PWS_-_Opening_and_Closing_Ceremonies_(25_April_Updates).pdf

PERFORMANCE WORK STATEMENT (PWS)

2019 DEPARTMENT OF DEFENSE WARRIOR GAMES

UNITED STATES SPECIAL OPERATIONS COMMAND (USSOCOM)

Opening/Closing Ceremony Production Contract

1.0 General: This is a non-personal services contract to provide support for the 2019 Department of Defense (DoD) Warrior Games, led, managed, and hosted by United States Special Operations Command (USSOCOM) in support of the Department of Defense (DoD) competitors within the 2019 Warrior Games. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government. The Contractor shall provide all personnel, equipment, supplies, transportation, tools, materials, supervision, and other items and non-personal services necessary to provide services in support of the Warrior Games Opening and Closing Ceremonies as defined in this Performance Work Statement except for those items specified as government furnished property and services.

1.1 Description of Services/Introduction: The Contractor shall provide all personnel, stagehand crew, equipment, supplies, transportation, tools, materials, supervision, and other items and non-personal services necessary to provide services in support of the Warrior Games Opening and Closing Ceremonies 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 task order.

1.2 Background: The Warrior Games Athletic Competition was created in 2010 as an introduction to Paralympic sports for wounded, ill, and injured Service Members and Veterans. The competition is a springboard for many Service Members and Veterans to continue participating in sports programs in their communities. Since the inception of Warrior Games there has been a significant increase in sports program participation by wounded, ill, and injured service members. There has also been a growing interest in communities to support the recreational and sports activities for wounded, ill and injured service members but that has benefitted the entire community of disabled persons.

Wounded, ill and, injured athletes from the US Army, US Marines, US Navy, US Air Force, US Special Operations Command (USSOCOM), and partner nations compete for the gold in archery, cycling, wheelchair basketball, shooting, swimming, track and field, wheelchair rugby, wheelchair tennis, golf, powerlifting, indoor rowing, and sitting volleyball.

2.0 Objectives: The Contractor shall provide the following outcomes in support of the 2019 DoD Warrior Games Opening and Closing Ceremonies:

2.1 Produce and Execute the Opening and Closing Ceremonies. This includes, but not limited to, planning, coordinating, providing, and executing sound, lighting, design, video, staging, and seating to ensure a broad experience consistent with similar international sporting events (e.g. Invictus Games, Paralympics, ect.) Must develop concepts and ideas for the Ceremonies, oversee operations, direct staff and coordinate technical and productions aspects. This includes, but not limited to, providing timely event set up and tear down in accordance with the Amalie Arena venue agreement (ATTACHMENT A)

2.2 The objective is for the Contractor to coordinate, manage and execute the activities required to execute the Governments opening and closing ceremonies to include:

2.2.1 Content Creation & Scripting (PA, ROS, Emcee & DVs)

2.2.2 Production

2.2.3 Equipment (Stage, Seating, DV Lounge, Sound, Lights, Audio/Video)

2.2.4 Video and Graphics Content

2.2.5 Scripting

2.2.6 Coordination

2.3 Create Content for Opening and Closing Ceremonies.

2.3.1 Coordinate with Government team, Joe Lewis Company, and Amalie Arena to develop concepts and ideas for the Opening and Closing Ceremonies. Coordinate to create ceremony run of show and scripts to incorporate various elements of the Opening Ceremonies to include:

2.3.1.1 Staging, entrance, and departure of all key players, including DVs, Emcee, Athletes and Family Members.

2.3.1.2 Arrival of Official Party

2.3.1.3 National anthems, color guard presentations

2.3.1.4 Interplay of Master of Ceremonies entrance video, physical entrance, and speech

2.3.1.5 DV Speeches

2.3.1.6 March of Athletes and Introduction of U.S. and

International Teams

2.3.1.7 Warrior Games Anthem & additional songs to be

performed by Sam Moore

2.3.1.8 Torch carry/entrance & cauldron lighting

2.3.1.9 Interface and introduction to Talent for Opening

Concert

2.3.2 Coordinate with Government team to create ceremony run

of show and scripts to incorporate various elements of the Closing Ceremonies to include:

2.3.2.1 Arrival of Official Party

2.3.2.2 Presentation of Colors, National Anthems,

2.3.2.3 Replay of 2019 Warrior Games video content

2.3.2.4 Emcee & DV speeches

2.3.2.5 Parade of Athletes

2.3.2.6 Heart of the Team and Ultimate Champion

presentations

2.3.2.7 Cauldron extinction & pass of torch to Marine

Corps

2.3.2.8 Interface and introduction to Talent for Closing

Concert

2.4 Provide production services. The Contractor shall work with the Government, Joe Lewis Company, Sam Moore, representatives of the concert talent and Amalie Arena to develop and execute a full range of supplies and services as required to execute the Opening and Closing Ceremonies. The Contractor is expected to provide all support equipment and staff necessary to effectively execute the Opening and Closing Ceremonies. The Contractor shall provide personnel, with appropriate oversight to manage the execution of the 2019 DoD Warrior Games Opening and Closing ceremonies in accordance with the Warrior Games plan.

