PWS_changes.pdf

PERFORMANCE WORK STATEMENT (PWS)

Department of Defense Exhibit for FY20 International Trade Shows

The following describes the work to be performed for the design/build of the Defense Security Cooperation Agency exhibit at Dubai International Air Show, Dubai, United Arab Emirates, November 17-21, 2019.

1. The objective of the Department of Defense (DoD) Security Cooperation (SC) exhibit is to promote awareness of the Department’s SC programs, in particular, Foreign Military Sales (FMS) as well as to host senior civilian and military official bilateral meetings with invited Distinguished Visitors (DVs). These engagements support the DoD SC mission and Enterprise-wide improvement efforts. Offerors are invited to visit the DSCA website at www.dsca.mil.

2. Exhibit Size, Configuration and Location.

a. Size Dubai Air Show: 94.50 square meters – 3 conference rooms. Full use of space has been coordinated with the show organizers Association of the United States Army. Configuration is Island.

3. SERVICES. The contractor shall be responsible for providing the following services as outlined below.

NOTE: OFFERORS MUST COMPLY WITH ALL CRITICAL DATES FOR SUBMISSION OF

REQUIREMENTS AS SPECIFIED IN THE EXHIBITOR MANUAL

DESIGN PHASE CONSTRUCTION PHASE ON-SITE SUPPORT

Contract Award through

September 17, 2019 September 18, 2019 -

October 17, 2019 November 17, 2019 – November 21, 2019

a. DESIGN PHASE

i. During the design phase for the exhibit, the Government will review award of the

Contractor’s initial proposal and work with the contractor to refine the design. This process may include, but is not limited to, resizing structural elements, replacing graphics, or manipulating graphics to change the look and/or feel of the exhibit.

ii. The exhibit will consist of full custom fabricated design. No systems will be accepted. ALL STRUCTURES will be finished with LAMINATE MATERIAL ONLY. If laminate is not available in the Country, then custom high gloss spray finish is allowed.

iii. The color palette of the exhibit shall reflect the colors of the United States flag http://www.dsca.mil/

(red, white and blue)

iv. The design phase shall conclude upon the Government’s approval of the final render.

v. The contractor will comply with submission of Floor Plans/Diagram of Booth Layout

Showing Placement of Electrical in accordance with dates specified in the Exhibitor Services Manual.

vi. Initial Render. The contractor shall provide the Government with an initial render in the proposal submission displaying the contractor’s design of the DoD SC exhibit that reflects maximum use of the 94.50 square meters of space.

vii. The initial renders shall reflect eye level-views of the three (3) sides of the exhibit, to include reception/outreach area, distinguished visitor (DV) lounge, storage closet, meeting rooms, exhibit walls and graphics, exhibit fascia and graphics and flooring as well as a top-down view of the entire exhibit that depicts size and layout of all structures, to include all furniture, cabinet for placement of the coffee/tea service, refrigerator and trash receptacles and any other elements as identified in this PWS.

Note: The Government will provide actual graphics upon contract award. Graphics proposed in the offeror’s initial render are intended to represent placement of graphics only.

viii. The Contractor is responsible for ensuring that the initial render and design complies with the rules and regulations specified in the Exhibitor Services Manual.

ix. Final Render. Dubai: Upon completion of final design revisions, the contractor shall provide the Government with a final render by 09/18/19. The final render shall be approved by DSCA no later than 09/28/19.

x. The approved final renders will represent the design schematic that must be produced during the construction phase. The contractor may not deviate from the final render without approval of the Contracting Officer’s Representative (COR).

xi. Upon approval of final render, the contractor shall submit to the Contracting Officer and DSCA Contracting Officer’s Representative a timeline of critical milestones and required documentation submission dates in accordance with the Exhibitor Services Manual.

xii. FINAL SUBMISSION OF FLOOR PLANS/ELECTRICAL LAYOUT SHALL BE SUBMITTED

BY THE CONTRACTOR TO THE ORGANIZER IN ACCORDANCE WITH THE SCHEDULED

TIMELINES SPECIFIED IN THE EXHIBITOR SERVICES MANUAL.

b. CONSTRUCTION PHASE

xiii. Production/Construction Timelines. The contractor shall ensure that all elements of production, construction and assembly of the DoD SC exhibit are completed in accordance with the Exhibitor Services Manual. This will facilitate DSCA Contracting Officer Representative’s completion of inspection and set-up preparation not later than the close of business the day prior to the opening of the show.

xiv. Shipping Services. The contractor shall provide the packaging, crating, handling and domestic transportation of all exhibit elements (i.e., exhibit structure, office furniture, consumables, and audio visual support). The contractor shall ensure that all shipping, drayage and material handling activities are executed consistent with all rules, regulations and timelines established by the show organizer.

xv. Technical and Safety Requirements. The contractor shall ensure that the exhibit meets all technical and safety requirements as identified in the Exhibitor Services Manual.

xvi. Credentials, Passes, Badges. The contractor shall independently acquire all necessary credentials, passes and badges for exhibit support personnel to gain access to the event site for the required duration to complete full performance requirements. This includes all activities, before, during and after the event.

xvii. Post-Show Requirements. The contractor will ensure that upon conclusion of the show and breakdown of the exhibit, the exhibit space is left in its clean, original condition and complies with rules and regulations provided by the show organizers.

