Dept. of Veterans Affairs Medical Center, 10000 Brecksville Road, Brecksville, OH 44141

W -- PROVIDE AUDIOVISUAL EQUIPMENT AND TECHNICAL SUPPORT FOR VA CONFERENCES SOL 777-23-99 DUE 062999 POC Garry Plear (440)838-6028 The Cleveland Business Center, Cleveland, Ohio, referred to hereinafter VA Learning University (VALU) proposes to enter into a contract for audio visual and computer equipment, and technical support for (4) VA conferences. This is a Request for Quotations, for which it and all incorporated provisions are those in effect through Federal Acquisition Circular 97-11. The procurement is 100% Set-Aside for small business. The Standard Industrial Classification Code(SIC) is 7539. The small business size standard for this procurement is $5 Million. This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. Conference dates and locations are July 13, 1999 through July 15, 1999 (noon) -- Hyatt Phoenix Hotel, AZ, September 8, 1999 through September 10, 1999 (noon) -- Atlanta Hilton Hotel, GA, November 3, 1999 through November 5, 1999 (noon) -- Pittsburgh Hilton Hotel, PA and December 7, 1999 through December 9, 1999 (noon) -- St. Louis Adam's Mark Hotel, MO. Setup for each conference as arranged with VALU Media Development Manager shall be completed by 5:00pm (local time of the conference site) the day before the conference begins. Crew rehearsal shall begin at 6:00pm on setup day. The Contractor shall provide the service/supplies identified as follows: Provide the following audiovisual, and computer equipment: Item 0001, Quantity 4 ea. -- Camera CCUs; Item 0002, Quantity 2 ea. -- Panasonic 6 input Vertical Interval Switchers; Item 0003, Quantity 1 ea. -- Production Switcher (w/DVE insert compression or box wipe); Item 0004, Quantity 1 ea. -- Sony 4 monitor rack (to be used with above switchers); Item 0005, Quantity 3 ea. -- Sony 8" Color Program/Preview Monitors (1 monitor in rear at mixer); Item 0006, Quantity1 ea. -- Black Burst Generator; Item 0007, Quantity 2 ea. -- Time Base Correctors; Item 0008, Quantity 1ea. -- Still-Stor Unit; Item 0009, Quantity 1 ea. -- VHS VCR (Playback); Item 0010, Quantity 1 ea. -- Beta SP (Playback); Item 0011, Quantity 2 ea. -- Beta SP Recorders (switch overlap); Item 0012, Quantity 20 ea. -- BCT-90 Beta SP Video Tape Stock; Item 0013, Quantity 1 -- 12 ea. Station Intercom; Item 0014, Quantity 2 ea. -- 9 x 12 Rear Fast Fold Screens; Item 0015, Quantity 1ea. -- 7 1/2 x 10 Rear Fast Fold Screen; Item 0016, Quantity 1ea. -- Elmo TRV35-G Slide Projector with genlock and Wireless remote; Item 0017, Quantity 1ea. -- Podium mic; Item 0018, Quantity 4 ea. -- Panel mics on head table; Item 0019, Quantity 4 ea. -Audience mics w/ 25' extensions coiled at based; Item 0020, Quantity 1 ea. -- Wireless LAV mic; Item 0021, Quantity 4 ea. -Wireless Handheld mics; Item 0022; Quantity 1ea. -- 24 channel mixer (to be set up in rear of ballroom near one camera Inputs: 14 mics, 2VCPs, 2 computers); Item 0023, Quantity 2 ea. -- Barco 9200 Reality or equivalent Video Projectors (6000 ANSI lumens -- for XGA data & composite video); Item 0024, Quantity 1 ea.- Sanyo 9000 or equivalent Video Projectors (2100 ANSI lumens) with remote (for XGA data & composite video); Item 0025, Quantity 1 ea. -- Extron RGB Switcher; Item 0026; Quantity 2 ea. -- XGA Interfaces for above; Item 0027, Quantity 1 ea. -- XGA/RGB to Composite Video Scan Converter with genlock; Item 0028, Quantity 1 ea. -- Extron lx4 RGB Distribution Amplifier; Item 0029, Quantity 1 ea. -- Elmo Visual Presenter; Item 0030, Quantity 8ea. -- 2 Channel Walkie Talkies; Item 0031, Quantity 1 ea. -- Flipchart; Item 0032, Quantity 1 ea. -- Pipe & Drape [Blue or Gray] across front width of ballroom (minus screen widths); Item 0033, Quantity 1 ea. -- 53" -- 60" RPTV/Monitor set in rear of ballroom above camera 1 on risers for teleprompter and presenter/program monitor; Item 0034, Quantity 1ea.—Notebook computer based teleprompter (Q-TV or equivalent); Item 0035, Quantity 5 ea. -- LCD True XGA Video Projector (700 ANSI lumens or brighter for true XGA data and Composite Video); Item 0036, Quantity 5 ea. -- Elmo Visual Presenter; Item 0037, Quantity 5 ea. -- Elmo TRV35-G Slide Projector; Item 0038, Quantity 5 ea. -Wireless remote for above; Item 0039, Quantity 5 ea. -- VHS VCR; Item 0040, Quantity 5 ea. -- Panasonic 6 input Vertical Interval Switcher; Item 0041, Quantity 5 ea. -- Podium mic; Item 0042, Quantity 10 ea. -- Panel mics on head table; Item 0043, Quantity 5 ea. -Audience mics w/ 25' extensions coiled at based; Item 0044, Quantity 5 ea. -- Wireless LAV mic; Item 0045, Quantity 5 ea. -Wireless Handheld mics; Item 0046, Quantity 5 ea. -- 12 channel mixer (to be set up in rear of ballroom near one camera); Item 0047, Quantity 5 ea. -- 7 1/2 x 10 FastFold screen; Item 0048, Quantity 