PWS-Final.docx

PERFORMANCE WORK STATEMENT (PWS)

FOR

UNDER SECRETARY OF THE AIR FORCE

INTERNATIONAL AFFAIRS

CALENDAR YEAR 2013 (CY 13) UNITED STATES AIR FORCE (USAF) INTERNATIONAL AIR SHOW TECHNOLOGY EXHIBIT

DESIGN, CONSTRUCTION, DELIVERY & SHIPPING

16 OCT 2012

TABLE OF CONTENTS

The USAF participates at international tradeshow events under the direct approval of the Office of the Secretary of Defense (OSD). There are currently four tradeshow events scheduled for USAF participation in CY 13. It is deemed by the OSD this participation is in the National Security Interests of the United States to foster positive international government-to-government and military-to-military relationships and cooperation with components of the US and the OSD. The participation of the USAF at international events also has visibility within the Department of State through the involvement of the Office of Defense Cooperation within the various US Embassy of the countries in which an event is held.

Incorporated into the exhibit are meeting rooms in which Senior Civilian & Military Leadership of the Office of the Secretary of the Air Force for International Affairs and the Director of the US Defense Security Cooperation Agency (DSCA) conduct official planned bi-lateral meetings with invited Distinguished Visitors (DVs) of Foreign National Governments and Militaries.

USAF participation at the events consists of a custom-designed and constructed exhibit that requires high visibility at the event for Exhibitor Identification as well as an exhibit that is visually appealing with high impact, top-level professional quality in its design and layout and the visual picture it “paints” of the US and its Military. An exhibit is a visual product that must make an immediate positive visual impression on those in attendance at an event. The exhibit also provides a means to fulfill the Global Public Affairs Information Outreach Mission of the Department of Defense (DoD) to inform audiences attending the events about the US and the DoD. It is through personal interaction at the exhibit that the audience learns about the US, its government, military and the people of the US. There is no better example of the values of the people of the US than those that serve the US, both in & out of uniform. The exhibit is an official representation of the US Government and the USAF and must therefore be of the highest quality in professionalism and overall production value.

· Aero India, 6-11 February, 2013

· Australian International Air Show, 26 February – 3 March, 2013

· Paris Air Show, 17-23 June, 2013

· Dubai International Aerospace Exhibition, 17-21 November, 2013

CONTRACTOR shall also provide all customs processing and documentation, shipment, delivery, unpacking, set-up, installation, re-packing and re-shipment of the Exhibit to and from the event sites noted above in accordance with the instructions contained in section 2.1.2 in a timely manner and in accordance with USAF-provided schedules.

B. Includes two meeting rooms and at least one interior storage room/closet. One meeting room will be used by the Deputy Under Secretary of the Air Force for International Affairs, a Lieutenant General equivalent, and shall bear the SAF/IA crest. The other meeting room shall be used by the Director of DSCA, currently a three-star US Navy Vice Admiral, and shall bear the DSCA crest. Meeting rooms shall have an interior finish that is corporate or businesslike in tone and look and befits the professional stature and level of the Senior DVs from the US Military or Civilian Government or that will be using the meeting rooms to conduct official meetings with Senior DVs from other Militaries and Civilian Governments. Each meeting room shall be appointed with up-scale tables & chairs, a locking cabinet and small, “dormitory-style/sized” refrigerator for use by the various DVs and lighting fixtures of the appropriate types, number and wattage that enhance the ambiance & “mood” of the rooms and 2-each free-standing fans for each room to circulate air in the room during meetings. The entrance door for each room must be a locking door. A small sign will be attached to the exterior of each door that indicates whether or not the room is Occupied or Vacant. NOTE: CONTRACTOR will not provide any beverages with which to stock the refrigerators but will only provide the refrigerator. USAF and DSCA personnel will be solely responsible for what is stocked in the refrigerators for the purpose of offering appropriate refreshments to their official meeting guests with DVs from other Civilian Governments & Militaries.

C. Configuration of the EXHIBIT will typically be one of four configurations: island, peninsula, end-of-aisle or in-line. EXHIBIT height must take advantage of the four meter (4m) height usually permitted for International Air Show exhibits. Other standard measurements are six meters wide by 12 meters long (6m x 12m), unless required changes are coordinated by the USAF Program Manager (PM) in a timely manner.

D. Sufficient open wall space to display six-each graphics/storyboards. Graphics are produced by the USAF and/or the DSCA and measure 32” wide by 46” tall. Allow for one graphic/storyboard for each meter of horizontal open wall space.

· 2-each 42” flat-screen, wall-mounted monitors with cabling, speakers and a DVD player for each screen. The DVD players are to be installed such that they are not visible to the audience thus contributing to an overall professional appearance. Past vendor installation has been that the DVD’s are planned for installation in the storage room/closet or within a cabinet that is inside the meeting room(s).

· 1-each tabletop 30-32” monitor with cabling, speakers and DVD player. DVD player will be installed inside a locking cabinet so as to not be visible to the audience.

· Each monitor is to be in excellent operating condition and of acceptable appearance and must operate, without interruption, each day of the event and during all hours the event is open. Each DVD player must be in excellent operating condition and must be programmed for continuous play, without interruption, during each day of the event and during all hours that the event is open.

· Facilitate replacement equipment for any unit, monitor or DVD player that does not effectively operate at any time or day throughout the duration of the event.

