PWS - Scenic - Updated 25 SEP 2024.pdf

Performance Work Statement (PWS) For

Scenic Contract For The United States Army Band “Pershing’s Own”

PART 1

GENERAL INFORMATION

1. Background: The United States Army Band (TUSAB), “Pershing’s Own” in conjunction with the U.S. Army Military District of Washington (MDW) present A Holiday Festival. This annual event is part of an ongoing community relations program that showcases the Army’s most prestigious military band while bringing to the Washington, D.C. community a special insight to the Army through musical entertainment. In addition, this performance is recorded for worldwide television broadcast through the Defense Media Activity and social websites providing a musical gift that transcends the immediate Washington, D.C. viewing area during the holiday season.

1.1 Objectives: Provide and operate a world class performance area to support The United States Army Band “Pershing’s Own” for its American Holiday Festival concert

1.2 Description of Services/Introduction: The contractor shall provide all personnel, equipment, supplies, tools, materials, supervision, and other items and non-personal services necessary to provide production support for the 2024 - 2027, American Holiday Festival Concert as defined in this PWS, except for those items specified as government-furnished property and services.

1.3 Scope: Provide production support for the 2024, American Holiday Festival Concert.

1.4 Period of Performance: The period of performance shall be for 4 years. The Period of Performance reads as follows:

Base Year: 1 November 2024 – 31 October 2025 Option Year 1: 1 November 2025 – 31 October 2026 Option Year 2: 1 November 2026 – 31 October 2027 Option Year 3: 1 November 2027 – 31 October 2028s

1.5 General Information

1.5.1 Quality Control: The contractor shall develop and maintain an effective quality control plan 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 Plan is the means by which he assures himself that his/her work complies with the requirement of the contract.

As a minimum, the contractor shall develop quality control procedures that address the areas identified in Technical Exhibit 1, “Performance Requirements Summary”. After acceptance of the quality control plan the contractor shall receive the contracting officer’s (KO)/COR acceptance in writing of any proposed change to the QCP. The final version of the Quality Control Plan shall be delivered within thirty days of contract award.

1.5.2 Quality Assurance: The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. 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 quality level (AQL).

1.5.3 Recognized Holidays: The Contractor is required to work on recognized federal holidays if they fall within this contract period.

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Juneteenth Christmas Day Independence Day

1.5.4 Hours of Operation/Place of Performance: In general, the contractor will perform all work at DAR Constitution Hall in Washington, DC - Venue site, unless prescribed otherwise in the Production Department Tab, or in the Load and Strike Schedule. For purposes of this contract, use the Load, Strike, & Production Schedule as a guide for hours of operation.

1.5.5 Type of Contract: The government anticipates award of a Firm Fixed Price Contract.

1.6.6 Security Requirements: The contractor shall be responsible for safeguarding all Government equipment and property provided for this contract (if applicable). The contractor is responsible for the security of their own equipment during load in, rehearsals, show and strike.

1.6.11 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5.

The contracting officer, Contracting Officers 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.

1.6.12 Primary Point of Contact (POC). The Contractor shall provide a POC who shall be responsible for the product of the provided mace. The name of this person and an alternate(s) shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The POC and alternate shall be designated in writing to the Contracting officer at least 24 hours after contract award.

1.6.13 Key Personnel: The follow personnel are considered key personnel by the government:

Primary Point of Contact (POC): The Contractor shall provide a POC responsible for the performance of the work. The name of this person shall be designated in writing to the contracting officer. The POC has full authority to act for the Contractor on all contract matters relating to the daily operation of this contract.

Scenic Foremen: The Scenic Foreman must have at least ten (10) years’ experience in all aspects of theatrical scenic production to include carpentry, carpet installation, soft good installation, props and staging systems.

1.6.14 Identification of Contractor Employees: All contract personnel attending working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed.

1.6.14.1. The Contractor shall not employ any person who is an employee of the United States Government if the employment of that person would create a conflict of interest.

