Attch 1 - SOW_22May24.pdf

STATEMENT OF WORK

FOR

AIR FORCE MARATHON AUDIO/VISUAL SYSTEM

22 May 2024

I. GENERAL: The United States Air Force Marathon Office requires audio and video system in support of the Air Force Marathon (AFM) for the period of one (1) base year and four (4) option years. The audio and video system will be used at the start and finish lines of the AFM and 5K events at Wright Patterson Air Force Base (WPAFB), Ohio. The dates for the Air Force Marathon, Half Marathon, 3-Person Relay, 10K, and 5K will be the third Friday/Saturday of September. (Sept. 20/21, 2024; Sept. 19/20, 2025; Sept. 18/19, 2026; Sept. 17/18, 2027; Sept. 15/16, 2028). The Saturday events are located on the grounds of the National Museum of the United States Air Force. The 5K will take place on the Friday before the marathon, at 6:30pm, at the Wright State University Nutter Center. The estimated attendance for all events is 30k.

II. SPECIFICATIONS/TECHNICAL REQUIREMENTS: The contractor shall provide all required audio and video equipment for the AFM events as follows:

A. AFM – AUDIO: The Contractor shall provide the following audio items or comparable items for to the five (5) “audio zones” as listed below:

(NOTE: The list of items are examples, and potential vendors should be able to provide equipment based on zones needs listed below.)

1. Zone 1- Finish Line Area:

a. Approximate area of 450’x350’ (covers the finish line (Loop Rd) to the fence line (Separating NMUSAF and Area B))

b. “Front of House” (FOH) audio mix shall be placed behind the finish line stage – 1 Each

c. 16 channel mixer – 1 Each

d. EAW JF560 Speakers – 8 Each

e. Amplifier rack for EAW 560 – 2 Each

f. dbx EQ/Compressor Rack – 1 Each

g. 4892 45deg. Array Speakers - 6 Each

h. QSC Array Power / Processor Rack – 1 Each

i. Towers 6' large – 6 Each

j. UHF wireless microphone system – 2 Each

k. 70V Horns – 16 Each

l. Processor Rack – 2 Each

m. EV SX300 Speakers for stage monitors – 2 Each

n. cables, connectors & consumables – 1 Each

2. Zone 2- Between Aircraft Runway and Finish Line Area: The Contractor shall provide audio coverage for approximately 200’x150’area.

3. Zone 3- Festival Tent:

a. Approximate area of 200’x300’ area.

b. UHF wireless microphone system – 1 Each

c. 1402-vlz Mixer – 1 Each

d. dbx EQ/Compressor Rack – 1 Each

e. EV SX300 Speakers with stands – 4 Each

f. Podium – 1 Each

g. 1-Qsc PLX-1602 300 WATT stereo amplifier – 1 Each

h. Cables, connectors & consumables – 1 Each

i. 65 KW 1-3 Phase Diesel generator – 2 Each

4. Zone 4- AFM Start Area:

a. Approximate area of 200’x150’.

b. 16 channel mixer – 1 Each

c. dbx EQ/Compressor Rack – 1 Each

d. UHF wireless microphone system – 2 Each

e. EAW KF-650 ISR Speaker – 18 Each

f. Processing Amplifier rack – 4 Each

g. Towers 6' large – 4 Each

h. L-16 crank-up lift model 80180 – 2 Each

i. EV SX300 Speakers with stands – 8 Each

j. 600 amplifiers – 1 Each

k. Podium – 1 Each

5. Zone 5- Awards Tent Area:

a. Approximate area of 100’x80’.

b. UHF wireless microphone system – 2 Each (primary and backup)

c. 1402-vlz Mixer – shall be connected to the FOH audio mix position (Zone 1), to allow the audio operator to control zones 3, 4 and 5. - 1 Each

d. dbx EQ/Compressor Rack – 1 Each

e. EV SX300 Speakers with stands – 4 Each

f. Podium – 1 Each

g. Qsc PLX-1602 300 WATT stereo amplifier – 1 Each

h. Cables, connectors & consumables – 1 Each

i. 65 KW 1-3 Phase Diesel generator – 2 Each

6. The Contractor shall also provide the following items or comparable items as listed below: (NOTE: The list of items are examples, and potential vendors should be able to provide equipment based on zones needs listed below.)

a. D-30 Three-Chip Cameras w/ Studio Kit – 3 Each

b. 250 Tripod - 2 Each

c. RF Central RFX-NLL Wireless Audio/Video Transmitter/Receiver – 2 Each

d. 100 video switcher – 1 Each

e. DVD V7400 player – 1 Each

f. Engineer Rack (shall include the following items or comparable items:) – 1 Each

1. A9U 9" monitor – 4 Each

2. M5 camera control unit – 2 Each

3. 220 crash switcher – 1 Each

4. Sierra video amplifier 3 in / 5 out – 1 Each

g. Batteries for wireless camera – 4 Each

h. PD box 200amp 3phase 5wire – 2 Each

i. Feeder Cable Case – 4 Each

j. Cables, connectors & consumables - 1 Each

7. Diagram of five (5) key “audio zones”:

8. Example of Audio Placement:

B. AFM – VIDEO: The Contractor shall provide the following video items or comparable items as listed below: (NOTE: The list of items are examples, and potential vendors should be able to provide equipment based on zones needs listed below.)

