DRAFT PWS - Event Logistic Support Service (Airshow 2027).pdf

PERFORMANCE WORK STATEMENT (PWS)

EVENT LOGISTIC SUPPORT SERVICE

(Airshow 2027)

9th RECONNAISSANCE WING

Beale AFB, CA

February 2026 DRAFT

1. BACKGROUND. The 9th Reconnaissance Wing (9 RW) requires a professional Event Logistic Support Services for the Airshow 2027, scheduled to take place from April 16-18, 2027. The contractor will be responsible for providing professional logistical planning and execution, with a primary focus on traffic and parking management, to ensure the safe and efficient operation of the event. The contractor shall act as the principal authority for the design and execution of the event's logistical framework. This role centers on the specialized management of all traffic and parking operations to ensure a safe, orderly, and efficient experience for all attendees, while rigorously upholding the security protocols and mission integrity of the installation.

2. SCOPE. The Contractor shall provide planning, management, and operational execution of all event-related logistics, with a specialized focus on traffic and parking management. The contractor shall manage the full project lifecycle, from initial planning to final closeout, beginning with the logistical planning and development phase. The contractor shall be responsible for creating a Event Logistics Plan (ELP), designing traffic and parking strategies, and coordinating with external law enforcement and transportation agencies, followed by the on-site execution of that plan. This final execution phase includes the real-time operational management of all traffic, the supervision of personnel, and the execution of post-event egress and site restoration activities.

3. DESCRIPTION OF SERVICE. The contractor shall provide all necessary personnel, resources, and supervision to develop and execute a Air Show Parking and Traffic Management plan for the 2027 Beale Air Force Base Air and Space Expo. The core mission is to ensure the safe, orderly, and efficient flow of traffic and management of parking for a high volume of attendees dispersed across multiple areas of the installation, while rigorously maintaining base security and operational integrity.

This requirement will be delivered in two distinct phases. The first phase is dedicated to the development of the Event Logistics Plan (ELP). The contractor shall conduct an on-site visit within 90 days of contract award to coordinate with base organizations and gather necessary information.

Following this visit, a Draft ELP shall be submitted for Government review and comment within 30 days. Upon receipt of Government feedback, the contractor will incorporate all required changes and submit the Final ELP for approval, with the objective of achieving final approval within 60 days of the initial draft submission. The second phase is the on-site execution, where from April 16-18, 2027, the contractor will implement the approved plan, managing all set-up, tear-down, real-time traffic operations, and the supervision of the volunteer workforce.

4. SITE VISIT AND EVENT LOGISTICS PLAN (ELP). This phase commences upon contract award and is centered on the development of the Event Logistics Plan (ELP), which will serve as the foundational document for all traffic and parking operations. The contractor shall conduct a mandatory on-site visit within 90 days of contract award to gain an adequate site picture of Beale Air Force Base. This visit is critical for identifying potential challenges, understanding installation-specific rules and regulations, and surveying all approved parking areas and roadways. The primary deliverable of this phase is the finalized ELP, which must be submitted for Government approval. The contractor's ongoing coordination with the Government throughout this phase is essential for success.

The development of the ELP shall include, but is not limited to, the following activities and components:

4.1. Initial Site Assessment: Conduct a physical on-site visit within 90 days of award to coordinate with base organizations to assess all potential parking lots, tarmacs, and open areas, as well as all primary and secondary roadways, entry control points, and intersections to be used during the event.

4.2. Stakeholder Coordination: Attend recurring planning meetings (minimum monthly phone conferences) and coordinate directly with key base organizations, to include but not all encompassing

DRAFT

of the Air Show Ground Planning Team, 9th Security Forces Squadron (SFS), and 9th Civil Engineer Squadron (CES).

4.3. Traffic and Ingress/Egress Design: The contractor shall be responsible for designing and mapping all primary and contingency traffic flow patterns for vehicle ingress and egress. These plans must leverage the contractor's vast knowledge of the local area to ensure they account for the safest, most timely, and most direct travel routes to and from all designated parking areas.

