Amendment 3 - Final.pdf

(x)

6923G226Q000005 x x

1 copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted ; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGEMENT TO BE

RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR

OFFER. If by virtue of this amendment you desire to change an offer already submitted , such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

x

6923G2

KINGS POINT NY 11024-1699

300 STEAMBOAT ROAD

USMMA PROCUREMENT

MARITIME ADMINISTRATION

6923G226Q00000504/29/20260003

13. THIS ITEM ONLY APPLIES TO MODIFICATION OF CONTRACTS/ORDERS. IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

12. ACCOUNTING AND APPROPRIATION DATA (If required) is not extended.is extended, Items 8 and 15, and returning

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended , by one of the following methods: (a) By completing

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

FACILITY CODE CODE

10B. DATED (SEE ITEM 13)

10A. MODIFICATION OF CONTRACT/ORDER NO.

9B. DATED (SEE ITEM 11)

9A. AMENDMENT OF SOLICITATION NO.

CODE

8. NAME AND ADDRESS OF CONTRACTOR (No., street, county, State and ZIP Code)

7. ADMINISTERED BY (If other than Item 6)CODE 6. ISSUED BY

PAGE OF PAGES

4. REQUISITION/PURCHASE REQ. NO.3. EFFECTIVE DATE2. AMENDMENT/MODIFICATION NO. 5. PROJECT NO. (If applicable)

1. CONTRACT ID CODE

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

04/09/2026

CHECK ONE A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority) appropriation data, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

E. IMPORTANT: Contractor is not is required to sign this document and return __________________ copies to the issuing office.

ORDER NO. IN ITEM 10A.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

The purpose of this Amendment is to upload the revised SOW based on the RFI clarifications.

A. Attachment 2 is hereby replaced with Attachment 6, strikethrough copy below.

B. Provide overhead view of commencement set-up, nothing else to follow.

C. No other changes to the terms of this solicitation.

NOTE: Offerors must sign/acknowledge all posted amendments.

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)15A. NAME AND TITLE OF SIGNER (Type or print)

15C. DATE SIGNED 16B. UNITED STATES OF AMERICA 15B. CONTRACTOR/OFFEROR 16C. DATE SIGNED

(Signature of person authorized to sign) (Signature of Contracting Officer)

AMIT NARINE

STANDARD FORM 30 (REV. 11/2016)

Prescribed by GSA FAR (48 CFR) 53.243

Previous edition unusable

Except as provided herein, all terms and conditions of the document referenced in Item 9 A or 10A, as heretofore changed, remains unchanged and in full force and effect .

STATEMENT OF WORK

Graduation Weekend Set Up/Tear Down 2026

CAO20260107

U.S. MERCHANT MARINE ACADEMY

KINGS POINT, NEW YORK

FY 2026

Academy Contacts:

Department of Maintenance & Repair

U.S. DEPARTMENT OF TRANSPORTATION

MARITIME ADMINISTRATION

U.S. MERCHANT MARINE ACADEMY

1. BACKGROUND

The U.S. Merchant Marine Academy (USMMA), located in Kings Point, New York, hosts its annual Graduation (Commencement) Ceremony as a signature event celebrating the achievements of its midshipmen. This multi-day event includes the Awards Convocation, Waterfront Barbecue, and the Commencement Ceremony on Tomb Field. These activities require precise coordination and professional execution to uphold the Academy’s traditions and ensure a dignified experience for graduates, families, faculty, and distinguished guests.

Due to the complexity and scale of these events, the Academy requires a contractor to provide comprehensive logistical and technical support, including staging, seating, tenting, audio-visual systems, ADA-compliant accessibility measures, and contingency planning for inclement weather. This effort is critical to maintaining operational integrity, safety, and ceremonial standards.

2. PURPOSE

The purpose of this Statement of Work (SOW) is to define the requirements for Graduation Weekend setup and teardown services. The contractor will ensure all event components meet ceremonial, technical, and accessibility standards while safeguarding Academy property and complying with applicable regulations.

