Inactive

TAMPA, FLORIDA HOTEL LODGING AND CONFERENCE SERVICES 721110 - Hotels (except Casino Hotels) and Motels Base Notice: THIS IS A SOURCES SOUGHT FOR MARKET RESEARCH PURPOSES ONLY. The Program Contracting ... TAMPA, FLORIDA HOTEL LODGING AND CONFERENCE SERVICES 721110 - Hotels (except Casino Hotels) and Motels Base Notice: THIS IS A SOURCES SOUGHT 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 around Tampa, Florida. Specifically, within a 30-minute drive from 124 S Franklin St, Tampa, Florida 33602. This announcement is intended for Hotels in the Tampa, Florida area only. IT IS NOT INTENDED FOR THIRD-PARTY HOTEL AGENTS. 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 sources sought 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 RFI is to identify Hotels in Tampa, Florida, capable of and interested in providing Lodging and Related Services listed in the SOW. The summary of the requirement is as follows: 1. The requirement consists of providing all required for Lodging, Conference Rooms, Related Conference Room Equipment. 2. Estimated Period of Performance: The first event will be held on 25 June 2023 through 30 June 2023 for 320 guests. The second event will be held on 15 July 2023 through 20 July 2023 for 250 guests. The St. Louis PCAC Office needs the following information from the Hotels: 1. Hotel Name 2. Location of the Hotel 3. Accommodations at the Hotel 4. Capacity of the Hotel 5. Capabilities of Hotels. 6. CAGE Code 7. Copy of the Hotel's Brochure 8. Point of Contact Name and Title 9. Point of Contact Tel/Cell All socio-economic groups (small and large businesses) are encouraged to respond to this request. The North American Industry Classification System (NAICS) anticipated for this requirement is 721110. The size standard for this NAICS code is $40 Million. Interested Hotels in Tampa, Florida 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 721110. Please send your responses to this RFI via email to Jesus Reyes at: jesus.reyes3@va.gov. 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 8 Page 8 of 8 STATEMENT OF WORK (SOW) Department of Veterans Affairs VHA Institute for Leadership, Education and Development (ILEAD) 1.0: TITLE OF PROJECT: *First Event* Conference Services for the Women s Health Mini-Residency for Primary Care Providers (PCP) 2023 2.0: BACKGROUND: The U.S. Department of Veterans Affairs (DVA), VHA Institute for Learning, Education and Development (ILEAD) provides educational services and instruments to VHA. One of the services ILEAD provides is formal educational meetings for discussions and training (i.e., Conferences). For fiscal year 2023, DVA ILEAD will be hosting the Women s Health Mini-Residency for Primary Care Providers (PCP) 2023. To host this conference, DVA ILEAD has determined that Conference Services are needed to obtain short-term lodging, conference rooms, and other services (Internet services, Shipping and Handling services). 3.0: OBJECTIVE: Per the desired event locations and dates, provide DVA ILEAD with short-term lodging, conference rooms, and other services (Internet services, Shipping and Handling services). 4.0: SCOPE: In general, per the requirements in Section 7, the vendor shall provide: Short-term lodging Conference services (meeting space) Other services (Internet services, Shipping and Handling services). 5.0: PERFORMANCE PERIOD: June 25-30, 2023 - Conference dates are June 27-29, 2023 6.0: PLACE OF PERFORMANCE: Tampa, FL (preferred location) Clearwater/St. Petersburg, FL Hotel must be within 30 minutes drive of the Center for Advanced Medical Learning and Simulation (CAMLS), 124 S Franklin St, Tampa, FL 33602. Participants will be bused there and back each day of the conference. 7.0: MANDATORY TASKS: 7.1 Short Term Lodging a specific number of sleeping rooms available at prevailing Government Per Diem Rate on specific dates listed, starting on Sunday, June 25, 2023 thru Friday, June 30, 2023. 7.2 Conference Services - Meeting Space set up starting at 8:00am on Monday, June 26, 2023. Start of Conference on Tuesday, June 27, 2023 at 8:00am thru Thursday, June 29, 2023 at 5:00pm. Teardown after Adjournment. 