PWS_FY18_Exhibit_Build-Eurosatory.pdf

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PERFORMANCE WORK STATEMENT

DEFENSE SECURITY COOPERATION AGENCY

INTERNATIONAL TRADE SHOW EXHIBITS

March 15, 2018

Created by: Janina Reyes, DSCA/STR/WPN; janina.t.reyes.civ@mail.mil; 703-697-9739 Current as of: March 15, 2018 mailto:janina.t.reyes.civ@mail.mil

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 Incidental Cost Reimbursement

Period of Performance

Proposal Submission Response Guidelines

Proposal Evaluation Understanding and Compliance Soundness of Approach Management Controls Past Performance and Relevant Experience Key Personnel Price

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1. ORGANIZATIONAL BACKGROUND

a. Mission. The Defense Security Cooperation Agency (DSCA) directs, administers, and provides 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.

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c. Support. DSCA elects to exhibit at certain international aerospace and defense trade shows based on an assessment of need to support DoD leaders in executing the aforementioned objectives in support of U.S. national security interests.

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 of our commitment to the region and our bilateral 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.

v. the exhibit will be of a customized modular design. Customized modular exhibits are built to unique needs using modular components and can be designed to reconfigure multiple sized exhibit spaces.

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 pictures and logos available for use in the design of the exhibit. The US Government and the CONTRACTOR will agree upon the

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most appropriate suspense for the pictures and logos to meet the graphics and design requirements for the trade show in question.

ii. Contracting Officer Representative (COR). The COR will be authorized to request no cost changes, to approve renderings, to 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 for the show, or US Pavilion organizer if required, to meet requirements in this performance work statement once this person has been identified.

b. Contractor Responsibilities. The CONTRACTOR will provide a project manager, on-site coordinator, lead design engineer, and a lead construction engineer in support of this contract.

i. Project Manager. The CONTRACTOR will provide a project manager from the Prime CONTRACTOR to oversee the design, construction, and support phases of each trade show. The Project Manager shall have a minimum of three-years (3) of experience in managing the design, planning, and construction of exhibits at international defense and aerospace trade shows as well as experience in the execution and support of exhibits at international defense and aerospace trade shows. The Project Manager will also assist the US Government with appropriate on-site support as outlined in this performance work statement.

ii. On-site Coordinator. The CONTRACTOR must assign an on-site coordinator to assist the US Government with appropriate on-site support as outlined in this performance work statement. The On-site Coordinator shall have a minimum of three-years (3) of experience 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 two-years (2) of experience 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 two-years (2) of experience 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 documents as soon as available from the show organizer.

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The CONTRACTOR shall 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, passports and visas 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.

vii. System for Award Management. CONTRACTOR must be registered in the SAM at least 10 days prior to submitting an offer.

5. REQUIREMENTS.

a. General.

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

Show Dates Size Meeting

Rooms DV Lounge Area Configuration

Eurosatory June 11-15, 36 square meters

1 1 In-Line

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

i. Design. During the design phase for each exhibit the Government will review 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. The exhibit will be of a customized modular design.

1. Timeline. The design phase will be complete no later than the date listed in Section 7 of this performance work statement. 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

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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 COR.

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 ma

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

c. Exhibit Specifications. The DoD SC Exhibit will consist of four major elements—a reception/outreach area, a Distinguished Visitor (DV) lounge area, storage closet, and meeting rooms. The exhibit will be of a customized modular design. 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. Reception/Outreach area. The reception/outreach area consists of space, facades, and/or structure that present outward into the pavilion.

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1. Presentation. The reception/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 and direct flow away from the meeting rooms.

3. The DV lounge 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. The basic design should minimize the ability of passers-by to engage with the DVs or enter the exhibit and must flow directly to the meeting rooms.

4. 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” (1st line), “Security Cooperation” (2nd line) and the DSCA logo “Security Through Global Partnerships” (3rd line) in addition to any graphics.