2.5 Plan/Manage/Secure Equipment

2.5.1 Stages. 60 x 40 Stage provided by Amalie Arena. The

Contractor will design, build, maintain and take down accessible stage platforms/ramps/accessories or other ADA features as required to allow athlete access and to improve the flow and accessibility of the ceremonies. The stage layout / design must accommodate a concert performance by a national touring act immediately following the ceremony. To note, the interlude into the concert performance should take less than 15 minutes during which the MC will entertain the audience and/or background music will playout from the DJ. The stage must support wheelchair and mobility restricted access and be fully ADA compliant. Contractor will ensure all attendees can see as athletes are paraded on stage for recognition. The Contractor shall include a stage design in their production plan.

2.5.2 Seating Plans: The Contractor shall develop a seating plan for floor seating for approximately 1000 athletes, staff, and family members. The Contractor shall procure the appropriate number of chairs to execute the seating plan.

The Government will provide a workforce of volunteers and military forces to emplace the chairs in accordance with the seating plan for the Opening and Closing ceremonies as requested by the Contractor.

2.5.2.1 Decompression Area: The plan shall include a

decompression space for athlete/service working dogs.

2.5.2.2 D.V. Lounge: The Contractor will plan/coordinate

a space to serve as a DV lounge before and after the Opening and Closing Ceremonies. The Contractor shall work with Government Chief of Protocol and Security Representation on security requirements.

2.5.3 Sound, Lighting and Power: The Contractor shall provide and manage sound and lighting and tech crews to enhance the spectator experience and engagement of the Opening and Closing Ceremonies. The Contractor shall provide any additional sound amplification equipment, lighting, projection monitors/systems, music, and backline required to support the production of the opening and closing ceremonies and the follow on concert. Contractor to provide a professional, high quality flown line array sound system that is capable of delivering stereo program to the entire audience for both opening and closing ceremonies and a concert performance utilizing the same stage. This system shall be able to obtain 118db spl at the most extreme distance of the seating area. In addition, this system shall have 1/3-octave equalizers for all zones (main stereo, subs, front fills, etc.) Contractor shall provide a clear com system between house audio console and monitor console and between producers booth / video village and all stage management independent of all other clear com stations – requirements are wired & wireless. All power, stage power and patching should be included per needs and stage plots. Additionally, the contractor shall provide background music to entertain spectators during the interlude and before / after the Opening and Closing ceremonies. A secure and safely flown lighting truss rig is required to support ceremonies and concert performance.

Dimensions will depend on stage/venue capacity. The truss should be flown as three (3) separate horizontal trusses, each with separate motorized units, enough to support the weight of each truss, including fixtures and cables. Lighting package should include effects, conventional and moving lights to support the overall program

2.5.4 Audio & Visual (A/V) and Media Services. The Contractor shall provide and operate audio/visual equipment to enable Government staff, athletes, families, and spectators to watch and hear music and videos, public address messages and the Contractor produced events at Amalie Arena.

2.6 Video and Graphics Content: The objective is for the Contractor to provide information technology and engineering support as required to capture live content and provide live and post-production broadcast of the Opening and Closing Ceremonies.

Contractor will use equipment provided by Amalie Arena (4 sided Jumbo-tron, giant screen) to the fullest extent possible.

2.7 Coordination: The Contractor shall execute activities to support the full coordination and synchronization of their operations. The objective is for the Contractor to coordinate their actions with the appropriate Government staff, Defense Media Agency, Joe Lewis Company, Amalie Arena, and Warrior Games POCs for Facilities, Protocol, Security, and Transportation. The Contractor shall resolve problems, provide subject matter expert advice to leadership to overcome unforeseen challenges, and make recommendations based on expert knowledge of their equipment.

2.7.1 The contractor shall coordinate with the Joe Lewis

Company in the planning and execution of the Opening and Closing Ceremonies based off the arrangements and agreements of the Joe Lewis Company

2.7.2 The contractor shall work with Chief of Protocol and Event Production Team to secure and manage color guard, military specific flags, and other military service-specific items needed to execute ceremonies.

2.7.3 The contractor shall coordinate with the emcee and

motivational speaker for Warrior Games to interact with athletes, families, and fans. The main goal should be to provide a “one-in-a-lifetime” experience for athletes and families. They should have a common, meaningful, memorable experience that helps them heal together, and leaves them stronger as an individual and family.

2.7.4 The contractor shall coordinate with Mr. Sam Moore to

incorporate and execute his performance of the Warrior Games anthem.

