Attachment_01_PWS_19_Dec_16.pdf

i

PERFORMANCE WORK STATEMENT

DEFENSE SECURITY COOPERATION AGENCY

INTERNATIONAL TRADE SHOW EXHIBITS

19 December 2016 ii

TABLE OF CONTENTS

Organizational Background

Mission

Activities

Programs

Foreign Military Sales

Participation in International Aerospace and Defense Trade Shows

Policy

Strategy

Support

DoD SC Exhibit Support to Trade Show Objectives

Awareness

Bilateral Engagements

Support to Regional Partners

Strategic Presence

Visual Presentation

Roles and Responsibilities

Government Responsibilities

Contractor Responsibilities

Requirements

General

Services

Exhibit Specifications

Other Direct Costs

Period of Performance

Government Furnished Property

UNCLASSIFIED

1. ORGANIZATIONAL BACKGROUND

a. Mission. The Defense Security Cooperation Agency (DSCA) directs, administers, and provide Department of Defense-wide guidance for the execution of assigned security cooperation (SC) programs. The organization does this at the nexus of defense, acquisition, national security, and foreign policies. DSCA works closely with various stakeholders within the U.S. Government (i.e., the Combatant Commands, Military

Departments, and the Departments of State and Commerce), defense industry, and the international community to effectively execute SC programs in every phase of conflict from peacetime to contingency.

b. Activities. SC encompasses the full continuum of activities undertaken by the U.S.

Department of Defense (DoD) to encourage and enable international partners to work with the United States to achieve our shared strategic objectives. It encompasses all DoD interactions with foreign defense and security establishments that contribute to partner and regional security; enhance military-to-military cooperation; enable interoperability;

and develop enduring relationships between the United States and its foreign partners.

c. Programs. These objectives are met through the administration of a variety of SC programs tailored to meet the unique requirements to build partner capacity. These programs include, but are not limited to: international armaments cooperation; defense trade and arms transfers; defense institution building; international education and training; humanitarian assistance and disaster relief; and joint military engagements

d. Foreign Military Sales. The most well-known security cooperation program is the

Foreign Military Sales (FMS) program. Authorized by the Arms Export Control Act, the

FMS program is a form of security assistance under which the U.S. sells defense articles and services to foreign countries and international organizations when the President formally finds that to do so will support our national security and foreign policy objectives.

2. PARTICIPATION IN INTERNATIONAL AEROSPACE AND DEFENSE TRADE

SHOWS

a. Policy. DoD participation in trade shows is at the request of the U.S. Ambassador and with the approval of the Under Secretary of Defense for Policy. DoD only participates in trade shows that are deemed to be in the national security interest of the United States.

b. Strategy. Senior leaders from within the DoD participate in international aerospace and defense trade shows to promote our FMS and security cooperation programs and show support to our bilateral and regional partners. The DoD approaches trade shows with three objectives in mind—conduct bilateral engagements with our foreign partners to promote our SC programs and strengthen our relationships; support to U.S. defense industry; and conduct other engagements and activities to meet regional security cooperation priorities.

c. Support. DSCA elects to exhibit at certain international aerospace and defense trade shows based on an assessment of hour an SC exhibit would support DoD leaders in executing these objectives.

3. DOD SC EXHIBIT SUPPORT TO TRADE SHOW OBJECTIVES

a. Awareness. The DoD SC exhibit promotes awareness of DoD SC programs, in particular

FMS. Trade shows provide an opportunity for DoD personnel to conduct outreach and educate foreign partners, defense industry, and the general public about not only SC programs but the DoD as a whole.

b. Bilateral engagements. The DoD SC exhibit hosts U.S. Government senior civilian and military officials conducting bilateral engagements with distinguished visitors representing foreign governments and militaries.

c. Supports regional partners. The DoD SC exhibit serves as a symbol of the U.S.

Government and is a visual demonstration our commitment to the region and our relationship with the host-country. DSCA works directly with pavilion organizers and show consolidators to select and purchase exhibit space that places the DoD exhibit in a prominent location within the U.S. pavilion or with U.S. defense industry.

d. Strategic Presence. To achieve these objectives, the DoD SC exhibit:

i. must be visually appealing with high-impact, modern, innovative, top-level professional quality in both design and construction;

ii. must be easily identifiable as a symbol of the DoD; and

iii. must clearly convey the benefits and focus of the FMS and SC mission.

e. Visual Presentation. The visual presentation of the exhibit must:

i. highlight the defense articles we offer to our partners, especially those key to supporting critical programs in the region;

ii. demonstrate the nature of support provided through our institution building, education and training, and humanitarian assistance and disaster relief programs;

iii. provide a backdrop for education and informational discussions throughout the duration of the show; and

iv. show the whole-of-government nature to SC program execution.