4.3.1. The contractor shall lead the logistical planning and development phase, culminating in a Event Logistics Plan (ELP) created in coordination with the Government. This plan must incorporate the detailed design of traffic flow patterns and contingency routes, the strategic layout of all parking areas for maximum efficiency, and the coordination plan with all relevant local and state authorities.

4.4. Parking Strategy: The contractor shall develop a strategic layout for all designated parking areas with the goal of maximizing vehicle capacity, which is anticipated to be in excess of 12,000 spots.

This plan must also define the methodology for how these parking areas will be marked for execution.

4.5. Resource and Personnel Planning: The contractor shall be responsible for defining the quantity and placement of all equipment, such as traffic cones, barriers, and radios, etc. The contractor will develop the training curriculum and operational plan for the volunteer workforce.

4.5.1. The contractor shall formally identify and document the proposed locations for all material and equipment staging areas, submitting this plan for Government approval no later than six (6) months prior to the event date and submit to the Government Appointed Personnel (GAP) and Contracting Officer (CO).

4.6. Contingency and Integration: The contractor is responsible for integrating all logistics operations into the event's overall Incident Action Plan (IAP). The contractor shall support all emergency procedures as required. In the event of an emergency or inclement weather that necessitates an evacuation, the contractor shall provide support to facilitate the safe and orderly egress of vehicles from the installation, at the direction of Wing leadership or their designated representative(s).

4.6.1. The contractor shall develop on-site procedures for its staff and assigned volunteers to handle or coordinate responses to common emergencies. These procedures must clearly define how to report incidents to the appropriate Airshow or installation response personnel. The plan must address scenarios including, but not limited to, vehicle accidents, parents reporting missing children, medical incidents, unruly patrons, lost car keys, and dead vehicle batteries.

4.7. Monthly Progress Reports: The contractor shall submit a Monthly Progress Report via email to the GAP and CO no later than the fifth (5th) day of each month. These reports shall commence the month immediately following the site visit and will continue until the final Event Logistics Plan (ELP) has been approved by the Government. The report shall outline the current status of the ELP, identify any challenges or limiting factors impacting progress, and detail coordination efforts with Government stakeholders.

4.8. Plan Submission and Approval: The Event Logistics Plan (ELP) shall be developed and approved according to the following process to the GAP and CO:

4.8.1. Initial Draft Submission: Following the completion of the on-site visit, the contractor shall submit a Draft ELP for Government review and comment within 30 days.

4.8.2. Final Plan Approval: Upon receipt of Government feedback on the draft, the contractor shall incorporate all required changes and submit a Final ELP. The objective is to achieve full Government approval of this Final ELP within 60 days of the initial draft's submission date.

4.8.3.Post-Approval Modifications: Once the ELP is finalized and approved, any subsequent contractor-proposed deviations from the plan must be submitted in writing to the GAP and CO for approval. These requests must be submitted as soon as the need for a deviation is identified, but no later than 72 hours prior to implementation.

4.8.4. Staging Area Plan Submission: The contractor shall formally identify and document the proposed locations for all material and equipment staging areas. This specific portion of the plan must be submitted for Government approval no later than six (6) months prior to the event date.

5. PLAN EXECUTION AND ON-SITE MANAGEMENT. This phase encompasses all on-site responsibilities, beginning the week leading up to the Air Show for preparatory activities and continuing throughout the live event dates of 16 April 2027 to 18 April 2027. The core of this phase is the direct, hands-on implementation of the approved Event Logistics Plan (ELP). The contractor will transition from a planning role to an active operational manager, responsible for directing all personnel and resources to ensure the safe and efficient flow of traffic and parking in a dynamic, real-time environment. Daily operations will run from approximately 0730-1700 PST or until all non-DoD affiliated personnel have safely egressed the installation. The contractor's on-site management responsibilities shall include, but are not limited to, the following activities:

5.1. Operational Command and Management: The contractor shall execute the approved ELP by serving as the senior parking operations manager. This role requires providing direct supervision at all sites to ensure full compliance and making real-time traffic decisions, such as shifting to relief routes, only with the express approval of the 9th SFS and local law enforcement.

5.2. Personnel Management and Training: Personally conduct the on-site training for all volunteers assigned to staff traffic control points and parking areas, ensuring they are competent in executing their duties for both inbound and outbound traffic.

