2017_AUSA_PWS_(Build)_31_Aug_17.pdf

PERFORMANCE WORK STATEMENT

Design, Construction, and Dismantle of a Defense Security Cooperation Agency Exhibit at the

Association of the US Army’s Annual Meeting (October 9-11, 2017) Walter E. Washington Convention Center

Washington, DC

1. The following describes the work to be performed to provide the Defense Security Cooperation Agency (DSCA) a rental exhibit, with AV equipment and graphics design and production for participation in the Association of the US Army’s (AUSA) Annual Meeting in the Walter E. Washington Convention Center, Washington, DC (October 9- 11, 2017).

2. The objective of the U.S. Department of Defense’s (DoD) Security Cooperation (SC) exhibit is to promote awareness of the Department’s SC programs, in particular Foreign Military Sales (FMS), as well as host senior civilian and military official bilateral meetings with invited international Distinguished Visitors. These engagements support the DoD SC mission, DSCA Vision 2020, and Enterprise-wide improvement efforts.

3. The contractor shall provide an in-line exhibit to fit on three-hundred square feet of exhibit display floor space that includes, at a minimum: exhibit walls and partitions; full-and partial-panel custom graphics design and production; carpeting, lighting, electrical, and audio-visual support installation—and associated requirements—for a professional presentation and operation; a conference table with at least six chairs; and two stools for the reception desk area for a three-hundred square foot exhibit; and consumables for light refreshments. The contractor shall also provide exhibit shipping and installation; exhibit dismantling, tear-down, and disposal; and cleaning during and after event. The contractor shall also provide basic graphics support to ensure DSCA provided images are sized appropriately throughout the display to promote the DoD SC mission.

4. The exhibit will consist of a modular in-line exhibit structure that will include a (1-each) meeting room, (1-each) outreach/familiarization area, and (1-each) interior storage room/closet within the DSCA procured space of 10 feet wide by 30 feet long.

5. The contractor shall provide related support and equipment described below in Statement of Work.

6.0 Specific Exhibit Elements: Contractor shall for the AUSA Annual meeting-

6.1 Design: The contractor shall–

a. Provide an initial design drawing/rendering for DSCA review within two (2) business days after contract award and a final-render not later than five (5) business days prior to the show start. The initial design shall display exhibit lay-out and incorporation of required exhibit elements using graphics provided by the Government.

b. Work with the Government to refine the exhibit design which may include, but is not limited to: adjusting flooring materials or colors, adjusting wall coloring or materials, resizing structural elements, replacing graphics, manipulating graphics to change the look and/or feel of the exhibit.

6.2 Structure: The contractor shall –

a. Provide an enclosed meeting room with an interior finish that is corporate or business-like and benefits the professional nature of the DSCA Director’s high level engagements with international distinguished visitors to discuss DoD SC programs. The meeting room shall have one lockable door.

b. Provide a storage room/closet with locking door designed to store support materials and equipment during show operations. The storage room should be roughly 1 meter wide by 3 meters long and include interior shelving, coat hooks, and an office style trash bin.

c. Provide sufficient open wall space to display 8 to 10 graphics/storyboards/panels promoting the DoD SC mission. DSCA will dialogue with the contractor to determine graphic size and transfer process. The contractor shall assist in sizing images as required and produce the graphics once selected by DSCA.

d. Provide lighting fixtures of type, number, and appropriate wattage that enhance graphics and overall presence.

e. Provide one (1) wall-mounted monitor, with appropriate electrical and AV connections, on the exterior of the exhibit to stream DoD SC promotional video.

The monitor must have the ability to stream content provided on a USB. The wall-mounted monitor is to be in excellent working condition and modern in appearance.

f. Provide one (1) walk-up interactive kiosk, with monitor and mouse and appropriate electrical and AV connections, to allow visitors to engage with the DoD SC interactive video. The kiosk must have the ability to display content the Government provides on a USB. The kiosk is to be in excellent working condition and modern in appearance. Contractor shall provide adequate security measures to prevent theft, damage, tampering, or other malicious action against any unit, computer, monitor or DVD player used throughout the exhibit.

g. Provide carpet or other flooring to meet design requirements, padding, and installation for the entire exhibit space. Carpet or flooring color(s) shall be selected by DSCA as part of the design process. The flooring is to be of good quality, according to industry standards, and durable enough to withstand constant foot traffic in the exhibit. Padding shall not be less than ½ inch thick.

h. Contractor 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.

6.3 Furniture and Support Equipment

a. In the outreach discussion area, a welcome/information counter and two (2) appropriate height stools.

b. “Dormitory-style/sized” refrigerator for meeting room with consumables for light refreshments.

c. For meeting room: One (1) conference table and no less than six chairs (6).

d. For outreach discussion area: One (1) tall reception desk and two (2) appropriate height stools.

e. For out-reach/discussion area: One (1) “Open Face” literature rack. This feature may be built into the design of the exhibit or the reception desk if the contractor feels it enhances the professional nature of the exhibit.

f. Appropriate number of waste baskets, with at least one (1) in the meeting room.