4. ROLES AND RESPONSIBILITIES

a. Government Responsibilities. The US Government will provide the following in support of this contract:

i. Graphics. The US Government will provide the CONTRACTOR with a database of graphics available for use in the design of the exhibit.

ii. Project manager. The US Government will provide the CONTRACTOR a project manager authorized to request no cost changes to and approve renderings, provide additional graphics, and answer general questions about the design.

iii. On-site manager. The US Government will provide an on-site manager, designated in writing, who is authorized to make decisions at the show regarding no cost changes to the design, construction, and support.

iv. Exhibit space. The US Government will procure exhibit space directly from the show or US Pavilion organizer. The US Government will provide the

CONTRACTOR with a point of contact from the show or US Pavilion organizer if required to meet requirements in this performance work statement.

b. Contractor Responsibilities. The CONTRACTOR will provide a program manager, project manager, lead design engineer, and a lead construction engineer. These personnel must have a minimum of eight (8) years of collective experience in international trade show exhibit program management, project management, exhibit design, or exhibit construction between them.

i. Program Manager. The CONTRACTOR will provide a program manager to oversee the design, construction, and support phases of each trade show. The

Program Manager shall have a minimum of one-year of experience in managing the design, planning, and construction of exhibits at international defense and aerospace trade shows.

ii. Project Manager. The CONTRACTOR must assign a project manager to assist the US Government with appropriate on-site support as outlined in this performance work statement. The Project Manager shall have a minimum of one-year of in the execution and support of exhibits at international defense and aerospace trade shows.

iii. Lead Design Engineer. The CONTRACTOR must assign a lead design engineer to assist the US Government with appropriate design and graphics support as outlined in this performance work statement. The Lead Design Engineer shall have a minimum of one-year of in the execution and support of exhibits at international defense and aerospace trade shows.

iv. Lead Construction Engineer. The CONTRACTOR must assign a lead construction engineer to ensure the DoD SC Exhibit is built according to the US

Government approved final render for each trade show. The Lead Construction

Engineer shall have a minimum of one-year of in the execution and support of exhibits at international defense and aerospace trade shows.

v. Documentation. The CONTRACTOR shall independently acquire, for each event, the Exhibitors Manual, Handbook, Rules and Regulations, or other applicable document. The CONTRACTOR will become familiar with and know any pertinent rules or regulations that apply to either all exhibitors in general as well as those that may be specific to the DoD SC Exhibit. The CONTRACTOR shall submit to the show and/or pavilion organizers any required plans, drawings, forms, or other documentation consistent with the timelines and as required in the rules and regulations.

vi. Credentials. The CONTRACTOR shall independently acquire all credentials, passes, badges, to gain access to the event sites for whatever duration is required to complete the requirements of this contract, to include pre- and post-event requirements.

5. REQUIREMENTS.

a. General.

i. Vendor shall build exhibits at the following trade shows, as indicated below:

Show Dates Size Meeting

Rooms

Configuration

Aero India Feb 14-18, 2017 65 square meters 2 Peninsula/Corner

IDEX Feb 19-23, 2017 85 square meters 3 Island/Split Island

Avalon Feb 28–Mar 5, 2017 54 square meters 2 Peninsula/Corner

LAAD April 4-7, 2017 56 square meters 2 Peninsula/Corner

IDEF May 9-12, 2017 24 square meters 1 Inline

Paris Air

Show

June 19-23, 2017 94.5 square meters 3 Island

MSPO September 2017 Not to Exceed 30 square meters

1 To be determined

Dubai Air

Show

November 2017 Not to exceed 65 square meters

2 To be determined

b. Services. The CONTRACTOR will be responsible for providing four basic services for each SC exhibit—design, construction, on-site support, and dismantle—as outlined below.

i. Design. During the design phase for each exhibit the Government will receive the CONTRACTOR’s initial proposal for the exhibit and then work with the

CONTRACTOR to refine the design. This process may include, but is not limited to: resizing structural elements, replacing graphics, manipulating graphics to change the look and/or feel of the exhibit.

