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

W -- AUDIOVISUAL EQUIPMENT RENTAL, 3-D HOLOGRAPHIC KIOSK RENTAL, AND OTHER CREATIVE ELEMENTS SOL 777-53-00 DUE 081800 POC Sherry Farley (440)526-3030 X7442 The Cleveland Business Center, Cleveland, Ohio referred to hereinafter Employee Education Center (EES) proposes to enter into a contract for the rental audiovisual equipment, production, creative, and technical support for the EES All Staff Conference, Adam's Mark Hotel, St Louis, MO. This is a Request for Quotations, for which it and all incorporated provisions are those in effect through Federal Acquisition Circular 97-18. The procurement is 100% Set-Aside for Small Business. The Standard Industrial Classification Code(SIC) is 7359. The Small Business Size Standard for this procurement is $5 Million. This is a combined snyopsis/solicitation for commercial items prepared in accordance with the format in FAR subpart 12.6, as supplemented with additional informationincluded in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation WILL NOT be issued. The conference shall be held from September 11, 2000 through September 14, 2000. The location shall be the Adam's Mark Hotel, St. Louis, MO. The conference activities shall take place in the General Session. The contractor setup shall be on Monday, September 11th by 5 pm and be ready for checkout and crew rehearsal (if necessary). The General sessions are two and one half (2 ) days (Tu-W-Th), first day beginning at 800 am Tuesday, Sept 12 and ending at 430 pm local time, Wednesday August 23rd, 2000. There are Three (3) Breakout sessions each on Monday, August 21, and Tuesday, August 22. The equipment for the General Session shall be set-up by 5:00 PM local time on setup day and struck after the final session on the last day, Thurs Sept 14 at 1:00 pm local time of the conference. The contractor shall set up, maintain, and strike all audio-visual equipment requested for the conference, and shall meet all deadlines for set-up and striking of audiovisual equipment in the general sessions as well as the exhibit areas during the conference. The contractor shall provide a technical crew to handle the image magnification and videotaping of the general session, and a technician to handle the technical equipment and a technician to handle the video lighting and the audio in the general session and exhibit area. The Contractor shall provide a project manager to interface with the EES Media Development Manager, the EES Conference Planner, and the EES A-V Specialist. The contractor will be prepared to connect VA Faculty and/or other Government provided laptop computers to any and all projection systems requested in this solicitation. Any additional hotel venue charges directly related to conference setup, and strike such as power drops, audio patch fees, & rigging fees will be covered by VA. Prior approval of fees will be required from venue and Contractor. Other requirements are as follows: The Contractor shall provide a custom double-portal "Stargate" w/custom lettering for the Exhibit Area and a single-portal "Stargate" w/custom lettering for the Main Stage (drawings on request). These elements are "archportals" that will set the theme of the EES Forum. Content & custom presentation graphics development & production for "Stargates" shall also be provided at time of contract award. Contractor will use a SHOWDirect Control and Automation software and hardware system or an equivalent that meets the same form, fit, and function, that will provide a key element to the success of this event through the simultaneous control and automation of a multitude of creative elements that make up the entire theme and feel of the Forum. Contractor shall provide a 3D holographic kiosk. The kiosk shall be capable of projecting a 3D presentation to viewers without requiring the use of 3D glasses. Rental of the kiosk shall also include the creation of a 1- 3 minute presentation (total running time yet to be determined) and an attract loop to draw the audience/participants attention to its content. The kiosk shall be capable of detecting the close proximity of conference attendees and automatically invoke the 3D presentation. The qualified and selected vendor shall work with VA media development staff to co-develop the 3D presentation. This shall include message development, storyboard creation, scriptwriting and graphic element creation. The Contractor shall provide