1503070 C Special Events.pdf

Section C – 1503070 Special Events

1503070 – Special Events

Spec Item Title

1 General Information

1.1 Outline of Services

2 Management and Administration

2.1 Definitions and Acronyms

2.2 Personnel

2.2.1 Certification, Training, and Licensing

2.3 Special Requirements

3 Recurring Work

3.1 Special Event Project Work Orders

3.2 Special Event Services

3.2.1 Alumni Hall Basketball Services

3.2.2 Alumni Hall General Event Services

3.2.3 Commencement Event Support Services

3.2.4 Blue Angel Event Services

3.2.5 Chapel Manager Services

3.2.6 Holiday Decoration Services

3.3 Funeral Support Services

3.3.1 In-Ground Cemetery Casket Burial Services

3.3.2 In-Ground Cemetery Cremation Burial Services

3.3.3 Columbarium Cremation Internment Services

4 Non-Recurring Work

Spec Item Title Description

1 General Information

1.1 Outline of

Services

The intent of 1503070 Special Events is to specify the requirements for special events Special Events requirements within this functional annex primarily consist of event coordination, set-up, take-down, storage, and equipment and area clean-up hosted or sponsored by the United States Naval Academy (USNA).

Spec Item

Title

Description

2 Management and Administration

2.1 Definitions and

Acronyms

Definitions and Acronyms are listed in J-1503070-01.

2.2 Personnel

2.2.1 Certification, Training, and Licensing

In addition to the Employee Requirements specified in Annex 2, the Contractor shall provide personnel with the qualifications specified below:

Personnel working with or on electrical or electronic equipment shall be trained and certified per UFM 3-560-01.

The Contractor shall provide personnel with the qualifications, licenses, technical knowledge, experience, physical abilities and skills required to efficiently provide support for special events.

All trade personnel performing work for special events that does not require an inspector certified by a governing directive shall be qualified at the journeyman level.

The Contractor shall submit proof of all certifications, training, and licensing requirements per Section F.

2.3 Special

Requirements

Naval Academy Special Events occur seven days a week, both during and after regular working hours. Many special events occur over weekends.

The Contractor shall ensure that appropriate footwear is worn by all personnel working in the Alumni Hall Arena basketball floor surface to prevent flooring damage.

The Special Event Coordinator or alternate and supporting personnel shall be available to support Special Events as required.

Spec Item

Title

Performance Objective

Related Information

Performance Standard

3 Recurring Work The Contractor shall provide special events services to ensure customer requirements for Special Events are met.

The Contractor shall develop, implement, and execute a Special Event Project Work, Special Event Services, and Funeral Support Services.

The Contractor shall schedule and support recurring work in a way that minimizes disruptions to Government operations.

Coordination with the COR is required to ensure recurring services do not conflict with other contracted work on the installation.

The Contractor shall coordinate the use of Government- Furnished Equipment (GFE) provide in J-0200000-09 for all special events. The Government shall use a Special Event Project Work or Non- Recurring Work for Special events requiring additional equipment.

Special event is accomplished in accordance with the requirements of the ordered event.

3.1 Special Event

Project Work

The Contractor shall provide all equipment and perform all services for Special Event Project Work by Category in a timely manner to ensure customer requirements for events are met.

Special Event Project Work provides a means to accomplish Special Events within the limits of liability.

Special Event Project Work Categories, Quantities and Limits of Liability are provided in J-1503070-02.

Special Event Project Work are subject to the limit of liability amounts for direct labor and direct material cost in each Category.

The Contractor shall receive NAVFAC Maximo Special Event Project Work order by Category and at least three (3) calendar days in advance of the event in accordance with the work reception requirements in Annex 02.

The Contractor shall maintain sufficient personnel, labor, materials, services, tools, transportation and equipment on hand or readily available, to support recurring work to

Special Event Project Work is responded to and completed as ordered in NAVFAC Maximo.

Equipment or services are provided within the specified time.

Equipment is properly cleaned and stored

Event area is properly cleaned and restored to conditions.

