PWS.docx

PWS | Air Force Marathon AV Services

PERFORMANCE WORK STATEMENT (PWS)

Air Force Marathon Audio Visual Equipment Rental and Services 02 July 2026

1. SCOPE OF WORK

The Contractor shall provide, operate, and maintain a high-quality, highly reliable audio and video system for the start and finish lines of the Air Force Marathon and 5K events.

1.1 Event Locations

Air Force Marathon, Half Marathon, and 10K: Grounds of the National Museum of the United States Air Force (NMUSAF).

5K Event: Wright State University Nutter Center (Friday before the marathon).

1.2 Period of Performance (POP)

The Period of Performance shall consist of one (1) base year with the option to extend the term of the contract up to four (4) additional years, encompassing the 2026 Marathon through the 2030 Marathon.

1.3 Event Dates

2. MARATHON EVENT (Saturday) – AUDIO REQUIREMENTS The Contractor shall provide comprehensive audio coverage for five (5) key "audio zones" at the start and finish areas. The "Front of House" (FOH) control position shall be situated behind the finish line stage, located at the NMUSAF.

3. MARATHON EVENT (Saturday) – VIDEO AND CAMERA REQUIREMENTS

3.1 Video Screens

The Contractor shall provide two (2) high-resolution video screens meeting the following specifications:

Physical Specifications: Minimum size of 9' x 12' with a maximum pixel pitch of 10mm (or equivalent high-density outdoor resolution).

Screen 1 Location: Positioned adjacent to the finish line.

Screen 2 Location & Relocation: Initially positioned by the start line (Zone 4). Following the start of the half marathon (approximately 8:30 AM), Screen 2 must be safely and rapidly relocated to the Post-Race/Festival Area (Zone 3).

3.2 Camera Positions

At a minimum, six (6) professional-grade camera positions shall be deployed and integrated during the race (See Appendix A) Position 1: Start line stage (presenter and VIP coverage) Position 2: Start line (wide angle for the beginning of the races) Position 3: Finish line (static camera position) Position 4: Finish line (shoulder-mounted mobile camera) Position 5: Museum turn (capturing runners turning onto the runway) Position 6: Halfway down the final approach to the finish line Technical Note: Camera signal transmission distances are substantial. Camera throws from the museum turn to the FOH can extend up to 1,200 feet. Throws from the start line to the FOH are approximately 1,000 feet. The Contractor is responsible for ensuring signal integrity over these distances using appropriate fiber or wireless systems.

4. 5K EVENT (Friday) - REQUIREMENTS

· Location: Wright State University Nutter Center (Setzer Pavilion).

· Audio Coverage: The system must provide clear, intelligible audio coverage across an approximate 300' x 500' area encompassing the Start and Finish lines. See Appendix B

· Environmental Factors: The audio design must actively mitigate acoustic reflection and slap-back (echo) from the Nutter Center building facade. Sound pressure levels must be sufficient for crowd intelligibility while tightly controlled to minimize architectural reflections.

5. EQUIPMENT SPECIFICATIONS AND STANDARDS

All equipment shall be professional-grade, high-reliability production gear. Consumer-grade or semi-professional equipment is strictly unacceptable. Suggested baseline brands include EAW, Electro-Voice (EV), and Meyer Sound.

Power Generation: The Contractor shall supply all necessary power distribution, including quiet-operating diesel generators (e.g., two 65 KW 1-3 Phase units) and distribution panels.

Lifts & Support: If video screens and speakers are not trailer-mounted, the Contractor shall provide and operate all necessary lift vehicles, forklifts, carts, and rigging structures.

Weather Protection: The Contractor shall provide commercial-grade pop-up tents and protective enclosures for all outdoor AV control stations, FOH, and mix positions to ensure continuous operation during rain or extreme heat.

6. EXECUTION AND SCHEDULE

The Contractor shall deploy a fully qualified, professional crew to handle setup, testing, live engineering, and teardown.

6.1 Schedule Overview

Thursday before (Pre-Event)

Friday (5K Event Day)

Friday (5K Event Day)

Friday (5K Event Day)

Friday (5K Event Day)

Friday (5K Event Day)

Saturday (Marathon Day)

Saturday (Marathon Day)

Monday After (Post-Event)

6.2 Pre-Event Coordination

The Contractor shall participate in coordination meetings with the Marathon office prior to the event at mutually agreed times to finalize equipment layout, signal routing, and site design.

7. SAFETY, INSTALLATION ACCESS, AND LOGISTICS

7.1 Safety Standards

The Contractor shall strictly adhere to all Occupational Safety and Health Administration (OSHA) regulations pertaining to live event production, temporary electrical distribution, and structural rigging.

7.2 Base Access & Security Procedures

The Contractor shall comply with all Wright-Patterson Air Force Base (WPAFB) security and installation access control procedures:

Commercial Vehicle Entry: All commercial delivery and production vehicles must enter WPAFB via the Commercial Vehicle Delivery Gate (CVDG) at Gate 26A (located off State Route 235).

Required Documentation: Drivers must present a valid REAL ID-compliant State driver's license, current vehicle registration, proof of insurance, and a valid Bill of Lading, Delivery Order, or Contract identifying WPAFB as the destination.

Security Inspections: All commercial vehicles, equipment, drivers, and passengers are subject to physical inspection and search by the 88th Security Forces Squadron personnel.

Base Access Passes: Contractor personnel shall coordinate with the primary Marathon POC well in advance of delivery dates to secure necessary base access credentials (e.g., DBIDS registration or visitor sponsorship).

8. INVOICING AND PAYMENT

Payment Terms: The Contractor shall be paid upon submission of a properly prepared invoice after all services have been successfully rendered and accepted by the Government.

Invoice Requirements: Invoices shall include all of the following information: the Contractor's name and address, unique invoice number, invoice date, contract/order number, Contract Line Item Numbers (CLINs), detailed description of services, and total price.

Submission Method: All invoices shall be electronically submitted via the Wide Area Work Flow (WAWF) portal in strict accordance with the final contract clauses.

9. POINTS OF CONTACT

The Contractor shall designate a primary Point of Contact (POC) to interface directly with the Marathon Office. The Government POCs will be designated upon final contract award.

APPENDIX A: CAMERA POSITIONS

(Example Video Movement)

APPENDIX B: Wright State University Nutter Center

WSU

Nutter Center

APPENDIX C: Schedule of Events (Example schedule to assist with AV timeline planning)

Table 1: Friday, Day Before the Marathon Location: Wright State University Nutter Center (Setzer Pavilion area)

Table 2: Saturday, Day of the Marathon Location: National Museum of the U.S. Air Force (NMUSAF)

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