2025 Mobile Led Screen PWS Rental.pdf

PERFORMANCE WORK STATEMENT

2 MOBILE LED SCREEN RENTAL

2025 AIR POWER OVER HAMPTON ROADS

JOINT BASE LANGLEY-EUSTIS, VA

1.0 Scope of Work

The contractor shall provide all the necessary personnel, equipment, tools, materials, supervision and any other items and services necessary to provide quantity two (2) Mobile LED Screens and operation services for the 2025 Air Power over Hampton Roads Air Show commencing on April 25th, 2025 – April 27th, 2025, located at Joint Base Langley-Eustis, VA (JBLE) as well as specified below.

2.0 Contractor Responsibilities

The Mobile LED Screens system is a visual means of displaying advertisements, schedules, updates and emergency notification messages to a large crowd. This system and associated support staff will receive cues and media to display at specific portions of the show to achieve marketing objectives or provide updates to the audience. In the event of a natural disaster, airshow emergency or weather situation, the system must be accessible and updatable, such that the Air Show staff can provide pre-created and/pre-recorded messages to the audience.

This system must interface with the sounds service provider such that message and videos match. Additionally, this system must be mobile and not affixed to the parking apron of JBLE.

3.0 Contractor Requirements

The contractor shall possess the following education, certification, and experience stated herein but not limited to:

3.1 The Mobile LED Screens system will be provided by a contractor with at least 3 years of experience supporting large venues of 20,000 spectators.

3.2 Must be staffed to support the entire show schedule, enabling rapid changes to the media displayed on their systems or be able to troubleshoot any issues that may arise.

3.3 Must have prior DoD support experience and be able to gain base access.

3.7 The mobile LED screens system must be visible from 250 ft minimum, 500 ft desired, and be clearly legible.

3.8 The system must interface with the public address system.

4.0 Mass Notification General Requirements

With the Mobile LED Screens system and associated support staff, the contractor shall be responsible for the coordination, creation, oversight, and management of:

• Acting as the Mobile LED Screens system expert, able to rapidly change alignment, displayed media and operation of the video screen.

• Consult with Air Show staff on creation messages and visual media products

• Advise management regarding the location and best alignment of the system.

• Conduct pre- Air Show tests to ensure the system is operational

• Participate in pre-show safety briefings and coordinate with the air boss, airfield management and Air Show staff.

• Provide an on-call representative, physically located within JBLE on each day of the show and practice day.

• Ensure all equipment is fully operational prior to the start of each day’s show.

• Conduct sound and visual checks prior to each show day.

• Provide all advisory services [e.g., real-time weather] to Air Show participants

• Consult as needed, with Base Operations and Base commanders, as well as any media relations, deemed necessary for the event's execution

• Coordinate and consult with Ground Boss

5.0 Government Furnished Property and Services

5.1 Lodging: The Contractor will not include a fee for Lodging. The Government will provide a non-smoking room for Contractor personnel. The Contractor will submit the number of rooms required in their official quote. The Contractor shall be responsible for paying for all sundry items consumed. Upon check-in, a credit card for each room provided will be required to cover any sundry item costs or damages to the hotel.

5.2 Transportation: The Contractor shall not include a fee for ground transportation. If required, the Government will provide a rental vehicle. The Contractor shall include in their quote vehicle request (quantity and type).

6.0 Deposits

The Government will not pay any deposits. All costs will be inclusive and will be paid in one fixed price sum at the end of the performance. Contractor will invoice via Wide Area Work Flow at the end of the event.

7.0 Donations

Air Force shows are free to the public and charge no admission. The Contractor shall not solicit donations as additional compensation from the public. The Contractor may not display or present any signage or charge for an admission fee in any way, shape, or form to tour an aircraft or display. See AFM 10-1004 for further guidance.