5. Exhibit Fascia. The exhibit will be composed of a three to four sided fascia (fascia facing outward to the pavilion) and will include “U.S. Department of Defense” (1st line), “Security Cooperation” (2nd line), DSCA logo “Security Through Global Partnerships” and the Department of Defense seal. The fascia will be attached to the overall structure and will be displayed on all sides facing outward to the pavilion. The fascia will be lit by recessed lighting using the most up-to-date industry best practices.

6. Title panel. A title panel shall be designed for the front of the exhibit that includes, at a minimum, a backlight sign incorporating the 5 service seals in the following order: Department of the Navy, Department of the Army, Department of Defense, Department of the Navy U.S. Marine Corps, and Department of the Air Force.

The text will read “U.S. DEPARTMENT OF DEFENSE” (first line). “SECURITY COOPERATION” (2nd line), “SECURITY THROUGH GLOBAL PARTNERSHIPS (3rd line), SERVICE SEALS, below service seals “DEFENSE TRADE & ARMS TRANSFERS” (1st line) “DEFENSE INSTITUTION BUILDING” (2nd line) “INTERNATIONAL EDUCATION & TRAINING” (3rd

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line) HUMANITARIAN ASSISTANCE & DISASTER RELIEF” (4th line).

7. 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.

8. Reception desk. A reception desk of counter 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. An L shape or V shape configuration is ideal. A ramp which accommodates wheel chair access will be built two or three feet to the right of the reception desk.

9. 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, and to preclude the kiosk music hindering the outreach mission.

10. 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 shall be stand-alone.

11. Flooring. The CONTRACTOR will provide flooring for the entire outreach area. Flooring will be hardwood/laminate and must be of good quality, according to industry commercial build standards, and durable enough to withstand constant foot traffic.

12. 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

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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.

iv. The exhibit for Eurosatory and Marrakech will have 1 meeting room as outlined in Section 5a.i. of this performance work statement.

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

2. Flow. Meeting room should be easily accessible for representatives attending meetings but general flow/visibility of the meeting room should be blocked by structural exhibit elements to maximize privacy of meeting attendees.

3. Conference table and chairs. The Meeting Room will have a conference table that is professional in quality of sturdy design and stature (free of any scuff marks, blemishes, or scratches). The table must be large enough to accommodate eight (8) executive office chairs at the table.

4. 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.

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5. 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.

6. 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.

Beverages will be delivered to space one day prior to show start and will consist of:

a. four (4) cases of 24 12oz/or smaller drinking waters;

b. four (4) cases of 24 12oz/ or smaller soda. At least one case shall be diet coke and at least one shall be regular coke.

7. Coffee/Tea and beverage service. One (1) single-serve coffee/tea machine and associated coffee and tea supplies (milk, creamer, sugar, sweetener, stirrers). The coffee/tea machine and associated supplies shall be easily accessible within each meeting room.

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

9. 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.

10. 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.

11. 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.

12. 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.

v. The exhibit for Farnborough will have 3 meeting rooms as outlined in Section 5a.i. of this performance work statement.

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

2. Flow. Meeting rooms should be easily accessible for representatives attending meetings but general flow/visibility of the meeting rooms should be blocked by structural exhibit elements to maximize privacy of meeting attendees.

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3. Conference table and chairs. Meeting Room 1 will have a conference table that is professional in quality of sturdy design and stature (free of any scuff marks, blemishes, or scratches). The table must be large enough to accommodate eight (8) executive office chairs at the table. Meeting Room 2 will have a conference table that is professional in quality of sturdy design and stature (free of any scuff marks, blemishes, or scratches). The table must be large enough to accommodate eight (8) executive office chairs at the table. Meeting Room 3 will have a conference table and chairs of the same quality and professional standard that will accommodate six (6) participants.

4. 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.

5. 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.

6. 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.