3. SCOPE

The contractor shall provide all labor, tools, equipment, materials, transportation, and supervision necessary to execute:

a. Event Setup and Teardown for all scheduled activities.

b. Technical Support for audio, lighting, teleprompters, and media/broadcast systems.

c. Site Protection for turf, track, and pedestrian areas.

d. Accessibility and Safety measures, including ADA seating.

e. Contingency Planning for inclement weather relocation to Ackerman Auditorium.

f. Post-Event Cleanup, including magnetic sweep of Tomb Field.

g. Compliance and Coordination with COR directives and schedule requirements in

Appendix A.

4. PERIOD OF PERFORMANCE

4.1 Base Year:

a. The period of performance is from Wednesday, June 10, 2026 through Thursday, June 25, 2026.

b. Set-up may begin Wednesday, June 10, 2026 and shall be completed no later than Wednesday, June 17, 2026.

c. All equipment removal and site restoration shall begin on June 20, 2026, and be completed no later than Thursday, June 25, 2026.

4.1 Option Year:

a. The option period, if exercised, will be in June of 2027. Specific dates are to be determined (TBD).

5 PLACE OF PERFORMANCE

U.S. Merchant Marine Academy Kings Point, 300 Steam Boat Road, Kings Point, NY 11024-1699.

6 GENERAL REQUIREMENTS

6.1 Only the Contracting Officer (CO) possesses the authority to approve any changes that result in additional cost, funding modifications, or other cost-incurring actions under this contract. The Contracting Officer’s Representative (COR) may provide technical direction and oversight concerning scope, schedule, staffing, performance, and technical requirements; however, such direction shall not alter the contract price or result in additional cost to the Government. Any change that affects cost, funding, or contractual terms must be authorized in writing by the Contracting Officer prior to implementation.

6.2 The Contractor shall verify the exact location of all work with the Contracting Officer’s Representative (COR) prior to commencement. The Contractor shall confirm site conditions and dimensions before ordering or delivering materials. The Contractor shall furnish all tools, equipment, materials, transportation, and labor necessary to perform the work in accordance with this Statement of Work.

6.3 The Contractor shall maintain a safe work area at all times and shall remove all debris from the Academy at the end of each workday and upon completion of the period of performance.

6.4 Excess materials and waste shall be disposed of in compliance with all applicable local and state regulations, at no additional cost to the government.

6.5 Any damage to existing facilities, surfaces, or appurtenances caused by the Contractor shall be repaired or replaced in kind at no additional cost to the Government. The Contractor is fully responsible for:

6.5.1 Surface Damage Accountability: All damage resulting from noncompliance with protective measures or inadequate protection.

6.5.2 Restoration Standard: Surfaces must be restored to their original condition, including turf, track, pavement, and any impacted infrastructure.

6.5.3 Timeline for Correction: Repairs or restoration shall be completed within 30 calendar days of written notice from the Contracting Officer (CO).

6.5.4 Cost Responsibility: All corrective actions shall be performed at no cost to the

Government.

6.6 Vehicles shall not be driven on sidewalks or grass unless specifically authorized by the

COR.

6.7 No vehicles shall be permitted on Tomb Field artificial surface or the running track. (Field-type forklifts may be used only when approved by the COR and only with surface protection in place).

6.8 The Contractor shall provide and implement a Protective Plan for all turf and track areas.

This plan shall include plywood or equivalent protective material for all equipment crossings and resting points, cable ramps or covered raceways, and tent ballast approaches.

Protective coverings shall be installed in accordance with the approved plan; coverings shall be reinstalled for equipment breakdown as required.

6.8.1 Primary Material:

a. Plywood sheets (minimum ¾-inch thickness) for all equipment crossings, resting points, and staging areas.

6.8.2 Equivalent Protective Materials: Acceptable alternatives include:

a. Heavy-duty composite ground protection mats (e.g., DuraDeck, AlturnaMATS) rated for vehicular and equipment loads.

b. Interlocking HDPE or reinforced plastic panels designed for turf and track protection.

6.9 Protective coverings shall be installed in accordance with the approved Protective Plan.

Temporary protective covering may only be removed once set-up is completed; coverings shall be reinstalled for equipment breakdown as required.

6.10 Track and turf surfaces shall be protected wherever equipment crosses or rests. No stakes shall be driven into asphalt, stone, or turf surfaces. Protective pads and ballast shall be used for all tent supports and umbrellas. For anchoring or structured equipment placed on the track or turf (e.g., cement blocks for tent stability, stage or stair structures), appropriate protective covering shall be installed.