L. Provide exhibit graphics production & installation of the types & numbers as approved by the USAF that provides exhibitor identification and/or visual enhancement to the overall exhibit. Graphic files will either be created/designed by the vendor or provided by the USAF when intended for a specific purpose. NOTE: The USAF creates a “floor to ceiling” graphic that is representative of the United States Air Force. The files are then sent to the vendor for production and the subsequent installation in the exhibit. The graphic produced is to be NOT LESS THAN approximately 1 ½ meters wide and 3 meters high. The final size of each graphic is to be determined/planned for in the exhibit design by the vendor based on the exhibit structure and placement of the graphics within the exhibit and must be approved by the USAF PM.

M. Provide free-standing, locking cabinets, with interior shelving, on which to display and operate the 30” to 32” monitors. The number of monitors will be identified specific to each event which determines the number of cabinets. Each cabinet will be finished with materials that have a professional look with colors that harmonize with the overall color scheme of the exhibit.

N. Provide custom designed & constructed platforms and/or individual pedestals or proposed other structural means on which to display at least 14-each Air Force aircraft models. There are 10-each small-scale tabletop models and 4-each models on tripod stands. Model scale & sizes will be identified in the Demonstration Spreadsheet provided to the CONTRACTOR’s Project Manager for each Single Event.

O. Storage room(s)/closet(s) should be no less than approximately 1 meter wide by 3 meters long and include interior shelving, mirror, coat hooks, trash bin and a locking door.

P. Exhibit shall include/accommodate a handicap ramp for an individual event when it is required in the “Rules of Exhibiting” and mandated by an individual Event Management.

2.1.2 TRANSPORTATION, SHIPPING, DELIVERY AND SUPPORT

A. By the most efficient and economical means, provide the transportation, shipping and delivery of Exhibit structures, and other required exhibit support equipment to and from each event site in time to move in and unpack said equipment according to the deadlines as outlined by Event Management for this purpose.

B. By the most efficient and economical means, provide the transportation, shipping and delivery of all ACCESSORIES (USAF-provided models and graphics/storyboards) to and from each event site in time to move in and unpack said equipment according to the deadlines as outlined by Event Management for this purpose. Estimated shipping volumes are:

- 3-each metal crates, 56"L X 58"w X 66"H, 1,879 lbs

- 1-each fiber case, 49"L X 49"W X 27"H, 201lbs

- 1-each fiber case, 52"L x 22"W x 37"H, 179lbs

- 1-each fiber case, 60"L X 42"W X 25"H, 557lbs

- 1-each fiber case, 45"L X 45"W X 29"H, 196lbs

- 1-each fiber case, 52"L x 42"W X 24"H, 176lbs Total Pieces/Weight/Value: 8/3188 lbs or 1446 kg/75,000 USD C. Provide the unpacking, installation and set-up of the Exhibit structures, electric lines, accessories and AV equipment.

D. After each Event, dismantle, re-pack and remove all Exhibit structures, electric lines, accessories and AV equipment.

E. Provide the daily vacuuming and cleaning of the exhibit, storage room(s) and meeting rooms before the show opens each day.

F. Provide on-site, immediate resolution to any elements of the exhibit that are not operating as required to ensure full functionality of the exhibit at all times throughout the duration of each event. Immediate resolution is defined as: within 15 minutes if element failure occurs within the show operating hours and prior to next-day opening if failure occurs after show operating hours.

2.1.3 PROJECT MANAGEMENT AND COORDINATION

A. Provide a CONTRACTOR’s Project Manager to communicate/coordinate with the USAF PM for all pre-event, event & post-event requirements. This includes, but is not limited to, receiving the Event Spreadsheet that identifies the USAF-supplied Exhibit content and other accessories specific to each Event. The Spreadsheet will be made available to the CONTRACTOR’s Project Manager in as timely a manner as possible based upon the availability of the information.

B. CONTRACTOR shall independently (or with assistance from the USAF PM as needed) acquire the Exhibitors Manual or Handbook specific to each event & become familiar with and know any and all pertinent rules or regulations that apply to either all exhibitors in general or specific to the Exhibit.

C. Ensure that the exhibit and its on-site support logistics meet or exceed all technical and safety requirements as mandated by Event Management in its published “Rules & Regulations for Exhibiting.”

D. CONTRACTOR shall independently acquire all credentials, Passes, Badges, etc, to gain access to the event sites for whatever duration is required to complete full performance; pre-event, event and after the event closes.

E. Provide an electric layout plan for review and approval by the USAF Program Manager (PM) and the Event Management for each event. Prepare Electric Order Forms for each event which will be reviewed by the USAF PM. Submit the electric forms to Event Management once reviewed by the USAF PM to gain approval of the plan by Event Management.

F. Provide assistance to the USAF with completing and submitting other required Event Forms to Event Management that directly pertain to the Exhibit such as the Exhibit Specifications and Design Drawings for Stand Approval by Event Management.

G. As needed, provide assistance to the USAF in making payment on behalf of the USAF for on-site exhibit support services from a Show Organizer or their Designated Vendor Source, such as show space rental and electric service from the organizers vendor source, for those instances when it is not practical or timely for the USAF to issue payment for said services. Vendor shall be fully compensated for any instance when payment is issued by the vendor on behalf of the USAF.