Graphic Design DRAFT PWS_3.4.26.pdf

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WASHINGTON HEADQUARTERS SERVICES (WHS) ACQUISITION DIRECTORATE (AD)

PENTAGON EXHIBITS PROGRAM

DRAFT PERFORMANCE WORK STATEMENT (PWS)

March 5, 2026

Part 1

GENERAL INFORMATION

1 General: The purpose of this Blanket Purchase Agreement (BPA) is to provide support services to research, design, fabricate, deliver, install, perform, remove, relocate, provide storage, supply quality inspection, and ensure flawlessly installed and reinstalled exhibits throughout the Pentagon by qualified contractor that possesses the experience and expertise. This BPA provides for the award of individual orders, defined hereinafter as "Task Orders," to assist with the accomplishment of various tasks stated above for Executive Services Directorate (ESD).

1.1 Description of Services/Introduction: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform Pentagon Graphics Exhibit as defined in this Performance Work Statement except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract.

The descriptions of these services are general in nature and are therefore included only to provide the Contractor a sense of the skills and experience required of its personnel assigned to perform the work under this contract.

1.2 Background: The OSW Graphics & Presentations Division (OSWGPD) provides consultation, design, and production services for the Office of the Secretary of War (OSW). OSW is responsible for visual aids for presentations; computer graphics and web page design; electronic prepress and camera-ready art for printing;

indoor and outdoor signage; and exhibit design, production and maintenance under the OSW Exhibits Program.

OSW also maintains a self–service graphics facility and provides special presentation services, including the set–up of pipe and drape and public displays for OSW special events.

1.3 Objectives: OSWGPD requires the services of a vendor for fabrication and installation of GPD-designed exhibits. The vendor may be required to perform some design and set-up work in planning for the execution of printing, mounting, building, or otherwise fabricating exhibit features. A BPA contract allows for more efficient assigning of task orders and labor and cost savings since management, labor, and routine task costs are pre-negotiated.

1.4 Scope: The Contractor shall provide all labor, supervision, transportation, and quality control necessary to accomplish research, design, fabrication, delivery, installation, de-installation, relocation, and temporary storage (in rare cases) for OSW- owned exhibits.

1.4.1 Issuance of Task Orders: Task orders will be solicited from the awardee of the BPA in accordance with FAR 13.303-5 and procedures described herein. WHS will utilize Request for Quotation (RFQ) procedures that may require the contractor to submit a technical solution and price quote for an anticipated task order. Upon issuing an RFQ the BPA holder will typically have two (2) to ten (10) days to submit its quote, depending on complexity.

Each RFQ will contain the Statement of Work (SOW) for that Task Order. The contractor shall reply within the time allotted by the Government with a quote that includes all requested information which may include but is not limited to: technical approaches to the specific Task Order, projected labor categories, labor rates, labor

Page | 2 hours, total itemized material and equipment needs, and material cost, and comprehensive proposed price breakdowns. The submission requirements will be defined individually by Task Order. A price reasonableness determination will then be completed that will include analysis of the quote’s technical sufficiency which may include price negotiation to ensure all task order awards are made at a fair and reasonable price.

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1.4.2 Ordering: Ordering shall be placed by the Washington Headquarters Services/Acquisition Directorate (WHS/AD). The ordering Contracting Officer (CO) shall ensure compliance with all rules and regulations. All Task Orders shall be received and accepted by e-mail.

1.4.3 Obligation of Funds: Funds will be obligated on each individual BPA Call(s) placed against the respective BPA(s). In accordance with FAR 13.303-3(a)(2), the Government is obligated only to the extent of authorized purchases made under the BPA.

1.5 Period of Performance: The ordering period is five years

1.6 General Information:

1.6.1 Quality Control: The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with task order SOW. The contractor shall develop and implement procedures to identify, prevent, and ensure non-Recurrence of defective services. The contractor’s Quality Control Program (QCP) is how he/she assures that the work complies with requirement of the contract. The QCP shall be delivered via electronic mail within 15 days of contract award.

Amendments/changes to the QCP shall be delivered to the Contracting Officer Representative (COR) and Contracting Officer (KO) within three business days following any change.

1.6.2 Quality Assurance: The Government shall evaluate the contractor’s performance of each task order under this BPA in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.6.3 Recognized Holidays: The contractor is not required to perform services on the following holidays.