1.6.16 Organizational Conflict of Interests: 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 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 Contracting Officer’s Representative (COR): The COR will be nominated by the requiring activity and appointed by the contracting officer by separate letter. A copy of the COR’s appointment letter will be sent to the awarded Contractor, identifying the designated duties and limitations of the COR. The COR is authorized to conduct oversight on any and all tasks or requirements and report observations to the Contracting Officer. The COR is not authorized to change any terms or conditions in the contract that pertain to cost, schedule, performance, quality, quantity, or other legal aspects of the resulting order.

PART 2

DEFINITIONS & ACRONYMS

ACOR – Alternate Contracting Officer's Representative

AFARS – Army Federal Acquisition Regulation Supplement

AR – Army Regulation

CCE – Contracting Center of Excellence

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

DA – Department of the Army

DD250 – Department of Defense Form 250 (Receiving Report)

DD254 – Department of Defense Contract Security Requirement List

DFARS – Defense Federal Acquisition Regulation Supplement

DMDC– Defense Manpower Data Center

DOD – Department of Defense

FAR – Federal Acquisition Regulation

HIPAA – Health Insurance Portability and Accountability Act of 1996

IAW – In Accordance With

KO – Contracting Officer

NCR – National Capital Region

OCI – Organizational Conflict of Interest

OCONUS – Outside Continental United States (includes Alaska and Hawaii)

ODC – Other Direct Costs

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

TE – Technical Exhibit

TUSAB – The United States Army Band

Contractor: A supplier or vendor having a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

Contracting Officer: A person with authority to enter into, 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.

Contracting Officer’s Representative (COR): A representative from the requiring activity assigned by the Contracting Officer to perform surveillance and to act as liaison to the contractor

Defective Service: A service output that does not meet the standard of performance associated with it in the Performance Work Statement.

Deliverable: Anything that can be physically delivered but may include non-physical things such as meeting minutes.

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.

Physical Security: Actions that prevent the loss or damage of Government property.

Quality Assurance Surveillance Plan (QASP): An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

Quality Control: Those actions taken by a contractor to control the performance of services so that they meet the requirements of the PWS.

Quality Assurance: Those actions taken by the government to assure services meet the requirements of the Performance Work Statement.

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

Workday: The number of hours per day the Contractor provides services in accordance with the contract.

Work Week: Is defined as Monday through Friday, unless specified otherwise.

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

Staging: (All stage and legs)

• 6 ea. 4’x8’ at + 40”

• 3 ea. 4’x8’ at + 8”

• 2 ea. 4’x6’ at + 8”

• 1 ea. 2’x8’ at + 8”

• 3 ea. 4’x8’ at + 16”

• 2 ea. 4’x6’ at + 16”

• 1 ea. 4’x4’at +16”

• 6 ea. 4’x6’ at +40”

• 3 ea. 2’x8’at +40”

• 1 ea. 4’x4’at +16”

Custom Up Stage Walls: (on carts)

• 12ea. upstage riser Stone walls

Custom Decorative Railing: (for custom risers) (on carts)

• 2 ea. Center Railings

• 6 ea. Side Railings

• 2 ea. railing posts – travel separate

Artificial Trees & Bases (Trees are on cart)

• 2ea. R5’4xH4’ dimensional stone tree bases

• 9ea. 50# bases with 5x tall adjustable and 4x short adjustable pipes

• 2 ea. 14’ tall by 7’ wide tower trees

• 2 ea. 10’ tall by 5’ wide trees

• 5 ea. 8’ tall by 4’ wide trees

• 2 ea. 12’ trees

Chorus Riser Wall Flat (Fits behind upstage riser & makes a wall) (on cart)

• 6ea. Upstage wall flats

Scenic offstage blinds (fences) flats:

• 3ea. Flats Stage right

• 3ea. Flats Stage left

Stage Right Building:

• 4ea. Stone Wall sections

• Steal Bracing

• 3ea. Roof Sections

• 3ea Roof Decks

• 1ea. Folding Door

• 1ea, Folding fireplace (working)

• 1ea Stone façade (over Box seats)

