SOLICITATION NOTICE
W -- Audio Visual Services and Equipment Rental
- Notice Date
- 12/22/2005
- Notice Type
- Solicitation Notice
- NAICS
- 532210
— Consumer Electronics and Appliances Rental
- Contracting Office
- Department of Agriculture, Forest Service, R-8 Southern Region, 1720 Peachtree Rd. NW Suite 876 South Regional Office, Atlanta, GA, 30309
- ZIP Code
- 30309
- Solicitation Number
- RFQ-NEO-06-01
- Response Due
- 1/27/2006
- Archive Date
- 2/11/2006
- Small Business Set-Aside
- Total Small Business
- Description
- AUDIO VISUAL NEEDS ? SUMMARY/SCHEDULE Please calculate your total bid based on the following items listed in black colored ink. Items listed in italics may need to be added on to the contract as presenter?s needs are identified and you should list your charges for these items as separate line items, not added into your total AV bid. Dates and Times: The New Employee Orientation (NEO) will take place Monday through Thursday, April 3 ? April 6 in the Hyatt Regency Jacksonville Riverfront, Florida. Monday, April 3 is the set-up day. Approximately 600 people will be in attendance. General session will be held in ballrooms 1, 2, 3, & 4. Break out sessions will be held in the meeting rooms on the 3rd floor. Ballrooms 5, 6, 7, & 8 will be used for the EXPO on Wednesday. Sound and Lighting engineers are expected to be in the general session ballroom no later than 7:00AM Monday ? Thursday. Break down begins Thursday at 5:00 PM. Monday April 3: Stage, lighting, and sound setup will begin at 7:00AM or earlier to guarantee a committee rehearsal by 4:00PM and a sound check for the Fiddling Foresters at 5:00. Primary registration will occur Monday, April 3, 3:00PM to 7:00PM. Tuesday April 4: 7:45AM- the session begins with an opening PowerPoint presentation while participants are entering the ballroom. Sound tech plays light music and makes sure all speakers are mic?d up. 8:00AM- the session will open with a person saying ?Welcome to New Employee Orientation where the spot light is on you? at which point the lighting tech will shine moving multicolored lights around room. The morning presenters will use PowerPoint presentations controlled from the tech station and will need wireless lavalieres, 1 Flipchart and markers on stage, a podium mic., and a wireless handheld mic laying on the podium. Two video cameras provided and operate by Forest Service personnel will be used to project images of the presenters. Participants asking questions from wireless mics on stands in the audience will be spotlighted by light tech. 11:30- Sound check for the the Fiddlin? Forester band which will perform at 12:45. 2:15 PM- a panel discussion with speakers ?spotlighted? on stools; will require 5 lavalieres, and a podium mic. 3:45 PM ? One speaker ? podium and lavaliere mics 5:00 PM- rehearsal, Gifford Pinchott reenactment Wednesday April 5: 7:45 AM a PowerPoint presentation plays while participants are entering the ballroom. 8:00 AM - Gifford Pinchott reenactment - requires all sound and lighting people. 9:15 AM - participants will move to meeting rooms in the Convention Center. 50-150 people will be in each room. Some rooms will have AV needs (see additional contract prices in specs.) At least one roaming AV floor tech will be needed for the meeting rooms. 12:45 PM - participants reconvene in the ballroom for an hour which requires all sound and lighting people. 1:45 PM - participants move to break out meeting rooms. Sound needed in breakout rooms. 2:00 PM (depending on arrival) ? Rehearsal for Nancy Stern 4:15-8:00 PM? EXPO ? Tech needed for assistance with VCR?s, DVD players, etc. Sound and lighting engineers are needed in Ballroom, Wednesday, 7:00AM ? 9:15AM, 12:30PM ? 1:50PM and for afternoon rehearsal. Sound tech needed at EXPO from 4:15-8:00PM. Thursday, April 6: 7:45AM - 12:00 all participants meet in the ballroom for a presentation and a panel discussion which requires 8 wireless lavaliere mics and all sound and lighting techs. 1:15-2:45 PM participants will meet in 4-6 meeting rooms in Convention Center. The number of people in each room will vary from 30 to 150. Some rooms may need screens and microphones and sound. The Forest Service may provide projectors and power strips. One presenter may use the main ballroom during the break out sessions on Thursday and will need a microphone (lavaliere) and sound technician for a PowerPoint presentation. House lights will be sufficient for this presentation. 3:10-5:00 PM participants reconvene in the ballroom for presentations which require all sound and lighting people. Sound and lighting engineers are needed in Ballroom, Thursday, 7:00AM ? 12:00AM, 2:45PM ? 5:00PM Disassembly will begin after 5:00PM Thursday April 6. Audio Visual Specifications The Forest Service will provide 1-2 people to operate a computer and the video/monitor control center, 1-2 people to operate video cameras for projection, 1 person to pull cable. The Forest Service will provide two laptop computers, and 2 video cameras for projection, and if compatible, a digital video camera for picture in picture for hearing impaired. GENERAL SESSION EQUIPMENT 1 - Sound Package to Include: Linear line system, or flown public address system, or equal to guarantee good sound and no dead sound spots in the ballroom 2- SB 250 or powered subwoofers or equal DVD player with ability to queue VHS player with ability to queue All Necessary Processing/Amp Racks Appropriate Channel Audio Console 8 ? Wireless lavalieres Microphones for entire session Podium microphone as needed 3 stationary wireless (or appropriate for the room) microphones on stands for the audience to ask questions Patch to House Sound for fill if needed 10 Clear com for the sound, lighting, monitor, 2 computer people, 