SOW - SMC Commissioning Ceremony.pdf

STATEMENT OF WORK

Project Title: Temporary Event Infrastructure and Technical Support Services

Requiring Activity: USCG Special Missions Command

Event Date: Saturday, September 26, 2026

Performance Period: September 25, 2026 – September 28, 2026

Place of Performance: 408 Coast Guard Dr., Kearneysville, WV 25430 (Front Parking Lot)

1. OBJECTIVE

The USCG Special Missions Command requires temporary event infrastructure, utility support, and audio-visual services to support an official Commissioning Ceremony. The objective is to secure a qualified Contractor to deliver, install, support, and dismantle a temporary event structure, seating, staging, a professional sound system, mobile restroom facilities, and temporary power generation.

2. REQUIRED DELIVERABLES AND SERVICES

The Contractor shall provide all labor, equipment, materials, transportation, and supervision necessary to perform the services described below.

2.1. Temporary Structure and Anchoring

Main Event Shelter: Supply and install a commercial-grade, weather-resistant frame tent of sufficient size to comfortably accommodate a main stage and seated audience of up to

500 guests (minimum recommendation: 40' x 120').

Sidewalls: Provide weatherproofing sidewalls (minimum of 40 linear feet) to be installed behind the stage area to act as a backdrop and windbreak.

Anchoring and Site Safety: The Contractor must secure the structure safely for installation on an asphalt parking lot.

Ground Penetration Option: The Contractor is permitted to secure the tent via drilling or staking. If ground-penetrating anchoring is used, the Contractor is strictly required to repair, fill, and professionally seal all holes immediately upon teardown, restoring the asphalt surface to its original structural and aesthetic condition.

Ballast Option: Alternatively, the Contractor may utilize a concrete or water-weight ballast system. If a water-ballast system is used, the Contractor must provide its own water transport/truck to fill and drain the ballasts; the Government does not guarantee on-site municipal water access.

Flooring: Provide and install commercial-grade outdoor turf or carpet runner (minimum 350

sq. ft.) in designated stage or high-traffic areas. The final color (e.g., black, dark green, or other neutral tone) must be approved by the Contracting Officer’s Representative (COR) prior to installation.

2.2. Staging and Seating

Main Stage: Assemble an elevated, heavy-duty interlocking stage, approximately 16' x 24' in area and elevated to a height of 3 feet.

Access Steps: Provide two (2) articulating steps equipped with safety handrails, to be positioned at stage-left and stage-right.

Stage Dressing: Provide professional, flame-retardant stage skirting (minimum 50 linear feet) to cover the open sides of the stage.

VIP Seating on Stage: Provide six (6) professional, high-quality, cushioned chairs (e.g., Chiavari or equivalent) for distinguished guests on the stage.

Audience Seating: Provide five hundred (500) clean, uniform, white padded folding chairs.

The Contractor is responsible for setting up and aligning all 500 chairs in neat, symmetrical rows according to a layout plan approved by the COR.

2.3. Audio-Visual Package and Technical Support

The Contractor shall provide a turn-key sound reinforcement system optimized for outdoor vocal clarity for an audience of up to 500 attendees.

Sound Reinforcement: Professional-grade PA system including a minimum of four (4) high-output speakers, multi-channel mixing console, and all necessary stands, splitters, and cables.

Microphones: Provide a minimum of two (2) wireless handheld microphones with stands, and one (1) dedicated wired gooseneck microphone integrated into the podium.

Lectern: Provide one (1) executive-style wooden podium/lectern suitable for a formal military ceremony.

Technical Support: Provide at least one (1) qualified AV technician on-site for the duration of the setup, technical rehearsals, and the active ceremony to manage audio levels and troubleshoot technical issues.

2.4. Utilities and Support Facilities

Power Generation: Provide a reliable, quiet-operating mobile generator (minimum recommended capacity: 19–29 KVA) with all necessary fuel, distribution panels, and heavy-duty cabling to safely power the AV system, event lighting, and support facilities.

Restroom Facilities: Provide one (1) luxury, climate-controlled mobile restroom trailer containing internal lighting and running water.

Capacity: Separate facilities for men and women, providing a minimum combined total of 4 stalls/urinals and handwashing sinks.

Support Attendant: Provide one (1) dedicated restroom attendant on-site during the active hours of the ceremony to ensure cleanliness and stock supplies.

3. LOGISTICAL SCHEDULE

The Contractor must strictly adhere to the following schedule. Any deviations must be approved in writing by the designated Government representative.

Milestone / Activity Target Date Target Window

Delivery & Installation (Tents, Staging, Seating, Utilities, and AV Setup)

Friday, September

25, 2026 0900 - 1700 hours

Pre-Event Testing (AV Sound Checks &

Technical Rehearsal)

Saturday, September

26, 2026

Early Morning

(TBD by COR)

Active Event (Commissioning Ceremony) Saturday, September

26, 2026 1100 hours

Dismantle & Post-Event Teardown (Load-out of all equipment)

Monday, September

28, 2026 0900 - 1600 hours

4. BASE ACCESS AND SECURITY

Because the place of performance is a secure military installation, the Contractor shall comply with the following protocols:

1. Access Clearance: The Contractor must submit the full names, government-issued ID numbers (driver’s license or passport), and dates of birth for all personnel, laborers, and delivery drivers to the Government representative at least ten (10) business days prior to the delivery date to facilitate base access vetting.

2. On-Site Conduct: All Contractor personnel must carry valid photo identification at all times.

Vehicles and equipment are subject to search at the facility gates.

3. Utility Clearance: If the Contractor elects to use ground-penetrating anchoring

(drilling/staking), the Contractor must coordinate utility line markings with West Virginia's utility protection services (811) a minimum of two (2) full business days prior to any ground penetration.

5. PERFORMANCE AND SAFETY STANDARDS

Weather & Evacuation Policy: Temporary structures are not designed for extreme weather conditions. In the event of hazardous weather—specifically sustained winds or gusts exceeding 25 mph, lightning, or heavy torrential downpours—the Contractor and the

Government reserve the joint right to order an immediate evacuation of the temporary structures.

Equipment Condition: All supplied equipment (including tents, chairs, staging, and trailers) must be delivered clean, in excellent aesthetic condition, and free of physical or visual defects. Damp, stained, or soiled materials will not be accepted.

Site Restoration: The Contractor shall leave the parking lot area clean, swept, and free of debris. If ground drilling or staking was performed, all holes must be professionally filled, patched, and sealed with high-grade asphalt sealant to match the surrounding pavement before final inspection and acceptance.