1. Timeline. The design phase begins when the CONTRACTOR provides the US Government with an initial rendering and a summary of deadlines for any required deliverables during the design phase. The design phase will begin no earlier than the date listed in Section 7 of this performance work statement. The design phase will complete no later than the date listed in Section 7 of this performance work statement, unless the

CONTRACTOR notifies the US Government that a later date is required.

Such notification shall occur upon the submission of the initial render or as soon as possible during the design phase. The design phase will conclude upon the US Government’s approval of a final render.

2. Initial Render. The CONTRACTOR will provide the US Government with an initial render showcasing the CONTRACTOR’s initial design of what the DoD SC exhibit will look like to include layout, structure, and graphics for each of the various elements outlined in Section 5 of this performance work statement. The CONTRACTOR will be responsible for ensuring that the render and initial design is consistent with the rules and regulations provided by both the show and any designated U.S.

Pavilion organizer.

3. Final Render. The CONTRACTOR will provide the US Government with a final render not less than one week prior to the proposed design phase completion date. The final render, once approved by the US

Government will represent the final approved design schematic the

CONTRACTOR must produce during the construction phase. The

CONTRACTOR may not deviate from the final render without approval from the project manager or on-site manager.

ii. Construction. During the construction phase the CONTRACTOR will oversee all activities related to build, packaging, crating, handling, and transportation of all elements of the DoD SC Exhibit.

1. Shipping Services. The CONTRACTOR shall provide the packaging, crating, handling, domestic and international transportation of all exhibit elements (i.e., exhibit structure, office furniture, consumables, audio visual support). The CONTRACTOR shall ensure that all packaging, crating, handling, and transportation activities are executed consistent with any rules, regulations, and timelines set by the show or pavilion organizers.

2. Timelines. The CONTRACTOR shall ensure that all elements of production and construction and assembly of the DoD SC Exhibit are completed the day before the first trade day of the trade show.

3. Post-show. The CONTRACTOR will ensure that upon breakdown the exhibit space is left in its clean, original condition and is compliant with any rules and regulations provided by the show or US Pavilion organizers. The US Government will not be responsible for any penalties or fees associated with the space not being returned in an acceptable condition, these fees will be borne by the CONTRACTOR.

iii. On-site support. The CONTRACTOR will provide continuous on-site support for the exhibit for the duration of the trade show. Elements included as on-site support are:

1. Cleaning. Provide daily vacuuming and sweeping of the meeting rooms and outreach areas.

2. Trash removal. Provide daily trash removal at the end of each day and as needed for the event.

3. Problem resolution. Provide resolution to any elements of the exhibit not functioning as required within 15 minutes of notification during show operating hours or prior to next-day opening if notification occurs after show operating hours.

4. Restocking. Restock the consumables in each meeting room and refrigerator prior to next-day opening.

iv. Dismantle. The CONTRACTOR will dismantle, remove, and dispose of all exhibit infrastructures, accessories, and other exhibit support equipment used in the exhibit in full compliance with show organizer “Rules of Exhibiting” and mandated by individual event management. Disposal shall be conducted in such fashion as to return to the show organizer the raw space originally provided for the exhibit.

c. Exhibit Specifications. The DoD SC Exhibit will consist of three major elements—an outreach area, storage closet, and meeting rooms. The CONTRACTOR will be responsible for ensuring the DoD SC Exhibit balances these elements in a design that takes advantage of the four-meter (4 m) height usually permitted for international trade shows.

i. Outreach area. The outreach area consists of any space, facades, and/or structure that present outward into the pavilion.

1. Presentation. The outreach area must present high-level, professional quality design, layout, and production using the most up-to-date industry best practices. The design features in the outreach area must reflect the brand of the DoD SC Enterprise and portray the SC mission.

2. Flow. The outreach area should provide adequate space for outreach personnel to engage passers-by from a centrally-located area. The basic design should minimize the ability of number of passers-by to enter the exhibit.

3. Exhibit walls. External exhibit walls will include no less than six (6) different graphics which may include a collage of various graphics or individual graphics as a stand-alone graphic. Where graphics are not displayed, walls should be colored or a background graphic should be used to match the exhibit. If applicable given exhibit configuration, each side-wall shall prominently display “U.S. Department of Defense

Security Cooperation” in addition to any graphics.

4. Overhead signage. Each exhibit shall have overhead signage that includes “U.S. Department of Defense Security Cooperation” and the

Department of Defense seal. This signage shall be attached to the overall structure or hanging from the ceiling.