1. 9’x12’ minimum of 10dpi screens – 2 Total

a. Location Zone 1(near finish line) – 1 Each

b. Starting Location Zone 4 - 1 Each (Note: After the start of the half marathon (8:30am), the Contractor shall move the screen to Zone 3)

2. The Contractor shall provide a minimum of six (6) camera positions which shall cover the following areas during the race:

a. Start line stage

b. Start line (beginning of the races)

c. Finish line (static camera)

d. Finish line (shoulder camera)

e. Museum turn (turning into the runway)

f. Halfway down the final approach to the finish line

(NOTE: Some camera throws could be up to 1200’ from the FOH. Camera throws from the start line to the FOH is approx. 1000’)

3. The Contractor is responsible for the lift vehicle and all other equipment associated with moving the video screens.

4. Video Movement Locations - Example:

C. 5K - AUDIO AND VIDEO: The Contractor shall provide sound coverage for an approximate area of 300’ x 500’, at the Wright State University (WSU) Nutter Center on the Friday before the marathon: (NOTE: The list of items are examples, and potential vendors should be able to provide equipment based on needs listed below.)

1. The Contractor shall provide the following video items or comparable items as listed below: (NOTE: The list of items are examples, and potential vendors should be able to provide equipment based on zones needs listed below.)

a. Meyer Sound MSL-4 – 6 Each

b. Towers – 2 Each

c. Small mixer – 1 Each

d. Wireless microphone – 1 Each

e. Cables, connectors & consumables – 1 Each

f. Power distribution to include generator – 1 Each

2. The Contractor shall confirm audio is loud enough for the audience to hear but low enough to not travel and reflect off the Nutter Center (potential for echo due to the Nutter Center design and location).

3. Diagram of WSU Ervin J. Nutter Center – Start and Finish

D. OTHER REQUIREMENTS:

1. The Contractor shall provide knowledgeable personnel for monitoring and maintaining the audio and video system for the entire course of all events.

2. The Contractor shall have pop-up tents available in case of rain or heat.

WSU

Nutter Center Stage

Start

Finish

3. The Contractor shall provide all required personnel for set up and tear down.

4. The Contractor shall provide their own carts and forklifts for loading/unloading all audio/visual equipment and materials.

5. The Contractor and employees shall adhere to all OSHA (Occupational, Safety and

Health Administration) regulations pertaining to this production.

6. The Contractor shall provide professional grade equipment only (consumer grade equipment shall not be acceptable for the events).

III. MARATHON SETUP AND TEARDOWN:

1. 5K –

a. The Contractor shall begin set up of equipment on Friday at 10:00 a.m. and be operationally tested and ready for operation no later than (NLT) 3:00 p.m.

b. The Contractor shall not start tear down until one half hours after the last runner crosses the finish line (approximately 8:00 p.m.) and all equipment shall be removed from the Nutter Center grounds that evening.

2. AFM -

a. The Contractor shall begin set up of equipment on the Thursday before the marathon and be operationally tested and ready for operation no later than 2:00 p.m. on the Friday before the marathon.

b. The Contractor can start tear down no sooner than one half hour after the last runner crosses the finish line (approximately 3:00 p.m.) and all equipment shall be removed from the grounds of the NMUSAF by 3:00 p.m. the Monday after the marathon.

IV. AFM LIST OF EVENTS/LOCATIONS/TIMES:

1. FRIDAY (5K – WRIGHT STATE UNIVERSITY NUTTER CENTER)

6:00 p.m.

Tailwind Trot 1K Kids’ Run start Setzer pavilion, behind Nutter Center

6:15 p.m.

Opening Ceremony - Air Force 5K Race hosted by Wright State University

6:25 p.m.

5k Wheeled Athlete Start- Setzer Pavilion behind Nutter Center

6:30 p.m.

5K start Setzer Pavilion, behind Nutter Center

7:30 p.m.

Overall 5K Award Presentations

2. SATURDAY (MARATHON, HALF MARATHON, 10K – NMUSAF)

4:00 a.m.

Runner entry Gates open 6:10 a.m.

10K Opening Ceremonies

6:30 a.m.

