03-2022_SOW_AU Booth -V4.pdf

STATEMENT OF WORK

AIR UNIVERSITY BOOTH STORAGE, SHIPPING, AND SETUP/TEARDOWN

MULTIPLE LOCATIONS

Mrs. Patricia Roberson / 334-953-1341 patricia.roberson@us.af.mil

Date: 1 December 2021

1. Summary Air University has a requirement to contract Exhibit Services for storage, shipping, and setup and teardown related to the AU Booth for major events and conferences. The purpose of the Statement of Work (SOW) is to convey the type and efforts to support these services.

1.1. The contractor shall provide funding, oversight, personnel, and services required to support the storage of the AU Booth, provide shipping logistics to three (3) national events or conferences per/year, provide personnel to setup and teardown the AU Booth at the three indicated annual conferences, provide funding for the Exhibit Services requirement of the setup and teardown and then provide shipping logistics for the return shipping to storage facility of the contractor

1.2. Annual Conferences

Conference selection may adjust according to Air Force (AF) / Air University (AU) priority at no additional cost to the government.

1.2.1.1. AFA - Air Warfare Symposium, Orlando, Florida – March 2-4, 2022

1.2.1.2. Space Symposium, Colorado Springs, Colorado – April 4-7, 2022

1.2.1.3. AFA - Air, Space and Cyber Conference, National Harbor, Maryland –

September 19-21, 2022

2. Storage. The contractor shall store the AU Booth at a secure facility when it is not being used at events.

2.1. The AU Booth storage area shall:

2.1.1. Be secured at all times, except during official use and transport.

2.1.2. Keep the booth clean and functional condition during storage.

2.1.3. Be climate controlled and protect against outside environmental elements such as mold, mildew, rust, and corrosion.

2.2. Unacceptable storage condition. The contractor shall notify the point of contact listed in paragraph 9 if booth is unsecured or unable to be secured, damaged, dirty, or is in non-functional condition.

3. Shipment to and from events.

Contractor is responsible for all logistics and delivery expenses associated with getting the AU Booth from the storage facility to and from each conference center location listed in paragraph 1.1.

Shipping costs will not be billed to the government until the month prior to the scheduled event. The government will not be charged shipping costs for events that are cancelled.

3.1. Contractor will coordinate and schedule with each conference center and shipping company of choice, the transportation of the AU Booth to and from each conference location. The contractor shall:

3.1.1. Ensure AU Booth arrives safely and timely at each location and is setup prior to the start of each scheduled conference.

3.1.2. Ensure AU Booth is torn down and packaged in a timely manner to not incur additional fees.

3.1.3. Contractor is liable for all incurred fees that result from setup or tear down delays.

3.1.4. Ensures AU Booth arrives safely at storage facility after each conference. Vendor must inspect AU Booth for damage. Damages found must be immediately reported to government Point of Contact listed in paragraph 9.

3.1.5. Contractor will abide by all requirements established by each conference venue.

3.2. Cases/Packing and Shipping. Contractor is responsible for ensuring cases and packing containers are always in necessary condition and meet the needs for long distance shipping and transportation.

3.3. AU Booth shipping Dimensions. The AU Booth can be packaged and shipped using five crates with the following dimensions (in inches) and weight:

3.3.1. 98x47x53 crate weighing 1324 pounds

3.3.2. 98x 47x54 crate weighing 1160 pounds

3.3.3. 97x47x54 crate weighing 756 pounds

3.3.4. 98x47x 46 crate weighing 1898 pounds

3.3.5. 98x47x53 crate weighing 1852 pounds

4. Conference Setup/TearDown Requirements.

4.1. Contractor shall provide oversight and personnel required to setup and teardown the AU

Booth. Contractor is responsible for all logistics and expenses associated with the setup and teardown of the AU Booth including but not limited to expenses such as hanging or rigging signs, obtaining carpet for the booth space, transferring cases/crates to and from the exhibit space from the loading dock, and storing shipping crates/cases during each event.

4.2. Setup/Teardown costs will not be billed to the government until the month prior to the scheduled event. At any time the government may choose to cancel an event at no cost to the government. If an event is cancelled, the contractor will be notified well in advanced of the scheduled conference. The government will not be charged setup/teardown costs for events that are cancelled.

4.3. Contractor will coordinate with the conference venue to ensure the delivery of the cases/crates to and from the receiving dock to the exhibitor’s booth space and is responsible for any associated costs.

