6 Page 6 of 6 AUDIO VISUAL SUPPORT SERVICES FOR FIELD HEALTH INFORMATICS REQUIREMENT 561920 Convention and Trade Show Organizers Base Notice: THIS IS A SOURCES SOUGHT (SS) FOR MARKET RESEARCH PURPOSES ONLY. The Program Contracting Activity Central, St. Louis (PCAC) Office is in the process of determining the Hotels interested and capable of providing Lodging and Related Services to satisfy the requirement identified in the Statement of Work (SOW). This announcement is intended for Audio Visual Support Services for an event at the Hilton Phoenix Resort on the Peak in Phoenix, AZ. Hotel and Conference Space has been acquired via another agreement. This is sources sought notice and request for information (RFI). This is not a formal solicitation. Any formal solicitation will be announced separately at a later time. Please note that the number used for this SS is different from the one that will be used in the pre-solicitation notice. Information provided to the Government as a result of this posting is strictly voluntary, given with no expectation of compensation, and clearly provided at no cost to the Government. The purpose of this SS is to identify Conference facilities available to meet the needs identified in the SOW, capable of and interested in providers should provide their capabilities as they relate to the summary of the requirements as follows: 1. The requirement consists of providing all required Audio-Visual Support as identified in the SOW for the General Session and Breakout Conference Rooms for 300 guests. 2. Period of Performance: July 10, 2023, thru July 13, 2023, Conference dates are July 11, 2023, thru July 13, 2023 See the SOW for specific Conference room Set up requirements. The following information is requested with your responses: Title: Audio Visual Support Services for Field Health Informatics Requirement Reference Number: 36C776-23-Q-297 Your Company Name Company Address Company Business size (Large Business, Other than Large, or Small Business) Classification Type of Small business (Service-Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), Woman Owned Small Business (WOSB), HubZone, 8(a)). Your Capabilities Statement CAGE Code GSA Number if Applicable Point of Contact Name and Title Point of Contact Tel/Cell All socio-economic groups (small and large businesses) are encouraged to respond to this request. Please identify the type of Small Business and GSA numbers if applicable. The North American Industry Classification System (NAICS) anticipated for this requirement is 561920. The size standard for this NAICS code is $20 Million. Interested contractors shall have a current Systems for Award Management (SAM) (www.sam.gov)) active registration. The registration shall be kept active throughout the contract's life if issued. SAM registrations shall incorporate the representations and certifications of the company identifying the NAICS of 561920. Responses Due: Please provide your responses to this SS -RFI by 2:00 P.M. EST April 19, 2023. Please send your responses to this RFI via email to John Schiffhauer at: John.Schiffhauer@va.gov. 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 Resort at the Peak. 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 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 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 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. 5.0: PERFORMANCE PERIOD: July 10 (set up day), Conference dates are (Tues-Thurs) July 11 - 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 of the meeting rooms, on Monday, July 10, 2023. Start of Conference on Tuesday, July 11, 2023, at 8:00am, through Thursday, July 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 Monday, July 10, 2023, at 12:00pm, to ensure that all equipment is functional in all of 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 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 General Session Tuesday, July 11, 2023, at 8:00am thru Thursday, July 13, 2023, at 5:00pm (24-hr HOLD) Crescent Round tables for 300 participants. Set up on Monday, July 10, 2023, at 12:00pm with teardown after adjournment on July 13, 2023, 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 Table Top 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) Crescent rounds set for 50 participants. Set up on Monday July 10, 2023, by 12:00pm with teardown after adjournment on July 13, 2023, 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. Board room atyle 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. Set up on Monday, July 10, 2023, at 12:00pm with teardown after adjournment on Thursday, July 13, 3023, at 5:00pm. QTY DESCRIPTION 2 Power Strips 1 Easel 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. DISCLAIMER This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI. End of Document