6.11 The Contractor shall be responsible for the secure, weatherproof storage and covering of all equipment remaining onsite overnight. The Contractor shall ensure that all equipment is protected from environmental exposure. Additionally, the Contractor shall maintain a signed inventory of all Government-furnished property in its custody.

7 SAFETY/ADA COMPLIANCE

7.1 The Contractor shall provide protective cable ramps or covered raceways across pedestrian routes and secure all cabling. All temporary coverings shall be ADA-compliant and removable only with COR approval during ceremonies.

7.2 ADA seating and companion seats: Contractor shall provide an ADA seating plan with accessible routes and reserved companion seats for COR approval, and shall implement ramps, platform access, and sightlines as required.

8 POST-EVENT TOMB FIELD TURF CLEANUP AND SAFETY INSPECTION

8.1 The Contractor shall perform post-event cleanup of the Field Turf immediately following the conclusion of the event and prior to the field being released back to the Government for use. Cleanup shall include, at a minimum, the complete removal of all debris, equipment, fasteners, screws, nails, metal fragments, wire, or any other foreign or potentially hazardous materials introduced as a result of Contractor operations.

8.2 Standards and Acceptance-

The field shall be returned in a clean, debris-free, and safe condition, suitable for immediate athletic use. Completion of cleanup and magnetic sweeping shall be subject to inspection and acceptance by the Contracting Officer’s Representative (COR). Any deficiencies identified by the COR shall be corrected by the Contractor immediately, at no additional cost to the Government.

8.3 Magnetic Sweep Requirement-

The Contractor shall conduct a comprehensive magnetic sweep of the Field Turf using commercially appropriate magnetic detection and collection equipment designed to locate and remove ferrous materials. The magnetic sweep shall cover the entire turf surface, and any adjacent areas impacted by Contractor activities, including but not limited to staging, setup, breakdown, and equipment movement paths.

8.4 Direction and Timing-

All cleanup and magnetic sweeping activities shall be performed at times and in the manner directed by the COR. Failure to complete the required cleanup to the satisfaction of the COR may result in corrective action in accordance with the terms of the contract.

9 SUBMITTALS

The Contractor shall prepare, submit, and implement the following deliverables in accordance with the timelines and requirements specified herein. All submittals shall be provided to the Contracting Officer’s Representative (COR) for review and written approval prior to execution.

9.1 Load-In/Load-Out Plan

The Contractor shall submit a detailed plan identifying vehicle staging areas, hand-cart routes, and protective matting for all equipment movement. This plan shall be provided no later than thirty (30) calendar days prior to mobilization for COR review and comments.

9.2 Wireless Frequency Coordination Plan

The Contractor shall provide a comprehensive wireless frequency coordination plan for all wireless systems utilized during the event, including an interference mitigation strategy to ensure uninterrupted operation.

9.3 Microphone Inventory and Stage Plot

The Contractor shall submit a complete inventory of all microphones, including make, model, and quantity, along with a stage plot and monitor plan for Commencement. The submittal shall include placement diagrams and technical specifications.

9.4 Inclement Weather Contingency Inventory

The Contractor shall provide a contingency inventory for the Inclement Weather Plan, including a detailed gear list, quantities, and mobilization timeline necessary to achieve Commencement parity in Ackerman Auditorium.

9.5 Protective Plan for Turf and Track Areas

The Contractor shall develop and submit a Protective Plan for all turf and track surfaces.

The plan shall include the use of plywood or equivalent protective material for all equipment crossings and resting points, cable ramps or covered raceways, and tent ballast approaches. Protective coverings shall be installed in accordance with the approved plan and may only be removed during ceremonies with COR approval. Coverings shall be reinstalled for equipment breakdown as required.

9.6 The contractor shall submit curtain color/ material samples for review and approval by COR 10-days after contract award.