2 camera operators, one behind stage, and 2 for additional team members Tuesday afternoon the Fiddlin Forester will need 5 vocal and instrument mics and two sound monitors (as shown in attached stage map) http://www.fiddlinforesters.gov/booking/av/ Speakers or sound system so music or sound can be heard in the foyer outside ballroom (and inside the ballroom) to notify people to reconvene in the ballroom. Variety of music (preferably quiet instrumental) which is current, up-to-date to play during breaks (must abide by all copy right laws) Other sound equipment as needed 1 - Laptop or projector or instant replay machine to project images during breaks 2 ? No less than 12? x 16? Front Screens, flown or on stand 2 - 4k (or greater) Data Projectors w/Flyware or stands (front or rear projection will depend on room size, image quality and cost effectiveness) 1- Component Video Bay to Include: Monitor Bay Switcher Waveform/Vecterscope Routing Switcher All video cabling (to include cabling to connect all 3 cameras, camera specs not currently available) 1 confidence monitor for speakers to see their presentations 1 monitor & sound at registration area for workers 1 ? Lighting Package to Include: Medium Video Stage Wash 8-Studio Spots: 4-Audience Bally, 4-Stage Lighting or equivalent 10-Source 4 Pars w/Color Scrollers, Uplight Drape or equivalent Creative, professional stage backdrop to be approved by committee prior to event Pipe & black drape on both sides of stage to walls. Drape small green room next to stage Stage platform and stairs behind stage and in front of stage provided by convention center Natural resource gobo?s and the Forest Service shield gobo Other lighting equipment as needed 1 ? ETC Expression 3 Lighting Console or equal ? to program and control lighting for different programs 1 ? Picture in picture expected to be included if there is a need to project a signer for the hearing impaired 1 ? Slide advancer system expected to be included (method to notify computer operator to advance PowerPoint slide) 1- Count down clock for presenters 1 ? Audio Engineer 1 ? Lighting Director Sound people as needed to accommodate breakout rooms, and stage manager to prepare presenters with lavaliere microphone BREAKOUT ROOMS AV equipment as needed and requested by presenters ? see additional items to be added to contract if needed. OTHER AV Other AV equipment as needed. ADDITIONAL ITEMS Please include your contract price for the following individual line items in case they need to be added on to the contract at a later date. Do not include these in your total for AV Bid. 12-15 small handheld radios for committee ? wireless head set preferred Person to operate the video/monitor control center Person to operate video camera Commercial quality video camera for general session Sound set up for break out rooms: -Lavaliere microphone, speakers, mixer or house patch -AV cart -LCD projector -5? x 7? screens or equivalent -Power for break out rooms -Flip charts, stands, markers Fiddlin Foresters Sound system check list: This list is for clarification. Your total AV bid for this contract should include these items. 1. Vocal microphones: 4-5 2. Instrument microphones: 2-3 (1 banjo, 1 bass, and 1 mandolin/autoharp) 3. Instrument direct boxes: 3-4 4. Microphone stands: At least 6 5. Short gooseneck to clamp on vocal mic stand (see photo for banjo): 1 6. Mic cables: At least 8 7. Main speakers and appropriate cables: At least 2 (correct for size of room and number of people) 8. 3 Monitors and appropriate cables 9. 12 channel (minimum) output control board (phantom power equipped and with reverb) 10. Snake ? 12 channel (minimum) 11. Bass amplifier 12. 120-volt grounded extension cords: 3 Contract Clauses Under the FAR clause 52.212-4, contract Terms and Conditions commercial Items, applies without any addenda to the clause to this acquisition. the FAR clause 52.212-5 contract terms and conditions required to implement statutes or Executive Orders-commercial Items, applies to this acquisition. CONTRACT DOCUMENTS, EXHIBITS OR ATTACHMENTS Contact Sherri Jenkins for exhibits. SOLICITATION PROVISIONS FAR 52.212-2 Evaluation ? Commercial Items (JAN 1999) (a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers: Experience/Past Performance__________________________________________ Price___________________________________________ Technical Capabilility___________________________________________ Technical and past performance, when combined, are ___equal_____ [Contracting Officer state, in accordance with FAR 15.304, the relative importance of all other evaluation factors, when combined, when compared to price.] (b) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s). (c) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award. QUOTE INFORMATION: No obligation will exist until the Government awards the contract and places an order. Quoters must be set up to receive payments by credit card. Adjust your quotes to include any fees associated with credit card payment. Offerors shall include a complete copy of the Federal Acquisition Regulation (FAR) 52.212-3, Offeror Representations and Certifications with quotes. Quotations need to be submitted in an envelope and addressed properly for identification purposes. Please include solicitation number for identification. Do not fax your quotations. Paper solicitations will be issued upon request. Contact Sherri Jenkins for any information at 404-347-2715.
- Place of Performance
- Address: Hyatt Regency Jacksonville Riverfront, 225 Coastline Drive East, Jacksonville, Florida
- Zip Code: 32202
- Zip Code: 32202
- Record
- SN00956749-W 20051224/051222211809 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
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