6923G224Q000007 AMENDMENT 0001 GRADUATION SETUP TEAR DOWN.pdf

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6923G224Q000007 - USMMA GRADUATION SET-UP/TEAR DOWN
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6923G224Q000007
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This document is a combined synopsis/solicitation for a request for quotation (RFQ) issued by the U.S. Merchant Marine Academy (USMMA) for Graduation Set-Up and Tear Down services. The solicitation is a total small business set-aside with a NAICS code of 532490 and a $35 million size standard. The performance period is from June 12, 2024 through June 25, 2024, with set-up required by June 19, 2024. The Government will award a single firm-fixed price purchase order to the technically acceptable offeror with the lowest price. Quotations are due by 9:00 AM EST on April 15, 2024, and a site visit is scheduled for April 8, 2024. The solicitation is only available electronically via the Contract Opportunities website, and offerors must be registered in the SAM database to be eligible for award.

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Solicitation 6923G224Q000007/AMENDMENT 0001 Page 3

QUESTION AND ANSWERS

1. Possibility of extending solicitation?

Answer: This is a time-sensitive requirement and as a result, we will not be extending the time frame on the solicitation at this time . All quotes are due by Monday, April 15, 2024 @ 9:00 a.m. EST as per the original solicitation.

2. Page 4 does this include stage in price too? Also, 96x40 tent 96 is this front of tent ?

reason why if you need 96 wide tent has to be 100 wide structure by 32 or 48 . if 40 front we can do 40x96 not an issue.

Answer: The cost of the stage is included with this undertaking. The tent size will be 96 feet x 40 feet, with the 96 foot side being the front of the tent for stage viewing.

There is no variance to this size.

Graduation Weekend Set Up/Tear Down - 2024

U.S. Merchant Marine Academy

Kings Point

New York 11024

April 9, 2024

STATEMENT OF WORK

1. DESCRIPTION: The Contractor shall provide all tools, labor, equipment, transportation and supervision necessary for the set-up and tear down for the 2024 Graduation which is being held at the U.S. Merchant Marine Academy Kings Point, New York 11024-1699. This contract is intended for one base year for Graduation Weekend 2024 with the addition of one (1) option year (2025) with dates for option year to be determined at a later date.

2. PERFORMANCE TIME: Period of Performance is from Wednesday, June 12, 2024, through Tuesday, June 25, 2024. Set-up may begin on Wednesday, June 12, 2024 and set-up must be completed by Wednesday, June 19, 2024. A graduation practice/walkthrough will occur on June 20, 2024. Therefore, it is crucial that the set-up is completed by Wednesday, June 19, 2024.

(Timing of lighting and sound completion may be agreed upon closer to commencement, due to weather, cost and logistical requirements - to be agreed to by the Government and Contractor prior to initiation of set-up). Graduation weekend events are scheduled for Thursday, June 20, 2024 through Saturday, June 22, 2024. Graduation Commencement Ceremony will occur at 0900 on Saturday, June 22, 2024. Removal of all equipment shall be completed by Tuesday, June 25, 2024.

3. CONTRACTOR RESPONSIBILITIES: Verify exact location of new work with the Contracting Officer’s Representative (COR). Verify conditions and dimensions at the site before ordering or delivery of material. Provide all tools, equipment, materials, transportation and labor to accomplish work. Contractor shall maintain a normal safe work area and remove all debris from the Academy when work is completed. Excess materials and waste will be disposed of in accordance with local and state ordinances. Any damage to existing facilities or appurtenances shall be repaired or replaced, in kind, by the contractor at no additional cost to the Government. No vehicles shall be driven on the sidewalks or grass unless otherwise authorized by the Contracting Officer’s Representative (COR). Note: Track must have protective covering (i.e. plywood) placed over track where equipment will cross that must be removed for graduation ceremony and placed over track for equipment breakdown.

4. COORDINATION OF WORK: Provide a set up/tear down plan to the COR three (3) days prior to the start of work.

5. PRINCIPLE FEATURES: The work to be accomplished consists of but is not limited to the following principal items. The Contractor is instructed to include all such items of work as part of his/her proposal of the work to be performed.

A. GENERAL

1. The Contractor shall field verify existing conditions prior to set-up.

2. The Contractor is required to obtain all permits and licenses necessary.

3. The work area is to be cleaned on a daily basis along with any debris.

4. No storage equipment may be left in parking areas, walkways, or visible to attendees.

5. The work shall mean to provide and install a complete finished, operating, functioning, assembly, framework, system, fixture, surface or apparatus ready for use by the government.