10K Start

7:20 a.m.

Wheeled Marathon Start

7:30 a.m.

Marathon and Half Marathon Start

8 a.m. - 2:30 p.m.

Post-Race Festival

8:30 a.m.

10K Awards Ceremony Finish line awards stage

10:00 a.m.

Half Marathon Awards Ceremony Finish line awards stage

11:30 a.m.

Marathon Awards Ceremony Finish line awards stage

V. VENDOR POC:

1. The Contractor shall provide a point of contact (POC) from their company to meet with the AFM office prior to events to discuss the layout and design of all equipment at all designated sites.

2. A POC for the AFM office will be identified in the schedule of the final awarded contract.

VI. INVOICE AND PAYMENT:

1. The Contractor shall be paid upon submission of a properly prepared invoice (original and one copy) and after final inspection and acceptance has been made. A proper Invoice shall cite the Contractor’s name and address, Invoice number, Invoice date, order number, contract line item number (CLIN), description of the supplies/service, unit of issue, unit price and extended price, terms of any prompt payment discount offered, and who to notify in the event the Invoice is defective.

2. The Invoice shall be submitted to:

AFSVA/SVTEA

2261 HUGHES AVE STE 156

JBSA LACKLAND TX 78236-9854

Accounts payable e-mail: ap.ssc2@afsv.net

OR

88FSS/FSRP

1940 Allbrook Drive, Bldg. 1, Door 202 WPAFB, Ohio 45433 zacary.neves@us.af.mil

One (1) copy of all Invoices shall also be sent to the Contracting Office to the following personnel and shall be submitted after delivery is complete.

Contract Specialist: Therial Alsup (therial.alsup@us.af.mil) Contracting Officer: Casey Straw (casey.straw.1@us.af.mil)

VII. DELIVERY PROCEDURES COMMERCIAL VEHICLES: All vehicles larger than a large pick‐up truck are required to be inspected by the Wright‐ Patterson Air Force Base Commercial Vehicle Delivery Gate (CVDG) prior to entering the installation.

1. Vehicles to be inspected include, but are not limited to, the following:

a. Step van/panel truck

b. Tractor/trailer, box, and flatbed containing cargo

c. Tanker trucks

d. Box Trucks

e. Tour buses

f. Garbage/recycled waste trucks

g. Concrete trucks/mixers, dump trucks

h. Cranes, recreational vehicles, petroleum tanker

2. This inspection will be conducted at Gate 26A located off 235. The following are exceptions to vehicles utilizing the CVDG:

a. If the vehicle has the product inside (concrete and asphalt trucks) and timely delivery is necessary due to product deterioration it does not need to enter the CVDG. To bypass the CVDG, the contractor shall submit a list containing drivers’ names, social security numbers and the state in which the driver's license is held for those drivers who will be entering the base. This shall be accomplished 24 hours prior to requested entry time. If entry is requested on Monday, this list must be submitted by Friday at 1630 hours. All lists shall be submitted to the 88th ABW/CE Directorate contract inspector. The only gates that may be used under this exemption shall be 15A, 26A, 38A, and gate 1B. If the driver's name is not on the list, he/she will not be allowed access to the installation through these gates and the base will not assume liability for denied access.

b. If a delivery vehicle must exit, and then re‐enter the base to complete its route, the vehicle shall be resealed upon exiting the base. After initially passing through the commercial vehicle delivery gate, trucks shall be resealed at Gates 15A and 22B.

The resealing of the trucks will allow them to continue to any other area of the installation (Areas A, B, or Kittyhawk) without reprocessing through the CVDG.

To receive resealing assistance, the drivers shall physically stop at one of the three authorized gates and request the installation entry controller to reseal their truck and provide the next location of their delivery. The controller will reseal the truck and give the delivery driver a pre‐clearance form. The driver shall present the pre‐ clearance form to the entry controller at the next point of installation entry. This reentry can be at any base gate.

c. Wright Patterson Integrated Defense Plan, paragraph 3.10.12.9.2. All irregular deliveries will be sent to the CVDG for inspection. All visitors, which include contractors and commercial vendors without proper background checks and contractor passes, will not be allowed on WPAFB unless escorted by the receiving agency. This will take place after the individual(s) are issued a pre‐ clearance form at the CVDG. After successful completion of the vehicle inspection, the receiving agency will escort the individual to and from their destination on WPAFB. An inspector at the CVDG will contact the receiving agency, informing them to send an escort to the CVDG. Escorts will remain with the vehicle at all times while it is on WPAFB.

3. Vehicles may be subject to an inspection at any of installation entry control points during a directed random antiterrorism measure (RAM). Any commercial vehicle, regardless of size, can be directed to the CVDG at the discretion of the installation entry controller.