RFQ 70Z02324QCOMDT00000 - Attachment 1 - Statement of Work.pdf

RFQ 70Z02324QCOMDT00000

Attachment 1 - Statement of Work

Statement of Work 2024 Coast Guard Ball

Background The 2024 Coast Guard Ball is an official USCG Moral Wellness and Recreation (MWR) event and will take place on Saturday, 28 September 2024 from 1700 (5:00pm) to Sunday 29 September 2024 at 0159 (1:59am). The committee anticipates selling 850 to 1000 tickets to the event. Attendees will include senior Coast Guard members up to and including the Commandant.

Scope of Work The hotel must provide rooms and the following items, which will allow the approximately 1000 attendees to enjoy the keynote speaker, pre-recorded videos, and various Coast Guard and band performances. This will include all rental equipment, necessary rigging including labor for equipment rented, operator labor for the A/V equipment, and set up / break down charges. The venue is the entirety of the Ballroom to be set up on September 28th, operated on September 28 th, and broken down upon conclusion of the ball and exit of the attendees.

Hotel Requirement:

Provide 25 room block on 27 September 2024 Provide 185 room block on 28 September 2024 Rooms shall be non-smoking and provided at or below the Government per diem rates for the area A minimum of 350 parking spaces shall be available at the event location Event space must accommodate table seating for 1,000 guests and provide space for band performances Hotel shall provide food and beverage service and a cash bar; Service shall include all necessary equipment (i.e. tables, chairs, flatware, etc.) and staffing Provide food service for 1,000 guests with three-course menu that includes pre-select entrée of chicken, fish, beef, or vegetarian Hotel must be within 25 miles of CG headquarters 1790 Ash St SE, Washington, DC 20032 Facility must be compliant with the requirements of the Hotel and Motel Fire Safety Act of

1990 (Pub. L. 101-391) (15 U.S.C. 2201 et. seq.) and shall be listed on the U.S. Fire Administration Hotel and Motel National Master List found at https://apps.usfa.fema.gov/hotel/.

Facility shall be compliant with the requirements of the Americans with Disabilities Act (Pub. L. 101-336) (42 U.S.C. 12101 et. seq.).

Anticipated A/V Rental Equipment and Services provided by the Hotel

Rigging: Rigging is expected as lighting and line array is to be ground supported. Rigging for the CG drop behind the stage is expected. Any drape that is needed to cover or conceal aspects of the ground supported equipment will be properly rigged.

Lighting: For Ceremony and Ball to include the equipment necessary to provide backlighting, wash lighting, stage and speaker lighting and lighting of backdrop.

Visual Equipment: to include the following, listed with required quantities. Substitutions are allowed but only to the extent that the performance of the equipment is equal to or greater than listed below:

2 14000 HD 3-DLP Projector 2 DLP Projector Lens 0.67:1 2 10'6"x18'8" Dress Kit Black 2 10'6"x18'8" Screen Frame 2 10'6"x18'8" Rear Screen 1 Video Cable Lot 1 1x6 3G SDI DA 1 Lenovo T440p 1 Macbook Playback Pro Kit 1 Apple Macbook Pro - 2014 for Playback Pro Plus 1 Playback Pro Plus USB License 1 Duel Scaler Hi Res 8x1 Seamless Switcher 1 24" LED Monitor 1 Video - Camera General Session HD 1 Video Camera Head 2/3 3CCD HD 1 Triax CCU Base Station 1 Video Camera Tripod W/88LBS Capacity 1 2' x 2' Standing Platform 1 Video Lens Zoom Control 1 Camera Remote Control Panel W/Joystick 1 Video Lens Focus Control 1 Video Camera Viewfinder 5" Studio 1 8" CRT Video Monitor 1 Video Camera Lens Mid

Audio Equipment: to include the following, listed with required quantities. Substitutions are allowed but only to the extent that the performance of the equipment is equal to or greater than listed below:

1 A - Line Array - VRX - Ground Supported 1 Yamaha LS9 16 Channel 12 12" 2-Way Line Array Speaker 4 Single 18" Flying Subwoofer 4 Tripod Speaker Stand 1 3-Way Speaker Crossover 3 2500W Stereo Amplifier 1 Audio Cable Lot 3 15” 2-Way Self Powered Speakers 1 A - Podium Microphone 2 Gooseneck Microphone 1 Wireless Lavaliere Microphone

4 UHF Wireless Mic Receiver 1 UHF Wireless BeltPack & Lav Mic 3 Wireless Handheld Microphone 3 Beta 58 Wireless Handheld Mic 1 A – Band Backline Microphone Package 1 100’ 16 Channel (12x4) Mic Snake 1 Instrument Microphone 2 Passive Direct Box 1 Instrument Microphone 2 Instrument Microphones 2 Instrument Microphones 4 Wired Handheld Microphones 6 Microphone Floor Stands (Black) 4 Black Microphone Boom Arms

Labor and Services to include if necessary: Technicians, Engineers, Operators and Project Manager for the proposed set up, performance, and break down of the event requirements.

Period of Performance The period of performance for this project is from set up to be scheduled between 0001 September 28th until breakdown at the conclusion of the event and the full departure of the guests, estimated to be 0200 on Sunday, 29 September 2024. Vendor is limited to 8 hours (1100 to 1700) to set up and test equipment prior to the ceremony. Estimated time the official ceremony will end is 2100.

Additional time of performance due to entertainment activities, 2100 to 0159 the following day, is estimated after the ceremony, plus time for equipment break down at the scheduled end of the event at 0159.