5. Title panel. A title panel shall be designed for the front of the exhibit that includes, at a minimum, a back-light sign incorporating 5-10 federal seals (determined during the design phase) and text provided by the US

Government.

6. Monitor for video stream. At least one of the front walls should include one (1) wall-mounted, flat screen monitor of no less than thirty-six (36) inches with appropriate USB/HDMI ports, cabling, and speakers, to play multimedia material provided by the US Government. The placement of the wall-mounted monitor should enhance the overall design of the exhibit.

7. Reception desk. A reception desk of bar height large enough to accommodate two individuals, but not so large that it overtakes the outward façade of the exhibit. The desk shall include two (2) stools of bar height. The area under the desk shall include one locking cabinet and one open area for larger items and/or additional leg room. The reception desk should provide for at least one (1) power outlet so that laptop computers may be used. The outreach receptionist desk and surrounding area should be placed in such a manner that it shields entrances to the meeting rooms and individuals are forced to “check-in” with the receptionist before entering the meeting rooms.

8. Interactive kiosk. The outreach area should include one (1) stand-alone, interactive kiosk equipped with a touch-screen monitor of no less than thirty-six (36) inches with appropriate USB/HDMI ports, cabling, and associated audiovisual equipment to display interactive multimedia material provide by the US Government. The interactive kiosk should be placed along the outer-edge of the outreach area so that passers-by can use the kiosk without stepping into the exhibit.

9. Literature stands/racks. The outreach area should include at least one (1) literature stand or rack for the display of US Government-provided literature. These items should be located in an area that allows passers-by to collect materials, without having to enter into the exhibit space.

Literature racks may be stand-alone or may be incorporated into the structural design.

10. Flooring. The CONTRACTOR will provide flooring for the entire outreach area. Flooring may be carpet or hardwood and must be of good quality, according to industry commercial build standards, and durable enough to withstand constant foot traffic. If carpeting is to be used, the

US Government will select the final carpet color during the design phase.

Padding for any carpeting is not to be less than ½ inch thick.

11. Electrical. The CONTRACTOR shall determine the electrical requirements to support the individual, unique elements of the outreach area. The CONTRACTOR shall install the electrical layout for each individual electric line from the main ordered from the approved source vendor for each event. Sufficient power shall be provided to the outreach area to ensure safe operation throughout the duration of the show. The CONTRACTOR, to the greatest extent possible, shall incorporate design elements as appropriate to minimize the appearance of electrical outlets, power cords, and other electrical elements.

ii. Storage Closet. The storage closet shall be no less than approximately one (1) meter wide by three (3) meters long. The storage closet shall lock from the outside with at least two (2) sets of keys provided to the US Government. The storage closet shall include:

1. Shelving. Interior shelving shall be sturdy and able to hold extra consumable supplies (e.g., coffee cups, paper products) and extra literature products required to support the exhibit.

2. Mirror. The storage closet shall include a full-length mirror in a place that remains accessible when the closet is fully stocked.

3. Coat hooks. The storage closet shall include a minimum of four (4) coat hooks, or a coat rack with four (4) individual hooks.

4. Trash bin. The storage closet shall include at least one (1) office style trash bin that remains accessible when the closet is fully stocked.

5. Flooring. The CONTRACTOR will provide flooring for the supply closet. Flooring may be carpet or hardwood and must be of good quality, according to industry commercial build standards, and durable enough to withstand constant foot traffic. Padding for any carpeting is not to be less than ½ inch thick.

6. Electrical. The CONTRACTOR shall determine the electrical requirements to ensure the storage closet can be illuminated at all times.

The CONTRACTOR shall provide at least one (1) working electrical power strip in the storage closet so that US Government personnel can charge mobile devices and/or laptop computers.

iii. Meeting Rooms. Each exhibit will have a no less than the number of meeting rooms outlined in Section 5a of this performance work statement. While this number is a baseline, if the CONTRACTOR determines that the configuration of the space requires a change to the number of meeting rooms, the

CONTRACTOR will provide a justification and proposed courses of action with the submission of the initial render.

1. Presentation. Each meeting room shall have an interior finish that demonstrates a corporate appearance appropriate for high-level, official meetings and engagements.

2. Conference table and chairs. A conference table that is professional in quality of sturdy design and stature. The table must be large enough to accommodate eight (8) official-looking office chairs at the table. If the

CONTRACTOR determines that a table of this size will not fit into the meeting rooms due to overall exhibit configuration, the CONTRACTOR will plan to provide a conference table and chairs of the same quality and professional standard that will accommodate six (6) participants and will notify the US Government upon provision of the initial render.