5.3. Site and Traffic Control: The contractor shall coordinate with volunteers and the SFS to clearly mark all designated parking areas using Government-provided spray chalk and other materials as specified in the ELP. Additionally, with the assistance of volunteers, the contractor will manage the daily placement and subsequent removal of all Government-Furnished Equipment, including traffic cones and signage, to ensure the installation can return to normal operations before and after show hours.

5.3.1. During all shuttle bus and parking lot operating hours, the contractor shall ensure a qualified Superintendent is on-site and serving as the primary point of contact. This individual shall be responsible for coordinating directly with Security Forces, Logistics Readiness, Civil Engineer representatives, and other base agencies as required.

5.3.2. Any damage to Government or personal property caused by contractor staff or subcontractors (including buses) must be immediately reported by the site Superintendent to the Security Forces.

5.4. Performance and Security Coordination: The contractor is responsible for managing ingress and egress operations to meet the performance objective of clearing the last departing vehicle from the base within 90 minutes during peak periods (1400-1700). As part of this traffic management, the contractor must also coordinate directly with the 9th SFS to ensure a steady and orderly flow of attendees is directed toward designated security screening checkpoints.

5.4.1. Following the conclusion of the Airshow, the contractor shall provide direct oversight for the complete tear-down and removal of all parking and transportation plan items, including shuttle stops, signage, and parking lot designators, returning the areas to their original condition.

6. SERVICE SUMMARY. The Service Summary (SS) outlines the minimum standards with delivery method and promotes continuous improvement in Contractor performance. The contract service requirements are summarized in performance objectives that relate directly to mission essential items.

The performance threshold briefly describes the minimally acceptable levels of service required for each performance objective. The SS provides information on contract requirements, the expected level of Contractor performance and the expected method of government validation and confirmation of services provided. These thresholds are critical to mission success. Procedures as set forth in FAR 52.212-4(a), Contract Terms and Conditions - Commercial Items, Inspection/Acceptance, will be used to remedy all deficiencies.

PWS Ref & Performance Objective Performance Threshold

PO-1: 4. Site Visit and Event Logistics Plan (ELP)

The contractor shall conduct a mandatory on-site visit within 90 days of contract award to gain an adequate site picture of Beale Air Force Base a 100% of the time.

PO-2: 4. Site Visit and Event Logistics Plan (ELP)

The development of the ELP shall include, but is not limited to, the following activities and components or assessment, coordination, ELP draft plan, design, parking strategy, resource and personnel planning, and Contingency and Integration a 100% of the time.

PO-3: 4.7. Monthly Progress Reports

The contractor shall submit a Monthly Progress Report via email to the COR no later than the fifth (5th) day of each month. These reports shall commence the month immediately following the site visit and will continue until the final Event Logistics Plan (ELP) has been approved by the Government a 100% of the time.

PO-4: 4.8.1. Initial Draft Submission

Following the completion of the on-site visit, the contractor shall submit a Draft ELP for Government review and comment within 30 days a 100% of the time.

PO-5: 4.8.2. Final Plan Approval Upon receipt of Government feedback on the draft, the contractor shall incorporate all required changes and submit a Final ELP. The objective is to achieve full Government approval of this Final ELP within 60 days of the initial draft's submission date a 100% of the time.

PO-6: 4.8.3. Post-Approval Modifications Airshow Execution

Once the ELP is finalized and approved, any subsequent contractor-proposed deviations from the plan must be submitted in writing to the GAP and CO for approval. These requests must be submitted as soon as the need for a deviation is identified, but no later than 72 hours prior to implementation a 100% of the time.

PO-7: 4.8.4. Staging Area Plan Submission

The contractor shall formally identify and document the proposed locations for all material and equipment staging areas. This specific portion of the plan must be submitted for Government approval no later than six (6) months prior to the event date a 100% of the time.

PO-8: 5. Plan Execution and On- Site Management

The contractor's on-site management responsibilities shall include, but are not limited to, Operational Command and Management, Personnel Management and Training, Site and Traffic Control and Performance and Security Coordination a 100% of the time.

