2018_AUSA_PWS_(Build)_v2.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 8-10, 2018) 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 8-10, 2018).

2. The objective of the DoD 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 and Enterprise-wide improvement efforts.

3. The contractor shall provide:

Show Dates Size Meeting Rooms

Distinguished Visitor (DV) Lounge Area

Configuration

AUSA October 8-10 600 square feet

2 1 Island

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

i. Design. During the design phase for the 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 required by AUSA. The design phase will conclude upon the U.S.

Government’s approval of a final render.

2. Initial Render. The CONTRACTOR will provide the U.S.

Government with an initial render for the trade show showcasing the CONTRACTOR’s initial design of the DoD SC exhibit to include layout, structure, and graphics for each of the various elements outlined in this performance work statement. The CONTRACTOR will be responsible for ensuring that the render and initial design complies with the rules and regulations provided in the exhibitor guide and organizer.

3. Final Render. The CONTRACTOR will provide the U.S.

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 U.S. 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 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 established by the show organizers.

2. Timelines. The CONTRACTOR shall ensure that all elements of production and construction and assembly of the DoD SC Exhibit are completed two days before the first trade day of the trade show and/or in accordance with the exhibitor guide 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.

3. 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.”

4. Contractor shall independently 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.

5. 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 organizers. CONTRACTOR shall ensure subsequent dismantle, removal, and disposal of all rental exhibit infrastructures, accessories, and other exhibit support equipment provided is in full compliance with show organizer “Rules of Exhibiting” and mandated by individual Event Management. The U.S. 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. 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.

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

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

4. 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.

5. 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

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

b. 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 maximizes the four-meter (4 m) height, however, the CONTRACTOR shall verify height requirements specified in the exhibit guide for each show.

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

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 backlit: “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 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. Text below service seals shall appear as follows:

“DEFENSE TRADE & ARMS TRANSFERS” (1st line) “DEFENSE INSTITUTION BUILDING” (2nd line) “INTERNATIONAL EDUCATION & TRAINING” (3rd 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 U.S.

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 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 provided by the U.S. 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 from hindering the outreach mission.

10. Literature stands/rack. The outreach area should include at least one (1) literature stand or rack for the display of U.S. 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 rack 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 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 three (3) feet wide by five (5) feet long. The storage closet shall lock from the outside with at least two (2) sets of keys provided to the U.S.

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 will be hardwood/laminate and must be of good quality, according to industry commercial build standards, and durable enough to withstand constant foot traffic.

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 U.S. Government personnel can charge mobile devices and/or laptop computers.

iii. Meeting Rooms.

The exhibit will have two (2) meeting rooms.

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 and contain a roof 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 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, per meeting room, 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 U.S. 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. In each meeting room provide 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. In each meeting room provide 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. In each meeting room provide one (1) 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 U.S. 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 U.S. 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 U.S. Government.

4. Period of Performance.

General.

The CONTRACTOR shall build an exhibit at the Association of the US Army’s (AUSA) Annual Meeting in the Walter E. Washington Convention Center, Washington, DC (October 8-10, 2018).

Show Design Phase Construction Phase On-site Support

AUSA July 30, 2018 to September 1, 2018

September 7, 2018 to October 7, 2018

October 8, 2018 to October 10, 2018

6. Minimal Acceptability Standards. 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 reflect 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

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 addresses meeting room requirements/furniture for each trade show.

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.