DNC Perimeter Asset Solicitation SOW.docx

Attachment 2

Statement of Work – Perimeter Assets Equipment 2012 Democratic National Convention (DNC) September 3rd – 7th, 2012

1.0 General Information

1.1 Background

The City of Charlotte will host the DNC in 2012. The DNC will be held at Charlotte Convention Center, September 3rd – 7th, 2012 and has been designated as a National Special Security Event (NSSE).

1.2 Scope

The Secret Service has a requirement for an offeror with the demonstrated capability, capacity, and proven experience to successfully interpret, implement, and integrate temporary law enforcement event physical security resource requirements, timelines, and planning sequences in support of designated venue requirements. The event project management planner services must possess experience in law enforcement event project management, event venue liaison, project resource organization and integration, and the temporary acquisition, permitting & licensing, delivery, installation, support, adjustment, transport, recovery, and removal of a variety of vendor supplied equipment or government furnished equipment, material, or services used to successfully support temporary Secret Service protective mission event responsibilities at selected venues.

This statement of work encompasses various requirements of event resource planning, acquisition resources, and project management services. The contractor shall possess the project management and event planning capacity and flexibility to acquire, install, and remove quantities of temporary event equipment. The contractor shall also possess the ability to coordinate all aspects of the RNC event and be capable of adapting to last minute changes involving temporary event locations and timelines as planned, approved, and directed by Secret Service representatives. It is imperative that the vendor have the required program management experience and resource capacity to successfully coordinate and provide the requisite event support resources including the ability to act as the single point of contact of the event, provide “hands-on” program management for material such as: generators, tents, chairs, tables, trailers, lighting, portable toilets, golf carts, refrigerators, etc., installation/setup support and all the required licenses and local permits in support of the Democratic National Convention in Charlotte, NC.

The contractor must possess the resource flexibility to satisfactorily respond to unforeseen Secret Service on-site requests as they arise.

1.3 Security

1.3.1 The clearance level for this contract is unclassified, however all personnel working under this requirement must be U.S. citizens. This includes both the prime and subcontractors personnel. All contractor` personnel involved, including on-site support, shall complete a Contractor Personnel Access Application form (SSF 3237) and a Non-Disclosure Agreement (SSF-4024), and will undergo a security background check by the Secret Service. The vendor shall provide only personnel who can successfully pass the background investigation. Upon award the successful offeror shall be required to provide completed SSF 3237 and SSF-4024 forms for all individuals to be involved in the project.

1.3.2 The selected offeror is required to provide the following information about both the vendor’s employees and subcontractors who may have direct or incidental access to information provided by the Secret Service:

1) Employee’s full name.

2) Employee’s date and place of birth.

3) Employee’s social security number.

4) Employee’s race and sex.

5) Employee’s with wants, warrants or felony arrests will be excluded.

1.3.3 The Secret Service will conduct a background check of all named personnel. The results of these checks will be used solely by the Secret Service in evaluating personnel.

1.3.4 All non-classified Secret Service information is considered “Sensitive But Unclassified (SBU)” and must be protected as such. Any Secret Service information that is to be taken off-site must be approved in advance by the Secret Service COTR and the Contracting Officer.

1.4 Type of Contract

The Government contemplates award of a firm-fixed price service contract resulting from this solicitation. No additional sums will be payable on account of any escalation in the cost of materials, equipment or labor, or because of the Contractor's failure to properly estimate or accurately predict the cost or difficulty of achieving the results required by this contract. Changes in the contract price or time to complete will be made only due to changes made by the Government in the work to be performed, or by delays caused by the Government.

1.5 Support Performance

1.5.1 Location of Performance

Place of performance shall be in Charlotte, NC. Selected venues of performance to be provided upon award.

1.5.2 Dates of performance

Dates of performance are to be provided upon award, approximately August 31, 2012 to September 7, 2012.

1.5.3 Timeline of Installation

All materials must be installed for venues and routes no later than day and date to be provided upon award.

1.5.4 Timeline for Removal

All venue materials must be removed from venues and routes no later than day and date to be determined upon award.

1.6 Travel

Travel is an allowable cost per FAR 31. Travel shall be reimbursed in accordance with Federal travel regulations. Receipts shall be required of contractor for reimbursement.

2.0 Requirements

2.1 Description of Services

The main and secondary venue sites may require specific equipment as enumerated below to accommodate the staging, transportation, installation, support for, and removal of the temporary event venue security material.

2.2 Event Project Management Support

The Secret Service requires the services of an offeror with the demonstrated capability, capacity, and proven experience to successfully interpret and implement temporary law enforcement event physical security resource requirements, timelines, and planning sequences.