4.4. Contractor is responsible for coordinating and getting the layout/square footage for the AU Booth from the booth POC listed in paragraph 9 for each conference. Contractor will setup AU Booth using requested layout provided by the POC listed in paragraph 9.

4.5. The contractor will coordinate and schedule with each conference center rigging of the AU Booth sign and carpet for the booth space. Contractor is responsible for all expenses associated with these services.

5. Conference Booth Layout/Size. Outlined below are the requirements for each conference.

5.1. AFA - Air Warfare Symposium, Orlando, Florida – March 2-4, 2022. Booth size is

20 x 20; with overhead sign 10'x 4' (square).

5.1.1. NON-PERSONAL SERVICES: The contractor shall provide or coordinate with conference venue all rigging equipment, other equipment (ex. forklift), materials, rentals, labor, and supervision to hang 10'x 4' (square) overhead booth sign at the AFA Conference for Air Warfare Symposium, Orlando, Florida – March 2-4, 2022 in accordance with the services vendor.

5.1.2. MATERIAL HANDLING. The contractor will fund and coordinate with conference venue to:

5.1.2.1. Deliver the cases/crates from the receiving dock to the exhibitor’s booth.

5.1.2.2. Store the cases/crates and extra products on-site or close by during the show.

5.1.2.3. Deliver the empty cases/crates back to the booth space for the exhibit dismantle.

5.1.2.4. Transfer cases/crates from the booth back to the receiving dock so the freight company can pick them up.

5.1.3. CARPET. The contractor will fund and coordinate with conference venue to obtain (20x20) carpet for booth space (white or gray in color) with level #2 or double layer padding to accommodate standing and provide comfort for standing 8 to 10 hours a day.

(Level #2 is define as medium grade, if there are 3 levels; or double layer padding).

5.2. Space Symposium, Colorado Springs, Colorado – April 4-7, 2022. Booth size is 30 x 30; with overhead sign 10'x 4' (square).

5.2.1. NON-PERSONAL SERVICES : The contractor shall provide or coordinate with rentals, labor, and supervision to hang 10'x 4' (square) overhead booth sign at the Space Symposium, Colorado Springs, Colorado – April 4-7, 2022 in accordance with the services vendor.

5.2.2. MATERIAL HANDLING: The contractor will fund and coordinate with conference venue to:

5.2.2.1. Deliver cases/crates from the receiving dock to the exhibitor’s booth.

5.2.2.2. Store the cases/crates and extra products on-site or close by during the show.

5.2.2.3. Deliver the empty cases/crates back to the booth space for the exhibit dismantle.

5.2.2.4. Transfer cases/crates from the booth back to the receiving dock so the freight company can pick them up.

5.2.3. CARPET. The contractor will fund and coordinate with conference venue to obtain (30x30) carpet (white or gray in color) with level #2 or double layer padding to accommodate standing and provide comfort for standing 8 to 10 hours a day.

5.3. AFA - Air, Space and Cyber Conference, National Harbor, Maryland – September 19-21, 2022. Booth size is 30 x 30; with overhead sign 10'x 4' (square).

5.3.1. NON-PERSONAL SERVICES: The contractor shall provide or coordinate with rentals, labor, and supervision to hang 10'x 4' (square) overhead booth sign at the AFA- Air, Space and Cyber Conference, National Harbor, Maryland – September 19-21, 2022 in accordance with the services vendor.

5.3.2. MATERIAL HANDLING: The contractor will fund and coordinate with conference venue to:

5.3.2.1. Deliver cases/crates from the receiving dock to the exhibitor’s booth.

5.3.2.2. Store the cases/crates and extra products on-site or close by during show.

5.3.2.3. Deliver the empty cases/crates back to the booth space for the exhibit dismantle.

5.3.2.4. Transfer cases/crates from the booth back to the receiving dock so the freight company can pick them up.

5.3.3. The contractor will fund and coordinate with conference venue to obtain (30x30) carpet (white or gray in color) with level #2 or double layer padding to accommodate standing and provide comfort for standing 8 to 10 hours a day.

