Attachment 1 PWS.docx

PERFORMANCE WORK STATEMENT

Ribbon Cutting Event Rental Coordination – Tents & Other Rentals USDA National Bio and Agro-Defense Facility Manhattan, KS A. Purpose To assist with logistics and coordination of specific rental services for a ribbon cutting event at the National Bio and Agro-Defense Facility (NBAF) in Manhattan, KS, scheduled for Wednesday, May 24, 2023.

B. Background As contractor construction and commissioning activities for the National Bio and Agro-Defense Facility (NBAF) in Manhattan, KS are complete, USDA is planning to hold an official dedication/ribbon cutting ceremony on the NBAF site for about 350 guests on Wednesday, May 24, 2023.

On Wednesday, May 27, 2015, about 300 people attended an outdoor ceremony on the NBAF site as then Secretary of Homeland Security Jeh Johnson and Secretary of Agriculture Tom Vilsack broke ground to officially begin facility construction. As this project is a unique partnership between USDA, DHS, the State of Kansas and the City of Manhattan, several notable federal, state and local officials attended and will likely want to be present for the ribbon cutting as well.

The NBAF communications team will be the primary event planner along with USDA officials, but NBAF needs support with event rentals and logistics.

C. SCOPE

The contractor shall work with the NBAF Communications team to reserve the necessary rentals as noted in Task 1 and also coordinate setup and pickup of rentals.

c.1. TASK 1: ASSIST WITH COORDINATION AND RENTING OF SUPPLIES & EQUIPMENT Several items will need to be rented, set up, and torn down for the event currently scheduled for Wednesday, May 24, 2023. All the items below except for the 20’x20’ tents will need to be delivered and set up two (2) days prior to the event pending weather conditions – on Monday, May 22. The 20’x20’ tents can be set up the day of the event. Because our campus is secured 24/7, the items will be safe.

The items marked with an asterisk at the beginning of the bullet will require setup. NBAF will have personnel on site to assist, but contractors helping with setup will require a background check prior to receiving access on campus. All rentals will also be inspected at our Transshipping facility on campus prior to being allowed on campus.

Items required for the event include:

· *One (1) white tent with sidewalls and windows as well as climate control. Climate control consists of a heater during temperatures under 55 degrees or air conditioning during temperatures over 75 degrees. The tent shall comfortably fit 350 chairs/guests as well as a stage at the front and a platform for video cameras at the back. The tent should be no smaller than 60’x60’. Tent must be able to be installed on slight slope over grass. Use of tent sidewalls and climate control will be weather dependent. If the forecast is to be between 55 degrees and less than 75 degrees on the day of the event, no heat or air conditioning will be required.

· *One (1) stage for front of tent (podium will be provided) and platform at the back of the tent for video cameras.

· *Two (2) additional white tents with sidewalls to be used as holding areas in the space where we have guests park prior to being bused to the NBAF campus. Tents should be 20’x20’ – or have the capacity to seat about 50 people. Climate control consists of a heater during temperatures under 55 degrees or air conditioning during temperatures over 75 degrees.

· *400 sturdy, professional white chairs (350 for use at the event on the NBAF campus; 50 for use in the parking area).

· 20 sturdy, white folding tables; minimum size 3’x6’. Ten (10) will be used at the event; ten (10) will be used in the parking area for setup/security.

· 720 feet of black stanchions for event security/crowd control. Sixty (60) 12’ stanchions would be ideal.

· A generator will be required to power either the tent heater(s) or tent air conditioner(s) (if needed as stipulated above) as well as audio-visual equipment during the event. The generator will need to be quiet so as not to drown out the sound of the speakers, so preferably one that runs on propane or low-decibel diesel-powered, and produces at least 100 amps of electricity if heating or air conditioning is not needed. The voltage requirement needs to be 208/120V 3 phase. In addition, 500 feet of the appropriate power cord capable of handling the amount of electricity needed and a batter box with outlets will need to accompany the generator.

c.2. TASK 2: COORDINATION AND COMMUNICATION OF RENTALS The contractor shall coordinate all rentals and specifications with the NBAF Communications team. Change to the specifications may be agreed upon or requested as the event planning discussions commence. The NBAF Communications team will make the final selection on all items available.

The contractor shall ensure the rentals are provided and setup on Monday, May 22, 2023, (2) days prior to the ribbon cutting event (unless inclement weather is forthcoming), and shall have a back-up plan in case a rental should become not available or not function as expected.

The contractor should also have at least one (1) but ideally two (2) experienced event professionals on site for delivery and setup of rentals, the day of the event, and the day after (or later the day of) for teardown.

If required, a preliminary site visit can be set up. For reference, a working site map has been included at the end of this document.

D. Place of Performance The ribbon cutting event will take place at the NBAF site on Denison Avenue in Manhattan, KS. Items that will be used for the event on-site should be shipped or delivered to the Transshipping address provided below.

We will utilize the parking lot in front of the Kansas State University Shamrock Practice Facility adjacent to the Bill Snyder Family Stadium for guest parking and to load buses and return guests after the event. The 20’x20’ tents and some of the tables and chairs will be utilized at this location and will require setup the day of the event.

National Bio and Agro-Defense Facility (NBAF) 1980 Denison Ave Manhattan, KS 66502

NBAF Transshipping 1525 Discovery Way Manhattan, KS 66502

Kansas State University Shamrock Practice Facility 2075 Kimball Ave Manhattan, KS 66502 E. Deliverables

· The contractor shall ensure all rentals, delivery, and teardown are coordinated and secured (in writing) no later than 30 days before the event (Wednesday, May 24, 2023).

· Upon the agreed upon delivery and setup (Monday, May 22, 2023), the contractor will be present on site to ensure all rentals are clean, in working order, and meet NBAF’s needs as provided.

· The contractor will be present the day of the event (Wednesday, May 24, 2023) to assist with final setup of the tents at the parking area.

· The contractor will be present on the NBAF site to ensure all rentals are carefully taken down and prepared for delivery or pickup. This would ideally occur on the day of the event (later in the day).

F. Inspection and Acceptance Criteria Final inspection and acceptance of all deliverables will be approved and accepted by Katie Pawlosky, NBAF Communications Director, or a designated representative.

G. SECURITY REQUIREMENTS

All conversations and interactions will be held in strict confidence by the contract facilitators not to be shared with anyone internal or external to USDA unless otherwise mentioned in the agreement.

Contractors helping with setup will require a background check prior to receiving access on campus. All rentals will also be inspected at our Transshipping facility on campus prior to being allowed on campus.

H. TRAVEL REQUIREMENTS

Travel is required for in person setup and tear down and shall be made with regard to the schedule of events.

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