9.7 Government Seal Mounting Design

9.8 Seating Plan

Deliverable Number

Description Due Date Format

9.1

Load-In/Load-Out Plan

30 days after contract award PDF

9.2 Wireless Frequency Coordination Plan 30 days after contract award PDF

9.3 Microphone Inventory and Stage Plot 30 days after contract award PDF

9.4 Inclement Weather Contingency

Inventory 30 days after contract award PDF

9.5 Protective Plan for Turf and Track

Areas

30 days after contract award PDF

9.6

Curtain Color/Material Samples

10 days after contract award PDF

9.7 Government Seal Mounting Design 30 days after contract award PDF

9.8 Seating Plan 30 days after contract award PDF

10 EVENT REQUIREMENTS

10.1 AWARDS CONVOCATION

Location: Ackerman Auditorium The Awards Convocation is a separate indoor event distinct from the Graduation Commencement Ceremony. Audio, media, broadcast, teleprompter, and inclement weather requirements associated with the Graduation Commencement Ceremony do not apply to the Awards Convocation unless explicitly directed in writing by the COR.

a. The Contractor shall furnish and set up sixty (60) black wooden Windsor-style chairs (or Government-approved equivalent) for stage use, as directed by the COR.

b. Chairs must be free of visible damage, have rubber foot caps, and be staged on protective floor coverings.

c. Final chair layout must be approved in writing by the COR no later than 24 hours prior to the event.

10.2 WATERFRONT BARBECUE FOR MIDSHIPMEN

The Contractor shall furnish, deliver, install, and later remove the following equipment, as directed by the COR:

10.2.1 Approximately six hundred (600) folding plastic chairs.

10.2.2 Two (2) tents, one approximately 50 feet by 80 feet and one approximately 30 feet by 30 feet.

10.2.3 Forty (40) 8-foot rectangular tables.

10.2.4 Ten (10) 6-foot rectangular tables.

10.2.5 Twelve (12) 60-inch round tables with associated umbrella packages.

10.2.6 Umbrellas shall be secured using ballast only, with no staking into turf or paved surfaces.

10.2.7 All tables shall be covered with clean, white linen tablecloths of adequate size.

10.2.8 Both tents shall include adequate lighting installed underneath.

10.2.9 Lighting shall be an average ~15 foot-candles (~161 lux) ensures guests can eat, read, and socialize comfortably.

10.2.10The Contractor shall also furnish and install strings of colored lights from the Paint

Locker to stretch over the stairs leading to the pool, as directed by the COR.

10.2.11All chairs, tables, tents, linens, and accessories shall be clean, undamaged, and suitable for ceremonial use.

10.2.12 Setup shall provide adequate spacing for guest circulation and ADA-accessible routes, as coordinated with the COR.

10.3 GRADUATION COMMENCEMENT CEREMONY

Location: Tomb Field

10.4 COMMENCEMENT STAGE

10.4.1 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.

10.4.2 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 back and will require a single step up, located in the center of the tier front. The tier shall be identified with appropriate markings for safety purposes.

10.5 STAGE CURTAINS (Navy Blue or Black)

The Contractor shall furnish and install outdoor stage backdrop curtains constructed of durable, non-glare material such as heavy-duty polyester or canvas, sized to fit the full stage dimensions. The backdrop shall:

10.5.1 Visual Standards: Be free of glare or reflective surfaces to ensure compatibility with professional video recording, live broadcast, and streaming.

10.5.2 Mounting Requirements: Curtains shall be securely mounted as a backdrop only (no front-stage draping) and engineered to remain stable under normal and adverse weather conditions.

10.5.3 Support Capability: The mounting system shall be capable of supporting Government-furnished seals or signage without risk of failure.

10.5.4 Appearance: Curtain color and finish shall be approved by the COR in accordance with section 9.6 of this PWS.

10.6 STAGE TABLES

The Contractor shall furnish and place four (4) rectangular tables on the Commencement stage, each dressed with appropriate tablecloths, for the placement of diploma holders and diploma tubes. Table placement and orientation shall be coordinated with and approved by the Contracting Officer’s Representative (COR).

10.7 COMMENCEMENT TENTS

The contractor shall supply and install the following tents:

10.7.1 One (1) "wing" tent with approximate dimensions of 96 feet wide by 40 feet deep. Tent is intended to cover the stage. The tent shall be 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.

10.7.2 Four (4) 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.

10.7.3 One (1) tent for the Regimental Band with dimensions of 30 feet by 30 feet.

10.7.4 All tents shall have eaves of ten feet with the angled-roofed tents a little higher in the front.

10.8 COMMENCEMENT SEATING

The Contractor shall furnish and install the following chairs:

10.8.1 Approximately 1,500 folding white plastic chairs for audience seating. Chair placement and orientation shall be coordinated with and approved by the Contracting Officer’s Representative (COR).

