B08_Attachment_1_-_Statement_of_Work.pdf

STATEMENT OF WORK

Dorchester Heights 250th Commemoration

Evacuation Day Event Planning and Production Services

United States Department of the Interior National Park Service Boston National Historical Park 21 2nd Avenue Boston, MA 02129

TABLE OF CONTENTS

1. Scope

2. General Requirements

3. Scope of Work

4. Government-Furnished Property

5. Security

6. Period of Performance

7. Contractor's Use of Premises

8. Site Protection and Damage Repair Requirements

9. Restrictions

SECTION 1.0 SCOPE

1.1 Purpose of Contract

The Contractor shall furnish all labor, transportation, materials, and supervision to support a one-day event on March 17, 2026, including setup on March 16, breakdown on March 18, and 17 days post event breakdown for awardee production editing and government review of deliverables. This event marks the national commemoration of the 250th anniversary of Evacuation Day at Dorchester Heights.

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 America 250 signature cities, Boston is expected to draw large crowds (hundreds of thousands of visitors over the peak commemorative years, 2025- 2026). The March 17 Evacuation Day Remembrance Ceremony will take place at Dorchester Heights, a National Park Service site in the South Boston neighborhood. The ceremony is expected to draw large crowds and will be attended by elected officials, international dignitaries, military leaders and service members, veterans, students, and community members.

The event will take place outdoors in rain or shine with the Monument as backdrop. The March 17th event requires a Firm Fixed Price (FFP) for event management services, with separate optional line items for additional services and equipment. This will be accomplished through the awardee providing design services based upon needs outlined in this scope. The awardee is required to participate in a pre-event site visit with the COR within 72 hours of award to review all necessary requirements, event needs, and contract deliverables.

Deliverables shall include:

1. Site Plan Preparation and Event Coordination

2. Setup and Breakdown Oversight

3. Cue Sheet and Script Input

4. Audio Visual Support

5. Stage Manager Coordination

6. Video Production

1.2 Applicable Laws

All work under this contract shall be performed in accordance with applicable federal, state, and local laws, ordinances, rules, regulations, and standards. The selected contractor must be fully insured for damages during the contract period of performance.

1.3 Description of Project Site

The event location is Dorchester Heights Monument, located at 95R G Street, Boston, MA 02127. The monument and grounds are situated within Thomas Park in South Boston, commemorating the American Revolution's Battle of Dorchester Heights. The site is within a residential urban neighborhood with limited parking, narrow streets, and residential traffic patterns. Noise management, city permitting, community relationships, and compliance with local ordinances are required.

SECTION 2.0 GENERAL REQUIREMENTS

2.1 Notification of Unforeseen Conditions

The selected contractor shall notify the COR of any unforeseen needs or conditions beyond the scope of work detailed in Section 3.0. Substantial increases in scope will be assessed by the CO and COR for potential contract modification.

2.2 Contractor Responsibilities

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

2.3 Availability

The contractor's central office or representative shall be available by phone on weekdays, Monday through Friday, 8:00 AM to 4:30 PM.

2.4 Pricing Structure

Proposals shall include the Firm Fixed Price for Event Management Services and separate line items for all requested services and supplies:

FIRM FIXED PRICE ITEMS:

1. Event Management Costs

2. Tent rental and installation/removal

3. Stage rental and installation/removal

4. Ramp and stairs rental and installation/removal

5. Tent heating elements

6. Tent walls

7. Support for lighting

8. Sound equipment (including microphones and sound engineer)

OPTION LINE ITEMS:

1. Snow removal and site treatment

2. City permit fees

3. Installation/removal of bunting and decorative features

4. Procurement of flowers

5. Video production and editing

6. Overnight security management

7. Generator rental

8. Portable restrooms

9. Greenroom heated tent (20'x20')

10. Flooring and ADA-compliant equipment

11. Waste removal

12. Other costs necessary to support event execution

Offers must include detailed price breakdowns in adequate detail to substantiate the quoted FFP pricing and Option Line-item pricing.

SECTION 3.0 SCOPE OF WORK

3.1 Site Plan Preparation

The selected contractor shall create a site plan illustrating the layout of all audience, participant, media, and circulation needs.