Special Event Project Work are properly documented and closed in NAVFAC Maximo as specified.

include Special Event Project Work and Event Services.

Lack of availability of equipment or personnel will not relieve the Contractor from the requirement to complete work within the times requested or as specified in work or service orders.

Special Events can be held both indoors and outdoors.

Outdoor events often have alternate indoor locations for inclement weather conditions.

The Government shall communicate decisions to move a planned outdoor event to an indoor location no less than twenty-four (24) hours before the event. The Government shall monitor weather forecasts before all planned outdoor events and make every effort to notify the Contractor as soon as possible if an event must be moved indoors.

Unless otherwise specified, the Contractor has full responsibility for any work up to the work order limit of liability per Project Category in direct labor and direct material cost per work order.

The Government will only pay for the portion of direct labor and/or direct material that exceeds the project work order limits of liability.

Notify the KO upon identification that the project order will exceed the specified limits of liability in accordance with reporting requirements in Annex 2. The Government reserves the right to recoup the executed project order and issue the appropriate project work order. If non-recurring work is issued for the portion exceeding the specified project order limits of liability, the Government will only pay for the portion of direct labor and/or direct material that exceeds the project order limits.

The Contractor shall close out Special Event Project Work order in NAVFAC Maximo within five (5) working days of event completion.

A summary completion report of completed project work orders shall be submitted per Section F.

Special Event Project Work will include a wide variety of work. Sample of Historical Special Event Project Work Orders is provided in J- 1503070-03. Historical Special Event Project work order data may not reflect current requirements. The Government makes no warranty, express or implied, or assumes any legal liability or responsibility for the accuracy, completeness, or usefulness of the historical Special Event work order data.

Informational Note:

Short-notice events will typically be for small special event categories. Large special events are generally scheduled and planned with several weeks or months of advance notice.

3.2 Special Event

Services

The Contractor shall perform all services in support of Special Event Services to ensure customer requirements for events are met.

The Contractor shall develop and maintain a Special Events Program that outlines procedures, staffing, equipment, safety, and coordination requirements for all supported events.

The Special Event program shall be submitted per Section F. At a minimum the Special Event program shall include:

Special event planning and coordination

Staffing and supervision

Equipment and material

Set-Up, execution, and tear-down

Safety and compliance

Equipment or services are provided within the specified time.

Equipment is taken down, cleaned, dried and stored in the original storage location, as specified.

Event site is returned to the original condition, with all trash, debris, scuff marks, etc.

removed.

Notify the KO within 24 hours upon identification that the event will require additional equipment. The Government may issue a Project Work Order or non-recurring work to accomplish service.

The Contractor shall submit a events log and after-action report of completed Special Event Services per Section F.

3.2.1 Basketball Court

Services

The Contractor shall provide qualified personnel to transport, set up, disassemble, and return to storage the basketball court and equipment to minimize equipment damage and to maximize useful life.

The Contractor shall transport and install basketball court floor panels. Rolling storage carts shall be used to facilitate movement of court floor panels from the storage area to the arena.

The Contractor shall ensure that the tongue and groove floor connections are correctly joined and floor surface is smooth and level at all joints.

The Contractor shall ensure the floor is clean and free from scuffs or marks following the installation.

Contractor shall transport portable basketball hoops from storage area and set up hoops at the designated locations on the basketball floor.

The Contractor shall ensure that appropriate footwear is worn by all personnel working on the basketball floor surface to prevent flooring damage.

The Contractor shall disassemble, transport, and store wood floor panels and basketball hoops. Rolling storage carts shall be used to facilitate movement of court floor panels from the arena to the storage area.

During the installation and removal of the basketball floor panels, the Contractor shall take great care not to damage the existing floor surface, the basketball floor panel surface, painted graphics on the surface, and the tongue and

Court set-up is accomplished in accordance with Contractor’s event program and manufacture’s installation instructions.

Contractor ensures no damage occurs to floor panels or facility.

Court is cleaned of all debris, scuffs, dirt, etc.

Court is disassembled and properly returned to storage.

groove fittings for floor panel connection.

Notify the KO within one hour upon identification of damage to court floor panels.

