P09 - SOW Final - AV Tele.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 FY24 ASPS Telehealth Training (BIS 18009 / 139937)

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 Sheraton Orlando North hotel. Contractor shall provide the audiovisual rental equipment and services/supplies for the meeting space to be held October 11-13, 2023, for approximately 100 participants. Contractor shall perform initial set-up on Tuesday, October 10, 2023, at 12:00pm with strike/tear down of all rental equipment to directly follow the close of the last session on Friday, October 13, 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 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 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.

Note: The vendor is responsible for all costs to include connections and services with the conference facility’s and/or their in-house Audio-Visual team (Encore Global – Sheraton Orlando North hotel) and are responsible for any costs associated with hooking into them.

5.0: PERFORMANCE PERIOD:

Set Up Day Tuesday, October 10, 2023 Conference Day Wednesday, October 11, 2023 Conference Day Thursday, October 12, 2023 Conference Day, Strike Day Friday, October 13, 2023

6.0: PLACE OF PERFORMANCE:

Sheraton Orlando North 600 North Lake Destiny Road Maitland, FL 32751 Phone: 407-660-9000

Hotel Contact:

AJ Moore | Group Sales Manager Sheraton Orlando North 600 North Lake Destiny Road | Maitland, FL 32751 407-551-7514 | D 407-551-7624 | Marriott.com/MCOON Conference Services Manager TBD

Encore Contact:

Kami Taylor Director of Event Technology Encore M 214-205-2075 kami.taylor@encoreglobal.com

7.0: MANDATORY TASKS: Set up starting at 12:00pm and testing of all equipment in meeting rooms on Tuesday, October 10, 2023. Start of Conference on Wednesday, October 11, 2023, at 8:00am thru Friday, October 13, 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 equipment.

7.3. Equipment Testing: Testing of all equipment, in all of the meeting rooms, shall start on Tuesday, October 10, 2023, at 12:00pm to ensure that all equipment is functional in all meeting rooms, prior to the start of the conference on Wednesday, October 11, 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: Mandatory Deliverables.

8.0: MANDATORY DELIVERABLES:

8.1. General Session (GS) – hotel to set in Crescent Rounds for 100-attendees.

• Room required at 12:00pm Tuesday (set up day) – Friday at 5:00pm

• Teardown after adjournment

• Hotel to provide Lectern/Podium

• Room on 24-hour hold

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

• Room: Oscar Wilde 2-3-4 – 3,555 sq. ft.

QTY Description 1 Laptop Computer 1 Large Projection Screen 1 Grey or black velour pipe & drape package for screen 1 HD Widescreen LCD Projector 1 Wireless Remote Computer Control System 1 Flat Panel Confidence Monitor w/stand (46” or larger) with capability for showing a timer and/or the capability for allowing written prompts/notes to be shown to the speaker

1 Wireless Lavaliere Microphone 2 Wireless Handheld Microphone – Audience Q&A 2 Microphone Tall Floor Stand – Audience Q&A 1 Wireless Handheld Microphone and or gooseneck holder for hotel provided lectern/podium 1 Speaker Sound System 1 Channel Audio Mixer 1 PC Audio Interface Device for Laptop Audio 1 Power strip for back faculty/staff tables – 4 people 1 Cables/Power Strip for above systems – misc. as needed 1 Easel for signage 1 AV Tech in the room at all times room in use

8.2. Seven (7) Breakout Rooms – set in Crescent Rounds for up to 20-attendees.

• Rooms required at 12:00pm Tuesday (set up day) – Friday at 5:00pm

• Teardown after adjournment

• Rooms on 24-hour hold

• Rooms: Oscar Wilde 2-900 sq. ft., Oscar Wilde 3-720 sq. ft., Oscar Wilde 4-1935

sq. ft., Beaufort-624 sq. ft., Joyce 1-624 sq. ft., Joyce 2-572 sq. ft., Shaw-520 sq.

ft.

QTY. DESCRIPTION

7 Power Strip (to plug in Telehealth Cart)

8.3. One (1) Registration Area – set with panel tables for 2-people.

• Area required at 12:00pm Tuesday (set up day) – Friday at 5:00pm

• SET UP FIRST

• Teardown after adjournment

• Area on 24-hour hold

• Area: Oscar Wilde Foyer

QTY. DESCRIPTION

1 Power Strip 1 Easel for signage

8.4. One (1) Lockable Office/Storage Room – set in Boardroom for 6-people.

• Room required at 12:00pm Tuesday (set up day) – Friday at 5:00pm

• SET UP SECOND

• Teardown after adjournment

• Room on 24-hour hold

• Room O’Sullivan – 286 sq. ft.

QTY. DESCRIPTION

1 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.