Beverages will be delivered to space one day prior to show start and will consist of:

a. four (4) cases of 24 12oz/or smaller drinking waters;

b. four (4) cases of 24 12oz/ or smaller soda. At least one case shall be diet coke and at least one shall be regular coke.

7. Coffee/Tea and beverage service. One (1) single-serve coffee/tea machine and associated coffee and tea supplies (milk, creamer, sugar, sweetener, stirrers). The coffee/tea machine and associated supplies shall be easily accessible within each meeting room.

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

9. 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.

10. 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.

11. 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

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CONTRACTOR shall inform the US Government upon submission of the initial render.

12. 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.

vi. The exhibit for the Australia Option will have 2 meeting rooms as outlined in Section 5a.i. of this performance work statement.

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

2. Flow. Meeting rooms should be easily accessible for representatives attending meetings but general flow/visibility of the meeting rooms should be blocked by structural exhibit elements to maximize privacy of meeting attendees.

3. Conference table and chairs. Meeting Room 1 will have a conference table that is professional in quality of sturdy design and stature (free of any scuff marks, blemishes, or scratches). The table must be large enough to accommodate eight (8) executive office chairs at the table. Meeting Room 2 will have a conference table and chairs of the same quality and professional standard that will accommodate six (6) participants.

4. 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.

5. 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.

6. 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.

Beverages will be delivered to space one day prior to show start and will consist of:

a. four (4) cases of 24 12oz/or smaller drinking waters;

b. four (4) cases of 24 12oz/ or smaller soda. At least one case shall be diet coke and at least one shall be regular coke.

7. Coffee/Tea and beverage service. One (1) single-serve coffee/tea machine and associated coffee and tea supplies (milk, creamer, sugar, sweetener, stirrers). The coffee/tea machine and associated supplies shall be easily accessible within each meeting room.

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

9. 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.

10. 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.

11. 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.

12. 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.

13. 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.

14. Trash bins. At least one (1) office style trash bin with appropriately sized trash bag by reception area and one (1) office style trash bin in each of the meeting rooms (for a total of three).

The CONTRACTOR shall provide extra trash bags in the storage closet.

15. 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.

vii. DV Lounge Area. The exhibit will have one (1) DV lounge area as outlined in Section 5a.i. of this performance work statement.

1. Presentation. The DV lounge area shall have an interior finish that demonstrates a corporate appearance appropriate for high-level, DVs to rest and/or prepare for their next bi-lateral engagement.

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2. Flow. The DV lounge area should be easily accessible for representatives attending meetings but general flow/visibility of the DV lounge area should be blocked by structural exhibit elements and frosted glass low walling to maximize privacy of meeting attendees.

3. Sofas and coffee table. The DV lounge will have 2 3-person sofas that are professional in quality (free of any scuff marks, blemishes, or scratches). The coffee table will be of the same quality and professional standard.

6. OTHER DIRECT COSTS.

a. Other Direct Costs. Additional items and services purchased in support of the exhibits shall be charged as cost reimbursable. The CONTRACTOR shall obtain 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 accompanied by final, paid receipts.

7. PERIOD OF PEFORMANCE. April 23, 2018 through June 15, 2018.

Show Design Phase Construction Phase On-site

Support Eurosatory April 23, 2018 to

April 30, 2018 May 14, 2018 – June 10, June 11, 2018 to

June 15, 2018

8. PROPOSAL SUBMISSION.

a. Responses to this Request for Proposal shall include:

i. Three (4) rendered drawing design (one for Eurosatory at 36 square meters in size with an in-line configuration and one meeting room, one for Farnborough at 77 square meters in size in a peninsula configuration with three meeting rooms, one for Marrakech at 38 square meters in size in a peninsula configuration and one for the Option in Australia at 60 square meters), that meet the above requirements;

ii. a summary of building, construction, and audio visual materials included in the design;

iii. a summary of the project approach to include sub-contracting requirements if necessary, and management controls; and schedule for the Eurosatory, Farnborough, Marrakech and Option Australia trade shows;

iv. organizational chart and the resumes of the project manager, on-site coordinator, lead design engineer, and lead construction engineer

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personnel that will be assigned to do this work and actually be working on Eurosatory, Farnborough, Marrakech and Option Australia trade shows;

v. other information the vendor feels necessary to demonstrate a clear understanding of the Statement of Work within each work area;

vi. a firm fixed price that includes all fees associated with production, packaging, crating, handling, transportation, installation, break-down, and drayage for all elements of the DoD SC Exhibit to include graphics, structural elements, electrical, lighting, consumables, and furniture.

