Attachment 1 - Statement of Work.pdf

RFQ # 70Z02322Q81000001

Attachment # 1 –Statement of Work

2022 Change of Command (COC) and Change of Watch (COW) Facilities Requirements

Contractor shall provide all material, manpower, equipment, and supervision for the temporary facilities and audio/visual required to support the Coast Guard Change of Watch (COW) on May 24, 2022, and the Coast Guard Change of Command (COC) ceremony on June 1, 2022. See below table for a detailed timeline.

Both events will take place on the upper field (main location) at U.S. Coast Guard Headquarters, 2703 Martin Luther King Jr. Ave. SE, Washington, DC 20593. The COC ceremony will feature several additional locations (e.g. staging tent, security tents, etc. – see below).

The COC event will have approximately 2,500 guests and the COW event will have approximately 250 guests.

Setup of all provided materials shall be completed no later than 4 P.M. on Monday, May 23rd or 4 P.M. Thursday, May 26th as noted below. Chairs, Tables, Stages, and Tents shall be set-up in accordance with the specified diagram that is to be provided by the government representative no later than one week prior to the event. The tents shall remain in place and operational until 5 P.M. on Wednesday, June 1st. Removal and teardown shall be coordinated following that time.

Monday, May 23 4 P.M. Ceremony tent, chairs, stage etc. set up complete Power generation set up complete AV equipment set up complete

Tuesday, May 24 AM - COC rehearsal (time TBD) PM - COW Ceremony (time TBD)

Wednesday, May 25 - Thursday, May 26 4 P.M. Staging tent (reception tent) and tables/chairs set up complete

Official party tent set up complete VIP holding tent set up complete Security checkpoint tents set up complete Medical tent set up complete Restroom trailers set up complete

Friday, May 27 Adjustments as necessary Saturday, May 28 - Sunday, May 29 - Monday, May 30 - Tuesday, May 31 COC Rehearsal (time TBD)

Wednesday, June 1 COC Ceremony 1100

The contractor shall, at a minimum, provide the following:

1. CEREMONY FRAME TENT: CAPABLE OF SEATING 2,500 GUESTS

COMFORTABLY AND ACCOMMODATING ALL REQUIRED STAGES AND

EQUIPMENT (Shall be completed no later than 4 P.M. May 23rd to accommodate dress-rehearsal and change of watch events beginning on May 24th)

1.1 100ft x 210ft White Frame Tent (size/dimensions are approximate; tent must be sized to accommodate approximate guest number)

1.1.1 Clear Sides (rolled up or down TBD at event)

1.1.2 Rain gutters as required

1.1.3 Ceiling Mounted Fans (number and air movement capacity of fans adequate for the size of tent and intended occupancy)

1.1.4 Option Item 1: Air conditioning (number and air movement adequate for the size of tent, intended occupancy and considering the tent sides rolled down)

1.1.5 Hard flooring (no carpet)

1.1.6 ADA compliant walkway from road to ceremony (no carpet)

1.1.7 4 navy blue carpet runners for aisles

1.2 Chairs

1.2.1 2550 white plastic folding chairs for guests and band

1.2.2 50 white plastic oversized folding chairs (heavy capacity)

1.2.3 15 Executive VIP chairs (wood) with leather or fabric cushion and royal blue sash for main stage

1.3 Main Stage

1.3.1 12ft x 24ft x 24in main stage (w/ rails, steps, legs, etc.)

1.3.2 Royal Blue carpet and royal blue skirt for stage

1.3.3 Stage bunting across back rail (Royal Blue)

1.3.4 Two (02) sets of steps

1.3.5 Two (02) wooden podiums, with microphone stand affixed and solid front (must be capable of having Coast Guard seal affixed to the front)

1.4 Media Stage

1.4.1 6ft x 10ft x 16in media stage (w/ rails, steps, legs, etc.)

1.4.1.1 Black carpet and skirt for stage

1.4.1.2 1 set of steps to the stage

1.5 Two (02) – 4ft x 8ft x 16in camera risers with black carpet and skirt

1.6 Two (02) – 8ft rectangle tables

1.7 Two (02) – Rectangle White Poly tablecloths and clips to secure to table

2 EVENT STAGING POLE TENT (Shall be completed no later than 4 P.M. May 26th)

2.1 60ft x 80ft White Pole Tent (approximate)

2.1.1 Clear Sides (rolled up or down TBD at event)

2.1.2 Rain gutters across entrances

2.1.3 Ceiling Mounted Fans (number and air movement capacity of fans adequate for the size of tent and intended occupancy)

2.2 Chairs

2.2.1 100 white plastic folding chairs

2.2.2 20 white plastic oversized folding chairs (heavy capacity)

2.3 Tables

2.3.1 60 - 30in round cocktail tables

2.3.2 8 - 60in round tables

2.3.3 42 - 8ft rectangle tables

2.4 Tablecloths

2.4.1 30 - 132in (or appropriate size) round Royal Blue Poly with orange sash (for cocktail tables)

2.4.2 30 - 132in (or appropriate size) round White Poly with royal blue sash (for cocktail tables)

2.4.3 8 – 120in (or appropriate size) round White Poly (for 60in round tables) and clips to secure to table

2.4.4 38 – Rectangle Black Poly (for 8ft tables) and clips to secure to table

2.4.5 6 - Rectangle White Poly (for 8ft tables) and clips to secure to table

3 OFFICIAL PARTY TENT (Shall be completed no later than 4 P.M. May 26th)

3.1 One (01) 10ft x 10ft tent

3.1.1 Clear Sides (rolled up or down TBD at event)

3.1.2 Hard flooring (no carpet)

3.1.3 Walkway to ceremony tent

3.1.4 1 - 8ft rectangle table

3.1.5 1 – Rectangle White Poly tablecloth (for 8ft table) and clips to secure to table