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Juneteenth Christmas Day

Independence Day

1.6.4 Hours of Operation: The contractor is responsible for conducting business, between the WHS COR hours of 8:00 AM to 4:30 PM, arriving no earlier than 6:30 AM and departing no later than 6:30 PM Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. For other than firm fixed price contracts, the contractor will not be reimbursed when the government facility is closed for the above reasons. The Contractor must always maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.6.5 Place of Performance: The work to be performed under this contract will be performed in the National Capital Area Region (NCR). However, most of the work will be at the Pentagon.

1.6.6 Type of Contract: The government will award all task orders as a firm fixed price contract.

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1.6.7 Security Requirements: Work performed does not require a security clearance. However, the contractor must have an approved contractor badge to enter the Pentagon.

1.6.7.1 Physical Security: The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.

1.6.7.2 Key Control: N/A

1.6.7.3 Lock Combinations: N/A

1.6.8 Special Qualifications: N/A

1.6.9 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The Contracting Officer (KO), Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor’s performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor’s performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

1.6.10 Contracting Officer Representative (COR): The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions; assure that the Contractor performs the technical requirements of the contract;

perform inspections necessary in connection with contract performance; maintain written and oral communications with the Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements, including Government drawings, designs, specifications; monitor Contractor’s performance and notifies both the Contracting Officer (KO) and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially regarding changes in cost or price, estimates or changes in delivery dates.

The COR is not authorized to change any of the terms and conditions of the resulting order.

1.6.11 Key Personnel: The Contractor’s Project Manager is considered essential to the work being performed under each task order. Before removing, replacing, or diverting any of the listed or specified personnel or facilities, the Contractor shall (1) notify the Contracting Officer reasonably in advance and (2) submit justification (including proposed substitutions) in sufficient detail to permit evaluation of the impact on this contract. The Contractor shall make no diversion without the Contracting Officer’s written consent;

provided that the Contracting Officer may ratify in writing the proposed change, and that ratification shall constitute the Contracting Officer’s consent required by this document.

Key Personnel: Project Manager

Project Manager Shall serve as the Government’s primary Point of Contact (POC) for this effort and shall be authorized to report on the overall project status. The following are the minimum qualifications for this position:

The Project Manager will be an experienced exhibit designer/builder who has vast knowledge and experience leading and managing a team producing museum quality exhibits for the federal government and national museums. Five years minimum experience in fabrication, design, installation, and project management for the federal government and national museums.

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1.6.12 Identification of Contractor Employees: All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed. Contractor personnel will be required to obtain, use, and display a building badge in the performance of this service.

1.6.13 Contractor Travel: N/A

1.6.14 Other Direct Costs (ODC): N/A

1.6.15 Data Rights: Refer to the solicitation/contract for all applicable clauses.

1.1.16 Organizational Conflict of Interest: Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the KO immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may affect other remedies as he or she deems necessary including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

1.1.17 Phase In: To minimize any decreases in productivity and to prevent possible negative impacts on additional services, the Contractor shall have personnel on board, during the seven (7) days, phase in period of each task order under this BPA. During the phase in period, the Contractor shall become familiar with performance requirements to commence full performance of services on the contract start date and complete all necessary administrative requirements such as badging in order to commence full performance of services on the contract start date.

1.1.18 Non-Disclosure Agreement: No data provided to, or developed by, the vendor shall be used for any purpose other than the tasks assigned. All information (data files and hard copy) becomes the property of the Government, and the contractor shall return said documents at the completion of the tasks. All materials provided to the vendor by the Government and their results, conclusions, and recommendations obtained thereof should be considered confidential in nature and treated with the appropriate level of respect and confidentiality. All graphic files created for the Government must be provided upon completion of the project.

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PART 2 DEFINITIONS AND

ACRONYMS

2. DEFINITIONS

ANDACRONYMS:

2.1. DEFINITIONS:

2.1.1. CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

2.1.2. CONTRACTING OFFICER (KO). A person with authority to enter, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

2.1.3. CONTRACTING OFFICER’S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor if that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.4. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Statement of Work (SOW).

2.1.5. DELIVERABLE. Anything that can be physically delivered but may include non-manufactured things such as meeting minutes or reports.

2.1.6. KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the SOW.

When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.7. PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.1.8. QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.9. QUALITY ASSURANCE SURVEILLANCE PLAN (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.10. QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of a final product or service shall meet contract requirements.

2.1.11. SUBCONTRACTOR. One that enters a contract with a prime contractor. The Government does not

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2.1.12. WORK DAY. The number of hours per day the Contractor provides services in accordance with the contract.

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2.1.13. WORK WEEK. Monday through Friday, unless specified otherwise.