2.7.5 The contractor shall coordinate with Amalie Arena and the talent and/or representatives of the talent to incorporate and the concert performance by a national touring act immediately following the ceremony

2.7.6 VENUE USE AGREEMENT; The vendor may be asked to

enter in to a License Agreement for the use of Amalie Area on behalf of the Government as an alternate course of action if legal and liability issues prevent the Government from finalizing an agreement.

3.0 The Contractor shall be responsible for the production, execution and support of all the 2019 Warrior Games Opening Ceremonies on 22 June 2019 and Closing Ceremonies on 30 June 2019.

The Contractor shall produce and execute various activities to support the opening/closing and in order to provide a timely and quality presentation.

3.1 Place of Performance: The primary place of performance will be Amalie Arena, 401 Channelside Drive, Tampa FL 33602

3.2 Contracting Officer Representative (COR): The COR will be identified by a separate letter. The COR monitors all technical aspects of the task order and assists in task order administration. The COR is authorized to perform the following functions: (1) ensure that the Contractor performs the technical requirements of the task order; (2) perform inspections necessary in connection with the task order performance; (3) maintain written and oral communications with the Contractor concerning technical aspects of the task order; issue written interpretations of technical requirements, including Government drawings, designs, specifications; (4) monitor Contractor's performance and notify both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property; (5) 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 with regard to 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.

3.3 Identification of Contractor Employees: All Contractor 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 shall be required to obtain and wear badges in the performance of this service.

3.4 Supervision of Contractor Employees: The Government will not exercise any supervision or control over Contractor or subcontractor employees while performing work under the contract. Such employees shall be accountable solely to the Contractor, not the Government. The Contractor, in turn, shall be accountable to the Government for Contractor or subcontractor employees.

4 GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES:

4.1 Government Furnished Property (GFP) and Government Furnished Information (GFI):

2019 Warrior Games Torch & Cauldron

4.2 Videos to include Master of Ceremonies pre-arrival (Opening Ceremonies), athlete profiles (Opening Ceremonies), and recap video (Closing Ceremonies)

4.3 Items required by military protocol

5 CONTRACTOR FURNISHED ITEMS, SERVICES, AND RESPONSIBILITIES

5.1 General: The Contractor shall furnish all supplies, equipment, facilities, and services required to perform work under this task order that are not listed under Section 5.0 of this

PWS.

5.2 Equipment: The Contractor shall furnish all equipment necessary to meet the requirements of the PWS that are not listed in Section 5.0.

6 SPECIFIC TASKS

6.1 Planning. The Contractor shall be required to participate in the following events leading up to the execution of the Warrior Games.

6.1.1 The Contractor shall participate in weekly telephone conferences with Warrior Games Staff and other coordinating parties.

6.1.2 The Contractor shall conduct pre-event site visit(s) to review proposed facilities, equipment, and staff support. The Contractor shall be responsible for identifying additional manpower and equipment needs necessary to successfully execute the Production requirements for the Warrior Games Opening and Closing Ceremonies

6.2 Production Plan: The Contractor shall provide a draft written plan (PowerPoint and Microsoft Word formats) within 10 days of contract award. The Production Plan must describe in detail how they will support the accomplishment of a schedule in a manner that results in the successful, safe, and effective execution of the Warrior Games Opening and Closing Ceremonies. The Contractors plan shall include personnel, management, tools and equipment that will be provided, in a time/day sequential manner (load schedule). Additionally, the Contractor shall create drawings to scale & slides that can be used by the Government to brief their plan. The Government will coordinate the Contractors draft plan and will make edits needed before the plan will be considered final.

6.3 Contractor shall develop comprehensive event site-visit checklists (Due no later than 10 days after the approval off the Production Plan) for planning and execution, use and develop a comprehensive checklist for equipment, manpower, and support, including a schedule for rehearsals with key players, event set-up, and event tear down. The Contractor shall be responsible for attending all required meetings/rehearsals.

6.4 Communications and Coordination. The Contractor shall coordinate their actions with the appropriate Government staff, Joe Lewis Company, Warrior Games POCs for Facilities, Security, and Transportation before installation. The Contractor’s shall maintain communication with the Government staff during the Warrior Games Opening and Closing Ceremonies. The Contractor’s management shall resolve problems, provide advice to leadership to overcome unforeseen challenges, makes recommendations based on expert knowledge of their equipment. All Contractor personnel must conduct themselves in a professional manner, and maintain a neat and professional appearance.

6.5 Property Accountability. The Contractor shall be responsible for accountability of all their equipment and perform inspection on usability of all government equipment. The Contractor shall be responsible for coordination with the facility staff and COR to secure all equipment prior to the end of each day. The Contractor shall provide management who ensure all Contractor employees understand their roles and responsibilities within event execution.

LIST OF ATTACHMENTS & APPLICABLE PUBLICATIONS

7 LIST OF ATTACHMENTS:

7.1.1 ATTACHMENT A: Floor Seating Plan

Performance Threshold