3. Extra chairs. At least two (2) extra chairs to accommodate additional meeting participants. These chairs do not have to be the same type as those at the meeting table, but must be of a professional quality.

4. Locking cabinet. No less than one (1) locking cabinet with two sets of keys provided to the US Government on the first day of the trade show.

This cabinet shall be approximately two (2) feet tall by two (2) feet wide.

5. Refrigerator. One (1) small “dormitory-style/sized” refrigerator of approximately twenty-one (21) inches wide by twenty-one (21) inches in diameter by thirty-three (33) inches in height. The CONTRACTOR shall provide beverages for each meeting room to include regular soda;

diet soda; sparkling water; and flat water.

6. Coffee and beverage service. One (1) single-serve coffee/tea machine and associated coffee supplies (milk, creamer, sugar, sweetener, stirrers).

The coffee/tea machine and associated supplies shall be easily accessible within each meeting room.

7. Lighting. Lighting fixtures of the appropriate type, number, and style to provide sufficient light to conduct official meetings.

8. Standing-fans. Two (2) free-standing tower, variable-speed and oscillation standing fans and air conditioners to maintain a temperature of sixty-five (65) to seventy (70) degrees Fahrenheit.

9. Doors and windows. Meeting room doors and any windows shall be fully frosted or opaque so external observers cannot see the interior.

Door shall lock and have two (2) sets of keys provided to the US

Government on the first day of the trade show.

10. Ceiling. Meeting rooms shall have a fully enclosed ceiling to maximize privacy and reduce external noise. If show or pavilion organizer rules do not allow for a fully enclosed ceiling, the CONTRACTOR shall inform the US Government upon submission of the initial render.

11. Graphics. Internal meeting room walls will display approximately one

(1) graphic for each meter of horizontal space. The CONTRACTOR will select graphics from the database provided by the US Government.

12. Flooring. The CONTRACTOR will provide flooring for the each meeting room. Flooring may be carpet or hardwood and must be of good quality, according to industry commercial build standards, and durable enough to withstand constant foot traffic in the exhibit. Padding for any carpeting is not to be less than ½ inch thick. Flooring shall be the same or complementary of the flooring provided in the outreach area.

13. Trash bin. At least one (1) office style trash bin with appropriately sized trash bag. The CONTRACTOR shall provide extra trash bags in the storage closet.

14. Electrical. The CONTRACTOR shall determine the electrical requirements to support the individual, unique elements of each meeting room. The CONTRACTOR shall install the electrical layout for each individual electric line from the main ordered from the approved source vendor for each event. Sufficient power shall be provided to each meeting room to ensure safe operation throughout the duration of the show. The CONTRACTOR, to the greatest extent possible, shall incorporate design elements as appropriate to minimize the appearance of electrical outlets, power cords, and other electrical elements.

6. OTHER DIRECT COSTS.

a. Other Direct Costs. Additional items and services purchased in support of the exhibits shall be charge as cost reimbursable. The contractor shall get the approval of the contracting officer prior to making any purchases of other direct cost items. All discounts received for cost-reimbursable items shall be credited to the US Government.

The CONTRACTOR shall not apply any burdened fees to any Security Cooperation

Organization or U.S. embassy. All invoices submitted for cost-reimbursement shall be accompanies by final, paid receipts.

7. PERIOD OF PEFORMANCE. December 15, 2016, through November 15, 2017.

Show Design Phase Construction Phase On-site Support

Aero India N/A Jan 9 – Feb 13, 2017 Feb 14 – Feb 19, IDEX N/A Jan 9, 2016 – Feb 18, Feb 19 – Feb 23, Avalon N/A Jan 9 – Feb 27, 2017 Feb 28 – Mar 5, LAAD Jan 9 – Feb 20, 2017 Feb 21 – Apr 3, 2017 Apr 4 – 7, 2017

IDEF Feb 13 – Mar 24, Mar 24 – May 18, 2017 May 19 – 24, Paris Air

Show

Mar 20 – Apr 28, Apr 29 – Jun 18, 2017 Jun 19 – 23, 2017

MSPO Jun 5 – Jul 14, 2017 Jul 15 – Sep 3, 2017 TBD

Dubai Air

Show

Aug 14 – Sep 22, Sep 23 – Nov 11, 2017 Nov 12 – 14,

8. GOVERNMENT FURNISHED PROPERTY. There will be no Government Furnished

Property (GFP).