J-1503070_Special_Events_Amendment_08.pdf

SECTION J

DOCUMENTS, EXHIBITS, AND OTHER ATTACHMENTS

TABLE OF CONTENTS

ATTACHMENT

NUMBER

ATTACHMENT TITLE

J-1503070-01 DEFINITIONS AND ACRONYMS

J-1503070-02 DESCRIPTIONS AND EXAMPLES OF SPECIAL EVENTS

J-1503070-03 SPECIAL EVENT CATEGORIES

J-1503070-04 FUNERAL SUPPORT REQUIREMENTS

J-1503070-05

SPECIAL EVENTS HISTORICAL DATA AND FUNERAL SUPPORT

HISTORICAL DATA

J-1503070-01

DEFINITIONS AND ACRONYMS

DEFINITION/ACRONYM DESCRIPTION

Special Event Includes a variety of ceremonies and events hosted or sponsored by the Naval

Academy that typically require set-up of tables, chairs, tents, PA systems, and other specified equipment, removal and storage of equipment after the event, and any associated clean-up.

Special Event Category A pre-defined scope for a range of services and equipment to be provided in support of a Special Event.

Special Event Service Order

Special Event services orders are unscheduled or scheduled requirements for support of Special Events that are generally smaller in scope than a Special Event category or to support requirements that are not covered within the scope of a specific Special Event Category.

ATTACHMENT J-1503070-02

DESCRIPTIONS AND EXAMPLES OF SPECIAL EVENTS

Types of Special Events typically consist of, but are not limited to the following: Retirements, Parades, Homecoming Dances, Alumni Weekend, Pep Rallies, Tailgates, Marine Corps Birthday Ball, Army Navy Bon Fire, Ethics Dinner, International Ball, USMC Mess Ball, Sea Trials, Mock Sea Trials, Commissioning Week, VIP Funerals, Promotion Ceremonies, Boxing Smokers, Wrestling Tournament, Naval Symposium, Tecumseh, Concerts, Blue Angels, 4th of July, Change of Commands, VIP Events, All Sporting Events.

Special Events Descriptions

Event Time Period

Commissioning Week and Graduation

Approximately one week during the end of May. The highest profile period in the academic year with the most visitors present on the yard and attending events. Highest concentration of Special Events throughout the year.

Concludes with the graduation ceremony at the football stadium. President of the United States speaks approximately once every 4 years. The USNA website (http://www.usna.edu) lists the Commissioning Week schedule and displays the typical scheduling arrangement of Commissioning Week activities, almost all of which require Contractor support and set-up.

Plebe Induction Day (I-Day) One day during the last week of June or the first week of July.

Approximately 1,200 new plebe midshipmen and their families converge on the Naval Academy.

Plebe Summer Parents’ Weekend Usually the 2nd weekend in August. Plebe parents and families return for a weekend of activities.

First Class Midshipmen Parents’ Weekend

Usually a football weekend in September. Parents of senior (1/C) midshipmen return for a weekend of activities.

NAFAC – Naval Academy Foreign Affairs Conference

Occurs annually in the Spring. Students and other guests travel to USNA for approximately 4 days to discuss Foreign Affairs. Requires table and chair set-up in Dahlgren and Mahan Halls.

Concerts Concerts at USNA range from Glee Club concerts in the Rotunda to the Christmas “Messiah” concert in the Chapel. These events usually require risers, table, chair, and electrical set-up.

Pep Rallies and Bonfires Normally during football season; may require significant rigging and set-up.

Sporting Events Sporting events occur throughout the year and may require bleacher, table, chair, and electrical set-up.

Chief of Naval Operations (CNO) Change of Command

Usually occurs every three to four years during the summer. Very high-profile military ceremony with high security and a large number of VIPs in Tecumseh court.

Funerals, Committals, and Retirements

Infrequent, but very high visibility. May be scheduled Monday through Thursday from 0900 to 1500 and Friday from 0900 to 1200, but not on weekends, holidays, or during Commissioning Week. May require the setting up public address systems, podiums, carpet, tents, tables and chairs, and digging graves and lowering caskets. See USNAINST 5360.2.

DESCRIPTIONS AND EXAMPLES OF SPECIAL EVENTS (Cont.)