services for the creation and replication of 500 multiplatform (Mac and PC) interactive, business-card size CD-ROMs demonstrating and marketing the services offered by the Employee Education System of the Department of Veterans Affairs. The CD-ROM shall exploit the latest advances in new-media technology, such as the incorporation of Macromedia Flash animation and digital video technology. Qualified vendors must have demonstrable creative and technical experience authoring in Macromedia Flash and Macromedia Director environments and producing this type of media. They shall also possess the ability to co-develop, with VA Multimedia Producers and staff, content for the CD, consisting of message development, storyboard creation, scriptwriting and graphic element creation and animation. The Government retains rights to all intellectual property that may be recorded in the subject contract. Delivery of the CD-ROMs is required no later than September 11, 2000. Prospective vendors shall submit a sample business card size CD-ROM that demonstrates the ability to produce this type of marketing CD using one or more of the above technologies. The following equipment shall be required for this conference:. CLIN 001, Quantity 2 ea. -- Sony DXC-D35 Digital Production Cameras (or equivalent) -- 3 days; CLIN 002, Quantity 2 ea. -- Sony Triax Camera Backs -- 3 days; CLIN 003, Quantity 2 ea. -- Sony Studio Viewfinders -- 3 days; CLIN 004, Quantity 2 ea. -- Sony 100 Meter Triax Cables -- 3 days; CLIN 005, Quantity 2 ea. -- Sony Triax Camera Control Units -- 3 days; CLIN 006, Quantity 1 ea. -- O'Connor 10-30 Fluid Head Production Tripod -- 3 days; CLIN 007, Quantity 1 ea. -- Fujinon 18X Production Lens -- 3 days; CLIN 008, Quantity 1 ea. -- Fujinon 44:1 Telephoto Zoom Lens w/Remote Kit -- 3 days; CLIN 009, Quantity 1 ea. -- Heavy Duty Fluid Head Production Tripod w/Dual Arms -- 3 days; CLIN 010, Quantity 1 ea. -- GVG 10 Channel Component Engineering Router (or equivalent) -- 3 days; CLIN 011, Quantity 2 ea. -- Sony 13" Engineering Monitors -- 3 days; CLIN 012, Quantity 1 ea. -- Component Waveform -- Vectorscope -- 3 days; CLIN 013, Quantity 1 ea. -- Component Program Distribution System -- 3 days; CLIN 014, Quantity 1 ea. -- Sony DFS-700 Component DVE/Switcher -- 3 days; CLIN 015, Quantity 2 ea. -- Sony Triple Rack Color Preview Source Monitors -- 3 days; CLIN 016, Quantity 2 ea. -- Sony 8" Preview/Program Monitors -- 3 days; CLIN 017, Quantity 1 ea. -- SHOWDirect Show Automation & Control System (or equivalent) -- 3 days; CLIN 018, Quantity 2 ea. -- Analog Way 6 Channel Seamless Graphic Switchers -- 3 days; CLIN 019, Quantity 2 ea. -- 15" LCD XGA Graphics Program Monitors—3 days; CLIN 020, Quantity 1 ea. -- Pentium III / 450MHz Laptop Computer w/128MB RAM, Mouse, Office 2000 -- 3 days; CLIN 021, Quantity 1 ea. -- JVC Pro Series VHS VCR w/Jog Shuttle -- 3 days; CLIN 022, Quantity 1 ea. -- Sony PVW-2650 Betacam SP Player -- 3 days; CLIN 023, Quantity 2 ea. -- Sony UVW-1800 Betacam SP Recorders -- 3 days; CLIN 024, Quantity 1 ea. -- Elmo TRV35-G Slide-Video Projector (Genlock & Remote) -- 3 days; CLIN 025, Quantity 1 ea. -- Elmo Visual Presenter -- Electronic Overhead -- 3 days; CLIN 026, Quantity 1 ea. -- Sony 4" Color LCD Preview Monitor -- for Electronic Overhead -- 3 days; CLIN 027, Quantity 6 ea. -- Sony 8" Video Preview Monitors -- 3 days; CLIN 028, Quantity 2 ea. -- Sony 29" Video Stage Monitors w/Signal Scaler -- 3 days; CLIN 029, Quantity 4 ea. -- Sony DSC-1024HD Digital Signal Converter -- 3 days; CLIN 030, Quantity 1 ea. -- 250' Remote PC Controller System -- for Monitor, Kybrd., Mouse—3 days; CLIN 031, Quantity 1 ea. -- Electrohome "Roadie 10K" Digital XGA Proj. 10,000 Lumens (or equivalent) -- 3 days; CLIN 032, Quantity 2 ea. -- Electrohome "Roadster 3.5K" Digital XGA Proj. 3500 Lumens (or equivalent) -- 3 days; CLIN 033, Quantity 1 ea. -- Electrohome .8 Wide Angle Projection Lens -- Center Screen -- 3 days; CLIN 034, Quantity 2 ea. -- DaLite 9' x 12' Rear Projection Screens -- 3 days; CLIN 035, Quantity 1 ea. -- DaLite 12' x 12' Rear Proj. Truss Screen -- 3 days; CLIN 036, Quantity 2 ea. -- DaLite 9' x 12' Gray Velour Dress Kits -- 3 days; CLIN 037, Quantity 1 ea. -- House Audio System Includes: 6 -- two way enclosures (stage L&R), 3 -- delay enclosures, 2 -- center fill enclosures, 2 -- 18" sub enclosures. Fully loaded drive/processing rack, stereo & mono EQ's, CD/Cassette player, all required power