7. DELIVERABLES. The Contractor shall provide the following deliverables. Acceptance of final documents is subject to Government approval. All deliverables shall be submitted via email to the Government Appointed Personnel (GAP) and Contracting Officer (CO).

Deliverable

PWS

Section Frequency Format Submit To

Initial Site Assessment

4.1. Conduct a physical on-site visit within 90

days of award to coordinate with base organizations to assess all potential parking lots, tarmacs, and open areas, as well as all primary and secondary roadways, entry control points, and intersections to be used during the event.

In Person and submit in writing all coordination details via email.

GPA

Monthly Progress Reports

4.7. The contractor shall submit a Monthly

Progress Report via email to the GAP and CO no later than the fifth (5th) day of each month.

In writing via email.

GPA and CO

Initial Draft Submission

4.8.1. Following the completion of the on-site visit, the contractor shall submit a Draft ELP for Government review and comment within 30 days

In writing via email.

GPA and CO

Final Plan Approval

4.8.2. Upon receipt of Government feedback on

the draft, the contractor shall incorporate all required changes and submit a Final ELP.

The objective is to achieve full Government approval of this Final ELP within 60 days of the initial draft's submission date

In writing via email.

GPA and CO

Post-Approval Modifications

Airshow Execution

4.8.3. Once the ELP is finalized and approved, any

subsequent contractor-proposed deviations from the plan must be submitted in writing to the GAP and CO for approval. These requests must be submitted as soon as the need for a deviation is identified, but no later than 72 hours prior to implementation a

In writing via email.

GPA and CO

Resource and Personnel Planning

4.5.1. The contractor shall formally identify and

document the proposed locations for all material and equipment staging areas, submitting this plan for Government approval no later than six (6) months prior to the event date and submit to the GAP and CO.

In writing via email.

GPA and CO

8. GOVERNMENT-FURNISHED SERVICE & EQUIPMENT:

8.1. The government shall provide all required equipment, in quantities explicitly identified in the

ELP (traffic cones, safety vests, handheld radios, golf carts, chalk, chalk guns, measuring wheels, barriers, vehicles, rope, tally counters and work gloves).

8.2. Roadway and parking lot signage will also be provided by the government.

8.3. The contractor, with the assistance of volunteers, will be responsible for placing all GFE into locations identified in the ELP.

8.4. All government furnished equipment will be accounted for and signed for by the contractor prior to issuance and upon return.

9. GENERAL INFORMATION.

9.1. Contractor Personnel. Contract personnel shall present a neat appearance. Contract personnel shall be easily recognizable while on the installation in conjunction with this contract. This shall be accomplished through the wear of distinctive clothing, overcoats, or hats, bearing the company name or logo. The coloring or design of the items selected should be such that identifies personnel easily and quickly for reasons of safety and personal protection.

10. SECURITY. The Contractor shall comply with all requirements and procedures IAW DAFFARS 5352.242-9000, Contractor Access to Department of the Air Force Installations. The Contractor shall obtain base identification and vehicle passes, if required, for all Contractor personnel who make frequent visits to or perform work on the Department of the Air Force installations cited in the contract. Contractor personnel are required to wear or prominently display installation identification badges or contractor-furnished Contractor identification badges while visiting or performing work on the installation. An Entry Access Listing (EAL) (Attachment 3) shall be submitted to the COR within five (5) business days prior to the start of work on base. The EAL will be sent to Security Forces who will conduct a background check on each employee. Upon clearance and approval, the Contractor will be notified and will have approximately ten days to get their base passes from Pass & ID. During the performance of the contract, the Contractor shall be responsible for obtaining required identification for newly assigned personnel and for prompt return of credentials and vehicle passes for any employee who has quit, been terminated, or no longer requires access to the work site.

10.1. Base Closures. Work scheduled, but not accomplished, during a base closure due to weather, exercises, or actual alert, will be accomplished as soon as possible after reopening of the base.

10.2. Traffic Laws. The Contractor and their employees shall comply with all installation traffic regulations.

10.3. Cellular Phone Operation Policy. The contractor shall comply with local base policies regarding cellular phone operation.