Types of miscellaneous items that shall be readily available for each Special Event shall consist of, but are not limited to the following: custom handicap ramps, set-up of boxing rings, set-up of wrestling mats, all types of sporting equipment, flags with poles, ribbon with ceremony scissors, all types of scaffolding, multi-media boxes, red carpet runners, tripods to hold signs, ceremony lights, flood lights, metal stanchions with color rope, trash cans with liners, portable blue partitions.

Examples of Special Event Requests (Note: These are examples only. Specific detailed requirements will be identified at the time of request.)

CAT I Special Event: SUPPORT NAVY SPRINT FOOTBALL

SETUP COMPLETE IN WESLEY BROWN NLT 1400 - 4 NOV

15 EACH - 3’ X 8’ TABLES

15 EACH - DISPOSABLE TABLE CLOTHS

100 EACH - WHITE FOLDING CHAIRS

5 EACH - TRASH CANS WITH EXTRA LINERS

BREAKDOWN, REMOVE ALL EQUIPMENT AND TRASH

NLT 0900 - 7 NOV

CAT II Special Event: SUPPORT 2ND BATTALION PICNIC

DROP OFF IN DAHLGREN HALL NLT 1100 - 18 SEPT

200 EACH - WHITE FOLDING CHAIRS

20 EACH - 72" ROUND TABLES

20 EACH - DISPOSABLE TABLE CLOTHS

7 EACH – 3’ X 8’ TABLES

7 EACH - DISPOSABLE TABLE CLOTHS

8 - TRASH CANS WITH EXTRA LINERS

BREAKDOWN/PICK UP ALL EQUIPMENT, REMOVE ALL TRASH

RESTORE AREA TO ORIGINAL CONDITION NLT 0900 - 19 SEPT

CAT III Special Event: SUPPORT FORMAL PARADE

SETUP NLT 1300 - 9 SEPT WORDEN FIELD

BOS CONTRACTOR HAS DIAGRAM FOR SETUP

354 EACH - WHITE FOLDING CHAIRS

1 EACH - PA SYSTEM

1 EACH - RED CARPET

1 EACH - TECH ON STANDBY DURING PARADE

SETUP MEDIA AREA WITH RISER, BUNTING AND STANTIONS.

BREAKDOWN, RESTORE AREA TO ORIGINAL CONDITION TO INCLUDE

ALL TRASH REMOVAL, INCLUDING BLEACHERS AT CONCLUSION OF PARADE.

CAT IV Special Event: SUPPORT SUPERINTENDENT’S TAILGATE

DROP OFF UNDER THE SUPERINTENDENT’S TENT NLT 1500 - 2 SEPT

THE CATERERS (PROVIDED BY OTHERS) WILL SETUP ALL TABLES AND CHAIRS

200 410 EACH - WHITE FOLDING CHAIRS

20 EACH - 72" ROUND TABLES

10 EACH - 36" BISTRO TABLES

15 30 EACH – 3’ X 8’ TABLES

BOS CONTRACTOR WILL NEED TO SETUP NLT 1500 - 2 SEPT

1 - PA SYSTEM (2) SPEAKERS AND WIRELESS MICROPHONE

1 - TECH ON STANDBY APPROX 2 HOURS

BREAKDOWN NLT 0900, MONDAY 5 SEPT

CAT V Special Event: SUPPORT COLOR PARADE

SET UP COMPLETE NLT 0800 - 26 MAY

240' BLACK RETRACTABLE STANCHIONS

APROX 600' SQ FT 1/2 CDX PLYWOOD (AS SHOWN IN DIAGRAM)

APROX 600' SQ FT RED CARPET TO COVER PLYWOOD (AS SHOWN IN DIAGRAM)

1 - RED CARPET TO COVER TRIP HAZARD LEADING INTO SUPES CANOPY

CARPET SHOULD RUN THE WIDTH AND LENGHT OF SIDEWALK

380 EACH - WHITE FOLDING CHAIRS, THE EXACT COUNT DETERMINED BY

GOVERNMENT’S DESIGNATED REPRESENTATIVE

1 EACH - SMALL TABLE WITH TABLE CLOTH TO BE PLACED ON THE FIELD, BE SURE

THE LINEN FOR THIS TABLE IS CLEAN.