3.2 Setup Oversight

The selected contractor shall ensure that setup of all tents, chairs, stage, podium, podium, sound, flags, bunting, and other elements 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 once the script is complete, incorporating input from the COR and NPS staff on technical considerations and event needs. NPS and the speakers will prepare their own remarks. Using the NPS-prepared Run of Show document, the contractor is responsible for developing an overall timeline for speakers and performers, including cueing speakers, music, and ceremonial elements such as the posting of colors, national anthem, invocation and benediction, and flag raising.

3.4 Sound and Lighting

3.4.1 Sound: The awardee will determine all sound-related equipment needs including necessary wattage, decibel standards for distance from stage, number of speakers required for optimal performance based on audience size, and amplification requirements.

The awardee will determine if a sound board and mixer are required and provide a design proposal to the COR for review and approval.

3.4.2 Lighting: Determine necessary lighting in the proposed design and, once approved by COR, provide light installation to support broadcast-quality lighting for the event.

3.4.3 Electrical: The awardee will determine if electrical capabilities sufficient to address all needs are available at proposed locations. The offeror will provide an optional line item for providing an electrical generator to power all event-related needs.

3.5 Stage Manager Coordination

The contractor shall ensure that a stage manager cues all scheduled performers and participants for their appropriate entrances.

3.6 Audio Video Production

The contractor shall source and oversee an audio-visual production team to provide:

3.6.1 Run of show coverage

3.6.2 Minimum of two cameras

3.6.3 Video editing including:

• An edited full copy of the event

• Clips of all speakers

• All videos will have captions and audio descriptions as separate files

• Captions in SRT file format

• Video and audio descriptions in MP4 container

3.6.4 Raw recordings and final edited video will be delivered to the COR within 10 days after the conclusion of the event as part of final submittals. The COR will have 7 additional days to review the deliverables.

3.7 Meetings

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

3.8 Event Specifications

3.8.1 Dorchester Heights Evacuation Day Ceremony (March 17, 2026)

This event commemorates the 250th anniversary of the British evacuation of Boston during the American Revolution. The ceremony will include military honors, dignitaries, speakers, and community participation.

The contractor shall provide design services with the COR, coordinate and implement the approved plan, and provide all setup and breakdown for the event. Setup to take place on March 16, 2026. The stage, tent, and sound setup will remain in place through March 17, 2026.

Required Equipment:

• Tent: sufficient to cover seating and stage (size determined by awardee)

• Stage: 24'W x 18'D x 3'H with black skirting and safety railing

• ADA-compliant access ramp (4'W x 24'L)

• Access stairs (2)

• Stage wing with black skirting, bunting, and flowers

• Formal stage seating (10 stackable chairs)

• Wooden podium

• Audience seating (250 lightweight, white/ivory folding chairs)

• Sound equipment as determined by awardee

• Heated tent with walls

• Flooring (if required)

• Separate greenroom tent 20'x20' (walled and heated)

SECTION 4.0 GOVERNMENT-FURNISHED PROPERTY

4.1

The Government will furnish no materials or tools. All materials, tools, equipment, and personnel are contractor-furnished.

SECTION 5.0 SECURITY

5.1 Identification

All contract employees shall display identification upon request. Identification shall be furnished by the contractor at no additional cost to the Government. Contractor staff shall park vehicles only in areas designated by park personnel.

5.1.1 The map provided below identifies parking areas where city permitting is required for closure:

5.1.2 The provided below identified designated parking area for event staff during event:

5.2 Overnight Security

The National Park Service (NPS) DOES require overnight security services under this contract. The offeror will include overnight security as an optional line item and must note this in their offer submission and include all associated costs in their quote under the appropriate Option Line item. If NPS does not approve that line-item option, NPS will provide security services at no expense to the awardee.

5.3 Daytime Security

NPS will manage security for all daytime activities. Law enforcement and non-law enforcement Rangers will be present to ensure security and crowd control for the public.