Arena floor shall be cleaned of all debris, scuffs, and dirt upon court floor disassembly.

3.2.2 General Event

The Contractor shall provide qualified personnel to transport, set up, disassemble, and return to storage event equipment for General Events and to minimize equipment damage and to maximize useful life.

The Contractor shall disassemble, remove, transport and store basketball hoops to storage or designated area.

The Contractor shall transport carpet tiles from storage and install over the wood basketball floor. The Contractor shall spot-clean and vacuum the carpet tiles upon installation completion.

The Contractor shall ensure that appropriate footwear is worn by all personnel working on the basketball floor surface to prevent flooring damage.

The Contractor shall disassemble, transport, and store carpet tiles in storage area. Prior to disassembly the Contractor shall spot-clean and vacuum the carpet tiles

The Contractor shall transport basketball hoops and return them to the designated locations on the arena floor.

The Contractor shall ensure that the basketball floor and surrounding areas are cleaned of all debris, scuffs, and dirt.

Notify the KO upon identification of damage to court floor panels or carpet tiles.

Informational Note:

During the basketball season the arena shall also be used to support General Events.

Carpet flooring set-up is accomplished in accordance with Contractor’s event program and manufacture’s installation instructions.

Contractor ensures no damage occurs to carpet tiles or facility.

Affected areas are cleaned of all debris, scuffs, dirt, etc.

Carpet flooring is disassembled and properly returned to storage.

3.2.3 Commencement

Event Support Services

The Contractor shall provide qualified personnel to transport, set up, disassemble, and return to storage

The Contractor shall transport and set-up event equipment in support of the Commencement Event at the designated area.

Commencement event

Commencement Event support services are provided as specified and as scheduled .

Event equipment is event equipment to support Commencement Events and to minimize equipment damage and to maximize useful life.

equipment is provided in attachment J-1503070-04

The Contractor shall clean equipment and return event equipment to storage locations.

Informational Note:

Set up is typically performed approx. forty-eight (48) hours prior to ceremony start time.

Graduations typically last approx. four (4) hours.

cleaned and properly returned to storage.

3.2.4

Airshow Event

The Contractor shall provide Airshow Event Services to ensure that Government- Furnished Equipment and Contractor- Furnished Equipment is safely and adequately transported, set up, taken down, and returned to storage or off-site to ensure that the customer requirements are met.

The Contractor shall transport, deliver, set up, clean, and test event equipment. Testing must occur in advance so there is adequate time for the Contractor to obtain alternate equipment, if necessary, prior to the practice event.

Airshow Event Services are provided per J-1503070-05.

The Contractor shall provide support as needed for all services during the three (3) day event period.

Upon conclusion of the event, the Contractor shall remove, clean up, transport and store all

GFE.

The Contractor shall disconnect and remove all equipment after 1600 on Day 3.

Services are provided as specified and as scheduled.

Equipment is tested in advance of practice event to ensure it is operating as designed and as required to support the airshow event.

Affected event area(s) are cleaned of all debris and trash is removed.

Event equipment is returned to storage.

3.2.5 Chapel Manger

The Contractor shall provide Chapel Manger Services to ensure display is safely and adequately transported, set up, taken down, and returned to storage.

The Contractor shall provide services to transport, install, take-down and transport manger display twelve (12) manger display figures, 4' tall, and a wooden manger, 5' tall.

Chapel Manger Services are provided as specified and as scheduled.

Event area is cleaned of all debris and trash is removed.

Event equipment is cleaned and properly returned to storage.

3.2.6 Holiday Decoration

Services

The Contractor shall provide Holiday Decoration Services to ensure that Decorations provided by others are safely and adequately transported, set up, taken down and that

The Contractor shall provide support to install, take-down and dispose of holiday decorations provided by the Garden Club.

The Contractor shall provide all equipment and accessories, such as ladders, attachment hardware, etc. to install seasonal

Holiday Decoration Services are provided as specified and scheduled in the service order.

Event area(s) are cleaned of all debris and trash is removed.

the customer requirements are met.

decorations. Event equipment is cleaned and properly returned to storage.

