B08_Attachment_1_SOW_Battle_of_Bunker_Hill_250_Event_Production_Services.docx

United States Department of the Interior

National Park Service Boston National Historical Park 21 2nd Ave Boston, MA 02129

STATEMENT OF WORK

Battle of Bunker Hill 250 Commemoration Event Planning and Production Services Table of Contents

Section 1.0 Scope Section 2.0 General Section 3.0 Scope of Work Section 4.0 Government-Furnished Property Section 5.0 Security Section 6.0 Period of Performance Section 7.0 Contractor’s Use of Premises Section 8.0 Restrictions

SECTION 1.0 SCOPE

1.1 Purpose of Contract: Contractor shall furnish all labor, transportation, materials, and supervision to support a five-day series of events, June 12-17, 2025, marking the national commemoration of the 250th anniversary of the Battle of Bunker Hill. The selected contractor shall examine all conditions at the project site prior to submitting a quote for services associated with this contract.

As one of the nation’s A250 signature cities, Boston is expected to draw large crowds (hundreds of thousands of visitors over the peak commemorative years, 2025-2026). Events leading up to and including the June 17 Remembrance Ceremony will take place at Bunker Hill Monument – a National Park Service site in the Charlestown neighborhood of Boston. Events will draw large crowds, with the high-profile June 17 Remembrance Ceremony attended by elected officials, international dignitaries, military leaders and service members, veterans, students and a mix of people from around the corner and around the world.

Events take place outdoors rain or shine with the Monument as backdrop to events. Events June 12-16 require a tent, chairs, stage and limited sound and lighting support that will be accomplished through the awardee providing design services based upon needs outlined in this scope. The June 17 event will require full technical production services, including pre-planning, site design and outfitting, sound and lighting, script sequencing and cueing, audio visual services, management of an on-line ticketing system, and guest entry and seating. Awardee is required to participate in a pre-event site visit with the COR to review all necessary requirements, event needs and contract deliverables, and provide plan to carry out all necessary means to accomplish.

Deliverables shall include:

1. Site Plan Preparation and Event Coordination June 12-17.

2. Setup Oversight

3. Cue Sheet and Script Input

4. Audio Visual Support

5. Stage Manager Coordination

6. Media Coordination

7. Video Production

1.2 Applicable laws: All work of this Contract shall be performed in accordance with applicable laws, ordinances, rules, regulations and standards: Selected contractor must be fully insured for damages during the contract period of performance.

1.3 Description of Project Sites: The primary event location is the Bunker Hill Monument located at Monument Square in the Charlestown neighborhood of Boston. Additionally, a satellite event viewing location is required for spectator overflow on June 17. The satellite viewing location is on a city owned space before monument square, near the intersection of Winthrop Street, Adams Street, and the Freedom trail. Awardee will need to coordinate and ensure permitting with the city and NPS, in advance on the event.

SECTION 2.0 GENERAL

2.1 Selected contractor shall notify the COR of any unforeseen needs or conditions that are beyond the scope of work detailed in Section 3.0. Substantial increases in the scope will need to be assessed by the CO and COR for any modification of the contract.

2.2 The contractor shall furnish all labor, transportation, materials, and supervision for services described as part of a fully encompassing Firm Fixed-Price SECTION 3.0.

2.3 Contractor’s central office or representative shall be available by phone weekdays, Monday through Friday 8:00 am to 4:30 pm.

2.4 Proposals shall include the firm fixed price for all requested services and supplies associated with performance of the requirements of this contract to include:

2.5 The requested event services shall be in support of the following events. Each event will have different needs for equipment, event support,

1. June 12: Immigration and Naturalization Ceremony (11am to noon)

2. June 14: Community Concert (7-8:30 pm)

3. June 16: Bunker Hill Monument Association cornerstone laying event (10-noon)

4. June 17: Remembrance Ceremony (3:15 – 4:45 pm)

SECTION 3.0 SCOPE OF WORK

3.1 Site Plan Preparation – The selected contractor shall create a site plan that illustrates the layout of all the audience, participant, media, and circulation needs.

3.2 Setup Oversight – The selected contractor shall ensure that the setup of all tents, chairs, stage, podium, sound, screens, flags, bunting, ropes, and stanchions, etc. are executed according to the plan reviewed and approved by the CO and COR.

3.3 Cue Sheet and Script Input – The contractor shall prepare a cue sheet after the script has been written. The COR and NPS staff shall provide input on script relative to technical issues/needs for the event.

3.4 Sound and Lighting – The contractor shall oversee the sourcing and performance of sound and lighting for each on site event specifed.

3.5 Stage Manager Coordination – The contractor shall ensure that a stage manager cues speakers, singers, bands, marchers, etc. for appropriate entrances.