SECTION 6.0 PERIOD OF PERFORMANCE

6.1

The period of performance shall commence on the date of award and all work associated with this contract shall be complete by April 6, 2026. This date is all inclusive of event dates and production editing and review, post event. The awardee shall coordinate a post-event walkthrough with the COR to occur no later than 24 hours after the event to identify potential damage. If it is determined that damage and repairs exist and are required; then the COR and awardee shall work with the Contracting Officer to extend the POP until after the damages are corrected by the awardee.

SECTION 7.0 CONTRACTOR'S USE OF PREMISES

7.1

Portable restrooms will be on-site for this event and available for use.

7.2

All work shall be performed in a manner that prevents damage and protects surrounding government property and belongings. The contractor shall consult the COR for clarification if needed.

7.3

Water and power are not currently available on-site.

7.4

Dumpsters for disposal of waste and recycling are available at the Charlestown Navy Yard.

SECTION 8.0 SITE PROTECTION AND DAMAGE REPAIR REQUIREMENTS

8.1 Ground Stakes Prohibition

Ground stakes shall not be used for any work associated with this contract. Weighted blocking shall be the only permitted method for tent installation and stabilization.

8.2 Irrigation System Protection

The awardee shall be provided with a copy of the as-built drawings related to the irrigation system for use during installation. The awardee shall utilize these drawings to ensure that all work performed under this contract does not damage the irrigation infrastructure.

(Irrigation map will be provided at this location for reference upon award- NPS is readily available).

8.3 Site Plan Approval

The awardee shall propose recommended locations for tents and related structures to the Contracting Officer's Representative (COR) for final design approval prior to installation. No installation shall commence without written approval from the COR.

A planned site map shall be provided below. Any modifications or recommendations to this layout shall be coordinated between the COR and awardee, in writing.

8.4 Damage Repair Obligation

Any damages incurred by the awardee during performance of this contract shall be repaired by the awardee at no cost to the Government. Such repairs must be coordinated with the COR and completed within fourteen (14) calendar days following the conclusion of the contract period of performance. The awardee shall be responsible for repairing any damage to irrigation lines, turf, landscaping, grounds features, and other site improvements.

8.5 Scope of Turf Repair

The extent of infill or turf repair required shall be directly proportional to the lawn area disturbed by the awardee's installation of staging and event equipment. There is no predetermined cap or estimate for repair quantities. The scope of required repairs shall be determined entirely by the awardee's performance in protecting the grounds and minimizing site disturbance during contract operations.

8.6 Post-Repair Maintenance

Upon adequate completion of turf repairs and seeding by the awardee and subsequent approval by the COR, ongoing maintenance of such repaired areas shall become the responsibility of the National Park Service (NPS).

8.7 Visitor-Related Damage Exclusion

The awardee shall not be held responsible for turf damage resulting from normal visitor use of the site during the contract period.

SECTION 9.0 RESTRICTIONS

9.1 Work Hours

No on-site work will be permitted outside of regular hours. The site is available Monday through Friday from 7:00 AM to 5:00 PM. Only on the date of the event will work be permitted outside these hours.

9.2 Vehicle Access

No contractor vehicles will be allowed on Monument grounds between 10:00 AM and 4:00 PM on the day of the event. 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. Cleanup may begin on March 17 at 4:00 PM but must conclude by sunset.

9.3 Ground Penetration Prohibition

Contractors and subcontractors shall not install any temporary or permanent device into the grounds, historic structure, or historic object within Dorchester Heights grounds 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 shall be provided by the COR in consultation with park resources staff.

9.4 Lawn Use and Restoration

The 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 walkthrough with the COR and NPS grounds supervisor to identify turf zones that sustained damages from contracted work such as pavement, stone, soil, grass, irrigation, fencing, etc. Any damaged areas will require infill of approved soil and grass seed (premium sun and shade mix), provided by the awardee as part of the FFP price in this contract, to ensure turf recovery to existing conditions. Any future care for that grass seed, soil, etc., will be the responsibility of NPS, at no liability to the awardee.

CONTRACTING OFFICER'S REPRESENTATIVE

Cidney Webster Boston National Historical Park 21 2nd Avenue Boston, MA 02129 617-999-0772 Cidney_webster@nps.gov mailto:Cidney_webster@nps.gov