1 - PA SYSTEM WITH WIRELESS MICROPHONE

100 EACH - WHITE FOLDING CHAIRS ON THE BRICKS ON THE CORNER OF RODGERS

AND UPSHUR RD'S

60 EACH - WHITE FOLDING CHAIRS, IN HANDICAP TENT BY GAZEBO - SET UP 30 AND

STACK 30 OFF TO THE SIDE.

2 EACH - SETS PORTABLE BLEACHERS ON THE GRASS, RODGERS RD SIDE OF FIELD

3 EACH - SETS PORTABLE BLEACHERS ON THE BRICKS

1 EACH – 20’ X 20’ TENT NEXT TO GAZEBO BLEACHERS ( HANDICAP AREA ) BE SURE TO

PLACE (4) "RESERVED HANDICAP" SIGNS AT THIS TENT

1 - 15 X 22 TENT NEXT TO REVIEWING STANDS ( HANDICAP AREA ) BE SURE TO PLACE

(4) "RESERVED HANDICAP" SIGNS AT THIS TENT

SETUP MEDIA AREA IN BLEACHERS AND STANTION OFF LOWER AREA WITH RISER,

COVER

RISER WITH BLUE OR BLACK BUNTING - BE SURE TO PLACE (4-6) " RESERVED FOR

MEDIA" SIGNS IN THESE AREA'S

2 - TECHS ON STANDBY DURING EVENT

BREAKDOWN IMMEDIATLY AFTER COMPLETETION OF PARADE, BOS CONTRACTOR BE

PREPARED TO REMOVE SHOES FROM FIELD IF NEEDED.

BLEACHERS CAN BE REMOVED 27 MAY NLT COB

CAT VI Special Event: SUPPORT RING DANCE

Ring Dance Requirements for Dahlgren Hall May 21, 2016

SETUP BREAK DOWN TIMES TBD BY GOVERNMENT’S DESIGNATED REPRESENTATIVE

Please note the type of chairs requested - BLACK CHIAVARI WITH BLACK CUSHIONS - They all must be the same no exceptions will be made, the TENT CANNOT LEAK.

(2)- Techs will be needed on Saturday (5/21) morning (0900) to assist the photographers with their setup

1. (1) 60'x 40' tent with lighting set up in the Kelly Court parking lot. 20' Marquis tent w/ sides to run from Dahlgren Hall to the Ring tent. Both tents require solid sides no window sides can be substituted.

2. Mats/covers for ALL electrical cords on the floor in ALL areas.

3. Deliver the (4) class rings and set-up under the 60' x 40' tent along the back wall of the tent. A forklift and flatbed truck with an operator is needed for this delivery. Photographers will be on hand to help place rings by 0900 on Saturday May 16, 2015.

4. Soft white lighting is needed to illuminate the four rings. Lighting should be placed at the base and on each side of the ring so that when illuminated no shadow is cast. Power is needed for the lights.

5. (4) 3' x 8' rectangular tables with (4) chairs per table and lighting with power are to be placed near each ring for the photographer to use.

6. Power for the photographers is needed at all four rings. The photographer will need 124V and 13A with

(2) circuit breakers at each.

7. (14) 3' x 8' rectangular tables for MFSD food set-up.

8. (10) 3' x' 8' rectangular tables set-up in the MAC with 15 power cords to match the hot carts from MFSD. Must check with MFSD for plug type (10) Standing cocktail tables.

9. (10) Standing cocktail tables

10. (8) 4' round tables

11. (136) Chiavari Bar Stools with cushions - BLACK

12. (144) Chiavari Chairs with cushions - BLACK

13. (20) Trash cans with trash can liners. Request trash can covers if possible.

14. Generator(s) to power the photographers and MFSD; Dahlgren Hall does not have the power capabilities to meet the needs of the dance.

15. Generator for the photographers in place NLT 0900 on Saturday May 21, 2016. Place next to the photography tent.

16. (1) Electrician and (1) laborer on stand-by throughout the event. (1600 TO APPROX 2300)

*** Digital Lightning needs: (in place NLT 1000 Wednesday, May 18, 2016)***

17. (1) 125-kW Generator

18. (1) 100-kW Commercial Generator

CAT VI Special Event: SUPPORT RING DANCE (Cont.)