8.0: MANDATORY DELIVERABLES: 8.1 Short Term Lodging 8.1.1 Sleeping Rooms DVA travelers shall check-in individually and shall pay guest room costs by individual Government or personal credit card. The Hotel shall provide a room block of 320 sleeping rooms (peak) per night (1,275 total room nights) and the required meeting space to be housed in the same facility but will accept alternate proposals for multiple facilities in close proximity. Lodging rates must be within the Government Per Diem rate or lower for selected area. Hotel shall provide state and local tax-exempt forms for DVA travelers to submit as this travel constitutes official business of the Federal Government. DAY DATE # OF ROOMS Sunday June 25, 2023 15 Monday June 26, 2023 320 Tuesday June 27, 2023 320 Wednesday June 28, 2023 320 Thursday June 29, 2023 300 Friday June 30, 2023 Check out Total Anticipated Room Nights: 1,275 8.2 Conference Services 8.2.1 Meeting Rooms Pricing for meeting room space shall be all-inclusive, to include, but limited to, services charges or any other related charges for the meeting space. 8.2.2 General Session Room One (1) General Session: Room required at 8:00 AM Monday (setup day) until Thursday at 5:00 PM (24-hour hold) Conference starts on Tuesday at 8:00 AM Room large enough to accommodate 320 attendees with no pillars blocking view 8,000 square feet or larger and 15 ft. or greater ceiling Set in classroom style for 320 people with two (2) rows of classroom tables and chairs in back of room as the last two (2) rows Set three (3) 6 ft. tables with 10-chairs at back of room, near wall, for faculty/staff Set one (1) 6 ft. table with 1-chair on left side of room, next to wall, near the front, next to a power source Set two (2) 6 ft. tables with 2-chairs at back of room, on the side, near wall for AV technicians for rear view projection Require enough room behind riser and screens for AV equipment storage One (1) Riser w/ramp and handrails on one side and steps with rails on other side, to accommodate the disabled Two (2) 6 ft. tables set with 4-chairs (panel) Standing Lectern/Podium on the side of panel tables 8.2.3 Registration Area One (1) Registration Area: Area to be outside the General Session Area required on Monday at 8:00 AM (set up day) until Thursday at 5:00 PM (24-hour hold) Early Registration on Monday from 3:00 PM until 6:30 PM Conference starts on Tuesday at 8:00 AM Set up four (4) six-foot tables in U-Shape with 3 or 4 classroom tables behind (for conference materials), against wall with 4-chairs and 4-wastecans Set one (1) six-foot table with 2-chairs, separate from registration tables, at the right side, for Mamma Care Registration Set one (1) six-foot table with 2-chairs, separate from registration tables, at the right side, for Wellness Registration 8.2.4 Lockable Office One (1) Lockable Office/Storage Room Room required on Monday at 8:00 AM (set up day) until Thursday at 5:00 PM (24-hour hold) Set up conference style for 10 people Set three (3) 6 ft. tables around perimeter of room, against walls, for conference materials Five (5) Keys for conference staff 8.2.5 Breakout Rooms Nine (9) Breakout Rooms: Rooms required at 8:00 AM Monday (setup day) until Thursday at 5:00 PM (24-hour hold) Conference starts on Tuesday at 8:00 AM Two (2) of the nine (9) rooms will be used on Monday at 4pm-8pm for two trainer meetings and a wellness session One (1) room to be used every morning for Early Morning Movement at 6:30am-8am Tues-Thurs Set in five (5) rounds of 8-chairs for 40 people in eight (8) rooms Set the ninth (9th) room MammaCare with one (1) Round of 8-chairs. Presenter to provide the tables and MammaCare equipment for hands-on training most of the participants will be standing at the equipment tables. One (1) 6 ft. table with 2-chairs at front of room for presenters, next to Podium, in eight (8) of the rooms - not required in the 9th room - MammaCare. One (1) Exhibit Room/Space: Room required on Monday at 8:00 AM (set up day) until Thursday at 12:00 PM (tear down day) (24-hour hold) Room to be in close proximity to the General Session Room Room to be 10,000 sq. ft. or larger to accommodate 90 people participating at/moving to/from multiple stations doing simulation activities with equipment provided from VA vendor Require wheelchair accessibility A section of the room requires eighteen (18) 6 ft. foot tables placed in 6-U-shaped configurations with 2-chairs at each table. There must be a minimum of 8 to 12-feet between rows of tables. (see diagram) A section of the room requires twelve (12) 12-foot tables. Four of the tables have 2-chairs. (see diagram) Require 7-electrical power sources/outlets for simulation equipment. 