6.4 Exhibit Electric Service: The contractor shall safely install the electric layout for each individual electric line, from the electric main ordered from the approved source contractor for the event, that provides sufficient electric power to all elements of the exhibit that require electric power to safely operate throughout the duration of the event.

6.5 General Support

a. The contractor shall deliver to the exhibit space one day prior to show start:

- three (3) cases of 24 12oz/or smaller water

- one (1) case of 24 12oz/or smaller diet coke

- one (1) case of 24 12oz/or smaller regular coke

b. The contractor shall provide the non-alcoholic beverages, but is not required to stock the refrigerator.

c. Contractor shall ensure subsequent dismantle, removal, and disposal of all rental exhibit infrastructures, accessories, and other exhibit support equipment provided.

d. The contractor shall provide on-site, immediate remediation to any elements of the exhibit that are not operating as required to ensure full functionality and professionalism of the exhibit at all times throughout the duration of the event.

e. The contractor shall provide a Contractor’s Project Manager for timely communication and coordination directly with DSCA Project Manager for all pre-event, event, and post-event requirements. The Contractor’s Project Manager or other Responsible Contractor Representative will be on-site at the event to manage contractor’s personnel performance for all pre-event, event and post-event. Contractor’s Project Manager will provide on-site, immediate resolution to any elements of the exhibit that are not operating as required. Immediate resolution is defined as: within 15 minutes of being notified during show hours or prior to next-day opening if notified after show operating hours.

f. Contractor shall ensure that the exhibit and its on-site support logistics meets or exceeds all technical and safety requirements as outlined, documented and mandated by Event Management in its published “Rules & Regulations for Exhibiting.”

g. Contractor shall independently (or with assistance from the DSCA Project Manager as needed) acquire all credentials, passes, and badges for exhibit support personnel to gain access to the event sites for whatever duration is required to complete full performance requirements. This includes activities before, during, and after the event.

6.6 Janitorial/Cleaning: The contractor shall provide the daily vacuuming and cleaning of the exhibit, storage room, and meeting rooms before the show opens each day.

6.7 Transportation, Shipping, and Delivery: The contractor shall provide the transportation, shipping, and delivery of all elements of the exhibit and other related support equipment and supplies to and from the event in time to ensure the exhibit is ready to use at show opening. Contractor is responsible for following all rules and regulations provided by the show organizers. All costs for transportation, shipping, delivery, and support should be included in the cost for the event.

6.8 Installation and Dismantling

a. The contractor shall install exhibit not later than two days prior to show start date in order to facilitate DSCA project officer set-up and preparation to be completed not later than the close of business the day prior to opening day of show.

b. The contractor shall dismantle and dispose of the exhibit in full compliance with show organizer “Rules of Exhibiting” and mandated by individual Event Management.

c. All costs for the installation and dismantling of the exhibit and associated support elements should be included in the cost for the event.

7. Minimum Acceptability Standards:

1. The arrangement of the rooms and other features of the exhibit shall be orderly, so that it promotes a professional appearance.

2. All of the design and furniture requirements are represented in the drawings and/or photographic mock ups, to include the dimensions of items, per Instructions to Offerors. Dimensions shall be as detailed in the PWS.

3. Provide acknowledgement of requirements at 6.5.a General Support.

4. Offeror is able to delivery exhibit No Later Than 8 October 2017.

5. The exhibit shall highlight the defense articles and services the U.S. offers to its partners under the scope of the Department’s SC programs;

6. The exhibit shall promote those U.S. foreign policy objectives SC aims to achieve;

7. The exhibit shall represent SC activities across all Military Departments;

8. The exhibit shall appeal with high impact, professional-quality design to portray international security cooperation missions and functions;

9. The exhibit shall include a discussion area to enable DoD SC personnel to engage with visitors and international Distinguished Visitors (DVs) to promote the DoD SC mission and the variety of

SC programs; and

10. The exhibit shall have an appropriate plan for determining the amount of power required, for the exhibit.

11. The exhibit shall fit within 300 square feet of space.

12. The exhibit shall provide space for graphics.

13. The exhibit shall provide a meeting room that can accommodate at least 6 people.

8. Instructions to offerors:

1, Offerors shall provide exhibit electric service plan for determining the amount of power required.

2. All costs for the installation and dismantling of the exhibit and associated support elements should be included in the cost for the event.

3. Offerors shall submit design drawings with proposal.

4. Offeror shall submit timeline of events starting with award contract through dismantling of exhibit.