19. (3) Three-Phase Power Distribution Box

20. 300' 2/0 Feeder Cable

BREAKDOWN AND REMOVE TENT SUNDAY 22 MAY NLT 1500.

BREAKDOWN AND REMOVE ALL OTHER EQUIPMENT IN ORDER TO RESET DAHLGREN HALL

FOR THE GRADUATION BALL NLT 1500 - MONDAY 23 MAY

CAT VII Special Event: SUPPORT FIRST NIGHT - REFORM

SETUP CAN BEGIN AFTER 1200 ON 20 AUGUST AND MUST BE COMPLETED NLT 1500, 21 AUGUST

6 EACH – 20’ X 60’ TENTS

100 EACH – 3’ X 8’ TABLES

100 EACH - DISPOSABLE TABLE CLOTHS

75 EACH - 72" ROUND TABLES

75 EACH - DISPOSABLE TABLE CLOTHS

1200 EACH - WHITE FOLDING CHAIRS

1 EACH – 20’ X 20’ STAGE (30" HIGH)WITH BLACK OR BLUE BUNTING

1 EACH - SPIDER BOX - RUN 50 AMP CABLE AND SPIDER BOX TO STAGE

1 EACH - SMALL PORTABLE GENERATOR BEHIND THE STAGE

15 PORT–A-POTS IN THE USUAL AREA

300’ TO 500' OF GARDEN HOSE

4 - SHEETS 4’ X 8’ X 3/4" PLYWOOD - - SEE GOVERNMENT’S DESIGNATED

REPRESENTATIVE FOR LOCATIONS

50' CABLE TRAYS

3 EACH - GENERATORS FOR FOOD SERVICE - SEE GOVERNMENT’S DESIGNATED

REPRESENTATIVE FOR LOCATIONS

4 EACH - SPIDER BOXES

200' TO 300' OF 50 AMP CABLE

12 EACH - 208V PIG TAILS

50 EACH - 100' EXTENSION CORDS

12 EACH - 50' EXT CORDS FOR THE 208V

CAT VII Special Event: SUPPORT FIRST NIGHT - REFORM (Cont.)

40 EACH - TRASH CANS WITH EXTRA LINERS

4 EACH - PORTABLE ELECTRIC LIGHT TOWERS

1 - ELECTRICIAN WILL BE NEEDED ON SITE DURING SETUP FROM START TO FINISH.

4 - TECHS WILL NEED TO BE ON SITE DURING SETUP AT ALL TIMES

2 - TECHS ON STANDBY FROM 1530 - 2200

DURING EVENT FOR TRASH DETAIL AND OTHER SUPPORT AS NEEDED

1 - ELECTRICIAN ON STANDBY FROM 1500-2200

DIAGRAM WILL BE SUPPLIED TO BOS CONTRACTOR

POC FOR THIS EVENT - GOVERNMENT’S DESIGNATED REPRESENTATIVE

THIS EVENT WILL HAVE TO BROKEN DOWN STARTING @ APPROX 1900-1930 21 AUGUST. THE

FIELD HAS TO BE COMPLETELY CLEAR OF ALL EQUIPMENT AND TRASH IN THE MORNING

FOR FOOTBALL PRACTICE.

ATTACHMENT J-1503070-03

SPECIAL EVENT CATEGORIES

Category Chairs

(all types)

PA

System and/or Podium (up to)

Tables (all types)

Bunting Steps, Risers, Stages

Generator (all sizes)

Tents (all types)

On Site Tech

Support (See

Note 3)

Duration

I 50-

2 5-20 Yes 1 See Note 2 1 8 Hrs 1-3 days

II

201 -

2 20-35 Yes 2 See Note 2 2 10 Hrs 1-3 days

III

301-

2 35-59 Yes 2 1 3 12 Hrs 1-3 days

IV

401 -

3 60-79 Yes 2 2 3 16 Hrs 1-3 days

V 1001 -

4 80-99 Yes 3 3 4 16 Hrs 1-3 days

VI

2001 -

100-

Yes 4 3 5 20 Hrs 1-3 days

VII

3001 -

150-

Yes 4 4 6 30 Hrs 1-3 days

Note 1: A Special Event Category shall be so defined if two or more of the requirements from the table above have been specified in the event request.