10.8.2 100 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.

a. 40 of which may be set-up on the outdoor stage immediately for the band’s tent identified in 10.7.3.

b. 60 will be set-up in Ackerman Auditorium on or before 1500 hours on Wednesday, 17 June for the Awards Convocation to be held on Thursday, 18 June.

c. 60 Chairs will be set up on the Tomb Field Stage on Thursday, June 19, 2026.

10.9 FLAG HOLDERS

Contractor shall move and setup two government furnished flag holder boxes on Tomb field as directed by the COR. The two flag holders are about 5ft by 3ft by 2ft. Items are located in the Academy Motor Pool.

10.10 DIPLOMA, TABLES, HANDLING, & POST-CEREMONY RELOCATION

The Contractor shall provide logistical support for diploma staging, movement, and post-ceremony return as follows:

10.10.1 Pre-Ceremony Diploma Placement (Commencement Day)

On the day of the Graduation Commencement Ceremony, the Contractor shall provide labor support no later than one (1) hour prior to the start of the ceremony to:

a. Retrieve diploma holders and diploma tubes from the Registrar’s Office, as directed by the COR. There are approximately 200 diploma

b. Transport and place all diploma holders and tubes onto the four (4) stage tables in an orderly and secure manner.

10.10.2 Post-Breakfast / Morning Gathering Diploma Placement (Wiley Hall & O’Hara Room) Following the scheduled morning breakfast or gathering in Wiley Hall, the Contractor shall provide labor support to:

a. Retrieve boxed diplomas from the Registrar’s Office.

b. Transport and place the boxes of diplomas onto the designated table(s) in the O’Hara Room, as directed by the COR.

10.10.3 Post-Ceremony Diploma Return and Storage

After the Graduation Commencement Ceremony concludes and all personnel have cleared the stage, the Contractor shall:

a. Remove remaining diploma holders from the stage.

b. Transport and place the diploma holders in Wiley Hall, positioned in the second-deck hallway adjacent to the Academic Dean’s Office, as directed by the COR.

c. All diploma handling shall be performed with care to prevent damage, loss, or misplacement.

d. The Contractor shall coordinate timing and access with the COR and Registrar’s Office staff.

10.11 GOVERNMENT SEAL MOUNTING SYSTEM

The Contractor shall furnish and install a secure mounting system for the large Government seal provided by USMMA. The seal is 5-ft in diameter, weighing approximately 125 lbs. and is constructed of plastic signboard. The system shall meet the following requirements:

10.11.1 Positioning: The seal shall be displayed centered in front of the backdrop, visually unobstructed, and aligned with the stage centerline.

10.11.2 Structural Integrity: The mounting system must safely support the full weight of the seal and remain stable under normal and foul weather conditions, including wind and precipitation.

10.11.3 Tethering: The seal shall be hung and tethered to prevent movement, vibration, or damage during the event.

10.11.4 Curtain Position: When the seal is installed, the backdrop curtains shall remain closed and shall not be opened.

10.11.5 Load Engineering: The entire setup—including backdrop and mounting hardware—must be engineered to handle the combined load without risk of failure or compromise.

10.11.6 Approval: Contractor shall submit mounting design and load specifications to the COR for review in accordance with section 9.7 of this PWS prior to installation.

Note: The seal is located in Ackerman Auditorium and may be removed no earlier than 1200 hours on Thursday, June 18, 2026, and shall be reinstalled no later than June 25, 2026, following the Graduation Commencement Ceremony.

10.12 POWER REQUIREMENTS

The Contractor shall provide a quiet generator set specifically designed for ceremonial use, live broadcast, and audio production. The generator shall meet the following standards:

10.12.1 Noise Control:

a. Operate at a sound level of 60 dB(A) or less at 23 feet (or equivalent industry standard for “quiet” generators).

b. Be equipped with sound baffling, acoustic enclosures, or barriers to prevent noise intrusion into the event area.

10.12.2 Power Quality:

a. Deliver stable, clean power suitable for sensitive audio/visual equipment, with voltage regulation and low harmonic distortion.

b. Include redundant power distribution for critical systems (audio, lighting, broadcast).

