) – Thursday at 5:00pm

Teardown after adjournment – posterboards to be taken down at 12pm

Room on 24-hour hold

Room: Grand Mesa D&E – 3,080 sq. ft.

CLIN QTY. DESCRIPTION

8.4.1 2 Power Strip

8.4.2 1 36” or larger TV – with HDMI Plug and Stand for Virtual Reality Demonstration

8.4.3 1 Power Strip

8.4.4 1 Easel

8.4.5 0 10-Double sided 4 x 8 poster boards provided by another vendor

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.