P09 - SOW Final - Informatics.pdf

STATEMENT OF WORK (SOW)

Department of Veterans Affairs

Institute for Learnship, Education and Development (ILEAD) Field Health Informatics Council (FHIC) Symposium FY23

July 10 – 13, 2023

1.0: TITLE OF PROJECT: Audio Visual Services for the “Field Health Informatics Council (FHIC) Symposium FY23”

2.0: BACKGROUND: The Department of Veterans Affairs (DVA) requires audio/visual equipment and related services only for the meeting space at the Hilton Phoenix Resort at the Peak; Phoenix, AZ. Contractor shall provide the audiovisual rental equipment and services/supplies for the meeting space to be held July 11 - 13, 2023, for approximately 300 attendees. Contractor shall perform initial set-up on Monday, July 10, 2023, at 12:00pm with strike of all rental equipment to directly follow the close of the last session on Thursday, July 13, 2023, at 5:00pm.

Proposal must allow DVA to use their own audiovisual 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, 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 FY23 Continuing the Journey Workshop. 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 July 10, 2023 Conference Day July 11, 2023 Conference Day July 12, 2023 Conference Day, Strike Day July 13, 2023

6.0: PLACE OF PERFORMANCE:

Hilton Phoenix Resort at the Peak 7677 N. 16th Street Phoenix, AZ 85020

7.0: MANDATORY TASKS: Set up starting at 12:00pm and testing of all equipment in all the meeting rooms, on Monday, July 10, 2023. Start of Conference on Tuesday, July 11, 2023, at 8:00am, through Thursday, July 13, 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 the meeting rooms, shall start on Monday, July 10, 2023, at 12:00pm, to ensure that all equipment is functional in all the meeting rooms, prior to the start of the conference on Tuesday, July 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 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 General Session – Tuesday, July 11, 2023, at 8:00am thru Thursday, July 13, 2023, at 5:00pm (24-hr HOLD) Tables will be configured in Crescent Round tables for 300 participants. Set up on Monday, July 10, 2023, at 12:00pm with teardown after adjournment on July 13, at 5:00pm.

QTY. DESCRIPTION

3 Large Screen

3 HD Widescreen LCD or DLP Projector w/remote (slide advancer)

2 Laptop Computer

5 Wireless Lavaliere Microphone

3 Wireless Handheld Microphone Tabletop

1 Gentner Style Device

1 Speaker/Sound System

1 Polycom/Phone Unit

1 Telephone Line

1 Graphic Switcher

4 Power Strip

1 AV Technician in Room At all Times

8.2 Five (5) Breakout Rooms – Tuesday, July 11, 2023, at 8:00am – Thursday, July 13, 5:00pm (24-hr HOLD) Hotel will set up Crescent rounds set for 50 participants. Set up on Monday July 10, 2023, by 12:00pm with teardown after adjournment on July 13 at 5:00pm.

QTY. DESCRIPTION

1 Screen 1 LCD Projector w/remote (slide advancer)

1 Laptop 1 Wireless Lavaliere/handheld Microphone

8.3 Exhibit Room: N/A

8.4 Office – Tuesday, July 11, 2023, at 8:00am – Thursday, July 13, 2023, at 5:00pm.

Hotel will set up room in Board room style for 15. 24-hour hold.

QTY DESCRIPTION

1 Printer 1 Power Strip 1 Laptop

8.5 One (1) Registration Area - Tuesday, July 11, 2023, at 8:00am thru Thursday, July 13, 2023, at 5:00 pm. (24-hr HOLD) - 4 people with panel tables. Hotel will set up on Monday, July 10, 2023, at 12:00pm with teardown after adjournment on Thursday, July 13 at 5:00pm.

QTY DESCRIPTION

2 Power Strips 1 Easel

9.0: SECURITY: The VA will not 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 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 (Attachment X) 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 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.).

Internet and power will be provided via the hotel. Contractor will need to obtain a quote for power and rigging form the hotel and include in the total cost. These cost will be quoted on the pricing worksheet (attachment 2).

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.