USASOC, DCOFS Acquistion And Contracting, Bldg. E-2929, Room 114, Fort Bragg, NC 28310

D -- PROVIDE AND OPERATE AUDIO VISUAL AND OTHER RELATED EQUIPMENT SOL USZA92-00-Q-0005 DUE 022800 POC Jane H. Sutherlin, Contracting Officer, 910/432-2146 The US Army Special Operations Command has a requirement to purchase audio visual support (equipment and operational support) This is a combined synopsis/solicitation for commercial items prepared n accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; no written solicitation will be issued. Bids are being requested and a written solicitation will not be issued. This procurement is 100% Small Business Set Aside. The Standard Industrial Classification is 8999 with a size standard of $5.0 million. Award will be made on the basis of the low responsive, responsible quotation bidder providing documentation to support types and quantities of equipment and services required. SPECIFICATIONS: The contractor shall provide a turn-key audio-visual operations in support of the Special Forces Conference to be held at the Bordeaux Convention Center, Owen Drive, Fayetteville, NC during the period 11-17 March 2000 in accordance with the following Statement of Work: C.1.0. SCOPE. This request for proposals (RFP) is to provide AV support for the SF Conference and the SF Hall of Fame Inception Ceremony. The contractor must provide the specific services, AV equipment to support during the duration of both events. C.1.1. INTRODUCTION. Holiday Inn Bordeaux Hotel, Fayetteville, NC. will host the SF Conference and the SF Hall of Fame Inception Ceremony. The SF Conference will exhibit over 60 vendors and expositions designed to peak interest levels of all Special Forces soldiers. The conference will be organized by the U. S. Army John F. Kennedy Special Warfare Center and School (USAJFKSWCS), U. S. Army Special Forces Command (USASFC), USASOC Surgeon's office, the National Defense Industrial C.2.0. GENERAL C.2.1. The major function is to provide Audio-Visual (AV) support and personnel to operate equipment, coordinate and resolve any problems for the duration of the SF Conference and for during the SF Hall of Fame Inception Ceremony. Audio Visual equipment, sound system and a PA system must be of a professional quality that will support MC, dignitaries and an 11 member musical group for the period of 11 March 2000 through 17 March 2000. C.2.2. The vendor must begin to set up AV equipment on March 11, at 1500 hrs, and completed by March 12, at 2359 hrs. Rehearsals will take place on March 13, 2000 at 1700 hrs. At this time, the vendor will be able to test their AV equipment to ensure that there are no malfunctions. Removal of equipment at the completion of the SF Conference and the SF Hall of Fame Inception Ceremony should take place on 16 March 2000. Dates and times slots are subject to change. Vendor must be able to comply accordingly. C.2.3. On Thursday, at 1200 -- 1400 hours the vendor will remove equipment used for The SF Conference and set up equipment for the SF Hall of Fame Inception Ceremony. The vendor can use the Chanel room to store equipment and prepare setup for the evening event. The time for evening rehearsals will be determined later. C.2.4. Vendor must provide backup equipment in case of malfunction. They also must provide all signals processing equipment, cables, connectors, stands and accessories to provide a fully functional sound reinforcement system. The vendor must be able to output high quality sound reinforcement to an audience of approximately 750 people in an 80'x 400' Convention Hall. C.2.5. Dress attire for the SF Conference business uniforms are required for all workers. Uniforms should represent their company by wearing company shirts annotating their logo. The SF Hall of Fame Inception Ceremony is a formal event; therefore, the AV coordinator should dress for a black tie event (tuxedo), and everyone else should wear dress pants and white dress shirts with bow ties. C.3.0 SUPPORT C.3.1. The vendor must provide sufficient personnel to ensure a smooth transition for the duration of the SF Conference and the SF Hall of Fame Inception Ceremony. The two events will take placed on March 14 (0730 -- 1700), March 15 (0930- 1700) and March 16 (0730 -- 0200 on March 17. 1. One AV coordinator is required during planning meetings, during all equipment setup, during high profile presentations, during dinner and awards ceremony, during the SF Hall of Fame Inception Ceremony, and other times as required. Also responsible for coordinating with the military details, hotel staff, and vendor staff to ensure that all conference presenters, and military personnel are provided the appropriate audiovisual support for their presentation during the SF Conference. The AV coordinator will coordinate with presenter representatives to arrange for practice session, when possible, with audiovisual equipment. During the dinner, awards ceremony, and the SF Hall of Fame Inception Ceremony the AV coordinator will ensure that participants are equipped with microphones and instructed on how to use the equipment. Must ensure the military detail personnel, and vendor staff provide appropriate AV support, (sound system operation, live video camera operation, spot light operation, computer and video visual presentations), in accordance with the script. The AV coordinator will direct the support personnel in support of the unexpected deviations from the script, to ensure the effective use of the AV resources to provide quality sound. 