SOW_00_Venue_Support_Services_Rev_With_Mod_1_and_Mod_2_included.docx

STATEMENT OF WORK

GENERAL INFORMATION - The objective of this Statement of Work (SOW) is to secure a venue and hosting support services for NASA’s 9th Annual Robotic Mining Competition (RMC) to be held at the Kennedy Space Center Visitor Complex (KSCVC) May 14-18, 2018. RMC 2018 will be the same as RMC 2017 as far as the competition footprint and impact to the KSCVC. RMC is a university level competition focused on developing concepts and techniques that may be applicable to off-world robotic mining and future solar system colonization efforts.

COMPLIANCE and SAFETY - The Contractor is responsible for complying with all Federal, State, local and NASA laws and regulations and the Outdoor Special Events attachment. The contractor shall coordinate all actions with the Contracting Officer’s Representative (COR) and the KSCVC. Fire Lanes shall be kept clear at all times. No infrastructure shall block access to or be set up within seven (7’) feet of a fire hydrant.

DATES

May 4, 2018 (Fri) - ISC Regolith Containers in place.

May 7, 2018 (Mon) - Tent Set-Up Complete May 8, 2018 (Tue) - NASA IT Set-Up Begins May 8, 2018 (Tue) - Volunteer Brief Astronaut Encounter Theater 8:00 a.m. – 0930 a.m.

May 14-18, 2018 (Mon - Fri) - RMC Week May 18, 2018 (Fri) - Apollo-Saturn V - Award Ceremony 6:00 p.m. – 9:00 p.m.

May 19-21, 2018 (Sat) - Tent / Container Removal

CLIN 001 - Set Up, Competition Arena Tent, area north of the Rocket Garden

· ISC heavy equipment & Rental Crane Vendor support operations at the KSC Visitor Complex (KSCVC) Rocket Garden will occur in the April 23 - 27, 2018 timeframe. The Tent vendor will set up tents April 30 – May 4. ISC will coordinate with tent vendor and NASA on any needed overlapping operations such as installation of wood ramps and covers after main festival tent erection but before inner arena tent erection. This is needed because the tent vendor cannot erect the outer festival tent with the ramps in the way, unless otherwise negotiated. NASA IT will setup cameras, WIFI, etc. in the tent arena May 7 – 11.

· Hazardous crane operations at KSCVC are to be conducted prior to 0900 each day (unless later in day authorized by Delaware north with the appropriate barriers setup to prevent public access). Movement of heavy equipment vehicles after this time to be coordinated with NASA and Delaware North Inc. ISC will provide light banks (Electrical) for crane set up and rigging assembly activities.

· The bleachers shall be placed as close to the Competition Arena Tent as possible, taking into consideration the eight-foot depth of the stage and any necessary space to ensure people can safely pass between the stage and the bleachers. The bleachers should be slightly off center to allow for the A/V Setup.

CLIN 002 - Audio/Visual Stage Set Up The Contractor will provide a space for the A/V Setup that meets these requirements:

· Wood or hard plastic platform (safe for people to stand/walk/sit on, roll gear on small carts, and place/store a lot of very heavy gear on)

· The platform will be level

· The closest any part of the platform will come to the ground will be no less than three inches

· The platform will be approximately 18’x24’ (the shorter edge is the one adjacent to the bleachers)

· A ramp will be placed at the southwest corner of the platform to allow for rolling carts to easily drive up onto the platform

· The ramp should have no more than a 15 degree incline

· The ramp should be no less than 3 feet wide

· The platform should be constructed and ready for use on or before May 8, 2018.

CLIN 003 - Audio/Visual Performance Specification Under the Sun Shade Tent (this area is under covered but is not air-conditioned)

· A centralized control location where the NASA team will be co-located

· Push audio for a crowd of 500 to be able to hear speaking or music clearly

· One or more large format displays for a crowd of 500 to be able to see clearly (reduced visibility caused by ambient sun lighting should be taken into consideration)

· 2 medium/large displays at eye level for teams preparing or exiting the Competition Arena Tent to be able to see the feed (will be on east and west sides of the Competition Arena Tent)

· Play current music (content of music played should be appropriate for listeners of all ages) during lull moments where there is no other audio being pushed

· Ability to receive video and/or audio from sources provided by the NASA/RMC team (will likely come in the form of HDMI [video] and 1/4” [audio])

· 2 wireless label microphones

· 2 wireless handheld microphones

· A monitor screen for those on stage to be able to easily see what is being displayed on the large format display(s) (doesn’t need to be very large and should be at podium height)

· Feeds outside of the Sun Shade Tent

· Judges room (feed and medium/large monitor to be provided)