• 2 ea. Stair sections over box seats

• 2 ea. platforms over box seat

• 1ea. 4x6 platform with 36” legs

• Pre-made railing pieces

• 3ea. Return stone wall sections

• Hardware Stage Left Building (Monitor Mix)

• 8ea. Stone Wall sections

• Steal Bracing

• 4ea. Roof Sections

• 1ea Roof Decks

• 1ea. Large Window (with Scrim)

• 1ea, Small Window (Light Box)

• 1ea Stone façade (over Box seats)

• 2 ea. Stair sections over box seats

• 2 ea. platforms over box seat

• 1ea. 4x6 platform with 36” legs

• 3ea. Return stone wall sections

• Pre-made railing pieces

• Hardware (includes handrails to make box seat entrances safe) o Additional handrails provided by contractor; listed below

Cyclorama:

• 1ea. 66’x25’ backdrop cyclorama

• 1ea. 66’ custom bent 1.5” pipe (in 5 sections)

Flooring:

• 2 ea. 6’ x 48’ rolls of heavy-duty Marley surface DS dance floor

• Carpet as required as per instructions listed below

Custom Stair units:

• 2ea. Upstage stairs to 40” deck

• 2ea. Downstage Stair sets with down-lights & folding handrail

Props:

• 1ea. Fireplace pit w/working SFX fire logs

• 2ea. Fire side benches

• 1ea. Floor stand & Christmas’s tree with tree skirt

• Christmas wreath for SR House fireplace and two stockings

• 2 ea. Blue LED Light strands (for 12’ trees)

• 2 ea. Red LED Light strands (for 10’ trees)

• 1 ea. One 8' LED lit Xmas tree (Martha Stewart)

• 2 ea. Railing Lights in White LED

• 24 Strands RGB 50mm Globe Lights (Run vertical around half of each 14’ tree)

• Icicle Lights for SL & SR houses

Carpet:

• As stored on carpet rack (Note: purchased new in 2022 must be recut to fit)

Seat Covers:

• 2ea. Seat Cover Steel Frames (in sections)

• 2ea. Seat Covers

• Hardware

• Would like to set this up and reconfirm size as it is different and should be fixed Front of House Gear

• Camera Baffle between Camera & Box Seats.

• Plywood cover for Lighting table dims (24”x96”)

Lectern:

• Plexiglas Lectern

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4.1. Except for those items specifically stated to be Government furnished in Part 3, the contractor shall provide all personnel, equipment, supplies, supervision, and other items and non-personal services necessary to provide production support for the 2024 American Holiday Festival Concert as defined in this PWS except for those items specified as government furnished property and services. The contractor shall perform to the standards of this contract.

PART 5

SPECIFIC TASKS

5.1: Specific Tasks

• The Contractor shall install all scenic items IAW production drawings and the guidance of the show Production Manager. All installation must be done to professional theatrical standards as delineated by ESTA and OSHA standards

• The contractor shall inspect all scenic items prior to delivery to the event and identify the required re-painting and repairs.

o The contractor shall then contact TUSAB/or the Production Manager for approval prior to performing work

• The Contractor shall, prior to load-in at DAR, re-label all existing carts

• The contractor shall safely load all government scenic items and pack to ensure no damage accrues during shipment

• The contractor shall ensure at least three (3) capable persons shall be on site to perform warehouse movement and loading operations

• The contractor shall transport, install, and strike all decking, risers, and scenic elements required to complete and dress stage for performance including government owned scenic elements

• The contractor shall refurbish, paint, repair, and make ready the government owned elements

• The contractor shall load and transport all government owned scenic items to and from the DSSW warehouse, 9925 Tracy Loop, Bldg, 767. Ft Belvoir, VA. (See Load Schedule)

• The contractor shall install all carpet on staging, chorus risers, scenic custom risers and stair sets as needed o All carpet must be seemed and properly stretched. No top taping is permitted o The areas that require carpeting include:

The entire permanent stage and stage extension up to the upstage entrances

• Carpet may be excluded under band risers

• Do not carpet the 10’ x 48’ down stage lip where the

Marley dance floor shall be laid All stage risers All custom risers All stair sets Carpet and plywood for cable ramps on stage left