2. Sufficient personnel to operate AV equipment for the duration of the dinner, the awards ceremonies, and the SF Hall of Fame Inception Ceremony. The Government will provide a reliable person to operate spotlights and front of house lights. However, vendor must ensure that they have a contingency plan to assist Government personnel with malfunctions or with operating the equipment. The vendor will ensure that sufficient personnel are available for the duration of the SF Conference and the SF Hall of Fame Inception Ceremony. They must support each event by providing camera operation, operate computer, operate VCRs, operate screen output switching and operate the sound system mixer. 3. The vendor must provide sufficient labor to set up all government, hotel, as well as their equipment, and ensure that the equipment is fully operational in the Versailles, Orleans, Riviera, Palais, Dijon, Le Mans, Chanel and Chateau rooms for the duration of the SF Conference. The vendor must ensure that Audio Visual equipment is fully operational in the Versailles, Orleans, Riviera, Palais, Dijon, Le Mans, Chanel and Chateau room for the duration of the SF Hall of Fame Inception Ceremony. 4. On site technician for the duration of the SF Conference and the SF Hall of Fame Inception Ceremony is required to alleviate down time due to equipment malfunctions. Technicians will be onsite not less than hour before the beginning of any events, with the equipment operating 15 minutes before the beginning of any events. C.4.0. AUDIO VISUAL SUPPORT C.4.1. Audio-visual support is required in the following rooms. Room dimensions and floor plans will be provided upon request. C.4.2. Versailles Parlor / Orleans Parlor /Riviera Parlor / Palais Room. The presentation will originate fromone input source -- either computer or VCR -- and displayed to eight screens simultaneously. C.4.3. The Convention Hall has four sliding walls that divide the Versaillers, the Orleans, the Riviera, and the Palais into separate rooms. The vendor must provide adequate AV equipment that will support designating presentation and briefings in each room, as well as in an open environment where all rooms will become one room. It is imperative that visual and audio is operational so that all participants can see and hear all of the presentations. C.4.4. During the symposium, the speaker will require amplification, either through a podium with a microphone or lapel microphone (both choices must be available). The presentation (by computer or videotape) will transpire simultaneously to the eight screens located in the convention hall. The vendor must ensure that audio is evenly distributed throughout the room. C.4.5. During the SF Hall of Fame Inception Ceremony, a Government furnished video will run continuously while the XVIII Airborne Corps Band is playing. There is no audio during this video presentation. The vendor will videotape the guest speaker using live feed. When taping the guest speaker, the vendor must ensure that movement throughout the room will not disrupt taping, audio, and visual of the presentation. Afterwards, the Government furnished video will resume for the rest of the ceremony. The vendor must videotape the guest speaker for historical records, provide a copy to the COR and the guest speaker. The videotape will simultaneously play on eight projectors located in the convention hall when in an open environment (wall is opened). C.4.6. Versailles Parlor. During some portions of the SF Conference, this room will stand-alone, and the moveable wall will separate it from the Orleans Parlor. The vendor will provide four AV screens, four projectors and one VCR. The Government will provide a notebook computer. The presentation illustrated from these four screens will concur simultaneously when operating in a standalone mode, and in an open environment (wall is opened). This room will also maintain the central hub that will control all AV equipment enable video to run simultaneously. The vendor will provide an on-site technician for problem resolutions. C.4.7. Orleans Parlor. During some portions of the SF Conference, this room will stand-alone, and the moveable wall will separate it from the Rivera Parlor. The vendor will provide one AV screen, one projector and one VCR. The Government will provide a notebook computer. The presentation illustrated from this projector will show the same images that is on the other projector simultaneously when operating in an open environment (wall is opened). The vendor will provide an on-site technician for problem resolutions. C.4.8. Riviera Parlor. During some portions of the SF Conference, this room will stand-alone, and the moveable wall will separate it from the Orleans and the Palais Parlor. The vendor will provide two AV screens, two projectors and one VCR. The Government will provide a notebook computer. The presentation illustrated from these four screens will concur simultaneously when operating in a standalone mode, and in an open environment (wall is opened). The vendor will provide an on-site technician for problem resolutions. C.4.9. Palais Room. Hotel will furnish (4 x 6) screen. Vendor will furnish one projector and Government will furnish a notebook computer. . The presentation illustrated from this projector will show the same images that is on the other projector simultaneously when operating in an open environment (wall is opened). The vendor will provide an on-site technician for problem resolutions. C.4.10. Chateau Room. The Museum will occupy this room, therefore, no support from the vendor is required. C..4.11. Dijon Room. Hotel will furnish (4 x 6) screen. Vendor will furnish on projector and the Government will furnish a notebook computer. On-site problem resolution required by contract. C.4.12. LeMans Room. . Hotel will furnish (4 x 6) screen. Vendor will furnish on projector and the Government will furnish a notebook computer. On-site problem resolution required by contract. C.4.13. Chanel Room. . Hotel will furnish (4 x 6) screen. Vendor will furnish on projector and the Government will furnish a notebook computer. On-site problem resolution required by contract. C.5.0 EQUIPMENT REQUIREMENT C.5.1. The sound reinforcement system will be comprised of no less than the following types of equipment: 1. One each professional 32 channel stereo mixer, (EG, Yamaha, Soundcraft, Crest or equal. 