6-Electrical Outlets/Power Sources per each of the 6-pelvic trainer simulation equipment tables and 1-for laptop and timer table nearby. (see diagram) Set 8-large waste barrels between each table, as participants will use gloves with the equipment and will discard when done. (see diagram) A section of this room to be set up as theater style with 80-chairs, facing a projection screen Security Services will be provided from 5pm on Monday 7am on Thursday Room must be lockable Four (4) keys requested for conference staff 8.3 Other Services 8.3.1 Internet Connections Internet Service - (2) hard-wired, (51) SSID basic wireless connections required. General Session: (Mon-Thurs) 2-hard-wired for presenter laptop and AV tech table 10-wireless for faculty/staff at back tables Eight (8) Breakout Rooms: (Mon-Thurs) 1-wireless each room total of 8 Breakout #9 MammaCare Stations: (Mon-Thurs) 3-wireless Exhibit Room Task Trainer: (Mon-Wed) 10-wireless Lockable Office/Storage Room: (Mon-Thurs) 10-wireless Registration: (Mon-Thurs) 10-wireless Storage/Handling/Shipping Provide a quote to receive, hold/store and deliver conference training materials. 20-boxes up to 50 lbs. each, 2-crates up to 80 lbs. each, in-bound 8-boxes up to 50 lbs. each, 2-crates up to 80 lbs. each, out-bound 9.0: SECURITY SERVICE: Vendor shall provide security for the equipment. DVA ILEAD shall not be liable for lost, stolen or misplaced equipment that is furnished by the vendor, as perquisite of this SOW. 10.0: LABOR: Vendor 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: EXTRANEOUS HOTEL FEES (IF APPLICABLE): DVA ILEAD shall not pay for extraneous hotel venue charges related to the conference setup and strike down for 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 DVA ILEAD. 12.0: ACCEPTABLE MEANS OF CONTRACT MODIFICATION: DVA ILEAD and DoD 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. 13.0: SUPPLEMENTAL SERVICES: Vendor shall participate in a technical crew rehearsal if applicable. Vendor 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 vendor. Vendor 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. 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 -Â B.1.617.2), (Omicron -Â 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. 16.0: EXHIBIT ROOM/SPACE STATEMENT OF WORK (SOW) Department of Veterans Affairs VHA Institute for Leadership, Education and Development (ILEAD) 1.0: TITLE OF PROJECT: *Second Event* Conference Services for the Women s Health Mini-Residency for Primary Care Providers (Dual Tracks) 2023. 2.0: BACKGROUND: The U.S. Department of Veterans Affairs (DVA), VHA Institute for Learning, Education and Development (ILEAD) provides educational services and instruments to VHA. One of the services ILEAD provides is formal educational meetings for discussions and training (i.e., Conferences). For fiscal year 2023, DVA ILEAD will be hosting the Women s Health Mini-Residency for Primary Care Providers (Dual Tracks) 2023. To host this conference, DVA ILEAD has determined that Conference Services are needed to obtain short-term lodging, conference rooms, and other services (Internet services, Shipping and Handling services). 3.0: OBJECTIVE: Per the desired event locations and dates, provide DVA ILEAD with short-term lodging, conference rooms, and other services (Internet services, Shipping and Handling services). 4.0: SCOPE: In general, per the requirements in Section 7, the vendor shall provide: Short-term lodging Conference services (meeting space) Other services (Internet services, Shipping and Handling services). 5.0: PERFORMANCE PERIOD: July 16-21, 2023 - Conference dates are July 18-20, 2023 6.0: PLACE OF PERFORMANCE: Tampa, FL (preferred location) Clearwater/St. Petersburg, FL Hotel must be within 30 minutes drive of the Center for Advanced Medical Learning and Simulation (CAMLS), 124 S Franklin St, Tampa, FL 33602. Participants will be bused there and back each day of the conference. 7.0: MANDATORY TASKS: 7.1 Short Term Lodging a specific number of sleeping rooms available at prevailing Government Per Diem Rate on specific dates listed, starting on Sunday, July 16, 2023 thru Friday, July 21, 2023. 7.2 Conference Services - Meeting Space set up starting at 8:00am on Monday, July 17, 2023. Start of Conference on Tuesday, July 18, 2023 at 8:00am thru Thursday, July 20, 2023 at 5:00pm. Teardown after Adjournment. 