Audio Visual Equipment and Meeting Room Rental Veterans Service Center Managers (VSCM) Training
SOURCES SOUGHT ANNOUNCEMENT: The Department of Veterans Affairs (VA), Veterans Benefits Administration is conducting a market survey to identify potential sources capable of providing rental of onsite audio visual technical equipment and meeting rooms necessary to support the Veterans Service Center Managers (VSCM) Training at the Indianapolis Marriott Downtown Hotel at Indianapolis, Indiana. This announcement is issued for informational planning purposes only and is not a request for proposal or announcement of a solicitation. Submitting information for this announcement is voluntary and participants will not be compensated.
The purpose of this market research is to identify capable sources of providing rental of onsite audio visual technical equipment and meeting rooms in accordance with the attached draft copy of the Statement of Work (SOW).
The North American Industry Classification System Code (NAICS) is 532490 and a size standard of $32.5 million.
Capabilities Statement and Documentation:
Firms/Companies are invited to provide their capabilities, experience and knowledge in the provision of the services outlined in the SOW. Sources are asked to provide information requested below:
Company Name, Address, Website, POC, and POC Phone Number.
Company Duns & Bradstreet Number
Socio-economic Status (e.g. large business, small business, service-disabled veteran owned small business, etc.)
A narrative synopsis that describes past work that is similar in size and complexity to that described in the attached draft SOW
In addition to a Capability Statement which provides the above, submissions can include specifications, brochures, and manuals as attachments
Please provide the information to Javier Medina-Velazquez, Contract Specialist at Javier.medina-velazquez@va.gov by 4:00 PM EST on May 30, 2017. If you have questions pertaining to the sources sought, please email those questions to Javier.medina-velazquez@va.gov. If you are responding as a Service-Disabled Veteran Owned or Veteran Owned Small Business, you must be CERTIFIED in VetBiz (see internet site: http://vip.vetbiz.gov). All Contractors must be registered in System for Award Management (SAM) (see internet site: http://www.sam.gov).
STATEMENT OF WORK (SOW)
Audio Visual Equipment and Meeting Rooms Lease for 2017 Veterans Service Center
Managers (VSCM) Training
1.0 SCOPE OF REQUIREMENT. This is a non-personal services contract for the lease of onsite audio visual technical equipment and meeting rooms necessary to support the Veterans Service Center Managers (VSCM) Training in Indianapolis, Indiana.
1.1 Place of Performance. The place of performance will be at the Indianapolis Marriott Downtown Hotel located in Indianapolis, Indiana. The period of performance for this requirement is from July 31, 2017 to August 4, 2017.
1.2 Hours of Operation
VSCM Training Event: Monday July 31, 2017 Thursday, August 3, 2017 from 7am 6pm
VSCM Training Event: Friday, August 4, 2017 from 7am 2pm
1.3 On-site Technical Assistance. Contractor will provide on-site technical assistance within a reasonable amount of time. A Contractor member will be there to personally assist VSCM staff from to setup the equipment. VSCM staff will attempt to make all requests for assistance through Contractor.
2.0 DESCRIPTION OF REQUIREMENT
2.0 Purpose: The purpose of this training is to identify, discuss, and improve quality service for our customers. The training will provide the opportunity to hear credited speakers concerning the focus on quality service, discuss methodology on how to provide improved service while reducing the claims backlog, and observing and participating in new ideology and techniques for claims processing. This training will also provide communication opportunities and information sharing of new and revised claims processing techniques and procedures with stakeholders who attend the training.
2.1 Contractor-Furnished Equipment and Services
2.1.1 Equipment. The Contractor shall provide all necessary technical equipment and ancillary support services, to support the VSCM Conference. At a minimum, the Government requires the following resources for the duration of the conference:
Contractor-furnished equipment:
Audiovisual Equipment and Services:
Audiovisual equipment requirements include:
1 laptop computer for general session
7 LCD projectors (two in general session; one in each breakout)
7 large screens (two in general session; one in each breakout)
1 monitor screen facing head table
6 podium microphones (one in each room - only if needed)
6 remote controls for the laptops/projectors (one in each room)
2 lavalier (or equivalent) microphones (general session)
2 lavalier (or equivalent) microphones per break out room (10 totals) with option of handheld microphones.
5 handheld microphones with table stands (general session)
2 handheld microphones (general session)
2 conference phones with speaker (board room and suite)
1 phone that can connect to an outside line.