10.12.3 Positioning:

a. Generator shall be placed in a location approved by the COR, away from guest areas and sightlines, with adequate ventilation and safety clearance.

b. Cables shall be routed through protected raceways or ramps to maintain ADA compliance and prevent trip hazards.

10.12.4 Fuel & Safety:

a. Contractor shall ensure sufficient fuel for continuous operation during all event activities.

b. Comply with all local fire and safety codes for temporary power installations.

10.13 AUDIO SYSTEM RESPONSIBLITY (Commencement Only)

10.13.1The Contractor is responsible for providing a fully engineered audio system suitable for a large outdoor stadium environment, including redundancy (to include hard-wired microphones in case wireless microphones fail), environmental mitigation (e.g., wind and overhead air traffic), and contingency planning. The Contractor shall mitigate ambient noise through microphone selection, windscreens, pop filters, equalization, compression, and other techniques as required.

10.13.2Audio requirements shall include distance-measured speaker delay capability, clearly defined and independently managed inputs and outputs, near-field stage monitors, audio over Ethernet capability for broadcast and media feeds, and full wired backups for all wireless systems.

10.13.210.13.3 Speaker Specifications - Main PA:12-15 inch speakers of approximately 1200-2000 Watts with full range frequency drivers; main PA will all need to be capable of setting delays based on the distance from the stage level PA to the audience seating PA; stage monitors (3) 8-inch speakers of approximately 500-1000 W; audience level PA must be capable of angling to point directly at the middle of stadium seating.

10.14 MICROPHONES, FREQUENCY COORDINTATION & MONITORING

10.14.1The Contractor shall provide microphone inventory details and placement maps, including make/model of all microphones, a wireless frequency coordination plan, and a stage mic map indicating exact locations for podium microphones, command and cue microphones, Regimental Band microphones, ensemble microphones, and monitor sends.

10.14.2Provide, at a minimum, three (3) microphones at podiums (center and both sides of the stage), three (3) microphones to capture commands and spoken cues during the ceremony, and two (2) elevated cardioid condenser microphones with wind mitigation on 8-foot weighted stands for band/ensemble capture.

a. For the Regimental Band, microphone stands must be 8 feet high where applicable.

b. All wireless systems must have full wired backups and spares.

c. Provide three (3) audio reference monitors (speakers): one on stage near the primary narrator (wedge type, low volume), one for the band conductor, and one in the press/broadcast booth.

10.15 COMMENCEMENT LIGHTING

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

10.15.2 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; and,

c. Lighting that supports the backdrop.

10.16 TELEPROMPTERS (Tomb Field)

10.16.1The Contractor shall provide two (2) mirrored teleprompters at the Tomb

Field stage with a trained operator, redundant power, remote-control capability, and teleprompter screen/return for center and side podiums as required.

10.16.2Teleprompters must be tested during rehearsal and meet broadcast parity standards.

10.17 MEDIA AND BROADCAST SUPPORT

The Contractor shall support media requirements for Commencement as directed by the COR, to include:

10.17.1Stage Run-of-Show Monitor: One discreet black video monitor visible only to stage participants (USMMA will provide the slide file).

10.17.2 Media Support: Six-channel audio distribution box for press.

10.18 BROADCAST/MEDIA FEED MANAGEMENT

The Contractor shall provide audio-over-Ethernet and AES outputs as applicable, coordinate any fiber/ethernet tie-ins to campus facilities per campus IT instructions, and manage press patching.

The primary run of dante is from stagebox to FoH; Secondary run of dante (Cat-5e) will be from FoH to press box atop stadium seating. A stagebox/mult box will be needed to be in the pressbox so FoH can send a post-fader mix to media crew. An audio monitor for the Department of Transportation (DOT) media team directing the broadcast is required.

10.19 CAMERA PLATFORMS

The Contractor shall provide two (2) elevated camera platforms, approximately 5 feet by 5 feet by 3 feet in height, railed and skirted, placed in front of the bleachers on the track or as directed by the COR.

10.20 COOLING STATION/TENT

The Contractor shall provide a mobile climate-controlled station/tent, approximately 10 feet by 10 feet by 12 feet in height, placed behind the main stage, out of sightlines of the graduation exercise attendees. This station shall be used for medical emergencies, as well as a staging area for midshipman trained service dogs who will accompany their respective graduate across the stage during the ceremony.