8.0: MANDATORY DELIVERABLES: 8.1 Short Term Lodging 8.1.1 Sleeping Rooms DVA travelers shall check-in individually and shall pay guest room costs by individual Government or personal credit card. The Hotel shall provide a room block of 250 sleeping rooms (peak) per night (995 total room nights) and the required meeting space to be housed in the same facility but will accept alternate proposals for multiple facilities in close proximity. Lodging rates must be within the Government Per Diem rate or lower for selected area. Hotel shall provide state and local tax-exempt forms for DVA travelers to submit as this travel constitutes official business of the Federal Government. DAY DATE # OF ROOMS Sunday July 16, 2023 15 Monday July 17, 2023 250 Tuesday July 18, 2023 250 Wednesday July 19, 2023 250 Thursday July 20, 2023 230 Friday July 21, 2023 Check out Total Anticipated Room Nights: 995 8.2 Conference Services 8.2.1 Meeting Rooms Pricing for meeting room space shall be all-inclusive, to include, but limited to, services charges or any other related charges for the meeting space. 8.2.2 General Session Rooms This is a dual program therefore we will need two task trainer rooms. Maps are drawn to demonstrate requirements. Please see section 16 for diagram. General Session #1: Room required at 8:00 AM Monday (setup day) until Thursday at 5:00 PM (24-hour hold) Conference starts on Tuesday at 8:00 AM Room large enough to accommodate 125 attendees with no pillars blocking view 2,200 square feet or larger and 15 ft. or greater ceiling Set in classroom style for 125 people with two (2) rows of classroom tables and chairs in back of room as the last two (2) rows Set three (3) 6 ft. tables with 10-chairs at back of room, near wall, for faculty/staff Set one (1) 6 ft. table with 1-chair on left side of room, next to wall, near the front, next to a power source Set two (2) 6 ft. tables with 2-chairs at back of room, on the side, near wall for AV technicians for rear view projection Require enough room behind riser and screens for AV equipment storage One (1) Riser w/ramp and handrails on one side and steps with rails on other side, to accommodate the disabled Two (2) 6 ft. tables set with 4-chairs (panel) in-between two podiums - THURSDAY ONLY Standing Lectern/Podium on the side of panel tables THURSDAY ONLY General Session #2: Room required at 8:00 AM Monday (setup day) until Thursday at 5:00 PM (24-hour hold) Conference starts on Monday at 8:00 AM Room large enough to accommodate 125 attendees with no pillars blocking view 2,200 square feet or larger Set in classroom style for 125 people with two (2) rows of classroom tables (18 ) and chairs in back of room as the last two (2) rows Set three (3) 6 ft. tables with 10-chairs at back of room, near wall, for faculty/staff Set one (1) 6 ft. table with 1-chair on left side of room, next to wall, near the front, next to a power source Set one (1) 6 ft. table at back of room next to wall for conference materials Set two (2) 6 ft. tables with 2-chairs at back of room, on the side, near wall for AV technicians for rear view projection Require enough room behind riser and screens for AV equipment storage One (1) Riser w/ramp and handrails on one side and steps with rails on other side, to accommodate the disabled Two (2) 6 ft. tables set with 4-chairs (panel) in-between two podiums - THURSDAY ONLY Two (2) Standing Lectern/Podium on each side of the panel tables - THURSDAY ONLY 8.2.3 Registration Area One (1) Secured Registration Area: Area to be outside the General Session Area required on Monday at 8:00 AM (set up day) until Thursday at 5:00 PM (24-hour hold) Early Registration on Monday from 3:00 PM until 6:30 PM Conference starts on Tuesday at 8:00 AM Set up four (4) six-foot tables in U-Shape with 3 or 4 classroom tables behind (for conference materials), against wall with 4-chairs and 4-wastecans Set one (1) six-foot table with 2-chairs, separate from registration tables, at the right side, for Mamma Care Registration Set one (1) six-foot table with 2-chairs, separate from registration tables, at the right side, for Wellness Registration 8.2.4 Lockable Office One (1) Lockable Office/Storage Room Room to be in close proximity of GS Room required on Monday at 8:00 AM (set up day) until Thursday at 5:00 PM (24-hour hold) Set up conference style for 10 people Set three (3) 6 ft. tables around perimeter of room, against walls, for conference materials Five (5) Keys for conference staff 8.2.5 Breakout Rooms Seven (7) Breakout Rooms: Rooms required at 8:00 AM Monday (setup day) until Thursday at 5:00 PM (24-hour hold) Conference starts on Tuesday at 8:00 AM Two (2) of the six (6) rooms will be used on Monday at 4pm-8pm for two trainer meetings and a wellness session One (1) room to be used every morning for Early Morning Movement at 6:30am-8am Tues-Thurs Set in five (5) rounds of 8-chairs for 40 people in six (6) rooms One (1) 6 ft. table with 2-chairs at front of room for presenters, next to Podium, in six (6) of the rooms - not