2.2. ACRONYMS:

ACOR Alternate Contracting Officer's Representative BCTF Boards, Commissions, and Task Forces CFR Code of Federal Regulations CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative COTR Contracting Officer's Technical Representative COTS Commercial-Off-the-Shelf DD Form 254 Department of Defense Contract Security Requirement List DFARS Defense Federal Acquisition Regulation Supplement DMDC Defense Manpower Data Center DOW Department of War EM Enterprise Management Directorate FAR Federal Acquisition Regulation HIPAA Health Insurance Portability and Accountability Act of 1996 KO Contracting Officer OCI Organizational Conflict of Interest OCONUS Outside Continental United States (includes Alaska and Hawaii) ODC Other Direct Costs PIPO Phase In/Phase Out POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program TE Technical Exhibit WHS Washington Headquarters Services

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PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. Services:

a) Assist contractor access to building and exhibit areas.

b) Arrange for scissor lift for projects requiring high elevation installation/de-installation work.

3.2 Facilities: The location for graphic exhibit projects shall be identified for each task order.

3.3 Utilities: N/A

3.4 Equipment: N/A

3.5 Materials: Diagrams, layouts, complete design digital files, and floor Plan and digital exhibit design files will be provided to the contractor by OSW/GPD for each task order under this BPA.

Note: When the Government furnishes material, contractor shall perform the following:

a) Examination upon receipt, consistent with practicality, to detect damage in transit;

b) Inspection for completeness and proper type;

c) Periodic inspection and precautions to assure adequate storage conditions and to guard against damage from handling and deterioration during storage;

d) Functional testing, either prior to or after installation, or both, as required by BPA to determine satisfactory operation;

e) Identification and protection from improper use or disposition; and

f) Verification of quantity.

Damaged Government Furnished Material: Contractor shall report immediately to the COR any Government-furnished property found damaged, malfunctioning, or otherwise unsuitable for use. In event of damage or malfunction during or after installation, the contractor shall determine and record probable cause and necessity for withholding material from use.

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PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1 General: The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under each task order issued of this BPA.

4.2 Building Pass Clearance: The contractor shall possess and maintain a building pass badge for each contractor for the duration of the contract.

4.3 Materials: N/A

4.4. Equipment: The contractor shall provide all the required equipment to provide the required exhibit in accordance with each task order SOW.

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PART 5

SPECIFIC TASKS

5. SPECIFIC TASKS:

5.1. Basic Services: The contractor shall provide graphic exhibits under task orders of this BPA.

5.1.1 The contractor shall provide Project Management to oversee all aspects of graphic exhibit design and research, fabrication and installation, de-installation, relocation, and storage.

5.1.2 The contractor shall provide research and design services in support of graphics exhibit projects. Specification of projects shall be provided in the SOW of each task order.

5.1.3 The contractor shall have full capability to provide fabrication, delivery and installation services.

5.1.4 The contractor shall provide de-installation and relocation services. In some cases, the contractor may need to remove exhibits from one location and reinstall them in another location (mostly within the Pentagon).

5.1.5 The contractor shall provide limited storage for some displays. This may occur when the contract is asked to redesign a display that is removed from the Pentagon. Under such requirement, the contractor shall transport all display components to their site.

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PART 6

APPLICABLE PUBLICATIONS

6. APPLICABLE PUBLICATIONS:

6.1. The contractor must abide by all statutes, applicable regulations, publications, manuals, and federal policies, procedures.

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PART 7

ATTACHMENT/EXHIBIT DEASIGN TECHNICAL ILLUSTRATION AND SPECIFICATIONS

LISTING

7. Attachment/Technical Exhibit List:

7.1. Attachment 1/Technical Exhibit 1 – Performance Requirements Summary

7.2. Attachment 2/Technical Exhibit 2 – Deliverables Schedule

7.3 Attachment 3/Technical Exhibit 3 – Estimated Workload Data

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TECHNICAL EXHIBT 1

Performance Requirements Summary

The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Performance Objective Standard Performance Thresh-old (This is the maximum error rate. It could possibly be “Zero deviation from standard”)

Method of Surveillance

PRS # 1.

To be determined under each Task Order

TBD

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Technical Exhibit 2 Deliverables Schedule

Deliverable Frequency # of copies Medium/Form submit To

To be determined under each Task Order

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EXHIBIT– PRICE PROPOSAL TEMPLATE

Labor Category/Materials

Hours Labor Rate Total

Project and Production Management Overhead

Design

Fabrication

Packaging and Delivery

Installation