10.21 TEMPORARY FENCING AND GUEST FLOW

The Contractor shall provide approximately 200 linear feet of decorative four (4) foot tall temporary fencing with center access to guide guest movement during the March On.

10.22 STAFFING, TIMING, ACCESS, AND READINESS (COMMENCEMENT

ONLY)

10.22.1 The Contractor shall provide, at a minimum:

a. One (1) Lead Audio Engineer (A1)

b. One (1) Assistant Audio Technician (A2) for Commencement audio and media operations, and;

c. One (1) teleprompter operator.

10.22.1 Both audio technicians shall be onsite two (2) hours prior to the start of the

Graduation Rehearsal and have the system fully operational a minimum of one (1) hour before rehearsal.

10.22.2 Both audio technicians shall be onsite two (2) hours prior to the start of the Graduation Commencement Ceremony and have the system fully operational a minimum of one (1) hour before the ceremony.

10.22.3 Audio personnel shall remain onsite throughout rehearsal and ceremony and remain up to three (3) hours post-rehearsal for troubleshooting.

a. Traffic, parking, and access delays shall not excuse late arrival. Plan accordingly for heavy traffic on event days.

b. Any deviation must be approved in writing by the COR in advance.

10.23 PRESERVATION OF SETTINGS

10.23.1 Audio system settings established for Commencement rehearsal shall be preserved for the Commencement ceremony unless changes are directed in writing by the COR or the designated Government technical advisor.

10.23.2 Audio console must be capable of scene recall and memory programming.

11. INCLEMENT WEATHER PLAN (COMMENCEMENT ONLY)

11.1 If the inclement weather plan is activated, the Contractor shall provide an indoor audio system at Ackerman Auditorium that ensures parity with the outdoor Commencement audio quality and media capabilities. The Contractor shall include a gear rental contingency sufficient to support this requirement.

11.2 Inclement Weather Activation, Parity, and Timeline

Contractor shall execute Inclement Weather Plan within the activation period designated by the COR.

11.2.1 Contractor shall provide a documented contingency inventory (gear list, quantities, mobilization time) and have staffing sufficient to meet the activation window.

11.2.2 Parity requires equivalent broadcast-grade audio (including delay or line arrays as required), identical or functionally equivalent video and teleprompter capability, equivalent podium and stage lighting, and equal or better audience seating capacity and sightlines compared to the outdoor configuration.

11.2.3 If Ackerman Auditorium is used per the Inclement Weather Plan for Commencement, the Contractor shall relocate and/or reconfigure the 60 stage chairs (and any additional furniture to include 2-3 rear risers for tiered stage seating in Ackerman Auditorium) per the COR’s direction within 24 hours of written notice, ensuring no damage to chairs or surfaces and reinstallation of stage skirting and carpeting as required.

12. TECHNICAL REHEARSAL, ACCEPTANCE TESTING, AND SIGN-OFF

(COMMENCEMENT ONLY)

12.1 The Contractor shall conduct and document full technical rehearsals and checkouts (audio, lighting, video, teleprompter) and obtain sign-off by the COR or designated Government AV representative prior to each Commencement event activity.

12.2 Full technical rehearsal and acceptance checklist shall occur at least two (2) hours prior to rehearsal start, with the system fully operational at least one (1) hour prior.

12.3 Full technical rehearsal and acceptance checklist shall occur at least two (2) hours prior to the Commencement Ceremony, with the system fully operational at least one (1) hour prior.

12.4 A passing checklist signed by the COR is required before start of the rehearsal and ceremony.

12.5 Any deficiencies must be remedied per the agreed timeline.

13. ANNEX A – SHORT ON-SITE ACCEPTANCE CHECKLIST (COMMENCEMENT)

Chairs present and layout approved (stage and audience).

Teleprompters tested and operator present.

Full audio/AV rehearsal passed and snapshots or scene memory saved.

Generator and power distribution tested and baffled for noise mitigation.

Cable protection installed and walkways secured.

ADA seating in place and routes accessible.

Camera platforms installed and COR-approved.

Temporary fencing installed with protected footing and access gates.

I

I ifI

LI

'TI

L

1 4, I I t

¯ ,A = -

J¯

¯_t i : ¼

-- ¯ I

1e¼P? ///:

I I ,P

If j

.¯-'Tj