3.6 Media Coordination – The contractor shall coordinate with broadcast/news channels covering the event.

3.7 Audio Video Production – The contractor shall source and oversee an audio visual production team to provide a multi camera and playback production package to allow for live simulcast viewing of the June 17 event, live streaming of the event to the client web platforms, and recording of video coverage for immediate archival purposes and post event products. Recordings to be delivered to the COR within 10 days after work events have concluded, as part of final submittals.

3.8 Meetings – The contractor shall lead and/or attend all production and security meetings.

3.9 Event Needs –

3.9.1 June 12: Immigration and Naturalization Ceremony (11am to noon) 250 candidates take the oath of citizenship in a US Citizenship and Immigration Services Naturalization Ceremony on the Bunker Hill grounds. Anticipated audience size: 400

Contractor shall provide design services with COR, coordinate and implement the approved plan, and provide all set up and relevant break down for event. Set-up to take place on June 11. The stage, tent and set-up for sound will remain in place through June 17. Chairs will remain on site, folded and stored within the tent for use at events on June 14, 16 and 17:

· Tent: to cover seating and stage determined by awardee.

· Stage: 24’w x 18’d x 3’h with navy skirting

· ADA compliant access ramp (4’ 24’)

· Access stairs (2)

· Stage wing (R): 12’w x 8’d x 2’6”h with navy skirting

· Formal stage seating (8 - stackable)

· Wooden Podium

· Audience seating (350): lightweight, white/ivory folding chairs

· Necessary Sound equipment determined by awardee

3.9.2 June 14: Community Concert (7-8:30 pm)

Fourteen-piece Army Band with choir. Anticipated audience size: 1200 (lawn and chair seating) Contractor shall coordinate, provide and set up:

· Retain stage and chairs as per requirements listed in section 3.9.1

· Microphone and sound related equipment are required for announcements.

· Awardee will provide at least 1 extra portable mic. which will be ready for use for public announcements in case those circumstances become relevant, so that equipment is readily available at any point it is required.

· Awardee will determine if adequate electrical capabilities are present at the proposed locations, necessary to meet all needs. Once NPS has this information, the NPS can arrange for electrical modifications (if required) with NPS electricians, at no cost to the awardee.

· Determine the necessary lighting in the proposed design, and once approved by COR, provide the light installation.

3.9.3 June 16: Cornerstone Laying Event (10AM-noon)

Event to mark bicentennial of the laying of the monument cornerstone. Audience size: 500

Contractor shall coordinate, provide and set up:

· Stage and chairs per requirements listed in section 3.9.1

· Awardee will determine all sound related equipment needs such as necessary wattage of equipment needed, decibel standard for distance from the stage, how many speakers will be required for optimal performance based upon audience size, and what, if any, amplifications are required to meet that standard. In addition, the awardee will determine if a sound board and mixer along with sound engineer are required and provide design proposal to the COR as part of pre-bid walkthrough.

· Five clip-on microphones, three standing microphones with boom stands.

· Awardee will provide at least 1 extra portable, ready-to-go microphone for as needed, emergency use.

3.9.4 June 17: Remembrance Ceremony (3:15 – 4:45 pm)

Fully produced event. Speaking, music, poetry, presentation of colors, band, choir. Audience size: 450 beneath the tent, 200 on the grounds, 200 at satellite viewing area at nearby city park

Contractor shall coordinate, provide and set up:

· Tent: to cover seating and stage (approx. 100’W x 80’ D TBD by awardee and proposed to COR during pre bid walkthrough), based upon audience size, stage, egress needs and site conditions; reviewed and proposed during pre-bid walkthrough.

· Tent sides with five doors (provisional, as needed per weather)

· Stage: 24’w x 18’d x 3’h with navy skirting

· ADA compliant access ramp (4’ 24’)

· Access stairs (2)

· Stage wing (L): 12’w x 8’d x 2’6”h with navy skirting

· Stage wing (R): 12’w x 8’d x 2’6”h with navy skirting

· Stage seating (12 - stackable black)

· 8 “standard” size portable toilets and 4 ADA accessible portable toilets. Fully stocked with toilet paper, hand sanitizer, tank chemicals, clean and for use at the event site. No cleanouts required, just delivery and pick up.

· Design, and implement agreed upon stanchions and ropes to designate zones (sizes of zones and locations determined during pre-bid walkthrough by awardee)

· Design, and implement agreed upon a designated section for “bike rack” style steel barricades to designate ticketed seating (awardee will determine size and location during pre-bid walkthrough))

· Wooden Podium

· Audience seating (400): lightweight, white/ivory folding chairs

· Tent lighting: professional lighting services to include a temporary broadcast lighting system designed to furnish even stage wash for press event

· Tent audio: Design and implement means to provide audio to support seating of approx. 400 people beneath a 100’x 80’ tented area, proposed during pre-bid walkthrough.