amp racks & fly hardware. -- 3 days; CLIN 038, Quantity 2 ea. -- Sony Slimline Extendable Podium Mic (kit of 2)—3 days; CLIN 039, Quantity 6 ea. -- Shure SM58 Panel Mics w/Table Stands (Head Table) -- 3 days; CLIN 040, Quantity 2 ea. -- Sony UHF Diversity Wireless Lavaliere Mic System -- 3 days; CLIN 041, Quantity 4 ea. -- Sony UHF Diversity Wireless Handheld Mic Systems (Audience) -- 3 days; CLIN 042, Quantity 1 ea. -- Yamaha (or equivalent) 32 Channel Audio Mixer/Console -- 3 days; CLIN 043, Quantity 1 ea. -- ClearCom 8 Station 2 Channel Intercom System -- 3 days; CLIN 044, Quantity 1 ea. -- Stage & Effects Lighting Package Includes: 40' 12" box truss w/teaser, 3 -- 1/2 ton CM motors, 1 -- cable pick pipe w/boom & base @ drape line (for hair lights), 8 -- Source 4 pars (stage wash), 12 -- Source 4 lekos, 4 -- 8" 1kw hair lights w/barn doors, 4 -- Studio Spot 250's, 12 -- Par 64's w/floor bases, star gobos, HOG 1000 lighting controller, color & dimming. -- 3 days; CLIN 045, Quantity 2 ea. -- Custom EES GOBO's (artwork available on request) -- 3 days; CLIN 046, Quantity 3 ea. -- Projection Scaffold Towers -- 3 days; CLIN 047, Quantity 1 ea. -- 64' x 6'h Control Booth Surround Drapery & Hardware -- 3 days; CLIN 048, Quantity 1 ea. -- Custom Portal Gate w/Custom Lettering -- Main Stage (drawings on request) -- 3 days; CLIN 049, Quantity 1 ea. -- Custom Double Portal Gate w/Custom Lettering -- Exhibit Area (drawings on request) -- 3 days; CLIN 050, Quantity 1 ea. -- Custom Holographic Kiosk -- Exhibit Area (photos on request) -- 3 days; CLIN 051, Quantity 3 ea. -- Extron Universal Analog Interface Kits -- 3 days; CLIN 052, Quantity 10 ea. -- Motorola P200 14ch. Walkie-Talkies -- 3 days; CLIN 053, Quantity 1 ea. -- Pipe & Drape Gray Velour 16'h x 70'w -- 3 days; CLIN 054, Quantity 1 ea. -- Package -- Distribution & Cabling -- 3 days; CLIN 055, Quantity 1 ea. -- Custom Presentation & Graphics Content Creation Includes: Holographic kiosk content & custom presentation graphics development & production. -- 10 days; CLIN 056, Quantity 1 ea. -- CD ROM Production w/500 Business Card CD's -- 1 day; CLIN 057, Quantity 1 ea. -- Show Director -- 4 days; CLIN 058, Quantity 1 ea. -- Technical Director/Switcher Operator -- 4 days; CLIN 059, Quantity 1 ea. -- Audio Director -- 4 days; CLIN 060, Quantity 1 ea. -- Lighting Director -- 4 days; CLIN 061, Quantity 1 ea. -- Video Engineer -- 4 days; CLIN 062, Quantity 1 ea. -- Projection Technician/Tape Operator -- 4 days; CLIN 063, Quantity 1 ea. -- Lighting Assist -- 4 days; CLIN 064, Quantity 1 ea. -- Audio Assist -- 4 days; CLIN 065, Quantity 2 ea. -- Camera Operators -- 3 days; CLIN 066, Quantity 1 ea. -- Graphics/Power Point Technician -- 4 days; CLIN 067, Quantity 6 ea. -- Audio Visual Staging Technicians (Set & Strike Assist) -- 2 days; CLIN 068, Quantity 1 ea. SHOWDirect and/or equivalent Operator -- 4 days. The following FAR provisions apply and are incorporated by reference: FAR 52.212-1 INSTRUCTIONSOF OFFERORS-COMMERCIAL ITEMS(MAR 2000), FAR 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS(FEB 2000), 52.212-4 CONTRACT TERMS AND CONDITIONS- COMMERCIAL ITEMS(MAY 1999), FAR 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE ORDERS-COMMERCIAL ITEMS(JULY 2000) 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 52.212-2 EVALUATION -COMMERCIAL ITEMS(JAN 1999) with the following evaluation criteria: 1) Contractors ability to meet requirements, 2) Technical experience, 3) Past Performance, a list of at least three agencies/companies (include addresses, telephone number and points of contact) 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. Please acknowledge all requirements onproposals. No partial proposals will be allowed. Sample of a CD-Rom is required. Descriptive literature on 3d Holographic Kiosk is required. No substitutes will be allowed without providing descriptive literature and samples to evaluate at time of closing of subject solicitation. 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 responding to this request are due by the COB Aug 18, 2000(4:30pm EST). An award of this solicitation will be made immediately due to the creative element preparation for the September 11th Convention. All responsible sources may submit an offer, which will be considered. Facsimile proposals will be accepted. Please fax your proposals to (440)838-6052. Posted 08/15/00 (W-SN486039). (0228)

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