The contractor shall ensure that subsequent dismantle, removal and disposal of all rental exhibit infrastructures, accessories and other exhibit support equipment complies with the show organizer Exhibitor Services Manual and as mandated by the show organizer. The contractor will be responsible for any penalties or fees associated with space not returned to an acceptable position.

c. ON-SITE SUPPORT

The contractor shall provide continuous on-site support for the exhibit for the duration of the trade show as follows:

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

ii. Cleaning. The contractor shall provide daily vacuuming of the meeting rooms and outreach area.

iii. Trash Removal. The contractor shall provide daily trash removal at the end of each day and as needed for the event.

iv. Beverages. The contractor shall place orders for beverages in accordance with the timeline specified in the exhibitor manual and ensure delivery of coffee, tea, water and regular and diet soda to the exhibit one day prior to the start of the show.

Sufficient coffee/tea/water/diet and regular soda shall be available for the entirety of the trade show.

d. EXHIBIT SPECIFICATIONS

The DoD SC exhibit will consist of eight (8) major construction elements:

1. Reception/Outreach Area

2. Distinguished Visitor (DV) Lounge

3. Storage Closet

4. Meeting Rooms (2)

5. Exhibit Walls

6. Exhibit Fascia

7. Flooring

8. Electrical

The exhibit will consist of full custom fabricated design. No systems will be accepted.

ALL STRUCTURES will be finished with LAMINATE MATERIAL ONLY. If laminate is not available in the Country, then custom high gloss spray finish is allowed.

The contractor shall ensure that the DoD SC Exhibit design balances the eight (8) major elements above in a design that complies with exhibit guidelines.

NOTE: IN ACCORDANCE WITH FIRE SAFETY GUIDELINES SPECIFIED IN THE EXHIBITOR

MANUAL, WHEN INSTALLING A DISPLAY WITH A CEILING, CHECK WITH THE LOCAL FIRE

DEPARTMENT TO ENSURE THAT THE DISPLAY MEETS WITH THE NECESSARY FIRE SAFETY

PRECAUTIONS INVOLVING SMOKE ALARMS, FIRE EXTINGUISHERS, SPRINKLER SYSTEMS, ETC.

1. RECEPTION/OUTREACH AREA

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

a. 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.

b. Flow. The outreach area shall provide adequate space for outreach personnel to engage passers-by from a centrally located area. The basic design shall minimize the ability of the number of passers-by to enter the exhibit and shall direct the flow away from the meeting rooms. An L configuration is preferred however, not required.

c. Reception Desk. Provide a reception desk of counter height large enough to accommodate three (3) individuals, but not so large as to overtake the outward façade of the exhibit. The structural finish of the reception desk will be of LAMINATE MATERIAL ONLY and will contain a glass top separated by offsets.

This enables the cell phone camera to be ready for taking photos of conference attendees to fulfill our strategic outreach mission and does not allow passersby to take the cell phone. See photo example at the end of this narrative. If laminate is not available in the Country, then custom high gloss spray finish is allowed. The desk shall include three (3) stools of bar height. The area under the desk shall include one (1) locking cabinet that is two (2) feet wide and the length of the reception desk. The outreach reception desk shall be placed in such a manner that it shields entrances to the meeting rooms and forces individuals to “check-in” with the receptionist before entering the meeting rooms. An L-shape configuration is ideal.

d. Title Panel Wall. A title panel wall shall be designed for the front of the exhibit that enables a photo opportunity for Distinguished Visitors and the Director as well as for passersby. The title panel wall shall be no less than 5 feet in width.

The panel shall contain the five (5), backlit, three-dimensional military service seals (no less than 10 inches in diameter) placed horizontally.

e. The lettering on the title panel wall shall be centered and placed in the following order:

DEPARTMENT OF DEFENSE (1st line) SECURITY COOPERATION (2nd line)

SECURITY THROUGH GLOBAL PARTNERSHIPS (3rd line)

Underneath the above text, place the five (5) back-lit, 3-dimensional Service Seals horizontally in the following order:

Department of the Navy Department of the Army Department of Defense Department of the Navy U.S. Marine Corps.

Department of the Air Force

Beneath the 5 horizontal back-lit, 3-dimensional seals, place the following centered lettering:

DEFENSE TRADE & ARMS TRANSFERS (1st line) DEFENSE INSTITUTION BUILDING (2ND line)

INTERNATIONAL EDUCATION & TRAINING (3rd line) HUMANITARIAN ASSISTANCE & DISASTER RELIEF (4th line)

There shall be no more than three feet (3 ft.) of floor space in front of the title panel wall; it will not decrease space inside the conference rooms.

f. Monitor. One (1) wall-mounted, flat screen monitor of no less than thirty-six

(36) inches and no more than forty-two (42) inches, with appropriate USB/HDMI ports, cabling and speakers to play multimedia material on a continuous loop, provided by the Government will be mounted behind the reception desk.

g. Kiosk. The outreach area shall include one (1) STAND-ALONE kiosk equipped with a monitor of no less than thirty-six inches and not larger than fifty (50) inches, with appropriate USB/HDMI ports, cabling and associated audiovisual equipment to display continuous loop multimedia material provided by the Government. This separate stand-alone structure/kiosk with lockable storage and TS mounted with laptop stored inside its cabinet, shall 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. The ideal placing of the kiosk is caddy-corner so as not to block any portion of the title panel while making the very best use of a reduced space.

h. Literature Stands. The outreach area shall include two (2) MOVABLE literature stands for display of U.S. Government-provided literature. These stands shall be located in an area that allows passers-by to collect materials without having to enter the exhibit space.

2. DISTINGUISHED VISTOR (DV) LOUNGE. The DV lounge area must present high-level, professional quality design, layout and production using the most up-to-date industry best practices. Due to space constraints, the DV lounge

a. The design features in the DV lounge area must reflect the brand of the DoD SC

Enterprise and portray the SC mission.

b. The basic design shall minimize the ability of passers-by to engage with the DVs or enter the exhibit.

c. The DV lounge must flow directly to the meeting rooms.

d. Furniture for the DV lounge shall include a minimum of one (1) “Roma-type” white vinyl sofa and one (1) “Roma-type” white vinyl chair. The DV lounge shall also include a glass coffee table that complements the furniture. The DV lounge and outreach area will complement the exhibit booth and will not diminish the space of the meeting rooms.

3. STORAGE CLOSET

The storage closet shall be no more than 1x2m2m in order to optimize the space for the conference rooms.

The Storage Closet shall include:

a. Storage Room. The storage room shall be a separate room with lockable door.

Storage room will not be accessed from inside the meeting rooms.

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

c. Coat Hooks. The storage closet shall include a minimum of twelve (12) coat hooks.

d. Flooring. The contractor will provide laminate flooring for the storage closet.

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

e. 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 and three (3) converters (country specific) in the storage closet to enable Government personnel to charge mobile devices and laptop computers. The contractor will ensure proper kilowattage in order to sustain all electrical requirements of the exhibit booth, to include lights, refrigerators, air conditioners, coffee/tea pots, monitors, laptops and all other equipment.

4. MEETING ROOMS Dubai – 94.50 SQM

The exhibit in Dubai, UAE will have one (3) meeting rooms.

a. Presentation. The meeting rooms shall have a LAMINATE INTERIOR FINISH that demonstrates a corporate appearance appropriate for high-level official meetings and engagements. If laminate is not available in the Country, then custom high gloss spray finish is allowed.

b. Flow. Meeting rooms shall be easily accessible for representatives attending meetings but general flow/visibility of the meeting rooms shall be blocked by structural exhibit elements and contain a ceiling, approved by the exhibitor manual, to maximize privacy of meeting attendees.

c. Conference Tables and Chairs.

Meeting Room #1: The Meeting Room shall have a rectangular conference table, no more than 48 inches wide, that is professional in quality of sturdy design and stature and free of any scuff marks, blemishes or scratches. The table must be long enough to accommodate twelve (12) executive office chairs.

Chairs shall be comfortable, but not bulky.

Meeting Room #2: The Meeting Room shall have a rectangular conference table, no more than 48 inches wide, that is professional in quality of sturdy design and stature and free of any scuff marks, blemishes or scratches. The table must be long enough to accommodate twelve (12) executive office chairs.

Chairs shall be comfortable, but not bulky.

Meeting Room #3: The Meeting Room shall have a rectangular conference table, no more than 48 inches wide, that is professional in quality of sturdy design and stature and free of any scuff marks, blemishes or scratches. The table must be long enough to accommodate ten (10) executive office chairs.

Chairs shall be comfortable, but not bulky.

d. Extra Chairs. Each meeting room shall have two (2) extra chair to accommodate additional meeting participants. These chairs are not required to be the same type as the executive chairs, however they must be of professional quality.

e. Ceiling. Meeting rooms shall have a fully enclosed ceiling, in accordance to the exhibitor guidelines, to maximize privacy and reduce external noise. Ceiling design will consist of ceiling lighting pelmets with recessed lighting. Fabric ceiling is acceptable.

f. Perimeter Ceiling. The perimeter ceiling will have lighting pelmets with recessed lighting. ALL INTERIOR RECESSED LIGHTING WILL CONSIST OF LED

BULBS.

PLEASE NOTE: IN ACCORDANCE WITH FIRE SAFETY GUIDELINES SPECIFIED IN

THE EXHIBITOR MANUAL, WHEN INSTALLING A DISPLAY WITH A CEILING,

CHECK WITH THE LOCAL FIRE DEPARTMENT TO ENSURE THAT THE DISPLAY

MEETS WITH THE NECESSARY FIRE SAFETY PRECAUTIONS INVOLVING SMOKE

ALARMS, FIRE EXTINGUISHERS, SPRINKLER SYSTEMS, ETC.

g. Doors and Windows. Meeting room doors and any windows shall be fully frosted or opaque so that external observers cannot see the interior. The doors will contain a peep hole to enable reception personnel to see if there is an ongoing meeting.

h. Lighting. Ceiling will have lighting pelmets with recessed lighting and LED bulbs.

See example.

i. Fans/Air Conditioning. In each meeting room, provide one (1) air conditioner to maintain a temperature of sixty-five (65) to seventy (70) degrees Fahrenheit.

No wall mounted units will be accepted.

j. Meeting Room Graphics. Internal meeting room walls will display approximately one (1) graphic for every two (2) feet of horizontal space and will be placed high enough on the wall as to not hinder movement of the meeting participants (at least five (5) feet off the floor). The Government will provide the final graphics upon contract award. Meeting room graphics will be mounted on plexi glass and installed with standoffs. See example in the last page.

k. Refrigerator (3 each). In each meeting room, provide one (1) small “dormitory-style sized” refrigerator of approximately twenty one (21) inches wide by twenty-one (21) inches diameter by thirty three (33) inches in height. If possible, refrigerator and trash can shall be housed in a cabinet. The cabinet should not take up more than necessary space and will be used to place the coffee and tea service.

l. Presentation. The meeting room shall have a LAMINATE INTERIOR FINISH that demonstrates a corporate appearance appropriate for high-level official meetings and engagements. If laminate is not available in the Country, then custom high gloss spray finish is allowed.

m. Flow. Meeting rooms shall be easily accessible for representatives attending meetings but general flow/visibility of the meeting rooms shall be blocked by structural exhibit elements and contain a ceiling, approved by the exhibitor manual, to maximize privacy of meeting attendees.

5. EXHIBIT WALLS.

a. External Walls. External exhibit walls shall include no less than six (6) different graphics on each wall, which may include a collage of various graphics or individual graphics as stand-alone. See example on last page.

b. Where graphics are not displayed, a background graphic shall be used to match the exhibit.

c. No joint or seams shall be visible.

d. No Velcro for graphic application will be accepted.

6. EXHIBIT FASCIA

a. The exhibit will be composed of a four (4) -sided fascia facing outward to the pavilion (in Island configuration).

b. Fascia graphics/text will be designed and installed to the correct maximum proportions and visibility of the surface.

c. On each of the 3 sides of fascia include the following 3-dimensional/backlit seals and text:

DEPARTMENT OF DEFENSE SEAL

(centered on the left-hand side of each fascia panel)

Centered text on each fascia panel:

DEPARTMENT OF DEFENSE (1ST line) SECURITY COOPERATION (2ND line)

SECURITY THROUGH GLOBAL PARTNERSHIPS (3rd line)

The fascia shall be attached to the overall structure and will display on all sides facing outward to the pavilion.

d. The fascia will be lit by recessed lighting using the most up-to date industry best practices.

7. FLOORING.

a. The contractor will provide laminate flooring for the entire exhibit (including storage closet).

b. Laminate flooring must be of good quality, according to industry commercial build standards and durable enough to withstand constant foot traffic.

8. ELECTRICAL.

a. The contractor shall determine electrical requirements to support lighting and power needs for the reception/outreach area, DV lounge, storage closet, meeting rooms, backlit signage, recessed lighting and any other electrical needs.

b. The contractor shall install the electrical layout for each individual electric line from the main ordered from the approved source vendor.

c. Sufficient power shall be provided to all areas to ensure safe operation throughout the duration of the show.

d. The contractor shall incorporate design elements as appropriate to minimize the appearance of electrical outlets, power cords, and other electrical elements.

EXAMPLE Photos

*** Sample conference room chairs:

Sample “Roma” like sofas:

Sample Ceiling lighting pelmets and recessed LED bulbs

Sample External Graphics with recessed lighting and pelmets – no velcro

Sample Meeting Room Graphics Mounted on Plexi Glass with Stand Offs.

Sample Reception Desk with Glass top and stand offs

END OF PERFORMANCE WORK STATEMENT