2. One each 150' 40 channel snake with 32 channels and 8 sends. 3. Four each 15" full range monitor speakers with horns (JBL, EAW, Meyer, or equal) 4. Four each 12" full range monitor speakers with horns (JBL, EAW, Meyer, or equal) 5. One 10,000 watt 4 way wide angle house PA system, (JBL, EAW, Meyer, or equal) 6. Premium microphones up to 29 required, (EG, SHURE Beta 87, EV Ndym, Sennheiser MD421 or equal). 7. Six microphone stands 8. One mobile PA system with (4) each 15" full range 250 watt speakers, and ten channel mixer to provide directivity sound to hotel PA, sound reinforcement for hallway and one extra speaker for exterior tent. C.5.2. Light reinforcement will be comprised of no less than the following: 1. Two 1,000 watt quartz lamp follow spot, spot light for an 8 hour period during the dinner, awards ceremonies and entertainment. 2. Ceiling mount four each 8" ellipsoidal theatrical fixtures with 500 watts quartz or halogen lamps with remote control to turn each light on, off, or dim. Light will be mounted, directed and controlled to provide appropriate lighting for the speakers and panelist during the conference. C.5.3. The following items will be provided by the government or the Hotel: (3) 4 x 6 screens -- Hotel provided (1) Podium with microphone -- Hotel provided Sound system with ceiling speakers -- Hotel provided (14) Computers -- Government provided C.5.4. The following items must be provided by the vendor: (4) Hand-held, wireless microphones (2) Lapel, wireless microphones (8) Wireless mouse (3) 8x10 screens (1) 6x8 screens (Palais Room) (12) Graphics Projectors -- Input will be videotape and digitized. The resolution must compensate a dimly lit room. (1800 Lumen (minimum), 1024 X 765, XGA, two computer inputs and one video input). Vendor will mount the eight projectors in the Convention Hall to the ceiling, and all cables routed through the ceiling. (4) VHS VCR's (S-Video) C.6.0. Point of contact. Contractor shall provide the Contracting Officer the name, address, and telephone number of the primary and alternate points of contact within two days after contract award. Also, provide a list of the individuals that will work this event. The contractor shall also provide, in writing, any changes to the list of personnel, within two calendar days of such changes. C.6.1. The vendor should articulate how their system will support the requirement simultaneously. The government reserves the right to require any vendor to perform a live test demonstration of the hardware and software proposed at in agreement upon location. This demonstration will show how offer's proposal meets all terms. Conditions, and Requirements of this solicitation. This action is issued as a Request for Proposal (RFP). Invoices shall be submitted in original and three (3) copies to: Defense Finance and Accounting Service, PO Box 934450, 2500 Leahy Avenue, Orlando, FL 32893-4400. The provisions at FAR 52.212-1, Instructions to Offerors -- Commercial; 52-212-2, Evaluation -- Commercial Items, 52.212-3, Offeror Representations and Certifications -- Commercial Items apply to this requirement; DFARS 252.212.7000, Offeror Representations and Certifications -- Commercial Items apply to this requirement. The clauses at FAR 52.212-4, Contract Terms and Conditions -- Commercial Items; 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders -- Commercial Items; DFARS 252.212.7001, Contract Terms and Conditions required to Implement Statutes or Executive Orders Applicable to Defense Acquisitions of Commercial Items and DFARS 252.204-7004 Required Central Contractor Registration" apply to this requirement. Additionally, within FAR 52.212-5 the following clauses are applicable: 52.203-6 AI, 52.219-8, 52.222-26, 52.222-35, 52.222.36, 52.222.37, 52.222-41, 52.222-42, 52.222-47, 52.225-3,52,225-9, 52.225-18, 52.225-19, 52.225-21, 52.247-64 apply. Copies of all provisions/clauses in full text will be furnished upon receipt of a written request. Award will be made on the basis of low responsive, responsible bidder providing documentation to support types and quantities of equipment and services required. Offerors, who can furnish the required items, may submit, in writing, to include pricing (FOB Destination). This is a firm fixed price requirements contract. Proposals are to be delivered to US Army Special Operations Command, ATTN: AOCO, Building E-2929, Room 114,Desert Storm Drive, Fort Bragg, NC 28307-5200 not later than 1400 hours 28 February 2000. All responses from responsible sources submitting the required information will be fully considered. No additional synopsis will be published. Failure to provide adequate information to reflect compliance with the specifications of the required items here in will result in disqualification. Request for a solicitation will be considered nonresponsive. FAX proposals will be accepted. FAX questions may be submitted to 910/432-9345. SEE NOTE 1***** Posted 02/10/00 (W-SN424307). (0041)

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