Note 2: Generator requirement for Category I and Category II Special Events is estimated to be 20% of time.

Note 3: Estimated number of hours for Technical Support personnel to remain on site during the Special Event.

Miscellaneous Funds

In addition to the scope of requirements defined for each Category in the chart above, the Contractor shall allow for the following amount of miscellaneous funds to cover additional costs associated with the Special Event:

Category I - $300 Category II - $600 Category III - $800 Category IV - $1,000 Category V - $1,500 Category VI - $2,000 Category VII - $4,000

Number of Special Events

The Contractor shall include the following number of Special Events from each category within the recurring requirements of this specification. Additional Special Events Categories or service orders will be ordered under the applicable non-recurring ELIN.

Service Orders - 500 Category I - 90 Category II - 55 Category III - 20 Category IV - 20 Category V - 6 Category VI - 3 Category VII - 2

ATTACHMENT J-1503070-04

FUNERAL SUPPORT REQUIREMENTS

In-Ground Burial

In-Ground Burial services shall consist of:

1. Dig a six (6) foot deep hole, finish off the corners and level out the bottom. Provide and install a concrete grave liner. Ensure the Government’s survey results are available and utilized to mark the burial gravesite.

Leave the burial template in place to set the casket carrier on for support. The burial template and casket carrier are Government-furnished.

2. Lay out several green carpets around the grave and in the area where the chairs are placed. A tent (20’ X 20’) is then erected over the grave and eight (8) white chairs are set on the green carpets. Note: A husband is buried on the right side and the wife on the left side of the lot, standing at the head of the lot and looking east.

3. Following the funeral, lower the casket into the liner and replace the concrete lid to the liner. Ensure the casket, liner and lid are set and place the dirt in the grave. Ensure the dirt goes around and down the sides of the casket in order to minimize settlement. Completely cover the gravesite. Lay sod over the top of the grave.

4. Remove tent, chairs, carpet, template, and casket carrier from the site.

Cemetery Cremation

Cemetery Cremation services shall consist of:

1. Construct a wooden box (12” X 12” X 16”) to be used to place the urn. The box shall be made of ¾” pressure treated plywood.

2. Dig a hole to bury the box. The hole must be large enough to hold the box and should provide at least a foot of cover over the box.

3. A tent (20’ X 20’) is placed over the hole, and eight (8) white chairs are set up around the burial site.

4. Following the funeral, the urn is placed in the box and the top secured in place and nailed. Completely cover the box with dirt, limit settlement and lay sod to cover the grave spot.

5. Remove the tent and chairs.

Columbarium Cremation

Columbarium Cremation services shall consist of:

1. Provide tool kit for the Columbarium. Tool kit includes a general set of tools such as a hammer, screwdriver, and any other tools required to open and secure the Columbarium.

ATTACHMENT J-1503070-05

SPECIAL EVENTS HISTORICAL DATA AND FUNERAL SUPPORT HISTORICAL DATA

Special Event Historical Data

Reporting Period

Categories Special Event

Service Orders

I II III IV V VI VII

Dec 2015 8 2 1 1 0 1 0 12

Jan 2016 2 0 1 3 0 0 0 9

Feb 2016 6 4 2 0 1 0 0 7

Mar 2016 6 3 2 0 0 0 0 12

Apr 2016 17 7 3 2 0 0 0 30

May 2016 9 10 2 2 3 3 0 28

Jun 2016 4 5 1 0 0 0 1 34

Jul 2016 6 1 0 0 0 0 0 12

Aug 2016 8 3 0 1 0 0 1 25

Sep 2016 9 5 1 5 0 0 0 21

Oct 2016 9 5 5 4 2 0 0 36

Nov 2016 8 8 0 1 2 1 0 18

Totals 92 53 18 19 8 5 2 244

Funeral Support Historical Data

Reporting Period In-Ground Burial Cemetery Cremation Columbarium Cremation

JUL 2013 – JUN 2014 9 6 167

JUL 2014 – JUN 2015 7 8 156

JUL 2015 – JUN 2016 4 5 163

JUL 2016 – JUN 2017 14 11 195