6. No vehicles of any kind are authorized on Tomb Field or the track. Designated areas for delivery of items will be indicated prior to set-up. There are multiple access points to the location of commencement and other Graduation Events.

Note: Track must have protective covering (i.e. plywood) placed over track where equipment will cross that must be removed for graduation ceremony and placed over track for equipment breakdown.

Project Submittals:

The Contractor shall submit specifications for all equipment to be installed to be approved by COR prior to installation.

B. PROJECT REQUIREMENTS:

GRADUATION COMMENCEMENT:

a. The Contractor shall furnish and set up 1500 white plastic chairs in locations to be determined by COR.

b. The Contractor shall furnish 100 Black formal Wooden Windsor-style (or similar) Chairs for the stage. Chair design must be approved by the COR to reflect the dignity of the event and participants.

i. 40 of which may be set-up on the outdoor stage immediately

ii. 60 will be set-up in Ackerman Auditorium on or before Thursday, 20 June for the

Awards Convocation to be held on Friday, 21 June

iii. The 60 Chairs in Ackerman Auditorium will be moved from Ackerman Auditorium to the Tomb Field Stage at 1 p.m. on Friday, 21 June. (These chairs are addressed further in the inclement weather plan.)

c. The contractor shall provide a stage with dimensions of 40 feet deep by 56 feet wide by

3 feet tall and will be constructed as directed by the COR. The stage will have two staircases on either side of the stage front with guard rails, black carpeting and a black skirt. The stage will include a 1-foot to 2-foot tier for the rear 16 feet of stage to place chairs. The tier requires a railing across the front and will require a single step up, located in the center of the tier front.

d. The contractor shall install and secure appropriate outdoor stage curtains to act as a backdrop only (none on the front of the stage). The curtains should be made of durable material such as heavy-duty polyester or canvas, fixed to fit the stage dimensions. The fabric should be a color agreed upon by the COR (based on samples to be provided by the contractor). They should avoid glare and ensure compatibility with live broadcasting/streaming or recorded videography. The curtains should be securely mounted in a manner that will allow government furnished seals or printed materials to hang in front and minimize any potential noise caused by wind.

e. The contractor shall install one "wing" tent with approximate dimensions of 96 feet wide by 40 feet deep. Tent is intended to cover the stage. The Contractor shall install a free-standing aluminum ridge tent over the stage, with approximate dimensions above and will include 15 foot of overhang on each side of the stage. There shall be no center support for this tent.

f. Contractor shall furnish and install four angle roofed tents – lower in the back than the front (for VIPs, faculty and staff) with dimensions of 20 feet by 50 feet in areas designated by the COR. Contractor shall furnish and install one additional tent for the Regimental Band with dimensions of 30 feet by 30 feet. All tents shall have eaves of ten feet with the angled-roofed tents a little higher in the front.

NOTE: NO STAKES OR OTHER DEVICES SHALL BE DRIVEN INTO ANY STONE OR ASPHALT

SURFACE. PROTECTIVE PADS (PLYWOOD OR OTHER SIMILAR MATERIAL) SHALL BE

USED FOR ALL TENT POLES, SUPPORTS AND OTHER STRUCTURES TO PROTECT BRICK,

STONE, GRASS AND OTHER SURFACES FROM DAMAGE. ADDITIONALLY, CONTRACTOR

SHALL NOT TAKE VEHICLES ONTO TOMB FIELD BUT, CAN MOVE EQUIPMENT WITH A

FIELD-TYPE FORKLIFT SO AS NOT TO DAMAGE THE FIELD SURFACE. TRACK MUST HAVE

PROTECTIVE COVERING (I.E. PLYWOOD) PLACED OVER TRACK WHERE EQUIPMENT WILL

CROSS THAT MUST BE REMOVED FOR GRADUATION CEREMONY AND PLACED OVER

TRACK FOR EQUIPMENT BREAKDOWN.

g. The contractor shall provide and install a lighting and sound package for the stage. This will include lighting for the stage, that will complement the backdrop, on-site quiet, generator set and technician on-site (technician should be available and onsite for pre-commencement rehearsals and entire event).