Wi-Fi is needed in the general session, the communications room, the board room, and the breakout rooms.
All six rooms must be set with a sound system. All six rooms should be equipped with microphones.
The general session room must be set with the laptop computer at a table at the side or back of the room (not at the podium).
Full-time technical expert requested for the entirety of the general session.
Meeting room requirements:
General Session:
One general session room is required, approximately 6,000 square feet.
Wi-Fi is needed for all attendees in the general session.
Meeting space for the general session should be held on a 24-hour basis (some exclusion may apply if the hotel can guaranty that the room is available until 6pm and will be set one hour prior to the start of the general session each day).
Room setup and AV equipment setup should be completed by 7:00am on Monday, July 31, 2017.
General session requirements begin at 7:00 am on Monday, July 31, 2017, through Friday, August 4, 2017 at 2:00pm.
Set for 180 in crescent seating for six; power sources for attendees should be provided at the tables.
There should be a head table (with 4 seats) on a riser to include a podium, with access to the riser by both ramp and steps. Ice water and glasses should be provided at the head table and table should have 4 writing pads and pens.
Ice water and glasses should be provided in the back of the room and each table should have 6 writing pads and pens.
General session room must be without pillars/posts to obstruct view.
2 easels are needed for the general session.
Complimentary coffee is needed all day, starting one hour before the general session begins.
Breakout Rooms:
Five breakout rooms are needed Monday, July31, 2017, at 7:00 am, through Friday, August 4, 2017, ending at 12:00 pm. Rooms are needed 7:00 am to 6:00 pm daily, except for Friday.
These rooms are in addition to the general session meeting room.
Approximately 1,200 square feet each that must accommodate no less than 40 people, classroom style; power sources for attendees should be provided in the back of the room.
Wi-Fi is needed for all attendees in the breakout rooms.
Rooms must include a podium and space for audio/visual front screen projection.
A head table should be set in each breakout room with approximately 3 chairs.
Ice water and glasses should be provided in the back of the room with writing pads and pens at each seat.
Each of these breakout rooms must be without pillars/posts to obstruct the view.
Easels are needed for each breakout room.
Board Room:
One room to be used as a meeting room for no less than 8 people, set boardroom style is requested, in close proximity to the meeting space.
The room is needed from 6:30 am Monday, July 31, 2017, through 2:00 PM on Friday, August 4, 2017.
A conference phone with speaker should be set up on the table.
Wi-Fi is needed in the board room.
Registration Area:
A registration area is needed on Sunday, July 30, 2017, from 3:00 pm to 6:00 pm.
Preference for the registration area is in close proximity to the general session room (ideally directly outside the room).
There should be three six foot tables with skirting, four to six chairs, and a large trash can.
Appropriate signage directing attendees to registration should be provided.
2.1.2 Equipment Handling. All equipment must be handled by and set-up by the Contractor personnel only. Equipment may not be moved, stored, or serviced by the Government or any other party. Once the equipment is deemed operational by the Contractor, the Government is authorized to operate the equipment for conference and on-site purposes only.
2.1.3 Equipment Failure. The Contractor must maintain and service its equipment in accordance with the manufacturer's specifications and industry practice. If the equipment malfunctions or does not operate properly during the conference for any reason whatsoever, the Government shall notify the Contractor immediately. The Contractor will attempt to remedy the problem as soon as possible so that the Event is not interrupted.
3.0 PERFORMANCE MEASUREMENT & QUALITY STANDARDS DELIVERABLES
3.1 The performance on the contract shall be measured against the extent to which the contractors meet or exceeds performance standards and acceptable quality levels. Table below contains the expected outcome associated with required services, performance standards, surveillance methodology, and acceptable quality level.
Outcome
Required Services
Performance Standard
Method of Surveillance
Acceptable Quality Level
Provide all technical equipment required to support training, conference and breakout sessions
Training and breakout technology support
Set-up in each respective training, conference or breakout session room and operational by beginning of conference
- Onsite inspection
- Random surveillance
100% of equipment ready and operational to begin the conference
Ensure functionality of all technical equipment used to support the conference
Functionality of equipment for training, conference and Training breakout session technology support
Fully-operational equipment for training, conference or breakout session support by beginning of conference
- Onsite inspection each morning
- Random surveillance
95 100% functionality of technical equipment at all times during conference hours of operation
Javier Medina-Velazquez
javier.medina-velazquez@va.gov
240-215-1714
Javier Medina-Velazquez, Contract Specialist