· Presentation room (feed and small/medium monitor to be provided)

· STEM Stations (feed and large monitor to be provided)

· Bot Shop (feed and medium/large monitor to be provided)

· Pit Area (feed to be provided)

At the Apollo Saturn V Visitor Center

· Push audio for a crowd of 500 to be able to hear speaking or music clearly

· One or more large format displays for a crowd of 500 to be able to see clearly (reduced visibility caused by ambient sun lighting should be taken into consideration)

· Play current music (content of music played should be appropriate for listeners of all ages) during lull moments where there is no other audio being pushed

· Ability to receive video and/or audio from sources provided by the NASA/RMC team (will likely come in the form of HDMI [video] and 1/4” [audio])

· 2 wireless label microphones

· 2 wireless handheld microphones

· A monitor screen for those on stage to be able to easily see what is being displayed on the large format display(s) (doesn’t need to be very large and should be at podium height)

Time Requirements

· Monday, May 14, at 1:00 p.m. all A/V systems should be operational

· We will likely end with A/V requirements around 5:00 p.m.

· Tuesday, May 15

· All systems need to be operational by 9:00 a.m.

· Primary requirement for Tuesday is the opening ceremony to be held 11 a.m. – 12 Noon

· We will likely end with A/V requirements around 5:00 p.m.

· Wednesday, May 16

· All systems need to be operational by 7:30 a.m.

· Competition begins at 8:00 a.m.

· Competition will run through approximately 6:00 p.m. with a 1-hour break for lunch

· At the conclusion of the last run, things can be shut down for the day

· Thursday, May 17

· All systems need to be operational by 7:30 a.m.

· Competition begins at 8:00 a.m.

· Competition will run through approximately 6:00 p.m. with a 2-hour break for lunch

· At the conclusion of the last run, things can be shut down for the day

· Friday, May 18

· All systems need to be operational by 7:30 a.m.

· Competition begins at 8:00 a.m.

· Competition may run as late as 6:00 p.m. but will likely end by approximately 3:00 p.m. with a 1-hour break for lunch

· At the conclusion of the last run, things can be shutdown and clean up can commence

· Award Ceremony at the Apollo Saturn V Visitor Center from 6:30 to 9:00 p.m.

· General Notes

· This competition is in the middle of May in Florida and it will be hot (Avg Temp 95F and 95% humidity). Provide pedestal fans for ventilation and comfort

· Rain is common during competition week and may require you to vacate the premises. You will want to have tarps or similar items to help protect your gear.

· Our plan this year is to have a dedicated, raised floor for all of our A/V gear to be off the ground in the event of heavy rain.

· Security is present overnight.

· Flexibility. This is a competition with hundreds, if not thousands, of real-time variables. We require that all of our contractors operate with flexibility and commitment to the end goal. We recognize that each contractor is critical to our success and treat everyone as part of our team. We work together to get the job done.

· This need for flexibility extends to time commitments, real-time adjustments/changes to the performance specifications, inclement weather, and any delays to the competition.

CLIN 004 - Venue Services

a) Shipping Crate Storage, Lot 4, Across from Post 6, Set Up by Wednesday May 9, 2018 The contractor shall place one 10’ x 20’ closed sided tent to store robot crates. The crates will be delivered by ISC Shipping and Receiving on Thursday May 10, 2018. The contractor shall provide a forklift and move all crates from this tent to the sidewalk in front of the Center for Space Education Building (M6-306) by 8:00 a.m. on Monday May 14, 2018.

b) Team Check-In, Parking Lot 4, Set Up by Sunday May 13, 2018 The contractor shall place one 10’ x 20’ tent and an awning, two 6’ x 3’ tables and 4 chairs in Parking Lot 4 ready for use by 7:00 a.m. on Monday May 14, 2018. The tent will have one wall along the west side of the tent, (20’ long side) and will be located in the NW end of the lot by the road near Guard Post 6 (see drawing).

c) Opening Ceremony, area north of the Rocket Garden, Tuesday May 15, 2018, 11 a.m. – 12 p.m. noon

· One day before the commencement of the Opening Ceremony the stage area (8’ wide by 12’ wide by 24” high) with access stairs and two chairs.

· Set up stage and run AV, request cost for an aesthetically pleasing audio system/set-up with podium equipped with gooseneck microphone holder and lapel microphone

· One hour before the commencement of the Opening Ceremony the stage area, podium, microphone shall be fully set-up, tested and considered in safe condition for the RMC planning team to begin preparing stage for ceremony including dress rehearsals.

