Inactive

Page 20 of 20 MASTER REQUEST FOR INFORMATION (RFI) Disclaimer: The purpose of this RFI is to gain knowledge of potential qualified sources, their business size classification, and is issued solely for... Page 20 of 20 MASTER REQUEST FOR INFORMATION (RFI) Disclaimer: The purpose of this RFI is to gain knowledge of potential qualified sources, their business size classification, and is issued solely for information and planning purposes. It does not constitute a solicitation. Responses to this notice are not offers or quotes and cannot be accepted by the Government to form a binding contract. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. All information received in response to this RFI that is marked as proprietary will be handled accordingly. Responders are solely responsible for all expenses associated with responding to this RFI. The Government is not obligated to, nor will it pay for or reimburse respondent parties for any costs associated with responding to this RFI. It is your business s responsibility to monitor Opportunities and GSA E-buy for release of any future solicitations that may result from this RFI. However, responses to this RFI will not be considered adequate responses to any resultant solicitation. Notice to Vendor Community: All businesses who provide goods or services to the United States Federal Government MUST be registered in the System for Award Management (SAM) website www.sam.gov. Additionally, all Service-Disabled Veteran Owned Small Businesses or Veteran Owned Small Businesses who respond to a solicitation must be registered with the Department of Veterans Affairs Center for Veterans Enterprise Vet-Biz Registry located at https://www.vip.vetbiz.va.gov/. Submissions MUST be emailed to Contract Specialist Gregory McGaughy at: gregory.mcgaughy@va.gov. Final statement of capability response submissions and this form must be submitted via email no later than 3:00 p.m. CST on June 30, 2022. Company Information: Company s name Company s address Company s point of contact, phone, fax, and email address Company s Tax ID Number Company s DUNS and Cage Code Business Size (e.g., SDVOSB, WOSB, Etc.) relative to NAICS PSC 611430 If you have a more accurate NAICS, please provide it here as well: Other suggested contract vehicles (if applicable): Contract Number: NAICS code connected to this contract: Provide Statement of Capability, to include salient characteristics, that demonstrates your business s capability and past performance with regards to meeting the requirement. Budgetary Estimate (this will not constitute a quote/bid response to any solicitations that may come forth.): Comments/Concerns regarding the Product Description or RFI: In addition to providing your company s capability statement, please provide answers to the following questions: Additional questions for products: Does your business make or produce these products? If your business does not make or produce these products, then please provide the manufacturer s business name and DUNS number. Does your business exceed 500 employees? Is your business primarily engaged in the retail or wholesale trade and normally sells this type of item being supplied? 1: Title of Project: AV Services - Veterans Justice Programs Regional Training Conference - West 2: Background: The Department of Veterans Affairs (DVA) requires audio/visual equipment and services only for the meeting space at the Albuquerque Marriott Pyramid North Hotel. Contractor shall provide the audiovisual rental equipment and services/supplies for the meeting space to be held September 20-22, 2022, for approximately 150 participants. Contractor shall perform initial set-up on Monday, September 19, 2022, at 12:00pm with strike of all rental equipment to directly follow the close of the last session on September 22, 2022, at 12:00pm. Contractor will also submit all labor cost associated with the preparation of this event. 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: OBJECTIVE: To receive a proposal that identifies all the elements of the requirement outlined in this Performance Work Statement (PWS), to include pricing and other pertinent information. 4.0: 4: SCOPE: This requirement will consist of having potential offerors in the conference industry that can be primarily engaged in organizing, promoting, and/or managing events, such as business and 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 the listed deliverables within this PWS. 5: PERFORMANCE PERIOD: September 20-22, 2022 6: PLACE OF PERFORMANCE: Albuquerque Marriott Pyramid North Hotel 515 San Francisco Road, NE Albuquerque, New Mexico, 87109 7: MANDATORY TASKS: Set up starting at 12:00pm and testing of all equipment in General Session on Monday, September 19, 2022. Start of Conference on Tuesday, September 20, 2022, at 8:00am thru Thursday September 22, 2022, at 12:00pm. Teardown after Adjournment. 