· Media platform (8’x8’ x 3’h)

· Video production services to allow for live simulcast viewing of the event at the Training Ground (Charlestown), live streaming to the NPS web platform and recording of video coverage for immediate archival purposes as and post event produced projects. Awardee will submit final recording of livestreaming footage and raw camera feeds to the COR after work has concluded within 10 business days after events conclude, as part of their final submittal process.

· LED jumbotron, with captions included option type, approved by COR, (approximately 17’w x 10’H elevated at 2’H screen size), with a minimum of 1080 full HD clarity; determined by awardee based on audience size, stage, egress needs and site conditions, reviewed during pre-bid- walk through. (set up at Training Field for satellite viewing)

· Awardee will provide A/V technical staff to operate all lighting, sound, video and simulcast for this event.

· ASL services for full run of shows.

· Provide customer experience/ guest correspondence.

· Develop and manage a guest registration software solution, servicing guest questions and concerns pre-event.

· Establish RSVP system and provide regular updates to event partners.

· Establish timeline and strategy for save the dates, invitations and follow-ups, RSVP’s and maintain ticketing platform.

· Obtain and manage guest list

· Create an on-site guest check-in flow and experience, including VIP treatment for speakers and special guests.

SECTION 4.0 GOVERNMENT FURNISHED PROPERTY

4.1 The Government will furnish no materials or tools. All materials and tools are Contractor furnished from outside the park. Comment by Stearns, Liza J: How should we reference electricity? Will they draw from the site or are we asking them to provide generators and power sources? This is not an area I am familiar with.

SECTION 5.0 SECURITY

5.1 All contract employees shall display identification upon request if entering the secured area of the Charlestown Navy Yard. Identification shall be furnished by the contractor at no additional cost to the Government. Contractor’s staff shall notify the security office if access to the secured area of the Navy Yard is required. Contractor staff shall park vehicles only in areas designated by park personnel.

5.2 Contractor shall take the necessary safety measures to ensure public safety while performing fire suppression repairs. Notify COR of when on site work is being completed.

5.3 National Park Service law enforcement and non-law enforcement Rangers will be available on site for each event to provide security and crowd control to the public. No additional services for security or crowd control are required under the scope of this contract.

SECTION 6.0 PERIOD OF PERFORMANCE

6.1 The period of performance shall commence on April 15,2025 and all work associated with this contract shall be complete by June 26, 2025.

SECTION 7.0 CONTRACTOR’S USE OF PREMISES

7.1 Public or employee restrooms will be available for the contractor employees to use.

7.2 All work shall be completed in such a way as to create no damage and to protect the surrounding government property, and belongings etc. The contractor shall ask the COR for clarification if the need arises.

7.3 Use of water and power are currently available on-site. Confirm with Park Electrician that electrical needs for A/V equipment and lighting selected for this contract is available at each event site.

7.4 Dumpsters for disposal of waste and recycling are available at the Charlestown Navy Yard. Only waste associated with performance of this contract shall be disposed within NPS dumpsters.

SECTION 8.0 RESTRICTIONS

8.1 No on site work preparing either site for events will be permitted outside of regular hours. Site is available Monday through Friday from 7:00 am to 5:00 pm. Only on the dates of scheduled special events will work be permitted outside these hours.

8.2 No parking of contractor vehicles will be allowed on the grounds of the Bunker Hill monument. Any deliveries to the site which require vehicle access shall be coordinated with the COR to prevent unnecessary damage to the grounds or irrigation systems.

8.3 Contractor and subcontractors shall not install any temporary or permanent device into the grounds, historic structure or historic object within the Bunker Hill or Navy Yard locations in performance of this contract. This includes no tent stakes driven into park grounds, and no anchors shall be attached to trees or fences. Only exceptions to this shall be provided by the COR in consultation with park resources staff.

8.4 Contractor may use lawns for installation of event equipment in performance of this contract. Work must be coordinated with the COR and park grounds supervisor to ensure compatibility with irrigation systems, walkways and other defining features of the landscape. After work has concluded, the awardee will perform a walk through with the COR and NPS grounds supervisor to identify turf zones that sustained damages from contracted work. Those area will require infill of approved soil and grass seed, provided by the awardee as part of the FFP price in this contract; to ensure turf recovery to existing conditions. Any future care of that grass seed will be the responsibility of the NPS, at no liability to the awardee.

8.5- Site Locations and Proposed Layout

CONTRACTING OFFICER’S REPRESENTATIVE

Cidney Webster Boston National Historical Park 21 2nd Ave Boston, MA 02129 617-999-0772 Cidney_webster@nps.gov 1 SOW Bunker Hill 250 Special Event Planning and Production image3.jpeg image1.png image2.png