required in the 7th B/O room used for MammaCare. Set the seventh (7th) room MammaCare with one (1) Round of 8-chairs. Presenter to provide the tables and MammaCare equipment for hands-on training most of the participants will be standing at the equipment tables. One (1) Exhibit Space: (Task Trainer #1 Providers) Room required on Monday at 8:00 AM (set up day) until Thursday at 12:00 PM (tear down day) (24-hour hold) Room to be in close proximity to the General Session Room Room to be 7,000 sq. ft. or larger to accommodate 70 people participating at/moving to/from multiple stations doing simulation activities with equipment provided from VA vendor Require wheelchair accessibility A section of the room requires twelve (12) 6 ft. foot tables placed in 4-U-shaped configurations with 2-chairs at each table (total of 6), in middle of room. (see diagram, in section 16) A section of the room requires eight (8) 12-foot tables (or 2-6 ft. tables together, 4 sections) at back of room, against wall, 1-chair each section A section of the room requires eight (8) 12-foot tables (or 2 6-ft. tables together, 4 sections) in middle of room, to one side, set conference style Set 2-6 ft. tables with 4-chairs near front side of room, for laptop/timer, near an electrical power source Set 2-6 ft. tables near front side of room for consumable items There must be a minimum of 8 feet between each/all rows of tables Set 5-large waste barrels between each table, as participants will use gloves with the equipment and will discard when done A section of this room to be set up theater style with 70-chairs, facing a projection screen Security Services will be provided from 5pm on Monday 7am on Thursday One (1) Podium Room must be lockable Three (3) keys requested for conference staff One (1) Exhibit Space: (Task Trainer #2 Nurses) Room required on Monday at 8:00 AM (set up day) until Thursday at 12:00 PM (tear down day) (24-hour hold) Room to be in close proximity to the General Session Room Room to be 1,500 sq. ft. or larger to accommodate 70 people nine (9) rounds with 8-chairs each table. The attendees will be participating at/moving to/from show and tell tables at the back of the room. Minimum of 8 feet between rows of tables. (see diagram, in section 16) Set 6-six foot tables (2 tables together, 3 sections) at back of room, against wall Set 2-six foot tables with 2-chairs at the front of the room, in front of screen Require wheelchair accessibility A section of the room requires nine (9) round tables with 8 chairs each facing a projection screen One (1) podium Room must be lockable Three (3) keys requested for conference staff 8.3 Other Services 8.3.1 Internet Connections General Session #1: (Mon-Thurs) 2-wired for presenter laptop and AV tech table 10-wireless for faculty/staff at back tables General Session #2: (Mon-Thurs) 1-wired for presenter laptop and AV tech table 10-wireless for faculty/staff at back tables Six (6) Breakout Rooms: (Mon-Thurs) 1-wireless each room total of 7 Breakout #7 MammaCare Stations: (Mon-Thurs) 3-wireless Exhibit Room #1 Task Trainer #1: (Mon-Wed) 10-wireless Exhibit Room #2 Task Trainer #2: (Mon-Wed) 10-wireless Lockable Office/Storage Room: (Mon-Thurs) 10-wireless Registration: (Mon-Thurs) 10-wireless Total Internet Connections: (71) basic wireless and (3) hard-wired. Receiving/Storage/Handling/Shipping Provide a quote to receive, hold/store and deliver conference training materials. 20-boxes up to 50 lbs. each, 2-crates up to 80 lbs. each, in-bound 8-boxes up to 50 lbs. each, 2-crates up to 80 lbs. each, out-bound 9.0: SECURITY SERVICE: Vendor shall provide security for the equipment. DVA ILEAD shall not be liable for lost, stolen or misplaced equipment that is furnished by the vendor, as perquisite of this SOW. 10.0: LABOR: Vendor 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: EXTRANEOUS HOTEL FEES (IF APPLICABLE): DVA ILEAD shall not pay for extraneous hotel venue charges related to the conference setup and strike down for 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 DVA ILEAD. 12.0: ACCEPTABLE MEANS OF CONTRACT MODIFICATION: DVA ILEAD and DoD 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. 13.0: SUPPLEMENTAL SERVICES: Vendor shall participate in a technical crew rehearsal if applicable. Vendor 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 vendor. Vendor 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. 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 -Â B.1.617.2), (Omicron -Â 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. 16.0: DIAGRAM: