HQ003425R0069 LAAD Exhibit Space PWS dtd 20Sep24.pdf

PERFORMANCE WORK STATEMENT (PWS)

Washington Headquarters Services (WHS) Defense Security Cooperation Agency (DSCA)

Defense Security Cooperation University (DSCU) Latin American Aerospace Defense (LAAD) 2025 Exhibit Space

September 20, 2024

PART 1

General Information

1. GENERAL: This is a non-personal services contract for Department of Defense (DoD) exhibit space at the 2025 Latin American Aerospace Defense (LAAD).

1.1 Description of Services/Introduction: The Contractor shall provide 78 square meters (13m x 6m = 78 sq/m) of exhibit space within a centrally located section of the U.S. Pavilion.

1.2 Background: The following describes the work to be performed for the exhibit space of the Defense Security Cooperation Agency exhibit at the Latin American Aerospace Defense (LAAD) 2025, scheduled to execute April 1-4, 2025 in Rio de Janeiro, Brazil.

1.3 Objectives: 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), Humanitarian Assistance (HA), International Military Education and Training (IMET), as well as to conduct senior civilian and military bilateral meetings with invited Distinguished Visitors (DVs) from other foreign delegations. These engagements support the DoD SC mission and Enterprise-wide improvement efforts.

1.4 Scope: International Trade Show space is leased from the host country to a single U.S. consolidator and then rented out to different exhibitors from the United States, thus creating the U.S. Pavilion. In the case of the Latin American Aerospace Defense (LAAD) 2025, the single U.S. consolidator is P&C International; https://www.pandci.com/en/shows/south-america/laad-2025

1.5 Period of Performance: The Period of Performance will begin when the contract is awarded and complete when the booth is deconstructed, and the space has been cleared by the show organizers of the host country.

1.6 General Information:

1.6.1 Quality Control: The Contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor’s quality control program is the means by which the vendor assures that their work complies with the requirement of the contract.

1.6.1.1 Inspection and Acceptance Criteria: The COR or technical representative will require up to five (5) business days from receipt of all deliverables for review and comment/acceptance. Government acceptance will be based upon the deliverables meeting accepted professional standards for technical content, workmanship, and relevance to stated functional task requirements.

1.6.2 Quality Assurance: The government shall evaluate the Contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government must do to ensure that the Contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

https://www.pandci.com/en/shows/south-america/laad-2025

1.6.2.1 Identification of Non-Disclosure Requirements: The activities in this PWS will require the Contractor to receive Government Furnished Information (GFI), and access data and information proprietary to other Contractors or Government agencies and/or of such a nature that its dissemination or use, other than in performance of this PWS, would be averse to the interests of the Government and/or others. The Contractor, including Contractor personnel, subcontractors, and consultants, will not divulge or release data or information developed or obtained in performance of this PWS except to Government authorized personnel or upon written approval of the CO or COR. The Contractor will not use, disclose, or reproduce proprietary data, which bears a restrictive legend, other than as required in the performance of this PWS. The limitations above do not apply to data or information that has been made public by the Government. All products, deliverables and work produced, as well as associated back-up documentation will be considered the property of the Government.

1.6.3 Recognized Holidays: In support of domestic or international trade shows, the Contractor may be required to perform services on certain U.S.-recognized federal holidays. The Contractor is required to complete the scope of the work in accordance with the timeline provided in the Exhibitor Manual, regardless of holiday.

New Year’s Day, January 1.

Martin Luther King Jr.’s Birthday, the third Monday in January.

President’s Day, the third Monday in February.

Memorial Day, the last Monday in May.

Juneteenth National Independence Day, June 19.

Independence Day, July 4.

Labor Day, the first Monday in September.

Columbus Day, the second Monday in October.

Veterans Day, November 11.

Thanksgiving Day, the fourth Thursday in November.

Christmas Day, December 25.

1.6.4 Hours of Operation: The Contractor must always maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS, during operating hours in accordance with the Contractor’s internal policies. For domestic and international trade shows, hours of operation may differ across time zones during the different phases of the contract. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.6.5 Place of Performance: The work to be performed under this contract will not be performed in a government provided office space. The Contractor shall provide adequate space in order to fulfill the terms of the PWS during all phases of the contract – design, construction, and on-site support.

1.6.5.1 Telework: The Government may permit telecommuting (telework) by the contractor employees when determined to be in the best interest of the Government in meeting work requirements. The contractor must have an established program subject to review by the Government. All telecommuting agreements must be authorized and approved by the COR and include date, time, and description of the work to be performed.

The contractor must identify to the COR any task/work requirements that may be performed at an alternate worksite. Telework will be at no additional cost to the Government. Upon approval.

The Government may provide as Government Furnished Equipment (GFE): Secure laptop with access to the required portals, networks, and business application. Internet connection will not be furnished;

therefore, Internet access shall be provided by the Contractor.

The Individual Contractor Personnel shall provide services from their authorized telework worksite location IAW Department of Defense Instructions (DoDI) 1035.01 Telework Policy.

https://www.esd.whs.mil/Portals/54/Documents/DD/issuances/dodi/103501p.pdf

1.6.6 Type of Contract: The government will award a firm fixed price contract.

https://www.esd.whs.mil/Portals/54/Documents/DD/issuances/dodi/103501p.pdf

1.6.7 Security Requirements: The Contractor shall comply with all security policies and procedures outlined in the Exhibitor Manual.

1.6.7.1 Physical Security: The Contractor shall be responsible for safeguarding all equipment, information, and property provided by the government throughout the course of the contract.

1.6.8 Special Qualifications: N/A

1.6.9 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to participate in any post-award conference convened by the contracting activity or contract administration office in accordance with the Federal Acquisition Regulation, Subpart 42.5. The Contracting Officer, Contracting Officer’s Representative (COR), and other Government personnel, as appropriate, may meet periodically with the Contractor to review the Contractor's performance. At these meetings, the Contracting Officer will apprise the Contractor of how the government views the Contractor's performance and the Contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

1.6.10 Contracting Officer Representative (COR): The CORs for this contract will be Anton Kemps and Marquitta Bradley from DSCA. The CORs monitor all technical aspects of the contract and assist in contract administration. The CORs are authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract, perform inspections necessary in connection with contract performance, maintain written and oral communications with the Contractor concerning technical aspects of the contract, issue written interpretations of technical requirements, including Government drawings, designs, and specifications, monitor Contractor's performance and notify the Contracting Officer and Contractor of any deficiencies, coordinate availability of government furnished property, and provide site entry of Contractor personnel. POC contact information:

- Anton Kemps – DSCA Trade Show Lead, anton.w.kemps.civ@mail.mil, (703) 614-75104

1.6.11 Contract Personnel:

1.6.11.1 Key Personnel: The roles listed below are considered essential to the work being performed under this contract. Before removing, replacing, or diverting any of the listed positions or facilities, the Contractor shall (1) notify the Contracting Officer reasonably in advance and (2) submit justification (including proposed substitutions) in sufficient detail to permit evaluation of the impact on this contract by the Contracting Officer. The Contractor shall make no diversion without the Contracting Officer's written consent, allowing the Contracting Officer time to ratify, in writing, the proposed change. That ratification shall constitute the Contracting Officer's consent required by this document. Any new personnel assigned to the execution of the contract must have experience with building exhibits for international trade shows, and resumes must be shared with the Contracting Officer prior to hire.

Task # Position/LCAT Qualifications Floor Plan Design

Exhibit Space Project Manager

Bachelor’s degree in design, event planning or any similar related field (5 years of experience in the trade show industry can be used as a substitute).

Proven recent experience with floor plan design, creation, and management, including the ability to do perspective digital renderings of trade show space with structural, electrical, and HVAC overlays.

Minimum of two (2) years of experience with computer-based exhibit design programs.

Minimum of two (2) years of experience with producing sketches and two-dimensional computer-generated images to showcase functional floor plans for the purpose of a trade show pavilion development.

mailto:anton.w.kemps.civ@mail.mil

Recent experience is considered in the last 4 years.

1.6.12 Identification of Contractor Employees: 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.

1.6.13 Contractor Travel: As a firm-fixed-price contract, the Contractor is responsible for all travel, foreign and domestic, associated with the execution of this PWS, to include airfare, visa requirements, and transportation within the trade show’s host city.

1.6.13.1 Safety: The Contractor shall comply with all Federal, State, and local authorities having jurisdiction, and with safety and fire regulations promulgated by the Department of Labor (OSHA) under Title 29, Section 1900 of the Code of Federal Regulations. Contractor is solely responsible for compliance and cost of compliance with Federal, State, and local laws and regulations. Contractor shall provide written notification to the Contracting Officer within twenty-four (24) hours of being notified by any Federal, State or local agency that a safety law and/or regulation has been violated. This report shall provide at a minimum the following: time and date of the occurrence, a description of the violation, required corrective action(s), and a projected correction date.

1.6.13.2 Medevac Requirements: Contractors on official travel overseas are not systemically covered by any form of guaranteed medical evacuation plan in the event of a medical emergency. The Contractor must provide the COR with a copy medical evacuation coverage for employees required to travel, with the exception of NATO and Allied countries. Travel insurance expenses are not allowed as a direct cost.

Theater entry requirements are determined by the Combatant Commander (COCOM) and listed in the DoD Foreign Clearance Manual/Foreign Clearance Guide (FCG). Theater entry requirements for OCONUS commands pertain to all DOD military, civilian, and Contractor personnel travelling in any capacity into and within the command’s area of responsibility.

1.6.13.3 DBA Insurance: As required by Section 843 of the FY 2009 National Defense Authorization Act (Public Law 110-417) all Contractors performing services outside of the United States in support of the U.S.

Government contract must carry Defense Base Act Insurance Coverage. The coverage must be carried on prime and sub- Contractor employees.

1.6.14 Other Direct Costs: The Contractor is responsible for all costs associated with the execution of this PWS, to include domestic/international fees/taxes, fees associated with the trade show organizer/consolidator, and third-party expenses that may be necessary to support the final trade show booth.

1.6.15 Data Rights: The Government has unlimited rights to all documents/materials produced under this contract. All documents and materials, to include photos, marketing materials, video files, digital files, and décor under this contract shall be Government-owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the Contractor without written permission from the Contracting Officer. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

1.6.16 Organizational Conflict of Interest: Contractor and subcontractor personnel performing work under this contract may receive, have access to, or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in the FAR, Subpart 9.5. The Contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may affect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

1.6.17 Phase in: Not applicable.

PART 2

DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1 DEFINITIONS:

2.1.1 CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

2.1.2 CONTRACTING OFFICER. A person with authority to enter, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

2.1.3 CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor if that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.4 DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.5 DELIVERABLE. Anything that can be physically delivered but may include non-manufactured things such as meeting minutes or reports.

2.1.6 KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.7 PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.1.8 QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.9 QUALITY ASSURANCE SURVIELLANCE PLAN (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of Contractor performance.

2.1.10 QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.11 SUBCONTRACTOR. One that enters into a contract with a prime Contractor. The Government does not have privity of contract with the subcontractor.

2.1.12 WORK DAY. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.12 WORK WEEK. Monday through Friday, unless specified otherwise.

2.2 ACRONYMS:

ACOR Alternate Contracting Officer's Representative CFR Code of Federal Regulations CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative COTR Contracting Officer's Technical Representative COTS Commercial-Off-the-Shelf

DD Form 254 Department of Defense Contract Security Requirement List DFARS Defense Federal Acquisition Regulation Supplement DOD Department of Defense FAR Federal Acquisition Regulation KO Contracting Officer OCONUS Outside Continental United States (includes Alaska and Hawaii) PIPO Phase In/Phase Out POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program SC Security Cooperation WHS Washington Headquarters Services

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1 Services: N/A

3.2 Facilities: N/A

3.3 Utilities: N/A

3.4 Materials: N/A

3.5 Graphics: N/A

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1 General: The Contractor shall furnish all supplies, equipment, facilities, and services required to perform work under this contract that are not listed under Section 3 of this PWS.

4.2 Secret Facility Clearance: The Contractor shall comply with all security policies and procedures outlined in the Exhibitor Manual.

4.3 Materials: The Contractor shall furnish all supplies, equipment, facilities, and services required to perform work under this contract that are not listed under Section 3 of this PWS.

4.4 Equipment: The Contractor shall furnish all supplies, equipment, facilities, and services required to perform work under this contract that are not listed under Section 3 of this PWS.

PART 5

SPECIFIC TASKS

5. SPECIFIC TASKS:

5.1 Contract Management: The Contractor shall provide 78 square meters of exhibit space in a centrally located position within the U.S. Pavilion for the Defense Security Cooperation Agency exhibit at the Latin American Aerospace Defense (LAAD) 2025 scheduled to execute April 1-4, 2025 in Rio de Janeiro, Brazil.

5.2 TASK 1, DESIGN SIZE: 78 square meters (13m x 6m = 78 sq/m) – large enough for Rio de Janeiro, Brazil conference rooms. Full use of the space has been coordinated with the show organizers and the U.S.

Consolidator, P&C International. The dimensions may change in small increments as a result of adjustments to the Pavilion floor plan by the U.S. Consolidator; such adjustments can also affect the booth number as well.

• Configuration: Peninsula; Booth Space number – #29

• Location: Per the 2025 Latin American Aerospace Defense (LAAD) Floor Plan:

https://www.pandci.com/en/shows/south-america/laad-2025

5.3 TASK 3, EXHIBIT SPECIFICATIONS: The space at each event must allow DSCA’s exhibit builder to construct an exhibit booth that can accomplish the following:

• Highlights the defense articles and services the U.S. offers to its partners under the scope of the

Department’s SC programs;

• Promotes those U.S. foreign policy objectives SC aims to achieve;

• Represents SC activities across all Military Departments;

• Appeals with high impact, professional-quality design to portray international security cooperation missions and functions; and

• Includes two discussion areas to enable DoD SC personnel to engage with visitors and international DVs to promote the DoD SC mission and a variety of SC programs.

The contractor shall

• Provide an initial schematic of the space at both locations for DSCA review within five (5) days after contract award.

• Provide DSCA with necessary guidelines, timelines, and requirements to ensure DSCA’s designated agent can construct an exhibit that includes audio visual, lighting, and electrical requirements, within five (5) days of contract award. Any revisions to the guidelines, timelines, and requirements should be provided immediately, upon completion of revisions.

PART 6

APPLICABLE PUBLICATIONS

6. APPLICABLE PUBLICATIONS (CURRENT EDITIONS):

6.1 The Contractor must abide by all applicable regulations, publications, manuals, and local policies and procedures:

• https://www.whs.mil/COVID-19 https://www.whs.mil/COVID-19

PART 7

ATTACHMENTS/TECHNICAL EXHIBIT LISTING

7. ATTACHMENTS/TECHNICAL EXHIBIT LIST: Not Applicable.

7.1 Attachment #1: Performance Requirement Summary

7.2 Attachment #2: Deliverables Schedule

TECHNICAL EXHBIT 1

ATTACHMENT #1: Performance Requirement Summary

The Contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Performance Objective (The Service required—usually a shall statement)

Standard Performance Threshold (This is the maximum error rate. It could possibly be “Zero deviation from standard”)

Method of Surveillance

PRS # 1.

The Contractor shall provide 78 square meters of exhibit space at the Latin American Aerospace Defense (LAAD)

Centrally located within the U.S. Pavilion

Zero deviation from standard Contact through email;

verify via the Latin American Aerospace Defense (LAAD) 2025 Exhibitor Floor Plan link at https://www.pandci.com/e n/shows/south-america/laad-2025

PRS # 2

The Contractor shall notify the COR of any changes to the DSCA location

As soon as revision is complete, must notify the COR immediately

Zero deviation from standard Contact through email;

verify via the Latin American Aerospace Defense (LAAD) 2025 Exhibitor Floor Plan link at https://www.pandci.com/e n/shows/south-america/laad-2025 https://www.pandci.com/en/shows/south-america/laad-2025 https://www.pandci.com/en/shows/south-america/laad-2025

TECHNICAL EXHBIT 2

ATTACHMENT #2: DELIVERABLES

DELIVERABLES SCHEDULE

Deliverable Frequency # of Copies Medium/Format Submit To Floor Plan with DSCA location

Once – with proposal

1 PDF/Website link COR via email