9. PROPOSAL EVALUATION. Vendors will be evaluated on the following criteria

a. Understanding and compliance of the requirements and goals set forth in the Statement of Work

i. Proposal demonstrates a firm understanding of the requirements and goals set forth in the statement of work as demonstrated by the proposed approach and rendered drawings. The drawings has all elements of Section 5a.i. represented.

ii. Proposal addresses each requirement and goal set forth in the statement of work as demonstrated by the proposed approach and rendered drawings.

Proposal provides technical solutions to indicate that the requirements will be met on schedule as demonstrated by the proposed approach and schedules included in the proposals.

b. Soundness of Approach

i. Proposal includes a complete plan to accomplish each requirement, including subcontracting as demonstrated by the proposed approach and rendered drawings. Proposal demonstrates that appropriate personnel and equipment will be positioned efficiently to carry out the requirements as demonstrated by the list of materials used, proposed approach and rendered drawings.

c. Management Controls

i. Proposal demonstrates clear and efficient lines of authority, responsibility, and communication for management, supervisory, and technical personnel as demonstrated by the proposed approach and organizational chart.

ii. Proposal demonstrates a clear and understandable job description of each individual working on the project as demonstrated in the project approach and the organizational chart.

d. Key Personnel

i. Proposal includes resumes for project manager; lead design engineer; and lead construction engineer which demonstrate specialized experience with:

the Department of Defense; international trade shows; exhibit design and support; and project management.

ii. Key personnel supporting the project have a minimum of ten (10) years of collective work experience to successfully execute the requirements in the statement of work.

e. Design Considerations

UNCLASSIFIED

i. Proposal demonstrates the Contractor’s ability to design tradeshow space leveraging state of the art design features to include graphic design, lighting, audiovisual integration, and color patterns as demonstrated by the list of supplies and the rendered drawings.

ii. Proposal demonstrates the Contractor’s ability to design tradeshow space leveraging quality engineering and design (both structural and graphic) to include building materials and craftsmanship as demonstrated by the list of supplies and the rendered drawings.

f. Design Content

i. Proposal demonstrates an exhibit that highlights the defense articles and services the United States offers to its partners under the scope of the Department’s Security Cooperation programs.

ii. Proposal demonstrates an exhibit that promotes those U.S. foreign policy objectives the Department’s Security Cooperation programs aim to achieve.

iii. Proposal demonstrates an exhibit that represents Security Cooperation activities across all of the Military Departments.

iv. Proposal demonstrates an exhibit that shall appear with high impact and of a professional quality to portray international Security Cooperation missions and functions.

g. Design Structure

i. Proposal demonstrates the arrangement of the meeting rooms and other features of the exhibit to be orderly and that promotes a professional appearance.

ii. Proposal provides a discussion area at the exhibit to enable DoD Security Cooperation personnel to engage with visitors and international distinguished visitors to promote the DoD Security Cooperation mission and the variety of Security Cooperation programs.

iii. Proposal provides two meeting rooms that can accommodate at least eight

(8) people around each table.

h. Past Performance and Relevant Experience

i. Past performance submissions provide data on the level of experience in specific contracts of this type and should highlight the most recent trade shows. Performance on submitted examples have to be relevant and acceptable.

i. Price

i. The price submissions will be evaluated on the basis of being fair and reasonable on its technical approach to meet minimum requirements.