5 ea. -- Dress Kit for above; Item 0049, Quantity 5 ea. -- Flip chart with markers; Item 0050, Quantity 4 ea. -- DXC-537 or equivalent (with studio configuration); Item 0051, Quantity 1 ea. -- 30:1 Telephoto Zoom Lens (for Camera 1); Item 0052, Quantity 1 ea. -- BetaCam SP CamCorder with spare batteries; Item 0053, Quantity 1 ea. -- 3 point lighting for BetaCam; Item 0054, Quantity 1 ea. -- Mic Boom Pole; Item 0055, Quantity 4 ea. -- Fluid Head Tripods; Item 0056, Quantity 1 ea. -- Video Lighting and dimmer board for image mag and video taping of podium/panel area (News Room Set) including backlight on drape (Lighting shall be hung from tracks or truss, not trees). Contractor's proposal shall also include setup, breakdown, storage of all equipment, and transportation and setup of four (4) Skyline Kiosks to next venue., The Contractor shall also be responsible for providing the following personnel from 7:00 am (local time of the site) to 5:30 pm 2days and from 7:00 am -- 12:00 pm 1day for all four (4) conferences: Item 0056, Quantity 1 ea. -- Director; Item 0057, Quantity 1 ea. -- Technical Director; Item 0058, Quantity 1ea. -- Audio Director; Item 0059, Quantity 1 ea. -- Audio Assistant for roaming/remotes; Item 0060, Quantity 1ea. -- Lighting Director; Item 0061, Quantity 1 ea.- Tape Operator; Item 0062, Quantity 1 ea. -Projector Operator; Item 0063, Quantity 1 ea. -- Production Assistant (grip, lighting, for remotes, etc.); Item 0064, Quantity 1 ea.-Teleprompter Operator; Item 0065, Quantity 4 ea. -- Camera Operators; VALU will have an on-site Producer/Director for any roaming/remotes. Some remotes may be off-site (spare batteries needed for BetaCam), Five (5) Breakout Rooms for use on two days. In each Meeting Room. Technical Support. 1) The contractor shall meet all deadlines for setup and striking of audiovisual equipment in the general sessions as well as the five (5) breakout sessions during the conference. 2) Provide a technician for general sessions, and breakout sessions to handle room audio and requests by the VALU Media Development Manager hereinafter referred to as the VMDM. 3) Respond to on-site equipment requests and equipment failures within 15 minutes. 4) Provide a project manager to interface with the VMDM and the VALU Conference Planner. 5) Provide SP BetaCam Video recordings of each general session to the VALU Media Development Manager (the tape stock length shall be decided by the contractor and the VALU Media Development Manager to minimize content loss during tape changes). The contractor shall be responsible for 24 hour security for the main room. In the performance to this contract the Contractor shall provide the following equipment and personnel: Audio/Lighting Control will be set in rear of room on risers with mid-height pipe & drape surround. The contractor will set the three main cameras on risers. The contractor's pricing shall reflect FOB Destination for all (4) conference locations. The Department of Veterans Affairs will retain rights to all intellectual property recorded during the course of this conference. The following FAR provisions apply and are incorporated reference: FAR 52.212-1, INSTRUCTIONS OF OFFERORS-COMMERCIAL ITEMS(AUG 98), FAR 52.212-3 OFFEROR REPRSENTATIONS AND CERTIFICATIONS(MAY 1999), FAR 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE ORDERS-COMMERCIAL ITEMS(MAY 99) with the following numbered paragraphs checked: a (1) and (2), paragraph b (6) through (10), paragraph c (1) and (2), and paragraph e; VAAR 852.219-70 VETERAN-OWNED SMALL BUSINESS; and FAR and FAR 52.212-2, EVALUATION-COMMERCIAL ITEMS(JAN99) with the following evaluation criteria; 1) Contractors ability to meet requirements, 2) Technical experience, 3) Past performance, a list of three agencies/companies (include address, phone number, and contact person) for which you have provided similar services within the past three (3) years. 4) Price. The evaluation criteria are considered equal in importance with price. Sources responding to this announcement may request a copy of the list of audiovisual, computer equipment and technical support required for this procurement, via fax at (440)838-6052. Please acknowledge all requirements on proposals. No partial quotes will be considered. No substitutions will be allowed. A price proposal which includes all cost including travel, prompt payment terms, remittance address, synopsis addressing evaluation criteria, a completed copy of FAR 52.212-3 and VAAR 852.219-70 shall be submitted to the address shown above ATTN: Garry A. Plear. Proposals responding to this request are due by the COB June 29, 1999(4:30pm EST). All responsible sources may submit an offer, which will be considered. Posted 06/23/99 (W-SN346243). (0174)

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