· The stage shall remain in place through the end of competition on Friday.

d) Award Ceremony, Apollo-Saturn V Center, Friday Evening May 18, 2018

· Reserve the Apollo-Saturn V Center and provide security

· Transportation is being arranged by PX, buses will start loading at 5:45 p.m. by the Astronaut Memorial Foundation’s (AMF), Center for Space Education Building (CSE) Building (M6-306).

· Sit down for 550 round table (w/table cloths) and a Little Italy Menu.

· Set up stage with the Moon Landing Newspaper exhibit as the backdrop) and run AV, request cost for an aesthetically pleasing audio system/set-up with podium.

· Provide four, 8’ x 3’ tables, cloth and skirted place behind the stage for placement of awards and Special Events personnel to support the Award Ceremony.

· One hour before the commencement of the Award Ceremony the stage area, podium, microphone shall be fully set-up, tested and considered in safe condition for RMC planning team to begin preparing stage for ceremony including dress rehearsals.

e) Judges Room Support, Monday - Friday May 14-18, 2018 Provide a coffee shop and beverage bar from 7 a.m. – 10 a.m.

f) NASA Central, Monday - Friday May 14-18, 2018 (in place by May 14 at 9:00 a.m.)

1. Contractor shall place under NASA Central a “Sand” Box (approx. 20’ x 20’) practice arena for the teams to use.

2. Contractor shall provide one 15’ x 30’ area adjacent to the “Sand” Box for small (desk top toy size) remote control excavator and trucks in the MARS landscape used at the NASA Centennial Challenge.

3. Contactor shall provide one 10’ X 20’ area AND barriers to enclose the First Robotics area.

4. Provide two tables with two chairs for each table at each one of the locations above (total 6 table and 12 chairs).

g) RESERVED

h) After Competition, Robot Crate(s) Transportation On Saturday May 19, 2018, Delaware North will move the robot crates from the sidewalk (in front of the AMF’s Center for Space Education, Building M6-306) to the Kennedy Space Center Visitor Complex retail warehouse (behind the DNC Administration Building) for pick up by the shipping carriers. The teams are to have the crates picked up by 5 p.m. ET on Tuesday May 22, 2018.

i) Additional Tents The contractor shall provide tents at the following locations (please coordinate with RMC Project Team for exact location):

· Center for Space Education, Driving Loop, Van Drop Off - 1 - 10’ x 20’ open sided tent, 1 - table, 2 - chairs, 1 – 5’ or better, pedestal fan.

· College Recruitment Fair Check-In, in front of KSCVC Main Entrance - 1 - 10’ x 10’ open sided tent, 1 - table, 2 - chairs, 1 – 5’ or better, pedestal fan.

· Eating Area, K-12 Students, North of Fire Lane, Across from Competition Tent - tent, tables and chairs for 60 students.

j) Park Access Provide access to the Park for RMC Staff Monday – Friday from 6:30 a.m. – 7:30 p.m. All RMC teams will enter through the Park’s Main Entrance. Provide and staff one magnetometer to screen RMC Teams Monday – Friday from 7:00 a.m. – 7:00 p.m.

Provide the following:

· Complimentary limited access to the KSCVC for RMC planning team, volunteers, judges, team members and faculty advisors. RMC badges will be distributed to all for identification purposes.

· Offer a 10% discount to participants presenting an RMC badge.

· Competitor teams, special guests, and spectators will be present from 7:00 a.m. – 7:00 p.m.

· The RoboPits will be closed overnight.

k) Signage The Contractor shall place up to eight (8) banners on the inside of the Competition Tent and Sun Shade Tent. Neatly hang banners displaying sponsor logos in a manner so that they will not sag and be firmly secured in case of winds. Banners will be supplied by NASA. Banners to be hung prior to Monday 7:00 am so that the lifts can be used without guests present. Remove and return banners prior to striking tents.

· Six (6) A-Frame style directional signage to direct participants and guests entering through the KSCVC main entrance to the Competition Area.

· Two (2) A-Frame style signs defining van pick up and drop off for student participants and volunteers, to be provided by Monday at 7:00 am.

· Sign stating safety requirements of the Fire Lane on the north side of the Competition Area. This sign will be of sufficient size to be visible and legible to the driver of any vehicle trying to enter the Fire Lane.

l) Custodial Services Provide custodial services to include emptying the trash in the PPE and HEPA-VAC Stations in the Competition Arenas a minimum of 5 times a day or as needed during high during the competition.

m) Universe Theater Tuesday May 8, 2018, 8:00 a.m. – 9:30 a.m.

Reserve the theater with A/V support for the Volunteer Briefing.

// End Statement of Work // image2.png image3.emf