1. Lighting shall provide sufficient illumination for professional video recording/streaming or live broadcast.

2. Lighting shall include sufficient and appropriate fixtures to provide:

a) Lighting for the entire stage

b) Lighting at podiums to assist speakers who will be reading

c) Lighting that supports the visibility of the backdrop

3. The audio package shall provide high quality, dynamic audio across the full spectrum of aural frequencies at all the audience seating locations. The audio package shall include three (3) microphones at three (3) podiums (Center and both Sides of the Stage), wireless mic capability at the sound board for administrative use, and three (3) microphones* to capture individual commands and voice during the ceremony, two (2) additional microphones* to be placed at the band tent to pick-up and amplify the musical performance, as described by the COR (* microphones and stands, in appropriate areas)

4. The contractor shall supply media support to include a: 6 channel audio package able to distribute direct audio feeds for media; 2 EA 6' tables with chairs. (note: MaritimeTV, 3 local news stations, and the potential for larger network coverage due to potential commencement guest speakers). Contractor will be prepared to provide two (2) 8’ by 8’ by 3’, railed, skirted platforms for media camera postings. Platforms will be placed as directed by the COR.

5. The Contractor shall provide an on-site technician to operate the audio console.

6. The Contractor shall provide 200' (one hundred feet on each side of the aisle) decorative 4-foot-tall security fence and stanchions to guide and prevent guest access to designated areas (decorative/temporary 4-foot-tall white "picket" fence with center access for the "March On" (arrival of faculty, staff, and midshipmen/students.)

Waterfront Barbeque for Midshipmen – Thursday, 20 June 2024 at 4 PM

h. All set-up within this section must be completed by Wednesday 19 June 2024.

i. Contractor shall furnish and install 600 plastic chairs in location to be determined by

COR.

j. Contractor shall furnish and install two (2) tents, one approximately 50’ by 80’, and one approx. 30’ by 30’ off to the side.

k. Contractor shall furnish and install the following tables: 40 EA 8’ rectangular tables, 10 EA 6’ rectangular tables, 12 EA 60” round tables with associated umbrella package. All tables will be covered with white linen tablecloths of adequate size.

AWARDS CONVOCATION – Friday, 21 June 2024 at 0800 a.m.

l. The contractor shall furnish and set up 60 (of 100 total) Black Wooden Windsor-style chairs (or similar) in location to be determined by COR. (See Section B. b. i. ii. iii)

INCLEMENT WEATHER PLAN (Optional)- O'HARA HALL / GYMNASIUM (Inclement Weather Plan location

An option of inclement weather plan is being established and will be decided by 31 May

2024. This inclement weather plan will include an indoor set-up in the gymnasium of O'Hara Hall. (Please provide cost and planning).

1. Contractor shall furnish/set-up 2050 white plastic chairs, location to be determined by COR.

NOTE: No unprotected fixtures shall be used on the gymnasium floor. The chairs must have clear non-marring glides on the legs to prevent scuffs and gouging of the finished Gymnasium wood floor.

.2. Provide a stage with dimensions of 36'wide x 24'deep x 3'tall. Stage will be constructed as directed by COR. Stage will have two staircases on either side with guard rails, black carpeting and a black skirt.

3. Contractor will install large US Flag or another backdrop. Size and price to be agreed upon in advance.

4. Contractor will move black chairs from the outdoor stage to the indoor stage. This number will be determined by the COR.

5. Lighting shall provide sufficient illumination for professional video streaming/recording and live broadcast. Lighting shall include sufficient, appropriate fixtures to provide:

a. Key lighting for two (2) podiums

b. Lighting for the entire stage

c. Back Lighting for the stage backdrop

6. The audio package shall provide high quality, dynamic audio across the full spectrum of aural frequencies at all the audience seating locations. (Government Furnished Equipment:

contractor may utilize professional sound system available inside O'Hara Hall like the outdoor set-up - no alterations or improvements will or should be made)

7. The audio package shall include two (2) microphones at two (2) podiums.

8. The contractor shall supply media support to include: 6 channel audio package able to distribute audio signals for press feeds; 2 risers for cameras; 2EA 6' tables with chairs

9. The Contractor shall provide an on-site technician to operate the audio console.

6923G224Q000007 AMENDMENT 0001 GRADUATION SETUP TEAR DOWN
Binder2 AMENDMENT 0001
Binder1.pdf
Solicitation 6923G224Q000007 AMENDMENT 000001 QA
SOW GRADUATION SETUP TEAR DOWN FY 2024 option 2025 VCB 9 APR

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