7.1: Equipment Setup: Contractor shall set-up, operate, maintain, and strike all audiovisual equipment, and staging for the general session as well as breakout sessions. 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 the General Session Room, shall start on Monday September 19, 2022, to ensure that all equipment is functional, prior to the start of the conference on Tuesday, September 20, 2022, at 8:00am local time. 7.4: Government Furnished Equipment (GFE) Setup: Contractor shall connect all government provided laptop computer(s) to the projection system located in General Session room 7.5: Equipment Strike/Tear Down: Contractor shall strike/tear down all equipment that was identified and setup under this section, known as Mandatory Tasks (a). 8.0: MANDATORY DELIVERABLES: 8.1: General Session (GS) Tues. through Thurs., Sept. 20-22, 2022 (24-hr HOLD) Set up on Monday, Sept. 19th at 12:00pm. Set in Classroom Style for 150 attendees. GS Cancun/Yucatan (6,273 sq. ft.) QYT. DESCRIPTION 1-2 Large Screen 1 HD Widescreen LCD or DLP Projector with 7000-10,000 lumens each, w/remote (slide advancer) 1 Laser Pointer 1-2 Laptop Computer 1 Pipe and Drape (blue or grey) package for 1-2-screens 1 Large Flat Panel Confidence Monitor w/Ground Stand with capability for showing a timer and/or the capability for allowing written prompts/notes to be shown to the presenter 1 Capacity to Play Recording of Presenter (who cannot be there in person) 1 Wireless Lavaliere Microphone 2 Wired/Wireless Tabletop Microphone w/Stand for Panelists 2 Wireless Handheld Microphone w/Stand in aisles for Q&A 1 Speaker/Sound System 1 PC Interface Device for Laptop Audio 1 32-Channel Audio Mixer 1 Standing Lectern/Podium w/Slimline Microphone and Light 1 Power strip for back faculty/staff tables 1 Flipchart Package (paper/markers) 1 Cables, Power Strip & Distribution Package (miscellaneous as required) 1 Easel for Signage 1 AV Technician in the room at all times 8.2: Three (3) Breakout Rooms (B/O) Tues. through Thurs., Sept. 20-22, 2022 (24-hr HOLD) Set up on Monday, Sept. 19th at 12:00pm. Set in Classroom Style for up to 40 attendees. B/O #1 Santa Fe (956 sq. ft.), B/O #2 - Las Cruces (952 sq. ft.), B/O #3 - Taos (956 sq. ft.) QTY. DESCRIPTION 3 Screen 3 HD Widescreen LCD Projector w/remote (slide advancer) 3 Laptop Computer 3 Wireless Lavaliere Microphone 3 Wireless Handheld Microphone w/Stand in aisle for Q&A 3 Speaker/Sound System 3 Audio Mixer 3 PC Audio 3 Flipchart Package (paper/markers) [1 outside each room, 1 inside each room] 3 Standing lectern/podium 3 Cables, Power Strip & Distribution Package (miscellaneous as required) 3 Easel for Signage 2 Roving AV Technician 8.3: Registration Area Tues. through Thurs., Sept. 20-22, 2022 (24-hr HOLD) Set up on Monday, Sept. 19th at 12:00pm (no later than 1:00pm Monday). Set with four (4) six ft. tables for 4 staff. Registration Pre-Conference Hallway QTY. DESCRIPTION 2 Power Strip 1 Easel for signage 8.4: Lockable Office - Tues. through Thurs., Sept. 20-22, 2022 (24-hr HOLD) Set up on Monday, Sept. 19th at 12:00pm (no later than 1:00pm Monday). Set in Boardroom for 10 staff. Lockable Office Rio Grande QTY. DESCRIPTION 2 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 PWS. 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 PWS 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 PWS. 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 PWS, 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 PWS, 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 PWS 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: SUPPLEMENTAL SERVICES: a. Contractor shall participate in a technical crew rehearsal if applicable. b. Contractor shall provide the level of service such that the government s event is not disrupted or delayed unduly, due to equipment failures, particularly equipment provided by the contractor. c. Contractor shall provide a single customer focused POC on site and prior to the event. The POC shall assist in technical direction of Audio-Visual placement and environment to ensure a successful event. 15.0: 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. 16: Observance of Government Holidays. There are 10 Federal holidays set by law (USC Title 5 Section 6103). Under current definitions, four are set by date: New Year's Day January 1 Independence Day July 4 Veterans Day November 11 Christmas Day December 25 If any of the above falls on a Saturday, then Friday shall be observed as a holiday. Similarly, if one falls on a Sunday, then Monday shall be observed as a holiday. The other six holidays are set by a day of the week and month: Martin Luther King's Birthday Third Monday in January Washington's Birthday Third Monday in February Memorial Day Last Monday in May Labor Day First Monday in September Columbus Day Second Monday in October Thanksgiving Fourth Thursday in November Type of Contract: The Government anticipates award of a Firm Fixed-Price contract.