• Install Government provided Staging dimensions decking and legs as specified in the stage plot o All custom staging must be locked together via contractor provided “C” clamps or other methods to insure no riser movement during performance All GOV owned Staging Dimensions use coffin locks

• Install all upstage riser rock walls and railings as specified in the stage plot.

o All risers must be level and free from trip hazards

• Install the 66’ x 25’ backdrop cyclorama on the upstage wall.

o The cyclorama and pipe pre-delivers to DAR during the construction of the stage build out to take advantage of hanging the cyclorama prior to the installation of lighting

• Install 2 ea. 6’ x 48’ rolls of heavy-duty Marley surface DS dance floor on down stage lip

• Install Government Provided Stone Houses & performance platforms

• Install soft goods o Install black duvetyn to flat skirt the downstage edge of the main stage o Install Black duvetyn skirting on all riser sections and chorus risers to mask legs from audience (GOV owned and pre-made) o Install black duvetyn as required for general masking as needed o Install two hundred (200) live medium poinsettias to form a border across the entire stage apron.

• Install props o Install 1ea. fireplace pit w/working SFX fire logs on stage left in front of down stage wall flat o Install 2ea. fire side benches around fire pit o Install Christmas tree (rolling) stage right – decorated by other

• Install truss towers on bases o Build truss to height just below each flat

• Secure all bases with sandbags

• Install 2ea. R5’4xH4’ dimensional stone tree bases stage right and left of custom risers

• Install artificial trees on telescoping pipe & base stands per drawing. The

Production Manager shall determine tree height on site o All tree lights must be operational or replaced by the contractor on site with strand light

• Install artificial tower trees on stone risers placed on stage right and left of custom risers o All tree lights must be operational or replaced by the contractor on site with strand light

• Install upstage left and right fence wall baffles

• Install seat covers frames with black fabric to cover first three rows of chairs down center

5.2 Equipment: The Contractor shall provide the following to meet the requirements of this PWS.

Soft Goods

• Provide black duvetyn to flat skirt the downstage edge of the main stage extension

• Provide black duvetyn skirting on all riser sections and chorus risers to mask legs from audience

• Provide black duvetyn as required for general masking (SL & SR house masking)

• Provide 24 black drapery panels for masking

Floral

• Provide no less than two hundred (200) live medium poinsettias to form a border across the entire stage apron.

• Plant approximately 16” high with 6” pots

• Plants must be fresh with blooms to last at least 4 days

Sand Bags

• Provide 120 ea. 25lb sandbags to counterweight truss supporting upstage flats (Sandbags remain the property of the contractor)

Handrails

• 2ea. Handrails (6’)

• 2ea. Handrails (4’)

Jib Camera Support

• Provide platforms in box seat area for Jib

Miscellaneous

• The contractor may be required to replace damaged or broken lights on trees, carpet, or any other scenic items as required.

• The contractor shall propose an amount to capture unforeseen repairs, and shall include this as a separate line item in their cost estimate that will impose a cap on the cost.

5.3 Labor: The Contractor shall provide the following to meet the requirements of this

PWS.

• 1ea. Scenic Foreman (Scenic Supervisor)

• 2ea. Scenic Sub Leads

• 3ea. Stagehand/loaders for Ft Belvoir and pick up and return

Note: Union scenic hands shall be provided under a separate requirement of this contract.

5.4 Trucking: The Contractor shall provide the following to meet the requirements of this PWS.

• Fort Belvoir Delivery and return o The contractor is responsible for loading and transporting all government owned scenic items to and from the DSSW warehouse, 9925 Tracy Loop, Bldg, 767. Ft Belvoir, VA.

• Round Trip trucking as needed to DAR Constitution Hall delivery and return.

o The contractor is responsible for transportation of all scenic items to and from the venue.

5.5 Load and Strike Schedule: The Contractor shall load and strike equipment at the venue according to the following schedule:

• Load in – Monday, December 2, 2024 starting at 8:00am

• Strike – Sunday, December 8, 2024 at the direction of the Production Manager after the conclusion of the final performance; approximately 10:00pm