4 VIP HOLDING TENT (Shall be completed no later than 4 P.M. May 26th)

4.1 One (01) 20ft x 40ft tent

4.1.1 Clear Sides (rolled up or down TBD at event)

4.1.2 Hard flooring (no carpet)

4.1.3 25 folding chairs

4.1.4 1 – 8ft rectangle table

4.1.5 1 – Rectangle White Poly tablecloth (for 8ft table) and clips to

5 SECURITY CHECKPOINT/STAFF VOLUNTEER TENTS (Shall be completed no later than 4 P.M. May 26th)

5.1 Eight (08) 10ft x 10ft tents

5.2 One (01) 10ft x 20ft tent

5.3 One (01) 10ft x 40ft tent

5.4 35 white plastic folding chairs

5.5 20 - 8ft tables

5.6 10 - 50ft extension cords

6 MEDICAL/GUEST SERVICES/BEVERAGE /COVERED BUS STOP TENTS (Shall be completed no later than 4 P.M. May 26th)

6.1 Two (02) 10ft x 10ft tents for medical and guest services

6.2 Three (03) 10ft x 20ft tent for beverages

6.2.1 4 - 8ft rectangle tables

6.2.2 4 - Rectangle White Poly tablecloths (for 8ft table) and clips to

6.2.3 6 - beverage coolers (minimum 140qt)

7 RESTROOM TRAILERS (Shall be completed no later than 4 P.M. May 26th)

7.1 Adequate restroom facilities for 2,500 guest capacity - two (02) ADA Compliant Executive Restroom Trailers located in the vicinity of the ceremony frame tent and the event staging pole tent

7.1.1 Each shall have a minimum of 4 toilets and 4 sinks.

7.1.2 Each shall be self-contained with water/waste water storage, pumps, electrical power, HVAC, etc.

7.1.3 Each shall be equipped with cleaning supplies, hand soap, paper towels, toilet paper.

8 POWER SUPPLY (Shall be completed no later than 4 P.M. May 23rd to accommodate dress-rehearsal and change of watch events beginning on May 24th)

8.1 Contractor shall supply power generation to support AV equipment, air circulation, and media power requirements for ceremony rehearsals and ceremonies (see timeline table above).

8.2 Contractor shall supply adequate fuel for power generation as appropriate.

Government will provide details on when power will be required.

8.3 Power supply unit shall operate at an appropriate decibel (generally no higher than 70 decibels measured at seven yards from the source) so as not to impede the ceremony sound.

8.4 Contractor is responsible for testing their supplied power generation equipment onsite.

8.5 Contractor is responsible for assembly, connection, and staging of power generating equipment.

9 AUDIO/VISUAL REQUIREMENTS (Shall be completed no later than 4 P.M. May 23rd to accommodate dress-rehearsal and change of watch events beginning on May 24th)

9.1 The contractor shall provide audio for Ceremony Frame Tent (2,500 guests and stage).

9.1.1 The contractor shall provide adequate number of speakers for the size of tent, as well as adequate amplification, sound processing, and mixing based on the size of tent, environment for the event, and types of inputs described in this document.

9.1.2 The contractor shall provide two microphones for two podiums on main stage (12' x 24' x 24").

9.1.3 The contractor shall provide one mono (or stereo) input on the contractor-provided audio system to accept a mono (or stereo) feed of the audio mix that the Coast Guard will provide from their band and vocalist microphones.

9.1.4 The contractor shall provide media feed for the media stage.

9.2 The contractor shall provide lighting for the main stage (12' x 24' x 24") and 46-member band.

9.3 The contractor shall provide viewing screens and/or projectors installed throughout the seating area to ensure the ceremony is viewable and accessible to all 2,500 guests.

10 ADDITIONAL REQUIREMENTS

10.1 All tents provided shall have quiet ceiling mounted fans. Number and air movement capacity of fans shall be adequate for the size of tent and intended occupancy (minimum of one per tent) with appropriate length cords to reach the power supply.

10.2 All provided items shall be indoor/outdoor capable.

10.3 Contractor shall be able to effectively set up tents and equipment on various types of terrain to include but not limited to gravel, dirt, asphalt, concrete and grass (no stakes or holes will be placed in the concrete or asphalt).

10.4 Contractor shall provide appropriate mechanisms for securing all tents for various types of weather conditions to include high wind.

11 PERSONNEL REQUIREMENTS

11.1 Contractor is responsible for all equipment set up, adjustments, and operation, to include operation of all audio/visual equipment for two (02) rehearsals and two

(02) ceremonies.

12 REFERENCES

12.1 The contractor must provide references of prior events of the same level/capacity they have worked.

13 SECURITY REQUIREMENTS AND PRIVACY ACT REQUIREMENTS:

13.1 Physical Security. The contractor shall take whatever steps are necessary to protect their equipment from weather-related damage (i.e., covering speakers, etc.). The contractor shall take whatever steps are necessary to protect their items from theft (i.e., locking microphones in case, etc.).

13.2 Security Regulations. The contractor shall comply with applicable DHS and Coast Guard security regulations and procedures during the performance of this contract.

Contractor employees shall protect privacy data and other data required in the performance of work.

13.3 U.S. Citizen Employee Requirement. Non-U.S. citizens will not be allowed to perform work on DHS or Coast Guard contracts or subcontracts involving access (or possible access) to sensitive data, software, or equipment without prior approval from the government Contracting Officer.