5.4. Conference Layout Requirements for all events.

5.4.1. Workstations. At each conference setup six (6) modular workstations that include:

5.4.1.1. LED lighting configured to each workstations and overhead.

5.4.1.2. Desktop space

5.4.1.3. Graphic functionality

5.4.1.4. Monitors that are appropriate in size to the width of panel walls

5.4.1.5. Monitors must be mounted (mounting equipment included).

5.4.1.6. Storage space

5.4.2. Lobby/Meeting Area within exhibit area to allow for seated discussions.

5.4.2.1. Seating area suitable for approximately 12-15 people.

5.4.3. Storage. Setup additional storage for all booth sizes; 20 x 20 and 30 x 30 booth space; capability, 6’-8’ in width.

5.4.3.1. Storage area door access should be setup.

5.4.4. Wire management. Incorporate wire storage, simple and out-of-sight wiring management.

5.4.5. Panel/Graphics Placement.

Contractor will provide a graphics map prior to each conference. Panels supporting AU organizations and schools must be able to incorporate and exchange Air University’s organizational logos.

5.4.5.1. Support all AU organizations and schools. Capability to exchange or replace.

5.4.5.1.1. Air Force Institute of Technology

5.4.5.1.2. Air War College

5.4.5.1.3. Air Force Cyber College

5.4.5.1.4. Air Force Culture and Language Center

5.4.5.1.5. Squadron Officer School

5.4.5.1.6. Barnes Center

5.4.5.1.7. The Community College of the Air Force

5.4.5.1.8. Holm Center

5.4.5.1.9. Air Force Reserve Officer Training Corps (ROTC)

5.4.5.1.10. Air Force Junior Reserve Officer Training Corps (JROTC)

5.4.5.1.11. LeMay Center

5.4.5.1.12. Doctrine Development

5.4.5.1.13. USAF Center for Strategic Leadership Communication

5.4.5.1.14. AU Press

5.4.5.2. Customer must have the ability to redesign graphic walls to meet Air Force and Air University communication themes using existing panels or newly acquired at no additional cost to the government. Newly acquired panels will be shipped by the government to the storage facility at the government’s expense. Upon receipt of the new panel(s) the contractor will add the new panel(s) to the AU Booth inventory and store it along with the other panels as part of the AU Booth at no additional cost to the government.

5.4.5.3. Graphics Height. Position of graphics is not to exceed 14’ for actual booth or structures, does not include overhead display

5.4.6. Storage After Setup. Contractor is responsible for all material handling at the

Exhibit Hall and Conference location.

5.4.6.1. Delivering the AU Booth cases/crates to the booth space for exhibit assembly.

5.4.6.2. Securing storage of empty cases/crates and extra products on-site or close by during the show.

5.4.6.3. Delivering the empty cases/crates back to the booth space for exhibit dismantle.

5.4.6.4. The transferring of cases/crates from the booth back to the receiving dock so that the freight company can pick up.

6. Period of Performance. The period of performance shall include a 12-month base period, plus four (4) option year periods.

7. Point of Contact (POC). Mrs. Patricia Roberson, patricia.roberson@us.af.mil, 334-953- 1341.

8. Service Summary

Performance Objective PWS Para Performance Threshold AU Booth Storage 2. Contractor will ensure AU Booth is properly stored and is kept clean and functional 100% of the time.

Customer Notification 2.2.

3.1.4.

Contract will notify the customer if booth is unsecured or unable to be secured, damaged, dirty, or is in non-functional condition 100% of the time.

AU Booth Setup 4.4. Setup AU Booth using requested layout provided by government POC 90% accurately.

AU Booth Delivery 3.1. Contractor will ensure AU Booth arrives safely and timely at each location and is setup prior to the start of each scheduled conference 100% of the time.

9. SECURITY REQUIREMENTS

SECURITY REQUIREMENTS FOR UNCLASSIFIED SERVICES ONLY (No CAC REQUIRED)

9.1. Contractor Notification Responsibilities: The contractor shall notify the contracting office within 30 days before on-base performance of the service. The notification shall include:

a. Name, address, and telephone number of contractor representatives.

b. The contract number and contracting agency.

c. The location(s) of service performance and future performance, if known.

d. The date service performance begins.

e. Any change to information previously provided under this paragraph.

9.2. Reporting Requirements: The contractor shall comply with AFI 71-101, Volume-1, Criminal Investigations, and Volume-2, Protective Service Matters, requirements. Contractor personnel shall report to the Contracting Officer Representative (COR), any information or circumstances of which they are aware may pose a threat to the security of DoD personnel, contractor personnel, resources, and classified or unclassified defense information. Contractor employees shall be briefed by their immediate supervisor upon initial on-base assignment and as required thereafter.