W -- AUDIOVISUAL EQUIPMENT RENTAL FOR CONVENTION IN NEW ORLEANS, LA

Notice Date

August 29, 2000

Adminstrative Office

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

ZIP Code

44141

Solicitation Number

777-60-00

Response Due

September 5, 2000

Point of Contact

Karen Lebo (440)838-6028

Description

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, and technical support for the HIV, Prevention into Practice Conference, New Orleans, LA. This is a Request for Quotations, for which it and all incorporated provisions are those in effect through Federal Acquisition Circular 97-19. 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 information included 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 20, 2000 through September 22, 2000. The location shall be the Hyatt Regency New Orleans, LA. The conference activities shall take place in the General Session. The contractor setup shall be on Tuesday, September 19th by 5 pm and be ready for checkout and crew rehearsal (if necessary). The General sessions are three days (W-Th-F), first day beginning at 800 am Wednesday, Sept 20 and ending at or about 12:00 noon local time, Friday, Sept 22, 2000. There are Six (6) Breakout sessions all on Thursday September 21. 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, Friday Sept 22 noon local time of the conference. The equipment for the breakout sessions shall be set-up and checked out by 7:00 AM, on day of the Breakout Sessions and struck after the final session requiring the equipment, on the last day needed. 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 technician for all the general sessions and breakouts to handle the room audio and a technician to handle the lighting and the audio in the general session. 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. The Contractor shall provide an Audience Response System (ARS) [Meeting Net or equivalent] and a fulltime technician to prepare and operate the system during the meeting as required. The ARS shall be capable of integrating Microsoft Word and Microsoft PowerPoint into the system and be capable of multiple choice and true-false answers while being capable of generating full reports for 250 participants. The government retains rights to all intellectual property that may be recorded in the course of this contract. The VA will provide security for the main room and Breakout Session rooms during overnight absences of the Contractor's crew. The following equipment shall be required for this conference:. CLIN 001, Quantity 1 -- Analog Way 6 Channel Seamless Graphics Switcher, 3 days; CLIN 002, Quantity 1 -- Professional Series VHS VCR w/Jog Shuttle, 3 days; CLIN 003, Quantity 1 -- Elmo Visual Presenter -- Electronic Overhead, 3 days; CLIN 004, Quantity 1 -- Navitar Electronic Slide to Video Converter, 3 days; CLIN 005, Quantity 3 -- 8" Color Source Preview Monitors, 3 days; CLIN 006, Quantity 2 -- Sony 29" Production Stage Monitors (Program), 3 days; CLIN 007, Quantity 3 -- Pro Series 15" XGA Flat Panel Monitor, 3 days; CLIN 008, Quantity 5 -- Sony DSC-1024HD Digital Signal Converters, 3 days; CLIN 009, Quantity 1 -- Sony 4" LCD Preview Monitor, 3 days; CLIN 010, Quantity 1 -- Pentium III / 450MHz Laptop PC w/128MB RAM, 3 days; CLIN 011, Quantity 2 -- Universal Analog Computer Interface Kits, 3 days; CLIN 012, Quantity 1 -- All signal distribution & processing, 3 days; CLIN 013, Quantity 1- 250' Remote PC Display Controller (mouse, keyboard, monitor), 3 days; CLIN 014, Quantity 1 -- Electrohome "Roadie 10K" 10,000 Lumen DLP Projector, 3 days; CLIN 015, Quantity 1 -- Electrohome .8 Wide Angle Projection Lens, 3 days; CLIN 016, Quantity 1 -- Electrohome "Roadie 10K" DLP Projector -- Backup, 3 days; CLIN 017, Quantity 1 -- 10.5' x 14'' Rear Projection Truss Screen, 3 days; CLIN 018, Quantity 1 -- 10.5' x 14'' Grey Velour Truss Screen Dress Kit, 3 days; CLIN 019, Quantity 1 -- Meeting Net Processor Audience Response System w/Software, 1day; CLIN 020, Quantity 225 -- Meeting Net Wireless Hand Held Units, 1 day; CLIN 021, Quantity 1 -- House Audio System -- Includes: 6-two way enclosures (stage L&R), 3 -- delay enclosures, 2-center fill enclosures, 1- dual 18" sub enclosure. Fully loaded Drive/Processing rack, stereo & mono EQ's, and all power amp racks & fly hardware as required, 3 days; CLIN 022, Quantity 1 -- 32x12 Channel Audio Mixer / Console, 3 days; CLIN 023, Quantity 2 -- Slimline Extendable Podium Mics, 3 days; CLIN 024, Quantity 1 -- UHF Diversity Wireless Lavalier Mic System, 3 days; CLIN 025, Quantity 2 -- UHF Diversity Wireless Hand Held Mic w/Floor Stands, 3 days; CLIN 026, Quantity 3 -- Shure SM58 Panel Mics w/Table Stands, 3 days; CLIN 027, Quantity 4 -- Shure SM58 Mics w/Floor Stands, 3 days; CLIN 028, Quantity 1- ClearCom 5 Station 2 Channel Intercom System, 3 days; CLIN 029, Quantity 10 -- Motorola P200 14ch. Walkie Talkies, 3 days; CLIN 030, Quantity 1 -- Video Lighting "Stage Package" w/Dimming & Control -- Includes: 30' 12" Box truss w/teaser, 2 -- 1/2 ton CM motors, 1-Cable pick pipe w/boom & base @ drape line, 6-Par 64's (stage wash), 8-Source 4 specials, 4-8" 1Kw hair lights (upstage), 12 -- Par 64's w/floor bases, star gobos, rigging hardware, color, dimming & control, 3 days; CLIN 031, Quantity 4 -- Custom VA Source 4 GOBO's, 3 days; CLIN 032, Quantity 1 -- Pipe & Drape Grey Velour 16'h x 40'w, 3 days; CLIN 033, Quantity 1- Control Booth Drapery 5'h x 32' -- Black Velour, 3 days; CLIN 034, Quantity 1 -- Projection Scaffold Tower, 3 days; CLIN 035, Quantity 6 -- Proxima 1500 Lumen XGA LCD Projectors, 1 day; CLIN 036, Quantity 6 -- 8' x 8' Tripod Screens -- Skirted, 1 day; CLIN 037, Quantity 6 -- Universal Interface Kits, 1 day; CLIN 038, Quantity 2 -- VHS Player, 1 day; CLIN 039, Quantity 2 -- Overhead Projectors w/Built In Spare Lamp Changer, 1 day; CLIN 040, Quantity 2 -- Kodak 35mm Slide Proj. Kits w/Zoom Lens & Bright Light, 1 day; CLIN 041, Quantity 2 -- 35MM Wireless Remote Controls, 1 days; CLIN 042, Quantity 6 -- Shure Audio Mixers, 1 day; CLIN 043, Quantity 6 -- Shure SM58 Podium Mics, 1 day; CLIN 044, Quantity 6 -- Shure UHF Wireless Lavalier Mics , 1 day; CLIN 045, Quantity 12 -- Shure SM58 Mics w/Floor Stands, 1 day; CLIN 046, Quantity 6 -- Flipchart Easels w/Pad & 2 Markers Each, 1 day; CLIN 047, Quantity 12 -- Safelock Projection Stands -- Skirted, 1 day; CLIN 048, Quantity 3 -- Pentium III / 450MHz Laptop PC w/128MB RAM , 1 day; CLIN 049, Quantity 1 -- 27" Color Video Monitor, 3 days; CLIN 050, Quantity 1 -- VHS Player, 3 days; CLIN 051, Quantity 1 -- 52" Rolling Monitor Cart w/Skirt, 3 days; CLIN 052, Quantity 1 -- Technical Director / Switcher Operator, 4 days; CLIN 053, Quantity 1 -- Audio Director (A1), 4 days; CLIN 054, Quantity 1 -- Lighting Director (LD), 4 days; CLIN 055, Quantity 1 -- Video Engineer/Tape Operator, 4 days; CLIN 056, Quantity 1 -- ARS Technician / Operator (Pre-Program & Show), 5 days; CLIN 057, Quantity 1 -- Audio-Visual Technician -- Breakouts, 4 days; CLIN 058, Quantity 3 -- Audio Visual Technicians (Set & Strike Assist), 2 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 on proposals. No partial proposals 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 responding to this request are due by the COB Sept 5, 2000(4:30pm EST). All responsible sources may submit an offer, which will be considered. Facsimile proposals will be accepted. Please fax your proposals to (440)838-6034.

Record

Loren Data Corp. 20000831/WSOL001.HTM (W-242 SN491387)