The event project management planner must possess experience in law enforcement event project management, event venue liaison, project resource organization and integration, and the temporary acquisition, permitting & licensing, delivery, installation, support, adjustment, transport, recovery, and removal of a variety of vendor supplied equipment or government furnished equipment, material, or services used to successfully support temporary Secret Service protective mission event responsibilities.

The selected offeror must possess the project management and planning capacity and flexibility to adapt to last minute changes of not only quantities of equipment but also to temporary event locations and timelines as planned, approved, and directed by Secret Service representatives.

The offeror is required to set up one or more temporary venues as planned, approved, and directed by Secret Service personnel; and to provide project management skills to coordinate various aspects of the event venue requirements. Provide a single “one-stop,” hands-on program management coordinator, and limited support staff.

2.3 Event Project Equipment Management Support

Representative event site equipment and type of material the offeror shall be required to successfully plan, acquire, integrate, adapt, and return is spelled out in Section 3.0, and in the attached Equipment List (Attachment 3).

The Secret Service requires varying equipment and material for securing several event venue locations. The offeror must be capable of meeting ALL of the requirements for this event within the stated timelines. The dates of equipment delivery, installation, etc. shall be identified to the offeror upon award.

Offeror provided material may include items such as generators, tents, chairs, tables, trailers, lighting, portable toilets, golf carts, refrigerators, etc, installation/setup support and all the required licenses and local permits in support of the DNC in Charlotte, NC. This listing is not all-inclusive.

The offeror is responsible for planning, organizing, coordinating, and managing all labor and resources necessary for the pick-up, initial transportation, delivery, set-up, installation, take down, removal, and return transport of event materials as directed or approved by the Secret Service.

The offeror is responsible for providing all necessary power to support all requested equipment as well as all USSS provided equipment.

Equipment requirements, material, and services shall be reviewed and approved in advance by the USSS representative.

Prospective cost changes resulting from vendors/sub-contractors exhausting their own, local inventory, and are considering having additional product shipped in to meet the needs of the contract requirements, must be reviewed and approved by the Secret Service in advance and must also reflect a detailed cost breakdown on the vendor invoicing. List each vendor or sub-contractor to which this pertains.

2.4 Deliverables and Reviews

2.4.1 The offeror is required to exhibit the ability to coordinate all aspects of this event support and possess the flexibly to successfully accommodate last minute changes.

2.4.2 Develop a resource staging, installation, and removal schedule consistent with the implementation and termination of the venue’s security plan requirements.

2.4.3 Identify and secure vendor sources for the various required venue material outlined in Section 3.0, below.

2.4.4 The offeror must provide on-site management for designated event site locations.

2.4.5 Permits

The offeror shall, without additional expense to the Government, be responsible for obtaining any necessary identification, licenses, certifications, authorizations, approvals, and permits, and for complying with any applicable federal, state, and municipal laws, codes, and regulation needed during the term of this event.

2.4.6 Periodic Contract Status Report

The offeror shall be responsible for providing periodic status reports listing the material/equipment status, cost or expense status for the specified period. These reports shall identify technical and financial information. The offeror shall report any technical issues experienced and detailed, financial invoice cost status for the period.

2.4.7 Monthly Status Meeting

The offeror shall attend and participate in periodic status meetings with designated Secret Service personnel. These meetings may include the Contracting Officer, COTR, and designated Secret Service personnel. The offeror shall prepare status input and provide any necessary documents for all meeting attendees. The offeror shall discuss at a minimum, the periodic status report submitted and any outstanding issues.

2.4.8 Final Contract & Invoice Report

The offeror shall provide a final contract review and shall submit a final detailed invoice to the Secret Service upon completion of the contract period. The final report shall include a detailed cost summary (broken down by services performed: i.e. type equipment or material, sub-contractors, permits and fees, etc), the dates of service, and other associated costs, in addition to any other details the Secret Service may require.

3.0 Equipment

The offeror must acquire, coordinate, and integrate a variety of vendor supplied equipment, or government furnished equipment, material, or services in support of designated exterior event venues.

3.1 Event Equipment and Material

Representative examples of “types” of vendor provided material that may be required of the Vendor are to include the following items such as: generators, tents, chairs, tables, trailers, lighting, portable toilets, golf carts, refrigerators, etc, and installation/setup support services.

This listing is Not “all-inclusive” of all items that may be required of the Vendor.

All quantities and delivery destinations are approximate, and may fluctuate as the requirements of the Secret Service change. Specific quantity and location information will be provided upon award.

The offeror shall provide on-call maintenance personnel who can respond within 30 minutes or less after the initial call for service. The offeror shall be responsible for all power and fuel needs for all equipment.

“Sensitive But Unclassified (SBU)”