3.3 Funeral Support

Services

The Contractor shall provide funeral support for burials and columbarium services to ensure customer requirements for funeral events are met in a timely manner.

The Contractor shall develop and maintain a Funeral Support Services program that outlines procedures, staffing, equipment, safety, and coordination requirements for all supported events.

The Funeral Support Services program shall be submitted per Section F. At a minimum the Special Event program shall include:

Funeral support planning and coordination

Staffing and supervision

Equipment and material

Set-Up, execution, and tear-down

Safety and compliance

The Contractor shall provide support for in-ground burial services, cremation services, and columbarium services, in accordance with the Annotated Code of Maryland.

The Contractor shall provide all equipment required to perform funeral support services, including but not limited to, excavators, compaction equipment, ground thawers, hand tools, etc., as required to perform all funeral services.

The Contractor shall use appropriate equipment for the ground and site conditions, so the ground surface, vegetation, and adjacent grave sites are not damaged or disturbed. The Contractor shall notify the KO within one (1) hour upon identification of damage.

Damage repairs will be made at no additional cost to the Government.

The Contractor shall submit a report of completed Funeral Support Services per Section

Funeral Support Services meet the specified requirements for funeral support.

Funeral Support Services are provided as specified and as scheduled.

F.

Sample of Historical Funeral Support Services are provided in J-1503070-06.

3.3.1 In-Ground

Cemetery Casket Burial Services

The Contractor shall provide In-Ground Cemetery Casket Burial Services for funerals to ensure customer requirements are met in a timely and efficient manner, as scheduled.

The Contractor shall provide support for in-ground cemetery casket burial services.

In-Ground Cemetery Casket Burial Services are provided in J-1503070-07

Upon conclusion of the event, the Contractor shall remove, clean up, transport and store all

GFE.

Informational Note:

Grave Placement:

When standing at the foot of the gravesite, the husband is typically buried on the left side of the site, and the wife is typically buried on the right.

In-ground cemetery casket burial services meet the specified requirements for funeral support.

Services are provided as specified and as scheduled with care taken to be respectful of funeral attendees.

Burial site is free of debris.

Event equipment is cleaned and properly returned to storage.

3.3.2 In-Ground

Cemetery Cremation Burial Services

The Contractor shall provide In-Ground Cemetery Cremation Burial Services for funerals to ensure customer requirements are met in a timely and efficient manner, as scheduled.

The Contractor shall provide support for in-ground cemetery cremation burial services.

In-Ground Cemetery Cremation Burial Services are provided in J-1503070-08

Upon conclusion of the event, the Contractor shall remove, clean up, transport and store all

GFE.

Informational Note:

Grave Placement:

When standing at the foot of the gravesite, the husband is typically buried on the left side of the site, and the wife is typically buried on the right.

In-Ground Cemetery Cremation Burial Services meet the specified requirements for funeral support.

Services are provided as specified and as scheduled with care taken to be respectful of funeral attendees.

Burial site is free of debris.

Event equipment is cleaned and properly returned to storage.

3.3.3 Columbarium

Cremation Interment Services

The Contractor shall provide Columbarium Cremation Internment Services for funerals to ensure customer requirements are met in a timely and efficient manner, as scheduled.

The Contractor shall provide support for Columbarium Cremation Internment Services, Columbarium Cremation Interment Services are provided in J-1503070-09

Upon conclusion of the event, the Contractor shall remove, clean up, transport and store all

GFE.

Columbarium cremation services meet the specified requirements for funeral support.

Services are performed before the time specified within the order.

Contractor ensures no damage occurs to GFE or the Government facilities.

Event equipment is returned to storage.

4 Non- Recurring Work

Non-Recurring work may be ordered utilizing DoD FEDMALL in accordance with Section H or on a task order in accordance with the

PROCEDURES FOR

ISSUING ORDERS

clause in Section G.

The order will specify the exact location and type of work to be accomplished.

Refer to non-recurring ELINs for task listings, descriptions, and related requirements. All periods of performance are measured from issue date of order to acceptance of the work.