MODIFICATION
R -- Audio Visual Services to support the 2009 IRS-IT Leadership Conference at the Hilton Dallas Lincoln Center
- Notice Date
- 6/8/2009
- Notice Type
- Modification/Amendment
- NAICS
- 532490
— Other Commercial and Industrial Machinery and Equipment Rental and Leasing
- Contracting Office
- Department of the Treasury, Internal Revenue Service (IRS), National Office Procurement (OS:A:P), 6009 Oxon Hill Road, Suite 500, Oxon Hill, Maryland, 20745
- ZIP Code
- 20745
- Solicitation Number
- TIRNO-09-Q-00090
- Archive Date
- 6/27/2009
- Point of Contact
- Bridgette Otero, Phone: 2022831461
- E-Mail Address
-
Bridgette.Otero@irs.gov
(Bridgette.Otero@irs.gov)
- Small Business Set-Aside
- Total Small Business
- Description
- Q: Who can I contact or who would have the info for the hotel specs. i.e. ballroom heights, dimensions, etc. A: This information is available on the hotel website. (Hilton Lincoln Centre in Dallas TX) contact information at the hotel will be provided to the successful vendor and the vendor will have an opportunity to conduct a site visit in August to refine this information. Q: Are we able to rig in this hotel? A: No, hotel staff will do the rigging. Q: Will we fly the equipment i.e. screens, projectors? A: In the past we have had screen and projector on the floor. We are open to another approach. Q: Times for the general session days as well as times for the breakouts? A: The meeting will run from 8-5 on Tuesday, Sept 22, from 8-4 on Wed Sept 23, and from 8-1 on Thursday, Sept 24th. The Awards dinner will be from 6:00-9:00pm on Wed, Sept 23. Exact times of general sessions vs. breakouts have not been determined. Q: Will the hotel be providing all the internet lines and will they bill for the services? A: The hotel will provide internet. It is the role of the AV vendor to make those arrangements with the hotel. They will bill the IRS for these services as part of the contract. Q: The Scope of Services C.3 1. mentions the need for easels, flipcharts and markers but this is not mentioned in the list of equipment needed for the Main auditorium or breakout rooms. Please let me know if we should provide pricing for these items and if so what quantity is needed. A: We will expect the hotel to provide these items. Please do not include them in the AV proposal. Q: Lighting- other than the Gobo, no lighting is listed. In our experience lighting will be required for Video (IMAG) and we plan to include this in pricing unless the IRS says not to include. A: Please include lighting options if you feel it is important to the quality of the event. Keep in mind that we are planning numerous interactive sessions with lots of communication between the audience and the people on the stage. Lack of stage lighting is intentional as we are trying to avoid bright lights shining in the eyes of the presenters such that they are unable to easily see and interact with the audience. Q: Video camera-We see this as a one camera shoot. We see this as a straight ahead camera look that the client is looking for. Please let us know if this is not correct. A: This is correct. Q: We believe that the Internet/Phone for the Staff office and the Internet/Phone for the Internet Café is best secured from the hotel. Do you have a contact person and contact information for us to speak directly to the hotel. Can you provide this to us? A: We will provide hotel contact information to the successful vendor. Please indicate in your proposal that you expect these services to be provided by the hotel and do not price them in your bid. Q: We have identified the audio/lighting/video power requirements that would need to be ordered directly from the hotel. Will the IRS pay for the power requirements as part of its contract with the hotel or should the estimated cost be identified as part of this audio visual services request? A: Please identify the power requirements in your bid. This cost will be paid to the hotel. Q: Can you please clarify the statement under Section C.8 Proposal Requirements that states: Pricing Model: Must provide pass-thru at no mark-up to client any associated costs of cross rental equipment they do not own or technical labor that is not on salaried staff and travel & trucking expenses? A: We are fully aware the outside equipment and labor will be sourced outside the successful small business in order to meet the requirement of this bid, and we are not discouraging vendors from doing so. We are only requiring that the successful AV vendor not mark-up the cost of such equipment or labor. Q: Do you want 4-year old outdated worn equipment when better equipment is available through cross rental at the same price to you? A company who owns their own equipment will attempt to maximize equipment shelf life at your risk. A: We expect the successful vendor to provide the equipment as specified in the bid. Q: Is owning the equipment a requirement? A: No. Ownership is not a requirement. Q: If an AV Production company can secure a team of freelancers that are known to be the best in the business would you prefer to limit a company only to use salaried employees? A: We expect the successful AV vendor to provide skilled AV technicians, whether they are salaried or freelance. Q: Will the seating in the E, W, 8, 7, 6 room be Banquet Style for the entire event? A: The style of seating is likely to be half rounds for the general session and full rounds for the Awards dinner but this is still TBD. Q: Will you have this room reserved and under security for the entire event? Or does the AV get dismantled and reset at some point during the event? A: It will be secured. No need to dismantle. Q: Will there be a Stage Set? A: We will be using risers to create a stage that is approximately 15x30.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/TREAS/IRS/NOPAP/TIRNO-09-Q-00090 /listing.html)
- Place of Performance
- Address: Hilton Dallas Lincoln Center, 5410 LBJ FWY, Dallas, Texas, 75240, United States
- Zip Code: 75240
- Zip Code: 75240
- Record
- SN01838508-W 20090610/090608234708-3b4828a099da181d4795748424573f93 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
(may not be valid after Archive Date)
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