Draft_Performance_Work_Statement.docx

PERFORMANCE WORK STATEMENT

Various Air & Trade Show Exhibits Event Planning & Coordination Services

I. GENERAL REQUIREMENT:

The Contractor shall provide all management, supervision, labor planning, engineering, assembly, materials, equipment, transportation, coordination and any ancillary services in providing Navy International Program Office (NIPO) rental spaces or pre-fab (hence forward called the “conference rooms”) at various worldwide Air and Trade shows during Fiscal Year 2019 to accomplish its mission of maritime superiority through partnership via expanding Security Cooperation (SC) with our allies and friends. The government anticipates the need for one exhibit booth and one conference room, per location.

This requirement will be procured under the NAICS Code 561920 – Convention and Trade Show Organizers. This industry comprises establishments primarily engaged in organizing, promoting, and/or managing events, such as business and trade shows, conventions, conferences (whether or not they manage and provide the staff to operate the facilities in which these events take place).

The contractor shall perform all work as necessary to complete the requirement in a satisfactory manner. All work shall be provided in accordance with all applicable federal, state and local laws, regulations, permits, codes and directives.

II. PROJECT DESCRIPTION

The conference room will be used to promote awareness of the Department’s SC programs, in particular Foreign Military Sales (FMS) via hosting of senior civilian and military official conferences with invited international distinguished visitors. These engagements support the Department of Defense (DoD) SC mission and Enterprise-wide improvement efforts. The government anticipates the need for one exhibit booth and one conference room, per location.

The Contractor shall ensure that the conference space and its on-site support logistics meets or exceeds all technical and safety requirements as outlined, documented and mandated by Event Management in its published “Rules & Regulations for Exhibiting.”

The contractor shall provide a Project Manager for timely communication and coordination directly with NIPO’s Project Manager for all pre-event, event, and post-event requirements. The Contractor’s Project Manager or other representative shall be on-site at the event to manage contractor’s personnel performance for all pre-event, event and post-event. The Contractor’s Project Manager shall provide on-site, immediate resolution to any elements of the exhibit that are not operating as required. Immediate resolution is defined as: within 15 minutes of being notified during show hours or prior to next-day opening if notified after show operating hours.

A. Exhibits.

The exhibits shall be of a customized modular design and all structures shall be finished with laminate material only (paint finish will not be accepted). Specific height requirements will be provided by the Government. The contractor shall verify height requirements specified in the exhibit guide for each show. The contractor shall provide multiple electrical outlets.

B. Services.

The contractor shall provide continuous on-site support for the event, tradeshow, and conference room meeting space for the duration of a trade show. Elements of services include but are not limited to:

1. Venue and Show Access — all credentials, passes, and badges for exhibit support personnel to gain access to the event sites for whatever duration is required to complete full performance requirements. This includes activities before, during, and after the event.

2. Exhibitor Communications — Reference emails to keep attendees and visitors up to date on the progress of the show, the Pavilion and booth, exhibit or stand.

3. Turnkey Conference Room, Booth, and/or Exhibit space

4. Add custom company logos on headers and counters

5. Graphics in multiple sizes such as “seamless”, full panel and poster size.

6. Carpet color and padding upgrades

7. Furniture upgrades to meet specifications for enhanced functionality such as group meetings, presentations and hospitality.

8. Audio visual equipment

9. Multiple electrical outlets.

10. Graphic Guidelines and Uploads — Ensure the graphic presentation of booths, exhibits, stands — including the placement of logos, photos, illustrations and decorations — is current and correct.

11. Visa, Hotel, Travel Information — Review visa requirements and current travel information from the U.S. Department of State.

C. Conference Room Space and Storage Area/Closet.

1. Presentation. The conference room shall have an interior finish that demonstrates a corporate appearance appropriate for high-level, official conferences and engagements.

2. Flow. Conference room shall be easily accessible for representatives attending conferences and contain a roof to maximize privacy of conference attendees.

3. Furniture. Various specification to meet functionality such as group conferences, presentations and hospitality. Conference table and chairs. The conference room shall have a rectangular conference table that is professional in quality of sturdy design and stature (free of any scuff marks, blemishes, or scratches). The table shall be large enough to accommodate four (4) executive office chairs at the table. Office chairs will be comfortable but will not be bulky.

4. Lighting. Lighting fixtures of the appropriate type, number, and style to provide sufficient light to conduct official meetings.

5. Air Circulation. In the conference room provide one (1) transportable free-standing tower, variable-speed and oscillation standing fan.

6. Doors and windows. Conference room doors and any windows shall be fully frosted or opaque so external observers cannot see the interior. Door shall lock and have two (2) sets of keys provided to the U.S. Government on the first day of the trade show – these keys shall also allow entry and security of the storage area/closet.

7. Ceiling. Conference rooms shall have a fully enclosed ceiling to maximize privacy and reduce external noise. If show event organizer rules do not allow for a fully enclosed ceiling, the contractor shall inform the U.S. Government upon submission of the initial concept.

8. Storage area/closet. The storage area/closet shall be within the square feet total space and accommodate a coat hook and trash bin.

9. Coat hooks. The storage closet shall include a minimum of six (6) coat hooks, or a coat rack with six (6) individual hooks.

10. Trash bin. The storage closet shall include at least one (1) office style trash bin.

11. Electrical. The contractor shall determine the electrical requirements to ensure the storage closet can be illuminated at all times. The contractor shall provide at least one (1) working electrical power strip in the storage closet so that U.S. Government personnel can charge mobile devices and/or laptop computers.

III. COMMENCEMENT, PROSECUTION, AND COMPLETION OF WORK

A. Schedule. The Contractor will develop a schedule based on the performance period and other data below. The Contractor will submit the schedule to Project no later than 3 (three) days after project award.

B. Timelines. The contractor shall ensure that all services and assembly of the NIPO tradeshow services are planned and prepared 1 – 2 days before the first trade day of the air/trade show and/or in accordance with the exhibitor guide.

C. Period of Performance. The Government anticipates award of a Requirements Contract with a period of performance that will take place during FY19.

D. Event/Show Dates. Please see the attached Participation Plan

UNCLASSIFIED FOR OFFICIAL USE ONLY